HomeMy WebLinkAbout24-1590ORD[NANCENO. 24-1590
AN ORDINANCE OF THE CITY OF DENTON AUTHORIZING THE CITY MANAGER TO
EXECUTE A FUNDING AGREEMENT BETWEEN THE CITY AND HEALTH SERVICES OF
NORTH TEXAS, INC. TO PROVIDE COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS FOR
THE POVERTY PRIMARY CARE PROGRAM IN DENTON, TEXAS; AUTHORIZING THE
EXPENDITURE OF FUNDS IN AN AMOUNT NOT TO EXCEED $50,000.00; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City of Denton (the “City”) has received Community Development Block Grant
(“CDBG”) funds from the U.S. Department of Housing and Urban Development (“HUD”) under Title I of
the Housing and Community Development Act of 1974, as amended; CDBG Program, CFDA Number 14-
218 and
WHEREAS, the City has adopted a budget and included therein an authorized budget for the
expenditure of CDBG funds in accordance with its 2023-2027 City of Denton Consolidated Plan; and
WHEREAS, the Community Services Advisory Committee ('’CSAC") of the City has reviewed the
proposal for services of Health Services of North Texas, Inc. (the “SUBRECIPIENT”) for The Poverty
Primary Care Program and has determined that the SUBRECIPIENT performs an important service for the
residents of Denton without regard to race, religion, color, age, or national origin, and the CSAC
recommends the award of CDBG funds for such services in accordance with the 2023-2027 City of Denton
Consolidated Plan pursuant to the 2024-2025 Community Development Block Grant Service Agreement
between the City and SUBRECIPIENT attached hereto as Attachment 1 and incorporated herein for all
purposes (the “Agreement”); and
WHEREAS, The Poverty Primary Care Program will provide a benefit to low- and moderate-
income persons in the City of Denton; and
WHEREAS, the City has designated the Community Development Division as the division
responsible for the administration of the Agreement and all matters pertaining thereto; and
WHEREAS, the City Council deems it in the public interest to enter into the Agreement in support
of much needed services for Denton residents; NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION 1. The findings and recitations in the preamble of this ordinance are incorporated herein
by reference as true and as if fully set forth in the body of this ordinance.
SECTION 2. The City Manager or their designee is hereby authorized to execute the Agreement
with Health Services of North Texas, Inc. to provide for The Poverty Primary Care Program.
SECTION 3. The City Manager or their designee is hereby authorized to expend funds in an amount
not to exceed $50,000.00 CDBG funds in the manner specified in the Agreement, and to take any other
actions that may be necessary or convenient, in the reasonable opinion of either the City Manager or the
City Attorney, to carry out the City’s rights and obligations under the Agreement.
SECTION 4. This ordinance shall become effective immediately upon its passage and approval.
The motion to approve this ordinance was made by Paul Meltzer and seconded by Brian Beck.
The ordinance was passed and approved by the following vote { 6 - 0 ]:
Aye
X
X
X
X
X
X
Nay Abstain Absent
Mayor Gerard Hudspeth
Vicki Byrd, District 1 :
Brian Beck, District 2 :
Paul Meltzer, District 3 :
Joe Holland. District 4:
Brandon Chase McGee, At Large Place 5 :
Jill Jester, At Large Place 6:X
PASSED AND APPROVED this the 24th day of September, 2024.
GERARD HUDSPETH, MAYOR
ATTEST
LAUREN THODEN, CITY SECRETARY
APPROVED AS TO LEGAL FORM:
MACK REINWAND, CITY ATTORNEY
.*:
Scott Bray, Deputy City Attorney
I
PH h +
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2024-2025 COMMUNITY DEVELOPMENT BLOCK GRANT SERVICE AGREEMENT
BETWEEN THE CITY OF DENTON, TEXAS AND
HEALTH SERVICES OF NORTH TEXAS, INC.
This 2024-2025 Grant Service Agreement (“Agreement”) is made and entered into by and between the City of
Denton, a Texas municipal corporation, acting by and through its City Manager, hereinafter referred to as “CITY,”
and Health Services of North Texas, Inc., a Texas nonprofit corporation doing business at 4401 N. 1-35, Ste.
312, Denton TX 76207, hereinafter referred to as '’SUBRECIPIENT."
WHEREAS, CITY has received certain funds from the U.S. Department of Housing and Urban Development
(“HUD”) under Title I of the Housing and Community Development Act of 1974, as amended (the “ACT”); CDBG
Program, CFDA Number 14-218; and
WHEREAS, CITY's Community Services Advisory Committee (“CSAC“) has reviewed the SUBRECIPIENT’s
proposal for services and has determined that SUBRECIPIENT performs an important service for the residents of the
City of Denton without regard to race, religion, color, age, or national origin, and the CS AC recommends
SUBRECIPIENT’s proposal for services; and
WHEREAS, CITY has determined that the SUBRECIPIENT’s proposal for services can provide needed services to
the residents of the City of Denton in accordance with the 2023-2027 City of Denton Consolidated Plan and will
benefit low- and moderate-income persons in the City of Denton, and desires to enter into an agreement for such
services; and
WHEREAS, CITY has adopted a budget and included therein an authorized budget for the expenditure of funds in
accordance with its 2023-2027 City of Denton Consolidated Plan and 2024 Action Plan;
WHEREAS, CITY has designated the Community Development Division as the division responsible for the
administration of this Agreement and all matters pertaining thereto; and
WHEREAS, CITY's City Council has approved the expenditure of up to $50,000.00 in CDBG funds consistent with
the terms of this Agreement;
NOW, THEREFORE, the parties hereto agree, and by the execution hereof are bound to the mutual obligations and
to the performance and accomplishment of the conditions hereinafter described.
1. TERM
This Agreement shall commence on or as of October 1, 2024, and shall terminate on September 30, 2025, unless
sooner terminated in accordance with Section 25 “Termination.”
2. RESPONSIBILITIES
SUBRECIPIENT hereby accepts the responsibility for the performance of all services and activities described in the
Scope of Services attached hereto as Exhibit A, and incorporated herein by reference, in a satisfactory and efficient
manner as determined by CITY, in accordance with the terms herein. CITY will consider SUBRECIPIENT’s
executive officer to be SUBRECIPIENT’s representative responsible for the management of all contractual matters
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pertaining hereto, unless written notification to the contrary is received from SUBRECIPIENT and approved by
CITY
The CITY’s Director of Community Services will be CITY’s representative responsible for the administration of this
Agreement. Beneficiaries of the activities to be provided hereunder must reside in the City of Denton and
SUBRECIPIENT certifies that the activities carried out with these funds shall meet the Community Development
Block Grant (“CDBG”) program’s National Objective of benefit to low and moderate-income persons.
SUBRECIPIENT shall provide services to persons whose income is equal to or lower than 80% of the median income
of the Dallas standard metropolitan statistical area. To accomplish this, the SUBRECIPIENT shall use the current
applicable income limits published by HUD for lower income housing assistance under Section 8 of the United States
Housing Act of 1937. Income eligibility shall be determined by the sum of the gross income of all individuals residing
in the household. Services must be provided directly to or on behalf of specific identified eligible clients. Eligibility
documentation must be included in each client’s file and updated annually, or services must be provided to a clientele
that is within a “presumed benefit” category as specified in 24 CFR 570.208.
3. REPRESENTATIONS
SUBREC'IPIENT assures and guarantees that it possesses the legal authority, pursuant to any proper, appropriate,
and official motion, resolution, or action passed or taken, to enter into this Agreement.
The person or persons signing and executing this Agreement on behalf of SUBRECIPIENT, do hereby warrant
and guarantee that he, she, or they have been fully authorized by SUBRECIPIENT to execute this Agreement on
behalf of SUBRECIPIENT and to validly and legally bind SUBRECIPIENT to all terms, performances, and
provisions herein set forth.
CITY shall have the right, at its option, to either temporarily suspend or permanently terminate this Agreement
if there is a dispute as to the legal authority of either SUBRECIPIENT or the person signing the Agreement to
enter into this Agreement. SUBRECIPIENT is liable to CITY for any money it has received from CITY for
performance of the provisions of this Agreement if CITY has suspended or terminated this Agreement for the
reasons enumerated in this Section.
SUBRECIPIENT agrees that the funds and resources provided SUBRECIPIENT under the terms of this
Agreement will in no way be substituted for funds and resources from other sources, nor in any way serve to
reduce the resources, services, or other benefits which would have been available to, or provided through,
SUBRECIPIENT had this Agreement not been executed.
A.
B.
C.
D.
4. OBLIGATIONS
CITY agrees to the following terms and conditions:
A. Limit of Liability. CITY will reimburse SUBRECIPIENT for expenses incurred pursuant to and in accordance
with the Budget attached hereto as Exhibit B, and incorporated herein by reference, and the Scope of Services
herein attached as Exhibit A. Notwithstanding any other provision of the Agreement, the total of all payments
and other obligations made or incurred by CITY hereunder shall not exceed the sum of Fifty Thousand Dollars–
$50,000.00.
B. Measure of Liability. In consideration of full and satisfactory performance of the services and activities
hereunder by SUBRECIPIENT and receipt of a requisition for payment with appropriate documentation of
expenditures, CITY shall make payments to SUBRECIPIENT based on the Budget in Exhibit B, subject to the
limitations and provisions set forth in Exhibit B and in this Section and Section 7 of this Agreement. Payments
may be contingent upon certification of the SUBRECIPIENT’s financial management system in accordance with
the standards specified in 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards.
(1) The parties expressly understand and agree that CITY’s obligations under this Section are contingent upon
CITY’s receipt and appropriation of adequate CDBG funds to meet CITY’s liabilities under this Agreement.
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If adequate funds are not available to make payments under this Agreement, CITY shall notify
SUBRECIPIENT in writing within a reasonable time after such fact has been determined. CITY may, at its
option, either reduce the amount of its liability or terminate the Agreement. If funds eligible for use for
purposes of this Agreement are reduced, CITY shall not be liable for further payments due to
SUBRECIPIENT under this Agreement.
