Ordinance No. 1,7154101%,
nPDIT\T7V\T(-T, NO. 1715
M ORDPTANCF, CTS,..TME CTTY =TCH, OF "M MTY Or, RAY-Ta%T, TFYAS,
A=OPIZING AM DIFJ",=(3 77MAYOR ANTD/0P INE C=V MMAMIR 01,�'
TFM, CIW Or, RAYqKXqN M ENTY77F, A n).N7TPAM' WT714 TfM TEMS DFjPAT?P,1q-,RP
Or- CRTNTETY ArFAIPS ANM THE TINTMn SrTWITS C.TVIL SERVIC.7, (YNKESSIM
FOP, A (:PM' FOR TFUINICAL ASSISTANT MR DFVF2WP4F,T\TT OF, A PFPSOMM
PFrW MR THE CITY OF BAY":b7\1 AND PMVIr)I"N(, MR 7W, EFF "T �IVE DNPr,,
HEREOF.
BE, IT OMAINED BY ',TTT.r,, CITY COLZICIL OP TEM CITY OF PA)MMN, TP,,YAI;-
Section 1: rMat the city council. of the City of Baytam, Toxas, here.Yy
directs the Mayor and/or City Manaqpr of the City of Ravtam to exemite a con-
tract wit -h the Texas Departmient of Ccimmity Affai.rq ancl the United S-tates rivil,
Servire, Ccimussion for a grant for tec-T-mical. assistance for of a
persomel. program for the City of Baytown. A copy of sai(,9 contracts arttacherl
hereto, marked RKhibit "A,',' asid mde a part hereof for all intmts andp.tpr-ses.
Section 2: This ordinance shall. takrm r-,Ffoct frau and after its passage
1)y the City Council of the City of Baytown.
TI
and PASS)v
ED -Tthe affi.nwative vote of thE= CbUnCil \MIODUCED, REM L
of -Lhe City of pzly.tcwn t-hiL; 26
AMYST:
FWA 01=7R, City Clerk
low
, /City Attorney
day of Novpj-nlx�r . 1974.
G
FvRy, mcminr V
E X H I B I T "A"
AGREEMENT FOR TECHNICAL SERVICES
It is agreed, under authority of the Intergovernmental Personnel Act of 1970 (P.L. 91-648, 84 Stat. 1914)+and/or
the Intergovernmental Cooperation Act of 1968 (P.L. 90-577, 82 Stat. 1102), between the Governmental Unit
identified in paragraph 1 below and the United States Civil Service Commission (CSC herein), that the CSC will
provide the services enumerated in paragraph 2 belo:a and that upon completion thereof, the Governmental Unit
will pay the CSC, in accord with the terms of paragraph 4 below. This agreement constitutes the sole and final
agreement between the parties and al changes must be in writing.
1. Governmental Unit City of Baytown
City Hall
. Baytown, Texas 77520
2. Services Requested (including project purpose, objectives, and product(s))
The U.S. Civil Service Commission will provide services in the following
areas as detailed'',in the attached proposal, which is incorporated into
this agreement:
1. Will provide leadership and direction in the design and
implementation of a classification and compensation system.
2. Will formulate recommendation for improvements to the personnel
system and assist in implementation of same.
3a. Estimated Starting Date Within 45 days
3b. Estimated Completion Date 8 months
of signing this agreement
after start of project
4. Tenns of Payment and Estimated Cost `
The total cost to',the City of Baytown will be $10,550. The Dallas Region,
U.S. Civil Service Commission will bill the City of Baytown on a quarterly
basis as work is performed..
5. The requester certifies that the services requested herein cannot be procured reasonably and expeditiously
through ordinary business channels.
Fritz Lanham, City Manager
Name and Title of Requester Signature Date
Morris Brooks, Chief, IPPD Dallas Region
Name and Title of CSC Approving Officer Signature Date
Identification Number
Budget and Fiscal Code
FOR CSC USE
Cost Estimates by Funding Source
CSC Form 995 Revised
May 1974
NOTIFICATION AND ACKNOWLEDGEMENT OF A SUB -GRANT AWARD
FY 1974 TDCA Project No.