(2) it is expressly understood that this Agreement in no way obligates the General Fund or any other monies or
credits of the City of Denton.
(3) CITY shall not be liable for any cost or portion thereof which:
(a) has been paid or reimbursed, or is subject to payment or reimbursement, from any other source;
(b) was incurred prior to the beginning date or after the ending date specified in Section 1 ;
(c) is not in strict accordance with the terms of this Agreement, including all exhibits attached hereto;
(d) has not been billed to CITY within 90 calendar days following billing to SUBRECIPIENT, or
termination of the Agreement, whichever date is earlier; or
(e) is not an allowable cost as defined by Section 10 of this Agreement or in the Budget set forth in
Exhibit B
(4) CITY shall not be liable for any cost or portion thereof which is incurred with respect to any activity of
SUBRECIPIENT requiring prior written authorization from CITY, or after CITY has requested that
SUBRECIPIENT furnish data concerning such action prior to proceeding further, unless and until CITY
advises SUBRECIPIENT to proceed.
(5) CITY shall not be obligated or liable under this Agreement to any party other than SUBRECIPIENT for
payment of any monies or provision of any goods or services.
(6) Funding not expended within the term of this Agreement will revert to the City of Denton’s CDBG budget
for use on alternative services or projects.
SUBRECIPIENT’S Obligations. In consideration of the receipt of funds from the CITY, the SUBRECIPIENT
agrees to the following terms and conditions:
(1) Fifty Thousand Dollars ($50,000.00) may be paid to SUBRECIPIENT by CITY under the terms of this
Agreement on a reimbursement basis. Subrecipient shall be eligible for reimbursement only for expenditures
made in accordance with the Budget, set forth in Exhibit B to complete those services described in the Scope
of Services in Exhibit A. SUBRECIPIENT shall not utilize these funds for any other purpose.
(2) SUBRECIPIENT will establish, operate, and maintain an account system for this program that will allow for
a tracing of funds and a review of the financial status of the program . The system will be based on generally
accepted accounting principles as recognized by the American Institute of Certified Public Accountants.
(3) SUBRECIPIENT will permit authorized officials of CITY to review its books at any time.
(4) SUBRECIPIENT will reduce to writing all of its rules, regulations, and policies and file a copy with CITY’s
Community Development Office along with any amendments, additions, or revisions upon request.
(5) SUBRECIPIENT will not enter into any contracts that would encumber CITY funds for a period that would
extend beyond the term of this Agreement.
(6) SUBRECIPIENT will promptly pay all bills when submitted unless there is a discrepancy in a bill; any errors
or discrepancies in bills shall be promptly reported to CITY’s Community Development Division for further
direction.
(7) SUBRECIPIENT will appoint a representative who will be available to meet with CITY officials when
requested.
(8) SUBRECIPIENT will indemnify and hold harmless CITY, its officers, elected and appointed officials,
agents, employees, and contractors from any and all claims and suits arising out of the services or activities
of SUBRECIPIENT, its employees, and/or contractors.
(9) SUBRECIPIENT will submit to CITY copies of year-end audited financial statements.
C.
5. COMPLIANCE WITH FEDERAL, STATE, AND LOCAL LAWS
A. SUBRECIPIENT shall comply with all applicable federal laws, laws of the State of Texas, and ordinances of the
City of Denton.
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B.
A.
SUBRECIPIENT agrees to abide by the conditions of and comply with the requirements of the Office of
Management and Budget’s 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards.
SUBRECIPIENT shall give the CITY, HUD, the Comptroller General of the United States, the Auditor of the
State of Texas, and any of their authorized representatives, access to and the right to reproduce all records
belonging to or in use by SUBRECIPIENT pertaining to this Agreement. Such access shall continue as long as
SUBRECIPIENT retains the records. SUBRECIPIENT shall maintain such records in an accessible location for
at least three (3) years after the end of the term.
SUBRECIPIENT agrees to abide by the conditions of this Agreement and all other applicable Federal, state, and
local laws and regulations such as the requirements of the Secretary of Labor in accordance with the Davis-Bacon
Act as amended, the provisions of the Contract Work Hours Safety Standards Act, the Copeland “Anti-Kickback
Act” (40 U.S.C. 276a-276a-5; 40 USC 327 and 40 USC 276c) pertaining to the performance of this Agreement.
SUBRECIPIENT shall refrain from entering into any subcontract for services without prior approval in writing
by CITY of the qualifications of the subcontractor to perform and meet the standards of this Agreement. All
subcontracts entered into by the SUBRECIPIENT will be subject to the requirements of this Agreement. The
SUBRECIPIENT agrees to be responsible to CITY for the performance of any subcontractor.
SUBRECIPIENT shall not use funding under this Agreement to influence the outcome of elections or the passage
or defeat of any legislative measures. SUBRECIPIENT understands that funds provided to it pursuant to this
Agreement are funds which have been made available to CITY by the Federal Government (U.S. Department of
Housing and Urban Development) under the ACT, in accordance with an approved Grant Application and
specific assurances. Accordingly, SUBRECIPIENT assures and certifies that it will comply with the
requirements of the ACT and with regulations promulgated thereunder, and codified at 24 CFR Part 570. The
foregoing is in no way meant to constitute a complete compilation of all duties imposed upon SUBRECIPIENT
by law or administrative ruling, or to narrow the standards which SUBRECIPIENT must follow.
SUBRECIPIENT further agrees and certifies that if the regulations and issuances promulgated pursuant to the
ACT are amended or revised, it shall comply with them, or notify CITY, as provided in Section 23 of this
Agreement.
SUBRECIPIENT is required to comply with the applicable Uniform Administrative Requirements, Cost
Principles, and Audit Requirements for Federal Awards as described in 24 CFR §570.502 and 24 CFR Part 570
subpart K with the exceptions noted below:
(1) SUBRECIPIENT does not assume CITY’S environmental responsibilities described at 24 CFR §570.604.
(2) SUBRECIPIENT does not assume the CITY’s responsibility for initiating the review process under the
provisions of 24 CFR Part 52.
SUBRECIPIENT agrees to comply with 24 CFR Part 135 – Section 3 Regulations, and all applicable rules and
orders issued thereunder prior to the execution of this Agreement. The SUBRECIPIENT certifies that no
contractual or other disability exists which would prevent compliance with these requirements.
B.
C.
D.
E.
F.
G.
6. PERFORMANCE BY SUBRECIPIENT
SUBRECIPIENT will provide, oversee, administer, and carry out the activities and services set out in the Scope of
Services described in Exhibit A, utilizing the funds in accordance with the budget described in Exhibit B. Both parties
agree and acknowledge that the amount of funds provided hereunder is necessary and sufficient payment for full and
satisfactory performance of the program in accordance with all terms, provisions, and requirements of this
Agreement. No modifications or alterations may be made to the Scope of Services or Budget without the prior written
approval of the CITY’s Director of Community Services.
7. PAYMENTS
A. Payments to SUBRECIPIENT. The CITY shall pay to SUBRECIPIENT a maximum amount of money not to
exceed Fifty Thousand Dollars– $50,000.00 for services rendered under this Agreement. The CITY will pay these
funds on a reimbursement basis to SUBRECIPIENT within twenty-one days after CITY has received supporting
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documentation of eligible expenditures. Expenses incurred on or after October 1, 2024 may be eligible for
reimbursement. Documentation of expenditures must be submitted to the Community Development Division by
the dates required by Community Development. SUBRECIPIENT’S failure to provide the information on a
timely basis may jeopardize present or future funding.
Funds are to be used for the sole purpose of providing the services described in the Scope of Services in Exhibit
A and based on the Budget in Exhibit B.
SUBRECIPIENT’s reimbursement request for any one-month period will not exceed one-fourth (1/4) of any
budgeted line items for costs as specified in Exhibit B without prior written authorization from the CITY.
If, in CITY’s sole judgment, SUBRECIPIENT’s reimbursement request for any period does not provide sufficient
documentation of allowable expenditures or if CITY requests inspection or verification of claimed expenditures
after receipt of a reimbursement request, CITY may withhold reimbursement for those expenditures for an
amount of time deemed reasonable by CITY pending such inspection, verification, or receipt of documentation.
Excess Payment. SUBRECIPIENT shall refund to CITY within ten working days of CITY’s request, any sum
of money which has been paid by CITY and which CITY at any time thereafter determines:
(1) has resulted in overpayment to SUBRECIPIENT; or
(2) has not been spent strictly in accordance with the terms of this Agreement; or
(3) is not supported by adequate documentation to fully justify the expenditure.
Disallowed Costs. Upon termination of this Agreement, should any expense or charge for which payment has
been made be subsequently disallowed or disapproved as a result of any auditing or monitoring by CITY, HUD,
or any other Federal agency, SUBRECIPIENT will refund such amount to CITY within ten working days of a
written notice to SUBRECIPIENT, which specifies the amount disallowed. Refunds of disallowed costs may not
be made from these or any funds received from or through CITY.
Reversion of Assets.
(1) SUBRECIPIENT, upon expiration of this Agreement, shall transfer to the CITY any funds on hand at the
time of expiration and any accounts receivable attributable to the use of funds.
(2) The reversion of these financial assets shall be in addition to any other remedy available to CITY either at
law or in equity for breach of this Agreement.
Obligation of Funds.
(1) in the event that actual expenditure rates deviate from SUBRECIPIENT’s provision of a corresponding level
of performance, as specified in Exhibit A, CITY hereby reserves the right to reappropriate or recapture any
such under expended funds.
(2) if CITY finds that SUBRECIPIENT is unwilling and/or unable to comply with any of the terms of this
Agreement, CITY may require a refund of any and all money expended pursuant to this Agreement by
SUBRECIPIENT, as well as any remaining unexpended funds which shall be refunded to CITY within ten
working days of a written notice to SUBRECIPIENT to revert these financial assets.
Contract Close Out. SUBRECIPIENT shall submit a final expenditure report, for the time period covered by
the last invoice requesting reimbursement of funds under this Agreement, within 15 working days following the
close of the Agreement period.
B.
C.
D.
E.
F
G
H
I
8. ALLOWABLE COSTS
Costs must comply with eligible CDBG Program Activities pursuant to guidance published by HUD and
CDBG regulations located at 24 CFR Part 570.
Costs shall be considered allowable only if incurred directly and specifically in the performance of and in
compliance with this Agreement and in conformance with the standards and provisions of Exhibits A and B.
Approval of SUBRECIPIENT’s Budget, Exhibit B, does not constitute prior written approval, even though
certain items may appear herein. CITY’s prior written authorization is required in order for the following to
be considered allowable costs:
1 ) Encumbrances or expenditures during any one-month period which exceeds one-fourth (1/4) of the
total budget for any particular line-item as specified in Exhibit B.
A.
B.
C
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2) CITY shall not be obligated to any third parties, including any subcontractors of SUBRECIPIENT,
and CITY funds shall not be used to pay for any contract service extending beyond the expiration of
this Agreement.
3) Any alterations or relocation of the facilities on and in which the activities specified in Exhibit A are
conducted;
4) Any alterations, deletions, or additions to the Budget detail incorporated in Exhibit B;
5) Costs or fees for temporary employees or services;
6) Any fees or payments for consultant services; and
7) Fees for attending out of town meetings, seminars, or conferences.
Written requests for prior approval are SUBRECIPIENT’s responsibility and shall be made within sufficient
time to permit a thorough review by CITY. SUBRECIPIENT must obtain written approval by CITY prior to
the commencement of procedures to solicit or purchase services or personal property. Any procurement or
purchase which may be approved under the terms of this Agreement must be conducted in its entirety in
accordance with the provisions of this Agreement.
Expenditures will not be reimbursed to the SUBRECIPIENT for the purchase of real property or equipment.
These are not allowable costs under this Agreement.
D.
E.
9. PROGRAM INCOME
For purposes of this Agreement, “Program Income” means earnings ofSUBRECIPIENT realized from activities
resulting from this Agreement or from SUBRECIPIENT’s management of funding provided or received
hereunder. Such earnings include, but are not limited to, income from interest, usage or rental or lease fees,
income produced from contract-supported services of individuals or employees or from the use or sale of
equipment or facilities of SUBRECIPIENT provided as a result of this Agreement, and payments from clients or
third parties for services rendered by SUBRECIPIENT under this Agreement.
SUBRECIPIENT shall maintain records of the receipt and disposition of Program Income in the same manner as
required for other contract funds, and reported to CITY in the format prescribed by CITY. CITY and
SUBRECIPIENT agree that any fees collected for services performed by SUBRECIPIENT shall be used for
payment of costs associated with service provision. Revenue remaining after payment of all program expenses
for service provision shall be considered Program Income and shall be subject to all the requirements of this
Agreement and the regulations found at 24 CFR § 570.504.
SUBRECIPIENT shall include this Section in its entirety in all of its sub-contracts which involve other income-
producing services or activities.
It is SUBRECIPIENT’s responsibility to obtain from CITY a prior determination as to whether or not income
arising directly or indirectly from this Agreement, or the performance thereof, constitutes Program Income.
SUBRECIPIENT is responsible to CITY for the repayment of any and all amounts determined by CITY to be
Program Income, unless otherwise approved in writing by CITY.
A.
B.
C.
D
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10. REPORTS AND INFORMATION
At such times and in such form as CITY may require, SUBRECIPIENT shall furnish such statements, records, data,
and information as CITY may request and deem pertinent to matters covered by this Agreement. SUBRECIPIENT
shall submit beneficiary and financial reports to CITY no less than once every three months. The beneficiary report
shall detail client information, including race, ethnicity, income, female head of household, and other statistics
required by CITY. The financial report shall include information and data relative to all programmatic and financial
reporting as of the commencement date specified in Section 1 of this Agreement. Unless the CITY has granted a
written exemption, SUBRECIPIENT shall submit an audit conducted by independent examiners in accordance with
Generally Accepted Accounting Principles. If the SUBRECIPIENT expends 5750,000 or more in federal funding,
the audit must be conducted in accordance with OMB audit requirements in 2 CFR Part 200, as applicable, within
thirty days after receipt of the auditor’s report(s) or within nine months after the end of the audit period, unless a
different period is specified in a program-specific audit guide.
11. MONITORING AND EVALUATION
in a monitoring and evaluation system
perform monitoring of the
SUBRECIPIENT agrees to partlcrpate
monitored. CITY shall
whereby
SUBRECIPIENT’s
the services can be
continuously performances under this
Agreement.
A. SUBRECIPIENT agrees that CITY may carry out monitoring and evaluation activities to ensure adherence by
SUBRECIPIENT to the Scope of Services, Program Goals, and Objectives, which are attached hereto as Exhibit
A, as well as other provisions of this Agreement
B. SUBRECIPIENT agrees to cooperate fully with CITY and provide data determined by CITY to be necessary for
CITY to effectively fulfill its monitoring and evaluation responsibilities.
C. SUBRECIPIENT agrees to cooperate in such a way so as not to obstruct or delay CITY in such monitoring and
to designate one of its staff to coordinate the monitoring process as requested by CITY staff.
D. SUBRECIPIENT agrees to make available its financial records for review by CITY at CITY's discretion. In
addition, SUBRECIPIENT agrees to provide CITY the following data and reports, or copies thereof:
( 1) All external or internal evaluation reports;
(2) Performance/beneficiary reports to be submitted in the schedule published by the CITY’s Community
Development Division. Reports shall include such information as requested by the CITY’s Community
Development Division including but not limited to: number of persons or households assisted, race, gender,
disability status, and household income. Beneficiary reports shall be due to CITY within 15 working days
after the completion of required reporting period. SUBRECIPIENT agrees to submit financial statements no
less than once every three months. Each statement shall include current and year to date period accounting
of all revenues, expenditures, outstanding obligations, and beginning and ending balances. Financial reports
shall be due to CITY within 15 working days after the completion of required reporting period; and
(3) An explanation of any major changes in program services.
E. To comply with this section, SUBRECIPIENT agrees to maintain records that will provide accurate, current,
separate, and complete disclosure of the status of funds received and the services performed under this
Agreement. SUBRECIPIENT's record system shall contain sufficient documentation to provide in detail full
support and justification for each expenditure. SUBRECIPIENT agrees to retain all books, records, documents,
reports, and written accounting procedures pertaining to the services provided and expenditure of funds under
this Agreement for the period of time and under the conditions specified by the CITY. Nothing in the above
subsections shall be construed to relieve SUBRECIPIENT of responsibility for retaining accurate and current
records, which clearly reflect the level and benefit of services, provided under this Agreement.
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F.After each official monitoring on-site visit, CITY shall provide SUBRECIPIENT with a written report of
monitoring findings, documenting findings, and concerns that will require a written response to the CITY. An
acceptable written response must be received by the CITY within 60 days from the SUBRECIPIENT’s receipt
of the monitoring report or audit review letter. Future payments under this Agreement can be withheld for the
SUBRECIPIENT’s failure to submit a written response within 60 days.
SUBRECIPIENT shall submit copies of any fiscal, management, or audit reports by any of the
SUBRECIPIENT’s funding or regulatory bodies to CITY within ten working days of receipt by the
SUBRECIPIENT.
SUBRECIPIENT shall refer to Exhibit E for the Monitoring Checklist.
G.
H.
12. MAINTENANCE OF RECORDS
SUBRECIPIENT agrees to maintain records that will provide accurate, current, separate, and complete disclosure
of the status of the funds received under this Agreement, in compliance with the provisions of Exhibit A and
Exhibit B, and with any other applicable Federal and State regulations establishing standards for financial
management. SUBRECIPIENT’s expenditures of funds made under this Agreement will conform to 2 CFR
§200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, as
they pertain to costs incurred, audits, program income, administration, and other activities and functions.
SUBRECIPIENT’s record system shall contain sufficient documentation to provide in detail full support and
justification for each expenditure. Nothing in this Section shall be construed to relieve SUBRECIPIENT of fiscal
accountability and liability under any other provision of this Agreement or any applicable law. SUBRECIPIENT
shall include the substance of this provision in all subcontracts.
SUBRECIPIENT agrees to retain all books, records, documents, reports, and written accounting procedures
pertaining to the operation of programs and expenditures of funds under this Agreement for five years after the
termination of all activities funded under this Agreement.
Nothing in the above subsections shall be construed to relieve SUBRECIPIENT of responsibility for retaining
accurate and current records which clearly reflect the level and benefit of services provided under this Agreement.
At any reasonable time and as often as CITY may deem necessary, the SUBRECIPIENT shall make available to
CITY, HUD, or any of their authorized representatives, all of its records and shall permit CITY, HUD, or any of
their authorized representatives to audit, examine, make excerpts and copies of such records, and to conduct
audits of all contracts, invoices, materials, payrolls, records of personnel, conditions of employment, and all other
data requested by said representatives.
A.
B.
C.
D.
13. DIRECTORS’ MEETINGS
During the term of this Agreement, SUBRECIPIENT shall cause to be delivered to CITY copies of all notices of
meetings of its Board of Directors, setting forth the time and place thereof. Such notice shall be delivered to CITY
in a timely manner to give adequate notice, and shall include an agenda and a brief description of the matters to be
discussed. SUBRECIPIENT understands and agrees that CITY representatives shall be afforded access to all of the
Board of Directors’ meetings. Minutes of all meetings of SUBRECIPIENT's governing body shall be available to
CITY within ten days after Board approval.