`r PROJECT TITLE: Technical Assistance for Development of Personnel Program
in Baytown, Deer Park, and LaMarque, Texas
GRANTEE and GRANTOR: Texas Department of Community Affairs
SUB-GRANTEE:..Cities of Baytown, Deer Park, and La Marque, Texas
FEDERAL REFERENCE NO.: 75TXOIC
GRANT AWARD: $24,350.00 (Twenty -Four Thousand Three Hundred Fifty -Two Dollars)
This is an official notification to the above -stated sub -grantee of a sub -grant
award under the Intergovernmental Personnel Act of 1970. In receiving this
grant award, the sub -grantee is bound to comply with the application submitted
by the grantee, the Texas Department of Community Affairs, in its present form
and to all standard/special grant conditions as set forth in part III of
this document. The sub -grantee is also bound to comply with the procedures
shown in exhibits and attachments contained therein.
STATEMENT OF SERVICES TO BE PERFORMED'BY SUB -GRANTEE:
These three cities (Baytown, Deer Park and La Marque) will jointly undertake
a project designed to develop programs to specify current job opportunities,
clarify needs for personnel development, establish position compensation and
classification plans, develop affirmative action programs, validate selection
and promotion procedures and update rules and regulations within each city.
a
BASIS FOR CALCULATING AUTHORIZED EXPENDITURES OR COSTS: (See attached budget in
Part I1 of this document).
PAYMENT TO THE SUB -GRANTEE shall be on a Quarterly basis.
THE TERM OF THE SUB -GRANT is to begin October 1, 1974
July, 31, 1975 ,and shall terminate
'
GRANTEE and GRANTOR
�'!•� SUB -GRANTEE
Signature .. , Signature
(Title)
Title
Date
Date
11 -
I
,
id
EXHIBIT A
PART I
IQ
GRANT AGREEMENT FOR Technical Assistance for Development of PQrsonnal _
Program in -Baytown, Deer Park and La Marque, Texas
The parties to this agreement, the Texas Department of Community
Affairs (referred to as Department, TDCA, or grantee) and the
Cities of Baytown, Deer Park and La Marque, Texas (referred to as subgrantee)
hereby mutually covenant and agree as follows:
1. Subgrantee agrees to administer the project•described in Exhibit
":B of Part I of this agreement, which is hereby.made a part of
this grant agreement.
2. The project Director shall be Assistant City Manager of City
3. Department agrees, in consideration of the performance by sub-
grantee of all other terms of this agreement, to pay the sub-
grantee the total sum of $ 24,350.00 The combined tota-1
of all payments and other obligations paid or incurred by 'the
Texas Department of Community Affairs under the terms of this
contract, shall in no event, exceed the sum of $ 24,350.00
4. Subgrantee agrees to furnish in such shares as may be agreed
upon, a total of $ 8,638.00 of in-kind services" during the
life of the -project.
5. Part II which is hereby made a part of this grant agreement,
is a budget for the project. The project director may make
adjustments between items in the budget of not to exceed 10%,
provided only that the total grant amount of $24,350.00
and the in-kind contribution of $ 24,350.00 shall not be
changed and that the grantee be notified after the fact of
any such changes (those not to exceed 10%). Any other budget
changes shall be made solely with the prior consent of the
grantee.
6. Part III, which is hereby made a part of this grant agreement,
is a statement of the conditions of the grant as to accounting,
reporting, audit requirements, -and other matters. Subgrantee
hereby agrees to abide by all of the requirements set out in
.Part III.
7. All performances and payments.'on the part of the Department
hereunder subsequent to August 31, 1975, are contingent upon
the lawful appropriation of funds by the Legislature of the
State of Texas to the Department which Department may law-
fully expend for the purposes of this contract after deduction
of all Departmental liabilities as of September 1, 1975. In
the event that such appropriation is not made, this contract
-shall terminate 'August 31, 1975, and all liabilities and
payments of Department for services performed after August 31,
1975, sha"11 be ,forgiven and of no effect.
2
PART I
•,
' PROJECT NARRATIVE
Cities of Baytown, Deer Park, and La Marque
Technical Assistance for Development of.