14. WARRANTIES
SUBRECIPIENT represents and warrants that:
A. All information, reports, and data heretofore or hereafter requested by CITY and furnished to CITY, are complete
and accurate as of the date shown on the information, data, or report, and, since that date, have not undergone
any significant change without written notice to CITY.
B. Any supporting financial statements heretofore requested by CITY and furnished to CITY, are complete,
accurate, and fairly reflect the financial condition of SUBRECIPIENT on the date shown on said report, and the
results of the operation for the period covered by the report, and that since said date, there has been no material
change, adverse or otherwise, in the financial condition of SUBRECIPIENT.
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C
D.
E.
F.
G
No litigation or legal proceedings are presently pending or threatened against the SUBRECIPIENT.
None of the provisions herein contravene or are in conflict with the authority under which SUBRECIPIENT is
doing business or with the provisions of any existing indenture or agreement of SUBRECIPIENT.
SUBRECIPIENT has the power to enter into this Agreement and accept payments hereunder and has taken all
necessary action to authorize such acceptance under the terms and conditions of this Agreement.
None of the assets ofSUBRECIPIENT is subject to any lien or encumbrance of any character, except for current
taxes not delinquent, except as shown in the financial statements furnished by SUBRECIPIENT to CITY.
Each of these representations and warranties shall be continuing and shall be deemed to have been repeated by
the submission of each request for payment.
15. COVENANTS
During the period of time that payment may be made hereunder and so long as any payments remain unliquidated,
SUBRECIPIENT shall not, without the prior written consent of the Director of Community Services or her
authorized representative:
a. Mortgage, pledge, or otherwise encumber or suffer to be encumbered, any of the assets of
SUBRECIPIENT now owned or hereafter acquired by it, or permit any pre-existing mortgages, liens, or
other encumbrances to remain on, or attached to, any assets of SUBRECIPIENT which are allocated to
the performance of this Agreement and with respect to which CITY has ownership hereunder.
b. Sell, assign, pledge, transfer, or otherwise dispose of accounts receivables, notes, or claims for money
due or to become due.
c. Sell, convey, or lease all or a substantial part of its assets.
d. Make any advance or loan to, or incur any liability for any other firm, person, entity, or corporation as
guarantor, surety, or accommodation endorser.
e. Sell, donate, loan, or transfer any equipment or item of personal property purchased with funds paid to
SUBRECIPIENT by CITY, unless CITY authorizes such transfer in writing.
SUBRECIPIENT agrees, upon written request by CITY, to require its employees to attend training sessions
sponsored by the Community Development Division.
A
B.
16. INSURANCE
SUBRECIPIENT shall observe sound business practices with respect to providing such bonding and insurance
as would provide adequate coverage for the services provided pursuant to this Agreement.
The premises on and in which the services and activities described in Exhibit A are conducted, and the employees
conducting these services and activities, shall be covered by premise liability insurance, commonly referred to as
“Owner/Tenant” coverage, with CITY named as an additional insured. Upon request ofSUBRECIPIENT, CITY
may, at its sole discretion, approve alternate insurance coverage arrangements.
SUBRECIPIENT will comply with applicable workers’ compensation statutes and will obtain employers’
liability coverage where available and other appropriate liability coverage for program participants, if applicable.
SUBRECIPIENT will maintain adequate and continuous liability insurance on all vehicles owned, leased, or
operated by SUBRECIPIENT. All employees of SUBRECIPIENT who are required to drive a vehicle in the
normal scope and course of their employment must possess a valid Texas driver’s license and automobile liability
insurance. Evidence of the employee’s current possession of a valid license and insurance must be maintained on
a current basis in SUBRECIPIENT’s files
Actual losses not covered by insurance as required by this Section are not allowable or eligible costs under this
Agreement, and remain the sole responsibility ofSUBRECIPIENT.
The policy or policies of insurance shall contain a clause which requires that CITY and SUBRECIPIENT be
notified in writing of any cancellation or change in the policy at least 30 days prior to such change or cancellation.
A.
B.
C.
D.
E.
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17. CIVIL RIGHTS / EQUAL OPPORTUNITY
SUBRECIPIENT shall comply with all applicable equal employment opportunity and affirmative action laws or
regulations. The SUBRECIPIENT shall not discriminate against any employee or applicant for employment
because of race, color, creed, religion, national origin, gender, age, or disability. The SUBRECIPIENT will take
affirmative action to ensure that all employment practices are free from such discrimination. Such employment
practices include but are not limited to the following: hiring, upgrading, demotion, transfer, recruitment or
recruitment advertising, layoff, termination, rates of pay or other forms of compensation, and selection for
training, including apprenticeship.
SUBRECIPIENT shall comply with all applicable equal employment opportunity and affirmative action laws or
regulations. The SUBRECIPIENT agrees to comply with Title VI of the Civil Rights Act of 1964 as amended,
Title VIII of the Civil Rights Act of 1968 as amended, Section 104(b) and Section 109 of the ACT, Section 504
of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Age Discrimination Act of
1975, Executive Order 1 1063 and Executive Order 11246 as amended by Executive Orders 11375 and 12086.
SUBRECIPIENT will furnish all information and reports requested by the CITY, and will permit access to its
books, records, and accounts for purposes of investigation to ascertain compliance with local, state, and Federal
rules and regulations.
In the event of SUBRECIPIENT’s non-compliance with the non-discrimination requirements, CITY may cancel
or terminate the Agreement in whole or in part, and SUBRECIPIENT may be barred from further contracts with
CITY
[SUBRECIPIENT will use its best efforts to afford small businesses, minority business enterprises and women’s
business enterprises the maximum practicable opportunity to participate in the performance of this contract. As
used in this contract, the term “small business” means a business that meets the criteria set forth in section 3(a)
of the Small Business Act, as amended ( 15 U.S.C. 632), and “minority and women’s business enterprise” means
a business at least fifty-one percent (51%) owned and controlled by minority group members or women. For the
purpose of these definitions, “minority group members” are Afro-Americans; Spanish-speaking, Spanish
surnamed, or Spanish-heritage Americans; Asian Americans; and American Indians. SUBRECIPIENT may rely
on written representations by businesses regarding their status as minority and female business enterprises in lieu
of an independent investigation.]
A.
B.
C.
D.
E
18. PERSONNEL POLICIES
Personnel policies shall be established by SUBRECIPIENT and shall be available for examination. Such personnel
policies shall :
A. include policies with respect to employment, salary and wage rates, working hours and holidays, fringe benefits,
vacation and sick leave privileges, and travel;
B. be in writing; and
C. be approved by the governing body ofSUBRECIPIENT.
19. CONFLICT OF INTEREST
SUBRECIPIENT covenants that neither it nor any member of its governing body presently has any interest, direct
or indirect, which would conflict in any manner or degree with the performance of services required to be
performed under this Agreement. SUBRECIPIENT further covenants that in the performance of this Agreement,
no person having such interest shall be employed or appointed as a member of its governing body.
SUBRECIPIENT further covenants that no member of its governing body or its staff, subcontractors, or
employees shall possess any interest in or use his/her position for a purpose that is or gives the appearance of
being motivated by desire for private gain for himself/herself, or others, particularly those with which he/she has
family, business, or other ties.
No officer, member, or employee of CITY and no member of its governing body who exercises any function or
responsibilities in the review or approval of the undertaking or carrying out of this Agreement shall participate
in any decision relating to the Agreement which affects his or her personal interest or the interest in any
corporation, partnership, or association in which he or she has a direct or indirect interest.
A.
B.
C
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20. NEPOTISM
SUBRECIPIENT shall not employ in any paid capacity any person who is a member of the immediate family of any
person who is currently employed by SUBRECIPIENT, or is a member ofSUBRECIPIENT’s governing board. The
term “member of immediate family” includes: wife, husband, son, daughter, mother, father, brother, sister, in-laws,
aunt, uncle, nephew, niece, stepparent, stepchild, half-brother, and half-sister.
21. POLITICAL OR SECTARIAN ACTIVITY
Neither the funds provided pursuant to this Agreement, nor any personnel who may be employed by the
SUBRECIPIENT with funds provided pursuant to this Agreement shall be in any way or to any extent engaged
in any conduct or political activity in contravention of Chapter 15 of Title 5 of the United States Code.
The SUBRECIPIENT is prohibited from using funds provided herein or personnel employed in the
administration of the program for: political activities; sectarian or religious activities, lobbying, political
patronage, or nepotism activities.
The SUBRECIPIENT agrees that none of the funds or services provided directly or indirectly under this
Agreement shall be used for any partisan political activity or to further the election or defeat of any candidate for
public office, or for publicity, lobbying, and/or propaganda purposes designed to support or defeat pending
legislation. Employees of the SUBRECIPIENT connected with any activity that is funded in whole or in part by
funds provided to SUBRECIPIENT under this Agreement may not during the term of this Agreement:
( 1) Use their official position or influence to affect the outcome of an election or nomination;
(2) Solicit contributions for political purposes; or
(3) Take an active part in political management or in political campaigns.
SUBRECIPIENT hereby agrees to sign a Certification Regarding Lobbying included herein as Exhibit D and if
necessary, the Disclosure of Lobbying Activities provided by the CITY.
A.
B.
C.
D.
22. PUBLICITY
Where such action is appropriate, SUBRECIPIENT shall publicize the activities conducted by SUBRECIPIENT
under this Agreement to state that the U.S. Department of Housing and Urban Development’s Community
Development Block Grant Program funding through the City of Denton has contributed to make the project
possible.
All published material and written reports submitted under this project must be originally developed material
unless otherwise specifically provided in this Agreement. When material not originally developed is included in
a report, the report shall identify the source in the body of the report or by footnote. This provision is applicable
when the material is in a verbatim or extensive paraphrase format.
All published material submitted under this project shall include the following reference on the front cover or
title page
This document is prepared in accordance with the City of Denton’s Community Development Block Grant
Program, with funding receivedfrom the United States Department of Housing and Urban Development .
All reports, documents, studies, charts, schedules, or other appended documentation to any proposal, content of
basic proposal, or contracts and any responses, inquiries, correspondence and related material submitted by
SUBRECIPIENT shall become the property of CITY upon receipt.
A.
B.
C.
D.
23. CHANGES AND AMENDMENTS
Any alterations, additions, or deletions to the terms of this Agreement shall be by written amendment executed
by both parties, except when the terms of this Agreement expressly provide that another method shall be used.
SUBRECIPIENT may not make transfers between or among approved line items within budget categories set
forth in Exhibit B without prior written approval of CITY. SUBRECIPIENT shall request, in writing, the budget
revision in a form prescribed by CITY, and such request for revision shall not increase the total monetary
A.
B
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obligation of CITY under this Agreement. In addition, budget revisions cannot significantly change the nature,
intent, or scope of the program funded under this Agreement.
The City Manager or designee may authorize minor amendments to the approved budget in Exhibit B as necessary
to carry out the intent of this Agreement, in a manner consistent with the efficient use of public funds, and in
accordance with federal law. Such minor amendments may not increase the not to exceed amount set forth in
Exhibit B, extend the term, or otherwise alter the performance obligations ofSUBRECIPIENT, without approval
of the City Council.
It is understood and agreed by the parties hereto that changes in the State, Federal, or local laws or regulations
pursuant hereto may occur during the term of this Agreement. Any such modifications are to be automatically
incorporated into this Agreement without written amendment hereto and shall become a part of the Agreement
on the effective date specified by the law or regulation.
CITY may, from time to time during the term of the Agreement, request changes to the Agreement, which may
include an increase or decrease in the amount of SUBRECIPIENT’s compensation. Such changes shall be
incorporated in a written amendment hereto, as provided in Subsection A of this Section.
Any alterations, deletions, or additions to the program Budget set forth in Exhibit B requested by
SUBRECIPIENT shall require the prior written approval of CITY.
SUBRECIPIENT agrees to notify CITY of any proposed change in physical location for work performed under
this Agreement at least 30 calendar days in advance of the change.
SUBRECIPIENT shall notify CITY of any changes in personnel or governing board composition.
It is expressly understood that neither the performance of Exhibit A for any program contracted hereunder nor
the transfer of funds between or among said programs will be permitted.
C.
D.
E.
F.
G.
H
1.
24. SUSPENSION OF FUNDING
Upon determination by CITY of SUBRECIPIENT’s failure to timely and properly perform each of the requirements,
time conditions, and duties provided herein, CITY, without limiting any rights it may otherwise have, may, at its
discretion, and upon ten working days written notice to SUBRECIPIENT, withhold further payments to
SUBRECIPIENT. Such notice may be given by mail to the Executive Officer and the Board of Directors of
SUBRECIPIENT. The notice shall set forth the default or failure alleged, and the action required for cure. The
period of such suspension shall be of such duration as is appropriate to accomplish corrective action, but in no event
shall it exceed 30 calendar days. At the end of the suspension period, if CITY determines the default or deficiency
has been satisfied, SUBRECIPIENT may be restored to full compliance status and paid all eligible funds withheld or
impounded during the suspension period. If however, CITY determines that SUBRECIPIENT has not come into
compliance, the provisions of Section 25 may be effectuated.
25. TERMINATION
CITY may terminate this Agreement for cause under any of the following reasons or for other reasons not
specifically enumerated in this Section:
(1) SUBRECIPIENT’s failure to attain compliance during any prescribed period of suspension as provided in
Section 24.
(2) SUBRECIPIENT’s failure to materially comply with any of the terms of this Agreement.
(3) SUBRECIPIENT’s violation of covenants, agreements, or guarantees of this Agreement.
(4) Termination or reduction of funding by the CITY or HUD.
(5) Finding by CITY that the SUBRECIPIENT:
a. is in such unsatisfactory financial condition as to endanger performance under this Agreement; or
b. has allocated inventory to this Agreement substantially exceeding reasonable requirements; or
is delinquent in payment of taxes or of costs of performance of this Agreement in the ordinary courseC
A
of business.
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(6) Appointment of a trustee, receiver, or liquidator for all or substantial part of SUBRECIPIENT’s property, or
institution of bankruptcy, reorganization, rearrangement of, or liquidation proceedings by or against
SUBRECIPIENT.
(7) SUBRECIPIENT’s inability to conform to changes required by Federal, State, and local laws or regulations
as provided in Section 4, and Section 2, of this Agreement.
(8) The commission of an act of bankruptcy.
(9) SUBRECIPIENT’s violation of any law or regulation to which SUBRECIPIENT is bound or shall be bound
under the terms of the Agreement.
CITY shall promptly notify SUBRECIPIENT in writing of the decision to terminate and the effective date of
terrnrnatlon
CITY may terminate this Agreement for convenience at any time. If CITY terminates this Agreement for
convenience, SUBRECIPIENT will be paid an amount not to exceed the total of accrued expenditures as of the
effective date of termination, subject to the requirements of Section 7 and Exhibit B. In no event will this
compensation exceed an amount which bears the same ratio to the total compensation as the services actually
performed bears to the total services of SUBRECIPIENT covered by the Agreement, less payments previously
made
SUBRECIPIENT may terminate this Agreement in whole or in part by written notice to CITY, if a termination
of outside funding occurs upon which SUBRECIPIENT depends for performance hereunder. SUBRECIPIENT
may opt, within the limitations of this Agreement, to seek an alternative funding source, with the approval of
CITY, provided the termination by the outside funding source was not occasioned by a breach of contract as
defined herein or as defined in a contract between SUBRECIPIENT and the funding source in question.
SUBRECIPIENT may terminate this Agreement upon the dissolution of SUBRECIPIENT’s organization not
occasioned by a breach of this Agreement.
Upon receipt of notice to terminate, SUBRECIPIENT shall cancel, withdraw, or otherwise terminate any
outstanding orders or subcontracts, which relate to the performance of this Agreement. CITY shall not be liable
to SUBRECIPIENT or SUBRECIPIENT’s contractors, subcontractors or creditors for any expenses,
encumbrances, or obligations whatsoever incurred after the termination date listed on the notice to terminate
referred to in this Section
Notwithstanding any exercise by CITY of its right of suspension or termination, SUBRECIPIENT shall not be
relieved of liability to CITY for damages sustained by CITY by virtue of any breach of the Agreement by
SUBRECIPIENT, and CiTY may withhold any reimbursement to SUBRECIPIENT until such time as the exact
amount of damages due to CITY from SUBRECIPIENT is agreed upon or otherwise determined.
B.
C.
D.
E.
F.
G.
26. NOTIFICATION OF ACTION BROUGHT
In the event that any claim, demand, suit, or other action or proceeding is made or brought by any person(s), firm,
corporation, or other entity against SUBRECIPIENT, SUBRECIPIENT shall give written notice thereof to CITY
within five working days after being notified of such claim, demand, suit, or other action or proceeding. Such notice
shall state the date and hour of notification of any such claim, demand, suit, or other action or proceeding; the names
and addresses of the person(s), firm, corporation, or other entity making such claim; or demand, or that instituted or
threatened to institute any type of suit or other action or proceeding; the basis of such claim, demand, suit, or other
action, or proceeding; and the name of any person(s) against whom such claim, demand, suit, or other action or
proceeding is being made or threatened. Such written notice shall be delivered either personally or by mail postage
paid in accordance with the provisions of Section 29.1.
27. INDEMNIFICATION
It is expressly understood and agreed by both parties hereto that CITY is contracting with SUBRECIPIENT as
an independent contractor and that as such, SUBRECIPIENT shall save and hold CITY, its officers, elected and
appointed officials, agents, employees and contractors harmless from all liability of any nature or kind, including
costs and expenses for, or on account of, any claims, audit exceptions, demands, suits, or damages of any kind or
A
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character whatsoever resulting in whole or in part from the performance, act or omission of any employee, agent,
contractor, subcontractor, or representative of SUBRECIPIENT.
SUBRECIPIENT agrees to provide the defense for, and to indemnify and hold harmless CITY, its officers,
elected and appointed officials, agents, employees, and contractors from any and all claims, suits, causes of
action, demands, damages, losses, attorney fees, expenses, and liability arising out of the use of these contracted
funds and program administration and implementation except to the extent caused by the willful act or omission
of CITY, its agents, employees, or contractors.
B.
28. NON-RELIGIOUS ACTIVITIES
As stated in 24 CFR §5.109, no organization will be prohibited from participating in activities supported by CITY
funding including programs that make funds available through contracts, grants, or cooperative agreements.
SUBRECIPIENT is prohibited from discriminating against beneficiaries in providing services or carrying out
activities with such assistance based on religion, a religious belief, a refusal to hold a religious belief, or a refusal
to attend or participate in a religious practice, while also noting that organizations that participate in programs
only funded by indirect CITY or Federal financial assistance need not modify their program or activities to
accommodate beneficiaries who choose to expend the indirect aid on those organizations’ programs.
Faith based organizations that carry out programs or activities with direct Federal financial assistance from HUD
are required to provide written notice of certain protections to beneficiaries and prospective beneficiaries.
Specifically, such organizations are required to give notice to beneficiaries that:
1. The organization may not discriminate against a beneficiary or prospective beneficiary based on religion, a
religious belief, a refusal to hold a religious belief, or a refusal to attend or participate in a religious practice;
2. The organization may not require a beneficiary to attend or participate in any explicitly religious activities
that are offered by the organization, and any participation by the beneficiary in such activities must be purely
voluntary ;
3. The organization must separate, in time or location, any privately funded explicitly religious activities from
activities supported by direct Federal financial assistance;
4. If a beneficiary objects to the religious character of the organization, the organization must undertake
reasonable efforts to identify and refer the beneficiary to an alternative provider to which the beneficiary has
no such objection; and
5. A beneficiary or prospective beneficiary may report an organization’s violation of these protections, including
any denials of services or benefits by an organization, by contacting or filing a written complaint to HUD or
the intermediary administering the program, if applicable.