Personnel Program
The purpose of this grant will improve Personnel Administration
Systems
and processes for the cities of $aytown, Deer Park and La
Marque, by
updating
and providing for the continued maintenance of the positions classification,
compensation and personnel policy plans for the cities.,
The following is a schedule for completing the project:
A.- Classification -
Dates
1. Review and evaluation of existing'
plan
No Charge
-completed
2. Analysis of organizational relationships
No Charge
- completed
3.. Determination of methodology required to
update system
-/No Charge
-• completed
4. Explanation and distribution of
questionnaires
Wk. -
1
5. Analysis of returned questionnaires.
"' Wks. -
4, 5
6. Interviews with department and division
heads.
Wk, -
1
' 7. Employee interviews.
`Wk. -
6
8. Preparation of draft specifications
Wk. -
7, 8
9. Preparation of allocation list.
/Wk.
11
10. Transmission of final classification
recommendations & system for maintaining.
✓Wk. -
20
B.* -Compensation -
1. Based on classification plan, benchmarks
are identified'
Wk. -
12
2. Design salary survey methodology.
-� Wk. -
• 3. Conduct survey by mail, telephone, personal
contact & reference published surveys.
"Wk. -
6
4. Organization and analysis of data, Assign-
ment of pay rates to individual employees
'' Wk. -
14
'. 5. Transmission of final compensation recom-
mendations and system for maintaining.
-Wk. -
20•
C. Selection - (Examination, certification, and promotio
1. Review of existing policies and procedures.
=' Wk. -
3
2. Technical review of existing selection
instruments by job families.
Wk. -
4
3. Conduct job analysis for selection purposes.
-'Wks. -
5, 6, 7, 8
4. Recommendation for revised selection in-
struments and pol-icier:
Wks. -
16
D. Recruitment and EEO -
• 1. Evaluation of existing policies & practeces.
Wk. - 1
2. Review of existing EEO/AA plan.
-Wk. - I
3. Review of recruitment policies & procedures
from an EEO standpoint.
`Wk. -
2 ,
4.' Review of selectfon,.placement and apppointment
. policies for -EEO purposes.
-Wk. -
2
5. Review'of employee benefits, working condi-
tions and personnel rules and regulations.
'-Wk. -
6
6. Evaluation of training function. Establish
the supervisors role in EEO.
`Wk. -
5
7. Develop required records and reports.
-Wks. -12-16
El
E. Rules and Regulations -
1. Review and analysis of existing satutory &
administrative :materials. '"'Wk. - 6
2. Recommendations for changes as needed Wk. - 16
a) Disciplinary procedures.
b) Grievance and appeal procedures.
c) Administration of fringe benefits.
d) Communication of rules to employees.
e) Promotions and transfers.
f) Performance evaluation.
PROJECT. EVALUATION
This project will be evaluated on a quarterly basis and upon the completion
of the project by the following procedures:
1) Self evaluation by the project staff in accordance with
the quarterly and final reporting procedures established
by TDCA.
2) Monitoring evaluations provided by the TDCA IPA Program
Staff.
I
The criteria for such evaluations will be those stated in the quarterly
and final report narrative formats and in the TDCA Monitoring Report Log.
,z
PART II
PROJECT BUD
GET
Personnel
Federal
Non Federal
$8,638.00
Total
$8,638.00
.+
A.
Travel
B.
E ui ment
C.
s
D.
u Dli.es
E.
F.
ntractuai
Construction
G.
a
, t•
H.
�• v
Total Direct Charges
Indirect Charges
Totals
$24,350.00
$24,350.00
$8,638.00
$8,638.00
$32,988.00
$32,988.00
K.
s
'
PART II
PROJECT BUD
GET
Personnel
Federal
Non Federal
$8,638.00
Total
$8,638.00
Travel
E ui ment
u Dli.es
ntractuai
Construction
24 350.00
$24,350.00
Total Direct Charges
Indirect Charges
Totals
$24,350.00
$24,350.00
$8,638.00
$8,638.00
$32,988.00
$32,988.00
PAYMENT SCHEDULE
N.44
U on
execution of this grant agreement
$7,305.00
Ir ,
Upon
receipt
of
first quarter reports and request
for payment 7,305.00
:.
Upon
receipt
of
Second quarter reports and request
for payment 7,305.00
(•;
Upon
receipt
of
third'quarter reports and request
for.payment
�.`
Upon
receipt
of
fourth quarter reports and request
for payment
Upon
receipt
of
final reports as required by this
grant agreement 2,435.00
' � ;
� , :� • •
TOTAL $24,350.00 '
f,.
i
,tel {b
..
• ice'' PART IiI
�7 GRANT CONDITIONS
STANDARD CONDITIONS APPLICABLE
r TO ADMINISTRATION OF GRANTS UNDER
THE INTERGOVERNMENTAL PERSONNEL ACT
In the following, as it applied.to local government sub -grants or sub -contractors,
the Texas Department'of Community Affairs (hereafter called TDCA) has been substi-
if:�,�.i, tuted for the U.S. Civil Service Commission (hereafter called *
e the Commission.* Sub-
grantee has been substituted for grantee, and sub -grant for grant. In addition to
special conditions that may apply to articular rants, an
Y .PP Y P g y grant received under
the Intergovernmental Personnel Act (Public Law 91-648) shall be subject to and
iso:'• in -sub -grantee and TDCA and the Commission,
�'�r;• 1. Consistency with Applicable Merit Principles. The proposed program is, consistent
with the "fair treatment" merit principle in clause (5) of the third paragraph of
section 2 of the Act and implementing regulations of the Conanission, and with those
other merit principles �n clauses (1) - (6) of the third paragraph of section'2 which
`- apply to the project i n thea l icati on.
P J PP .
!:
•..ti, 2. Maintenance of State and -Local Expenditures. The making of the sub -grant will
not result in a reduction in relevant State or local government expenditures or the
,i substitution of Federal funds for State or local funds previously made available for
these purposes.
3. Coordination with Related Programs. The programs and projects contained in this
•:�:.;� application have been prepared and will be implemented in coordination with related
Federal -grants and programs providing for personnel administration services and
support, technical assistance, and training and fellowship activities.
�i 4.
Written Approval of Program Changes. The sub -grantee shall obtain prior written
approval from the TDCA before making major changes in activities covered in the
pproved grant application.. The TDCA will give prompt attention to such requests
,
from a -sub -grantee.
14
:j:• 5. Monitoring and Reporting Program Performance. Sub -grantees shall continually
monitor performance under IPA -supported activities to assure that time schedules
:_ -are being met and performance goals are being achieved. The sub -grantee shall submit
narrative reports sumnarizing accomplishments to date and describing any significant
?' deviations from the approved project timetable. These reports shall esubmitted
e
to the TDCA quarterly, and a final narrative report shall be submitted aftercom-
pletion of each grant project. The Commission* and/or the TDCA shall make on-site
visits as frequently as practicable to review program accomplishments., and management
` v7- control systems and to provide technical assistance. (See Attachment B, item 3
and Attachment C, item VII).
6. Copyrights. When activities supported by this sub -grant produce original books,
manuals, films, or other copyrightable material, the author or sub -grantee may copy- I
right this material, but the Commission retains a royalty -free, nonexclusive, and
irrevocable license to produce, publish, or otherwise use the'material, and to
authorize others to use the work for Government purposes. The Commission will take
the recommendations of the sub -grantee into account in exercising this license.
*Except if denoted by an asterisk (*) reference -is to the U.S. Civil Service
Commission per se.
r..• . 1 1— U.-_' Lf+,a 1 Wit,, Lilt: ]Liu -k f oni ue di.i ee5 Lu reTE
the discovery or invention to the.Commission, which wil determine whether or not
,patent protection •rill sought, how any rights there including patent rights,
will be disposed of anu administered, and the necessity of other action required
•to protect the public interest in work supported with Federal funds, in accordance
with the Presidential Memorandum of August 23, 1971, on "Government Patent Policy"
and the Statement of Government Patent Policy in 36 F.R. 16889. The Commission will
take into account any recommendations made by the grantee.
B. Property Management. Standards and procedures governing the acquisition, use
and disposition of property acquired in whole or in part with Federal funds or
furnished by the Federal Government shall conform to the provisions of the Office.
of Management and Budget Circular No. A-102, Attachment Ni "Property Management
Standards." Title to nonexpendable personal property acquired by the sub -grantee in
whole or in part with Federal funds shall be vested in the sub -grantee, except that
the Commission may reserve•title to such property financed solely by Federal funds
with an acquisition cost of $1,000 or more and which is unique or difficult or costly
to replace. ;
9. Publications. All published materials (written, visual, or audio) prepared in
connection.with an approved project will contain acknowledgement that the develop-
ment of the material was made possible by a grant from the TDCA and the U.S. Civil
Service Commission under the Intergovernmental Personnel Act (P.L. 91-648) and the
TDCA or Commission* is not responsible for the accuracy of.the material or the con-
clusions it contains.. (See Attachment C, item VIII).