6. Faith-based organizations must provide this notice to prospective beneficiaries prior to enrollment. In the
event of an emergency or exigent circumstances that make it impracticable to provide the written notice in
advance, prospective beneficiaries may receive the notice at the earliest available opportunity. Current
beneficiaries must receive the notice at the earliest available opportunity.
7. Faith-based organizations that carry out a program or activity with direct Federal financial assistance from
HUD are to promptly undertake reasonable efforts to identify an alternative provider if a beneficiary or
prospective beneficiary objects to the religious character of the organization, and to refer the beneficiary or
prospective beneficiary to an alternative provider to which the beneficiary or prospective beneficiary has no
such objection.
A.
B.
29. MISCELLANEOUS
SUBRECIPIENT shall not transfer, pledge, or otherwise assign this Agreement or any interest therein, or any
claim arising thereunder, to any party or parties, bank, trust company, or other financial institution without the
prior written approval of CITY.
If any provision of this Agreement is held to be invalid, illegal, or unenforceable, the remaining provisions shall
remain in full force and effect and continue to conform to the original intent of both parties hereto.
A.
B
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C.
D.
E.
All reports, documents, studies, charts, schedules, or other appended documentation to any proposal, content of
basic proposal, or contracts and any responses, inquiries, correspondence, and related material submitted by
SUBRECIPIENT shall become the property of CITY upon receipt.
Debarment: SUBRECIPIENT certifies that it is not listed on the System for Award Management (SAM), which
list the debarred, suspended, or otherwise excluded from or ineligible for participation in federal assistance
programs under Executive Order 12549 and 24 CFR Part 24.
In no event shall any payment to SUBRECIPIENT hereunder, or any other act or failure of CITY to insist in any
one or more instances upon the terms and conditions of this Agreement constitute or be construed in any way to
be a waiver by CITY of any breach of covenant or default which may then or subsequently be committed by
SUBRECIPIENT. Neither shall such payment, act, or omission in any manner impair or prejudice any right,
power, privilege, or remedy available to CITY to enforce its rights hereunder, which rights, powers, privileges,
or remedies are always specifically preserved. No representative or agent of CITY may waive the effect of this
prQVISlon.
This Agreement, together with the referenced EXHIBITS, constitutes the entire agreement between the parties
hereto, and any prior agreement, assertion, statement, understanding, or other commitment antecedent to this
Agreement, whether written or oral, shall have no force or effect whatsoever; nor shall an agreement, assertion,
statement, understanding, or other commitment occurring during the term of this Agreement, or subsequent
thereto, have any legal force or effect whatsoever, unless properly executed in writing, and if appropriate,
recorded as an amendment of this Agreement.
In the event any disagreement or dispute should arise between the parties hereto pertaining to the interpretation
or meaning of any part of this Agreement or its governing rules, codes, laws, ordinances, or regulations, CITY
as the party ultimately responsible to U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
(HUD) for matters of compliance, will have the final authority to render or to secure an interpretation.
If SUBRECIPIENT provides services to the homeless it is required to:
a. Report homeless data to the Homeless Management Information System (HMIS). HMIS is a countywide
data management tool designed to facilitate data collection in order to improve human service delivery
throughout Denton County. Participation in the HMIS is a requirement per this Agreement. Data entered
into HMIS will help our community improve services to individuals experiencing homelessness by
providing accurate information on the extent and nature of homelessness in our community and by
accounting for our success in helping people move out of homelessness. Participation is also critical to
help CITY and Denton County successfully compete for grants for federal funding, such as HUD’s
homeless assistance funds
b. Participate in the Denton County Homeless Leadership Team meetings and any applicable workgroup(s).
The Denton County Homeless Leadership Team is a collaborative, cross-sector team that convenes to
improve the planning, coordination, oversight, and implementation required to create systems change for
housing/homelessness initiatives in Denton County. Further, SUBRECIPIENT is encouraged to work in
partnership with fellow service providers to improve efficiency and effectiveness.
For purposes of this Agreement, all official communications and notices among the parties shall be deemed made
if delivered by courier or overnight mail service or if sent U.S. Mail postage paid, in each case to the parties and
addresses set forth below:
F
G.
H.
1.
TO CITY:TO RECIPIENT:
Health Services of North TexasCity Manager
City of Denton Attn: Executive Director/CEO/Commander
215 E. McKinney Street 4401 N. 1-35, Ste. 312
Denton, Texas 76201 Denton, TX. 76207
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w/ a copy to:
City Attorney
City of Denton
215 E. McKinney Street
Denton, TX 76201
J. This Agreement shall be interpreted in accordance with the laws of the State of Texas and venue of any
litigation concerning this Agreement shall be in a court of competent jurisdiction sitting in Denton County, Texas.
IN WITNESS WHEREOF this Agreement has been executed as of the 24
2024
day of September
CITY OF DENTON:HEALTH SERVICES OF NORTH TEXAS,
INC.:
'SIgned by:
,,: IP?ruE.k.
DocuSlgned by:
SMA H00%BY
FkHiHRrAFT
CITY MANAGER TITLE. Chief Executive Officer
ATTEST:ATTEST:
DocuSlgned by:
9alb tahrkcBY: L.„„',..'..„:
LAUREN THODEN,
CITY SECRETARY TITLE . Board President
gc#%
BY: S£pn Bray, Pcpllty City Attorney
MACK REINWAND,
CITY ATTORNEY
APPROVE GAL FORM:
B'
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THIS AGREEMENT HAS BEEN
BOTH REVIEWED AND APPROVED
as to financial and operational
obligations and business terms
DocuSigned by:
Signature
Director of Community Services
Title
Community Services
Department
Date Signed: 9/16/2024
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Exhibit A
Scope of Services
The Scope of Services under this Agreement shall be as follows:
SECTION 1 – SERVICE GOAL
RECIPIENT assists the City of Denton to improve the availability and accessibility of services that promote strong,
supportive relationships for families, neighborhoods, and communities and a suitable living environment, as outlined
in the 2023-2027 City of Denton Consolidated Plan for the use of General Funds and supports a coordinated effort to
maxlmlze community resources.
SUBRECIPIENT shall provide: Primary Care for Patients in Poverty to provide quality primary medical care
for impoverished and uninsured/underinsured patients of all ages (including women’s health and prenatal
care. The program will be operated at 4304 and 4308 Mesa Drive, Denton, TX 76207; 306 N. Loop 288,
Ste. 200, Denton, TX 76209; and 3537 S. 1-35 E, Ste. 210, Denton, TX 76210. The program will operate
7:30 a.m. – 5:30 p.m., Monday – Friday.
SECTION II – OUTCOMES
SUBRECIPIENT shall provide benefits to the citizens of the City of Denton by achieving these outcomes:
Impact Area: Health Care
Common Outcome: Number of people that accessed preventative healthcare
Total Number of City of Denton Clients Estimated to Achieve Outcome: 200
Impact Area: Health Care
Common Outcome: Number of people that reduced symptoms of poor health
Total Number of City of Denton Clients Estimated to Achieve Outcome: 14
SECTION III – UNIT OF SERVICE
A unit of service will be the metric by which the CITY and the RECIPIENT can measure services and performance
under this Agreement. The SUBRECIPIENT shall provide at least the total number of units of service required herein
to perform its obligations under this Agreement. A unit of service shall be defined as services provided to an eligible
low to moderate-income person or other presumed benefit category as defined, who is a resident of the City of Denton,
to help them achieve the above outcome(s), in the manner provided below.
Total Number of Unduplicated Clients
RECIPIENT: 19,100 Program: 200
Total Number of Unduplicated Clients City of Denton Only:
RECIPIENT: 6,500 Program: 200
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Service Unit:
Program Budget: $50,000
Unit of Service: Primary Health Care
Service Units per Year:200
Estimated cost per Client: $250
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Exhibit B
Budget
SUBRECIPIENT shall provide the services listed in this Agreement within the monetary limits attached hereto and
incorporated by reference herein. In no event shall compensation to the SUBRECIPIENT exceed the lesser of the
SUBRECIPIENT’s costs attributable to the work performed as stated herein, or sum of Fifty Thousand Dollars–
$50,000.00.
Allowable Expenditure
Portion of Medical Visit Service Fee
Total
$50,000.00
$50,000.00
RECIPIENT will be reimbursed for financial assistance provided to income eligible clients residing in the City of
Denton. RECIPIENT will submit monthly reimbursement requests for financial assistance. Expenditures are
made in connection with the Scope of Services described in Exhibit A to this Agreement and Cost
Allocation Plan.
Reimbursement requests must include (list items/backup required with Request for Payment)
All Agencies:
1. Cost Allocation Plan prior to their first Request for Reimbursement
2. Client List, numbered with unique identifier (at least quarterly)
3. Other documentation may be requested to support any cost allocation reimbursements
For Agencies Seeking Salary reimbursements:
1. Copy ofTimesheet signed by staff member AND supervisor
2. Copy ofPaystub with payroll detail. Payroll register accepted if provided by third party vendor.
3. City of Denton Salary Ledger Sheet
For Agencies seeking cost reimbursement for purchase of Goods or Services:
1. Invoice/Receipt
2. Proof of payment (copy of check with check number or bank statement)
Docusign Envelope ID: A66468DE-0455-4801-9896-C76AAFD2F48B
Exhibit C
U.S. Department of Housing and Urban Development (HUD)
Income Limits
Qualifying Income Limits for Federally Assisted Programs
FY 2024 Income Limits Summary
Dallas, TX HUD Metro FMR Area
Median Household
Income Limit
Low f809'’a
Category
$61,800.001
$70,600.002
$79,450.003
$88,250.004
$93,350.005
$102,400.006
$109,450.007
$116,500.008
Income: $ 110,300 (Household of 4
Very Low (50%)30% Limits
$38,650.00
$44,150.00
$23,200.00
$26,500.00
$29,800.00
$33,100.00
$35,750.00
$38,400.00
$41,050.00
$43,700.00
$49,650.00
$55,150.00
$59,600.00
$64,000.00
$68,400.00
$72.800.00
Docusign Envelope ID: A66468DE-04554801-9896-C76AAFD2F48B
Exhibit D
Certification Regarding Lobbying
The undersigned certifies, to the best of his or her knowledge and belief, that:
(1)No Federal appropriated funds have been paid or will be paid by or on behalf of the undersigned, to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer
or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any
Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any
cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal
contract, grant, loan, or cooperative agreement.