10. Third Party Participation. Any -contract or agreement entered into by the sub-
grantee for execution of activities or provision of services or products to a grant
program'or project (other than purchase of supplies or standard commercial or maint-
enance services) shall provide for the sub -grantee to retain ultimate control and
responsibility for the activities or products and for the contractor to be bound by
these grant conditions and any other requirements applicable to the, sub -grantee in
the conduct of the program or project, unless the, TDCA and the sub -grantee agree to
their modification in a particular case. (See Attachment,_item 3).
11. Interest of Public Officials and Employees. No officer or'employee of the sub-
grantee or grantee, no member of its governing body, and no other public official
of the locality in which the approved program or project will be carried out who exer-
cise any functions or responsibilities in the review or approval of the undertaking
or carrying out of the approved program or project, may (a) participate in any de-
cision relating to any contract negotiated under this grant which affects his
personal interest or the interest of any corporation, partnership, or association in
which he is, directly or indirectly, interest, or (b) have any financial interest,
direct or indirect, in such contract or in the work•to be.performed under the program
authorized herein.
12. Local Administration. (a) Financial Management Systems. Sub -grantee financial
management systems shall provide for accurate, current, and complete disclosure of
the financial results of each program; records which adequately identify the source
and application of funds for grant -supported activities; effective control over the
accountability for all funds, -property, and other•assets; comparison of actual with
budgeted amounts for each program; procedures to minimize the time elapsing between
the transfer of funds from the U.S. Treasury and their disbursement by the sub -grantee;
procedures for determining the allowability of costs in accordance with Office of
Management and Budget Circular A-87 and accounting records which are supported by
source documentation.
++res.-,rasa..---..a.,.-�.•.•..-�+ - --- .... .,.--...�.. �....,.
%U) MW i L. rut CcW) �)uUyrdr,L, _ie sua-gran-.ce snai i arrange for a financial
audit, which may be conducted by either an independent mate or local government
.• auditor or a certified blic accountant retained for t purpose. The -audit will
be conducted within a reasonable period of time following the close of the grant period
and wi•11 be conducted and reported in accordance with the Intergovernmental.Personnel
Act Grant Audit Guidelines for Use by State, Local Governmental and CPA Auditors,
which will be provided to sub -grantees by.the TDCA. See Attachment C, item IX).
i' (c) Maintenance of Records, All required records shall be maintained for a period
of three years from the date of the final expenditure report unless audit findings
• Y acquired with Federal have not been resolved. Records•.for non -expendable propert
..; q
grant funds shall be maintained for a period of three years after disposition of the
t:. property.
is � : •
(d) Budget Revisions. The sub -grantee shall notify the TDCA of deviations from
grant budgets and shall request approval for budget revisions according to the
principles in Office of Management and Budget Circular No. A-102, Attachment K,
"Budget Revision Procedures." The TDCA.must in turn do the same with the Commission*.
(See Attachment C, item III)'.
%;'►: (e) Financial Reports. The sub -grantee shall submit to the TDCA on a quarterly
' basis, "Financial Status Report." Specific dates for the submission of these
reports will be established by the TDCA.
(f) Program•Income. Interest on grant.funds earned by a unit of local government
or "other organization" as defined in the Act, shall be returned to the TDCA by
check payable to the Comptroller of the State of Texas. Program income earned by
the sub -grantee during grant period as a result of grant activities, including
royalties from copyrights and patents, shall be retained by the sub -grantee and shall
''• be added to funds committed to the project and used to further eligible program
objectives. If royalties continue to be received after the completion or termination
of the grant, the TDCA and the.sub-grantee shall negotiate the disposition of the
Federal share of any amount exceeding $200 received annually.
:,• (g) Procurement Standards. Sub -grantees may follow their own procedures for the
procurement of supplies, equipment, and other services provided that these procedures
adhere to the standards in Office of Management and Budget Circular A-102, Attachment
0, "Procurement Standards". Positive efforts shall be made by the sub -grantee to
utilize small business and minority-owned business sources of supplies and services.
13. • Discrimination Prohibited F
The Sub -grantee will not discriminate against any employee employed in the
performance of this contract, or against any -applicant seeking employment, because
of race, sex, color, religion, national origin or creed. The Sub -grantee shall
not deny the benefits of this contract to an
'.� � •`� , y person on the ground of race, sex,
color or national origin and shall not otherwise subject any person to dis-
crimination on such grounds in the performance of this contract. The Sub -grantee
shall comply with Titles VI and VIII of the Civil Rights Act of 1964, as amended,
and with all regulations and requirements issued pursuant thereto.
3
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. ... • . .'+•,i ei :w�• • :�.. �: r.:'Y••'.•rr �•.�,rK; ♦ ... _ •- _ .1 ... • Y1 rl._._.•; ✓..:v � �r �-�J ••
• 1
9. TDCA will ass itself that subgrantees requeing IPA funds to pay the
salary of -present empl..:es document that these eill 'L are necessary for the success
of the project. Subgrantees may not use IPA funds to support permanent staff at the
expense of other "less sophisticated" subgrantees or applicants whose proposals were
rejected due to lack of funds.
Also, in order to maximize the use of IPA funds there should be a maximum
absorption of indirect costs by subgrantees. Sub -grantees claiming an indirect cost
rate must have the appropriate documentation on file with TDCA.
10. All proposals which require that an individual be assigned to the project
..for a substantial portion of his or her time should enumerate the duties to be per-
formed. In addition, those proposals which require the employment or assignment of
�••, a "specialist" -should also list the qualifications on which his or her merit selection
is to be based. Consultant duties and qualifications should also be enumerated.
;1 l
14
�wJV ,
z,
t
m
,
t.
PART III
(0111,
W
TEXAS DEPARTMENT'OF COMMUNITY AFFAIRS
Special Sub -Grant Conditions and Reporting Requirements
The parties entering into.this sub -grant agree to the following:
I. They have read and agree to.the contents and conditions contained in Part III
of this document as followsi ,
A.. Agreed Standard Conditions (attachment A)
B. Special Grant Conditions and Reporting Requirements (attachment B)
C.- Special Grant Conditions.for Local Government Sub -Grantees (attachment C)
TI. Thay they have read the guidelines for the IPA grant program handbook and will
comply with the rules and regulations set forth therein.
III. That the sub -grantee will obtain prior written approved from the Texas Depart-
ment of Community Affairs of any changes made in a program or budget before
implementing these changes.
IV. That any charges made for "rent" under this sub -grant are consistent with
vailing rates in the area or for use and depreciation allowances.
V. That ten percent (160) of these sub -grant funds will be withheld at.the termi-
nation of the project pending receipt and review of a final project report.
VI. It is understood that (a) this is a demonstration project; (b) it may serve as
a model for other general local government jurisdictions in Texas or elsewhere,
and (c) sub -grantee's staff will provide information regarding the project and
other reasonable assistance to other jurisdictions upon request.
VII: Reporting requirements as follows:
A. Form TDCA 1099A (Quarterly) and 1099B (Final). This form (Exhibit A.)
is to be used to report financial 'expenditures and to request project
payments. The designation in the upper right hand corner of the form
is used to indicate whether the form is being submitted for the quarter
only or for the entire project (Final 1099B). Form TDCA 1099A & B should
be completed following the close of each calendar quarter for the dura-
tion of the project, beginning with the calendar quarter in which pay-
ments to the sub -grantee begin. The original and two copies of the 10998
should be submitted to the Division of Personnel Management and Training,
Texas Department of Community Affairs, no later than the fifth of the
month following the close of the calendar quarter. Back-up documentation
for -form TDCA 1099A & B will be submitted upon request to the Staff
Services Office of the Texas Department of Community Affairs for audit
purposes. In addition, the sub -grantee shall submit on'a quarterly basis
a narrative report to the Texas Department of Community Affairs (Exhibit B),
stating the progress of the project in terms of the work plan, and the
products delivered. Statements as to any problems encountered or pro-
posed directional changes would also be appropriate.