If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing
or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee
of Congress, or an employee of a Member of Congress in connection with a Federal contract, grant, loan, or
cooperative agreement, the undersigned shall complete and submit Standard Form-ILL, “Disclosure Form to
Report Lobbying,” in accordance with its instructions.
The undersigned shall require that the language of this Certification be included in the award documents for all
subawards at all tiers (including subcontractors, subgrants, and contracts under grants, loans, and cooperative
agreements) and that all SUBRECIPIENTs shall certify and disclose accordingly.
(2)
(3)
This certification is a material representation of fact upon which reliance was placed when this transaction was made
or entered into. Submission of the certification is a prerequisite for making or entering into this transaction imposed
by Section 1352, Title 31, US Code. Any person who fails to file the required certification shall be subject to a civil
penalty of not less than $10,000 and not more than $ 100,000 for each such failure.
HEALTH SERVICES OF NORTH TEXAS, INC.
Grantee
DOrLUL nAL
Signed by:
Chief Executive Officer
Signature Title
Date 9/16/2024
Docusign Envelope ID: A66468DE-0455-4801-9896-C76AAFD2F48B
DENTON
Monitoring Review Form
Exhibit E
Monitoring Checklist
ITEMS TO MAKE AVAILABLE FOR SITE VISIT
{any that have not already been submittedf
For current funding year except where indicated.
[] All Project/Case/Client Files with Application, Income Verification, etc.
[–] Time Sheets for Staff paid by City funds
[] Budget for PREVIOUS and CURRENT fiscal year include w/Budget -v-Actual.
[] PREVIOUS and CURRENT fiscal year Balance Sheet as reported to agency board.
[] General Ledger/Journals showing YTD Expenses for City Funds
[] Bank Statements with Reconciliations*
[] Procurement Procedures*
*Only in Financial Management Expanded Section Reviews
Policies and Procedures Guide(s)/Manual(s):
[] Board
[] Financial (Separation of [=;iF=m;inT
[] Personnel (Equal Opportunity & Non-Discrimination, Nepotism, etc)
apronr ;
Governing Documents
[] 501 ( a) =
[] Articles of Incorporation with any amendments
[] Bylaws
Reporting Documents w/Service Agreement
[] Most Recent Audit
[Tco:=:mR
F] Age:n=
[] Bond/Liability lnsurance
Reporting Documents - Monthly
[] Board Agendas, & Minutew InT
[] Monthly Budget ;
[] Back-up Documentatim==
[] Back-up DoTmmin==n=ii
[] Proof of Payroll TaZ;
Current Revision Date:
Current Revision Date:
Current Revision Date:
Current Revision Date:
Docusign Envelope ID: A66468DE-04554801-9896-C76AAFD2F48B
DENTON
Monitoring Review Form
ENTRANCE CONFERENCE OUTLINE
[] Introductions
Monitor 1 :
Monitor 2:
[] Purpose of the Monitoring Review.
, To gather information
, Focus on performance
' Provide information that will be useful for improvement planning and improved performance
, To address any issues of non-compliance that arise
' Follow up to any other previous Desk, Informal or Formal Monitoring
Why this agency was selected (City looks at a number of factors) :
' Funding Source (Cornrnunity Development Block Grant vs General Fund)
Risk Analysis Scoring
Substantial agency changes - leadership, budget variances, loss of funding source etc.
[] What to expect during and after the on-site Interview
Interviews with key staff
File review
Program observation
Exit Conference - Preliminary Findings
Final report - Written report of observations and/or findings by critical element
[] Review any Questions and discussion points of any concern or information pertinent to the review
before the process begins.
Docusign Envelope ID: A66468DE-0455-4801-9896-C76AAFD2F48B
DENTON
Monitoring Review Form
EXIT CONFERENCE OUTLINE
We understand your time is valuable but to limit exposure during federal grant audits, The City of Denton
needs to ensure compliance with rules and regulations. The city wishes to thank you for your time and
patience in participating in any review process.
[] Purpose of the Exit Conference.
' To present and discuss the preliminary findings as a result of interviews, file reviews and
observations conducted during the review
' As stated in entrance conference, the purpose of the review is to provide information that will be
useful for improvement planning and improved performance
FINDINGS: Summary ojfindings by critical element (On-site Monitoring Report Form), including technical
assistance available.
[] As Findings are presented, any questions or comments are welcome.
[] For the review, the critical elements looked at were:
[] Program:
[] Individuals interviewed:
1:
2:
3:
4:
5:
[] Files (Client File Review Form Attachment)
[] Documents (Items to Make Available) and others requested during the review:
1:
2:
3:
4:
5:
[] Closing
' Written reports returned:
Docusign Envelope ID: A66468DE-04554801-9896-C76AAFD2F48B
DENTON
Monitoring Review Form
MONITORING INFORMATION
Review Period
Subrecipient Organization
Project Name
Executive Director:
Review Date
FUNDING INFORMATION
Contract Amount
Funding Source(s) – (i.e. ESG, General Fund, CDGB, etc.)
11.
111.
PERSONS INTERVIEWED
Name Entrance/Exit
[] Entrancen-m
[] Entranc; Hi
[] Entrance [] Exit
MONITORING FROM SECTIONS COMPLETED
Section Reviewed
Monitoring Notification
HUD National Objectives
Program Review
Record Keeping/Reporting Practices
Board Policies/Practices
Financial Management Condensed
Financial Management Expanded*
Monitoring Results Report
* Agencies will be notified if Financial Management Expanded section will be completed
Docusign Envelope ID: A66468DE-0455-4801-9896-C76AAFD2F48B
DENTON
Monitoring Review Form
ELIGIBLE HUD NATIONAL OBJECTIVE
I. National Objective Compliance
The National Objective of this contract is to benefit low and moderate-income persons. This project
complies with the contract on the following basis and/or activity:
U
n
L/M Income Area Benefit: The public service is available to all the residents in a particular primarily
residential area, and at least 51 % of those residents are L/M income persons.
L/M Limited Clientele: The public service is limited to a specific group of people, at least 51 % of who
are L/M income persons. Services serve a specific clientele, rather than providing service to all the
persons in a geographic area.
II. Limited Clientele Designation
[] Presumed Benefit: exclusively benefit a clientele who are generally presumed by HUD to be principally
LMI persons. Check the applicable designation. (all clients must meet 100%)
[] Abused children [] Homeless persons [] Elderly Persons [] Illiterate adults
[] Severely disabled [] Persons with AIDS [] Battered spouses [] Migrant Farm Workers
n
n
Income Eligible: require information on family size and income so that it is evident that at least 51
percent of the clientele are LMI.
Nature & Location: be of such nature and be in such location that it may be concluded that the
activity’s clientele will primarily be low and moderate income persons. “Must be approved by HUD" as
meeting the low/mod eligibility under this category.
III. Eligible Activity
LJ Public Service(s): employment services, crime prevention & public safety, child care, health services,
substance abuse services, fair housing counseling, education programs, energy conservation, services
for seniors, services for homeless persons, welfare services (excluding income payments), recreational
services. and etc.
1. Funds may be used to operate the facility in which the public service is located.
2.The service must be new or pass the quantifiable increase test.
3. Certain income payments are eligible if they meet certain criteria.
[] Ineligible Service(s)
1. Political activities;
2.
3.
4.
5
Acquisition, construction, or reconstruction of buildings for conduct of govt.;
Construction of new housing by units of general local government;
Certain income payments; and
Assistance supplants funding for pre-existing activities
Docusign Envelope ID: A66468DE-0455-4801-9896-C76AAFD2F48B
DENTON
Monitoring Review Form
PROGRAM REVIEW
1.Back-up documentation supporting the data reported in most recent beneficiary report and
performance report.
1. Does the back-up support the data reported to the Community
Development?[] Yes [] No
II. Contract Performance Targets (as listed in current contract)
1.Persons:Units:
III. Review Period Performance (Oct 1 through current report month)
1.Persons:Units:
2. % of Target Persons served:
3. % of Target Units provided:
4- is the subrecipient agency significantly behind in the provision of units?
5' % of Contract Amount reimbursed:
6. Are expenditures proportional to the number of units provided?
7. Is the subrecipient agency providing services as described in the Scope
of Services in the Service Agreement?
[] Yes [] No
[] Yes [] No
[] Yes [] No
8. Is the subrecipient agency meeting the outcome measures
described in the Service Agreement?[] Yes [] No
GOVERNING DOCUMENT
I. Has the appropriate legal incorporation and other documents been filed with the federal and state
government?