B: Also, upon completion of the project, Civil -Ser -vice Commission forms
(IP 21 & 'IP 22) should be completed and submitted in duplicate to the
Division of Personnel Management & Training, Texas Department of Community
Affairs.
Sub -grantee wlli submit a final narrative reporL on the project -containing
a statistical summary of accomplishment; analysis and discussion of unusual
;r
developments and/or problems encountered and how they were'resolved; and'a
brief self-evaluation of the project by sub -grantee. (Exhibit C)
D. As part of the ,reporting procedures the sub -grantee will submit, as appro-
priate, copies of all products developed to the Division of Personnel Manage-
ment and Training, Texas Department of Community Affairs, within a reasonable
time after delivery of "such products.
VIII.
The sub -grantee will submit any subcontract for work to be done as a part
�."•
of the IPA Project to the Division of Personnel Management & Training, Texas
Department of Community Affairs for approval prior to allocation of IPA funds
to a' subcontractor or consultant.
IX.
The sub -grantee accepts all responsibility for unauthorized expenditures of
sub -grant monies in
question. Should such exceptions occur, the sub -grantee
agrees to reimburse the Texas Department of Community Affairs in the
amount
of the said exception, within thirty days of discovery.
X.
In the event that the indirect costs are used, a statement of the Indirect
Cost Plan will be submitted
prior to an
p y project expenditures to the Texas
Department of Community Affairs, accompanied by the completed and signed
T
form, Certification ba Local Government Department or State Aqency Official -
Indirect Cost Proposal. (Exhibit -D)
qtr • -
'
!.J f1l
, -
.4. -;.,; ,
fl
EXHIBIT A
TexaS LXqxirt:iTi-nt of Coumizdty i) -f fai,rs.
Grantee Quarterly
Financial, T�zfporL.
Grant. e.e ri-my�
Grantee
Gant, Peric.xl Frcln
rant
Grant- NuirLer
MCA F'Orm 1099A and 109913
1141,10,01,
TYI)O of N-porL:
1099A Quart c�,,.Iy
,099B Final
This 11criCd-
TO Date
1. Cash on hand at b--,.cjinrLLrj��
2. k3winces receitie(-I j Crf 1-�--riod . . . . . . . . . . . $
3. TOU-11 wvailnblew
('3111 Of lines I and 2)
4. Total disbuzsment-s . . . . . . . .
5. F(xle-raj, sjjare or. bursc
d.i ;
6., Non-fc�leral share of c1i.sbu-rscam ents . . . . . . . .
7. h on hand at an�j of i.-ericcl (line 3 minus 5)
8 - Estimtr-,d Fecleral, next quarter . . . . . .
9. less tinvitcyl cash nec Js nr t quarter (line 8 Millus line )
Sign titre it cash is n� :lc cj
PART I I
,Budaet. C.,ifpnnry
,;!��Lt:IrUfe benef
EqUilYllefIt
I e
C o ii f —riisFffal
6 T— -Tf
t Cha
Total Federal Share
Sha re
Urand 6-6-f—
Cert i f i Ca t i on cert i fy to the best o r my kro�w I edg e and be I i ef th, i S report is truce:
all respects and that alldis
h btlrs(2ments have been made for the purpose,� and conditior,is Of
Name Ti tI e
S i g n—,'ttTi—e6–f—fi-u t hor —iz ed OT F1 —Ci a I
Report Date
Tele r) Cl
o
AFe-a' —w i, � b —er
C d e rr�,,
59
EXHIBIT B
The attached outlines have been prepared as an aid to grantees' in insuring
complete coverage in the reports needed to meet the requirements of IPA
grant programs. A report which includes the following material will be com-
plete enough to fulfill these reporting needs, except when special items are
required. The outline may, however, be altered to meet the specific needs of
the grantee and can be answered either by grant or by project, as appropriate.
Brief and complete reports will benefits all concerned.
Quarterly Report Narrative
Format
INSTRUCTIONS: Please organize your report narrative according
to the seven parts of this format. If an item
has already been answered in a previous part of
the report, please reference it. If the answer
is NONE or NOT APPLICABLE, please so indicate.
1. What specific objectives have been achieved during this quarter? (If
quantitative variables, how does this compare to your total for the
year to date?)