1. Certificate of Formation (IRS Determination Letter) n Yes [] No
2. Articles of Incorporation with all amendments [] Yes [] No
3. By-Laws with all amendments [] Yes [] No
4. Other Governing Documents
a. Board
b. Personnel
c. Financial
d. Program Guidelines
[] approved within the last 3 years
[] approved within the last 3 years
[] approved within the last 3 years
[] approved within the last 2 years
[] Yes [] No
[] Yes [] No
[] Yes [] No
[] Yes [] No
Docusign Envelope ID: A66468DE-0455-4801-9896-C76AAFD2F48B
DENTON
Monitoring Review Form
RECORD KEEPING/REPORTING PRACTICES
1. Is the filing system orderly, comprehensive, and up-to-date?[] Yes [] No
2. Are the records safe and secured for confidentialityg [] Yes [] No
[] Yes [] No
a. Are passwords/keys promptly cancelted for terminated
employees?
b. Are there appropriate procedures for back-up and storage of
program and data files?[] Yes [] No
3. Are the records accessible for review by the City or HUD?[] Yes [] No
4. Does the subrecipient maintain records for (5) years after the termination
or expiration of the contract?
a. If so, where do you store any prior-year files, if applicable?
[] Yes [] No
[] Yes [] No
5. Has the subrecipient submitted to the City a current Agency Update
form?[] Yes [] No
6. Has the subrecipient submitted to the City a current Cost Allocation
Plan?[] Yes [] No
7. Is a current fidelity bond/liability insurance policy on file?[] Yes [] No
[] Yes [] Noa. Is the City of Denton named as additional insured on the policy?
b. Is there a provision that policy may not be canceled or lapse
without 30-days prior written notice to the City of Denton?[] Yes [] No
8. Has the subrecipient submitted reports, requests, and etc timely?[] Yes [] No
9. Does the subrecipient have the appropriate government or oversight-
entity standard of being safe, sanitary. or compliant?
List entity & certifications.
[] Yes [] No
10. Does the organization generate monthly financial reports reviewed by the
Executive Director and the Board of Directors?[] Yes [] No
Describe Communication method:
Docusign Envelope ID: A66468DE-04554801-9896-C76AAFD2F48B
DENTON
Monitoring Review Form
BOARD POLICIES & PRACTICES
1. Has the subrecipient submitted to the City a list of its most current board
of directors with their appropriate titles?[] Yes [] No
2. When the Board of Directors makes decisions, a quorum is present &
minutes are maintained?[] Yes [] No
3. What actions are taken to ensure the board is professionally and
culturally diverse?[] Yes [] No
4. Does the board and staff work together to develop and adopt a
strategic plan for the organization?[] Yes [] No
Describe Process/Frequency:
ANTI-DISCRIMINATION COMPLIANCE
1. How does your organization ensure equal opportunity and non-discrimination in soliciting for and hiring
staffg
2. Is the Equal Employment Opportunity (EEO) placard or poster in an area
accessible to employees and applicants for employment?
3. Is the office location accessible by ramp and have an accessible
restroom?
4 Are there any religious services, proselytizing, instructions, or any other
religious preference, influence, or discrimination in connection with
providing the services stated in the Program Scope.
5. Are there provisions in the personnel policies to prohibit the following:
[] Yes [] No
[] Yes [] No
[] Yes [] No
a. conflict of interest?[] Yes [] No P:
P:
P:
P:
b. sectarian activities?[] Yes [] No
c. nepotism?[] Yes [] No
[] Yes [] Nod. political activity and lobbying?
Docusign Envelope ID: A66468DE-0455-4801-9896-C76AAFD2F48B
DENTON
Monitoring Review Form
FINANCIAL MANAGEMENT CONDENSED
I. Audit
1 . Is the subrecipient subject to OMB Circular A-133, which requires a single
audit if the subrecipient has expended federal funds in excess of
$500,000?
[] Yes [] No
2. Has the subrecipient made arrangements to have an audit conducted?[] Yes [] No
3. Did subrecipient use competitive bid process in the last four years to
procure audit services?[] Yes [] No
a. Name of audit firm:
4. Has the subrecipient submitted the most recent audit report?[] Yes [] No
5. Are there any unresolved audit issues? if yes, list status below?[] Yes [] No
II. Agency Controls
1 . What is the subrecipient's fiscal year?to
2. What system(s) does the agency use to perform its accounting functione
a Cash D Accrual Accounting Software:
3. Is the system a manual, a automated, or a a combination?
4. Has the organization been able to operate within its approved budget
during the last two fiscal years?[] Yes [] No
5. is an appropriate cash reserve/contingency fund available?
a. What $/% is available in cash reserve/contingency funds?
[] Yes [] No
6. Does subrecipient pay TWC taxes (state unemployment), State Workers’
Comp., insurance companies, payroll taxes when they are due?[] Yes [] No
a. Can payroll tax payments be verified?[] Yes [] No
[] Yes [] Nob. Can Worker’s Comp. payments be verified?
Docusign Envelope ID: A66468DE-0455-4801-9896-C76AAFD2F48B
DENTON
Monitoring Review Form
I EMENT CONDENSED
III. Program Controls
1 . If the subrecipient is requesting to pay salaries, do the salaries match with
the percentages and positions they request monthlyg [] Yes [] No
2. Does employees work on both CDBG and Non-CDBG related activities?[] Yes [] No
3. Are timesheets signed by appropriate supervisor or designated authority?[] Yes [] No
b. Does the subrecipient use hourly distribution time sheets for
employees paid from multiple funding sources?[] Yes [] No
c. Do the time sheets reflect:
[] actual time worked or [] budgeted percentages?
4. Review the months selected for expenditures, cash disbursement journals,
and support documentation.
Months Reviewed:
a. Are the expenditures allowable?[] Yes [] No
b. Are there procedures to ensure items of cost are equitably
charged? (ie. Cost Allocation Plan)
[] Yes [] No
c. Is the support documentation adequate?[] Yes [] No
5. Review Client Files ( Attached Completed Client File Review Form(s)
CLSENTMIIE REVIEW FORM
Clier®-ime/Number
El
a SOII COIU6CCllirtn FOU11 N
D raysluha tI)a nettm;
BlgibIo IDI.-: I Iii;:i :'n C. 1l14 A
Yos
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Yos NomiT:awe
SNoYes
Docusign Envelope ID: A66468DE-0455-4801-9896-C76AAFD2F48B
DENTON
Monitoring Review Form
FINANCIA WiTH an\M
1. Have all financial corrective action requirements from the previous
monitoring report been corrected?[] Yes [] No
2. Who signs checksg Do names on the bank signature cards match the
signature on checks?[] Yes [] No
a. How many signatures are required?
3. Is there separation of duties to ensure effective control over preparation,
authorization/certification, and distribution of checks?[] Yes [] No
a. Review the procedure of check processing within the agency's
financial procedures.[] Yes [] No
b. Are bank statements and canceled checks received and
reconciled by a person independent of the authorization and
check signing function?
[] Yes [] No
4' Are bank statements reconciled monthly to the General Ledger?[] Yes [] No
a. Does the organization reconcile all cash accounts monthly?[] Yes [] No
5. Does the subrecipient have a current bst of assets and values?[] Yes [] No
6. Does the organization currently have any checks, outstanding debts, or
bills more than 90 days delinquent?[] Yes [] No
7. Does the subrecipient have any interest or other income generated by
City of Denton funds? if yes, document explanation given by Fiscal
Officer and ask for proof of documentation
[] Yes [] No
a. Does interest or income generated by City funds go back into
the program?[] Yes [] No
[] PROCUREMENT
1. Has subrecipient established efficient and effective procurement
procedures in accordance with applicable laws and regulations?
[] Yes [] No
a. Do the procurrnent methods assure maximum open & free
competition?
[] Yes [] No
b. Do the procurement procedures provide for review of proposed
purchase by the appropriate officials to avoid the purchase of
unnecessary or duplicate items?
[] Yes [] No
Docusign Envelope ID: A66468DE-04554801-9896-C76AAFD2F48B
DENTON
Monitoring Review Form
c. Did subrecipient establish written selection criteria?[] Yes [] No
DocuSign
Certificate Of Completion
Envelope Id: A66468DE0455480 19896C76AAFD2F48B
Subject: Complete with Docusign: 24-1590 HSNT CDBG Agrmt.pdf
Status: Completed
Source Envelope:
Document Pages: 34
Certificate Pages: 2
Signatures: 2
Initials: 0
Envelope Originator:
Lauri Nack
901 B Texas Street
Denton, TX 76209
Lauri.Nack@cityofdenton.com
IP Address: 198.49.140.10
AutoNav: Enabled
Envelopeld Stamping: Enabled
Time Zone: (UTC-06:00) Central Time (US & Canada)
Record Tracking
Status: Original
9/30/2024 10:52:03 AM
Holder: Lauri Nack
Lauri.Nack@cityofdenton.com
Location: DocuSign
Signer Events Signature Timestamp
Sent: 9/30/2024 10:53:47 AM
Viewed: 9/30/2024 10:54:01 AM
Signed: 9/30/2024 10:54:11 AM
Lauri Nack
lauri.nack@cityofdenton.com Completed
President & CEO
City of Denton - Community Services Using IP Address: 198.49.140.10
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Sara Hensley
Sara,Hensley@cityofdenton.com
City Manager
City of Denton
Security Level: Email, Account Authentication
(None)
'DocuSigned by:
hK HtML#
5236D8296270423
Sent: 9/30/2024 10:54:13 AM
Viewed: 9/30/2024 10:54:53 AM
Signed: 9/30/2024 10:54:59 AM
Signature Adoption: Pre-selected Style
Using IP Address: 198.49.140.10
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Lauren Thoden
Lauren.Thoden@cityofdenton.com
City Secretary
Security Level: Email, Account Authentication
(None)
'D$cu3igned by:IM Jwth
D09D09CAD33D487.
Sent: 9/30/2024 10:55:02 AM
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Signed: 9/30/2024 11 :33:01 AM
Signature Adoption: Pre-selected Style
Using IP Address: 198.49.140.10
Electronic Record and Signature Disclosure:
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CSO Group
CSOGroup@cityofdenton.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
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Status Timestamp
Sent: 9/30/2024 11 :33:03 AM
Lauri Nack
lauri.nack@cityofdenton.com
President & CEO
City of Denton - Community Services
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Sent: 9/30/2024 1 1 :33:03 AM
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