2. What specific objectives do you expect to achieve during the coming
quarter?
3. Are there any items projected in the original timetable that are ahead
or behind schedule? Please describe such items and the reasons for
the changes in the schedule.
4. Please describe any other changes from the original proposal (e.g.,
changes in scope, method, priorities, or items that have been expanded,
'.eliminated, or added). Explain the reasons for such changes.
5. Please describe any special problems not mentioned in the preceding items.
6. Please describe the reaction (positive, negative, or apathetic) to your
project from local government officials.or agencies.
7. Include any materials which may be relevant to the problems or accomplishment
encountered which you feel would be of interest to us or others. These may
include pertinent correspondence, developed materials, publicity, criticisms,
or reports not covered elsewhere in this report. .
EXHIBIT C•
FINAL REPORT NARRATIVE
2
ia
1. What specific objectives have been achieved by this project?
(Provide a description of objectives achieved, plus statistical
totals where applicable).
2. In what ways will the work of the project be continued or carried
over after the completion of the project?
3. Please describe any changes from the original time -table, and the
reasons for the changes in the schedule.
4. Please describe any other changes from the original proposal, (for
example, changes in scope, method, priorities, or items that have
been expanded, eliminated or added) and explain the reasons for such
changes. Specifically describe any work that was originally proposed
but was not conducted.
5. Please describe any special problems which you encountered in this
project (problems not mentioned in the questions listed above).
6. Please describe the reaction (positive, negative or apathetic) to
your project from local government officials or agencies. that.
official action, if any, has been taken in response to, or as a
result of your project.
1. Please list and describe any accomplishments (anticipated or unanti-
cipated) not described above. ,
8. Include any material which may be relevant to the problems of accomp-
lishments encountered which you feel would be of interest to us or
others. These may include pertinent correspondence, developed materials,
publicity, criticisms, or reports not covered elsewhere.
PART I I I
EXHIBIT D
CERTIFICATION BY A LOCAL GOVERNMENT DEPARTMENT OR
STATE AGENCY OFFICIAL -INDIRECT COST PROPOSAL
I hereby certify as the responsibly official of
Name of Local Govt. Dept. or Agency
�►i.J;; that the information contained in this indirect cost proposal for the fiscal
year
ended
is correct and was prepared in accordance with the
month/day/year
:j►R•'; policies and procedures contained in OMB Circular A-87. I further certify that
procedures utilized (a) to prevent costs from being allocated to Federal programs
as indirect costs that have already been treated as direct program costs, (b) to
�►`.� assure that consistent treatment was accorded similar costs, for all programs in
.: the Department/Agency, regardless of source of funds and (c) to assure that cost,
have not been treated as indirect costs of Federal programs inconsistent with statu-
-tory restrictions governing those programs.
S
l , '
Signature
Title
Date
9
t`
c � i
Section F - Continued
23. Remarks - In-kind personnel services
will be
as
follows:
ft' toyn
City Manager
- $2,167
Mo.
X
9 Mos.
at
100 =
$1,950
Asst.City
'-
- $1,055
Mo.
X
9 Mos.
at
lOro =
$ 950
Secretary --
- $ 541
Mo.
X
9 Mos.
at
15Y =
,.
$ 730
3
Deer Park
' City Administrator
- $1,518
Mo.
X
9 Mos.
at
3N :a
$ 409 '
_ Asst. Personnel Dir-
$1,0111
Mo.
X
9 Mos.
at
10;' _
$ 913
._______Deputy City See.
- $ 548
Mo.
X
9 Mos.
at
200 _
$ 986
308
La Marque
'
City Manager
- $19600
Mo.
X
9 Mos.
at
50 =
$ 720•
City clerk
- $1000
,
Mo.
X
9 Mos.
at
100 =
$ 900
--�--.--Secretary--,
600
Mo.
X
9 Mos.
at
200 =
$1, 080
•
$2,700
Total in-kind personnel
service
for
all 3 cities
=
$8,638
The cities of Baytown, Deer Park and
their share by in-kind
La Marque desire
to contribute 100p of
personnel services
with no
cash
outlay.
Contractual -
Baytown
$10, 550
- Deer Perk -
$ 6,800
La Marquq____r --t
1,000
_ _ Total
$24050