Ordinance No. 1,716AMMIII,
ORDINANCE NO. 1716
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS,
AUTHORIZING AND DIRECTIliG THE MAYOR AND CITY CLERK OF THE CITY
OF BAYTOWN TO EXECUTE AND ATTEST TO All INTER -LOCAL AGREEMENT
WITH THE CITIES OF DEER PARK A1,11) LAMARQUE FOR TECHNICAL ASSISTANCE
FOR DEVELOPMENT OF PERSONNEL PROGRAMS 1&1 THE RESPECTIVE CITIES
THROUGH A GRANT FROM THE TEXAS DEPARTMENT OF COMMUNITY AFFAIRS
AND PROVIDING FOR THE EFFECTIVE DATE HEREOF.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF BAYTOE411, TEXAS:
Section 1: That the City Council of the City of Baytown, Texas,, hereby
directs the Mayor and City Clerk of the City of Baytown to execute and attest
to an inter -local agreement with tile cities of Deer Park and LaMarque for tech-
nical assistance for development of personnel programs in the respective cities
through a grant from the Texas Department of Community Affairs. A copy of said
agreement is attached hereto, marked Exhibit "A," and made a part hereof for all
intents and purposes.
Section 2: This ordinance shall take effect from and after its passage by
the City Council of the City of Baytown.
INTRODUCED, READ and PASSED by the affirmative vote of the City Council of
the, City of Baytown this 26
EDP A OLIVER, City Clerk
APPROVED:
......... . . ..
HEEL RICHARDSON". City Attorney®
day of Novemlmar
TOM GENTRY, Mayor
, 1974.
7"
f
THE STATE OF TEXAS
COUNTY OF HARRIS
This Contract and Agreement, made and entered into this 26th day of
November 19 74 , by and between the City of Baytown, City of
Deer Park, and the City of LaMarque by and through its respective executive
officer hereunto duly authorized by ordinance of the governing body.
WITNESSETH:
WHEREAS, the respective participating governments are authorized by the
Interlocal Cooperation Act, Article 4413(32c) V.S.C. to enter into joint contracts
and agreements for the performance of governmental functions and services including
administrative function normally associated with the operation of government such
as personnel matters; and
WHEREAS, it is the desire of the aforesaid participating governments to
comply with and further the policies and purposes of the Interlocal Cooperation
Act; and
WHEREAS, it is deemed in the best interest of all participating govern-
ments that said governments do enter into a contract with the Texas Department
of Community Affairs to receive a grant of Twenty -Four Thousand Three Hundred
Fifty and No/100 ($24,350.00) Dollars for technical assistance for development of
personnel programs in the respective cities; NOW THEREFORE,
The parties hereto, in consideration of the mutual covenants and conditions
contained herein, promise and agree as to each of the other parties and as to all
of the parties as follows:
1. It is understood and agreed by the parties to this agreement that
each party is bound to comply with the procedures and terms as shown in Exhibit "A"
entitled Notification and Acknowledgment of a Sub -Grant Award, including Parts
I, II, and III.
2. It is understood and agreed by the parties to this agreement that the
money received by one or all of the parties in the total sum of Twenty -Four Thousand
Three Hundred Fifty and No/100 ($24,350.00) Dollars from the Texas Department of
Community Affairs shall be used to pay for personnel services rendered by the U.S.
Civil Service Commission.
3. It is understood.,and agreed by the parties to this agreement that
in kind services will be provided as indicated in the cities' application for
funding.
In Witness Whereof, the parties have caused this agreement to be executed
by their authorized officers thereon the day and year first above written.
ATTEST: CITY OF BAYTOWN
City Secretary
ATTEST:
City Secretary
ATTEST:
City Secretary
-2-
BY
Mayor
CITY OF DEER PARK
BY
Mayor
CITY OF LAMARQUE
BY
Mayor
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,;•t 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.
e;.
�- THE TERM OF THE SUB -GRANT is to begin October 1, 1974
July 31, 1975 and shall terminate
.�., GRANTEE and GRANTOR SUB -GRANTEE
Signature t
Signature
(Title - Title
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(Date)Date
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7,.
PART I
EXHIBIT A
GRANT AGREEMENT FOR Technical Assistance for Development of Personnel
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, o.r 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 Cit
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 total
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.
S. 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:x). 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.
,y;t
PART I
• PROJECT NARRATIVE .
'Cities of Baytown, Deer Park, and La Marque ,
!ys" Technical Assistance for Development of.
Personnel Program '
t
Dates
-
''�`'
The purpose
and rocesses for
of this grant will improve Personnel Administration Systems
the
. �
P
cities of Baytown, Deer
Park and La Marque,
q by updating
.!,r.•s
and providing for
compensation
the continued maintenance
of the positions classification,
r
and
personnel policy plans for
the cities.
4.
Explanation and distribution of
Wk. -
7, 8
questionnaires
The following is
a schedule for completing
the project:
,L
6.
Interviews with department and division
'
Dates
-
''�`'
A... Classification -
�'
1.
Review and evaluation of existing plan
- completed
'2
Analysis of organizational relationships
1`'
3.
Determination of methodology required to
r
3.
update system
I
4.
Explanation and distribution of
Wk. -
7, 8
questionnaires
,•i=
5.
Analysis of returned questionnaires.
,L
6.
Interviews with department and division
'
heads.
7.
Employee interviews.
Evaluation of existing policies & practeces.
8.
Preparation of draft specifications
Y'0
9.
Preparation of allocation list.
Review of recruitment policies & procedures
10.
Transmission of final classification
from'an EEO standpoint.
recommendations & system for maintaining.
Dates
-
''�`'
- 12
No Charge
- completed
,"No Charge
- completed
'�No Char
a -completed
Wk. -
1
Wks. -
4, 5
3.
Wk. -
I
''Wk. -
6
Wk. -
7, 8
' ✓Wk . - .
11
✓4Vk. - 20
/Wk.-
- 12
'+'.►�..�
I.
Based on classification plan, benchmarks
`
- 6
are identified'
Wk.
2.
Design salary.survey methodology.
'
3.
Conduct survey by mail, telephone, personal
:;.:.
contact & reference published surveys.
Recommendation for revised selection in-
4.
Organization and analysis of data, Assign-
:"
•!►
ment of pay rates to individual employees
5.
Transmission of final compensation recom-
and EEO -'
mendations and s stem'for maintaining.
1.
✓4Vk. - 20
/Wk.-
- 12
Wk.
- 1
1.
Wk.
- 6
2.
Wk.
- 14
Wk.
- 20'
r.�
C. Selection - (Examination, certification, and promotio )
Wk. - 3
Wk. - 4
-'Wks. - 5, 6, 7, 8
Wks.. - 16
Wk. - 1
Wk. - 1
`Wk. - 2 ,
r., 4.' Review of selection,.placement and apppointment
policies for - EEO purposes. Wk. - 2
5. Review: of employee benefits, working condi-
tions
ondi-
tions and personnel rLrles and regulations.
6. Evaluation of training function. Establish
*� the supervisors role in EEO.
til 7. Develop required records and reports.
1 _ .
Wk. - 6
'Wk.'- 5
Wks. -12-16
1.
Review of existing policies and procedures.
:�•�.+
2.
Technical review of existing selection
instruments by job families.
r.�
3.
Conduct job analysis for selection purposes.
4.
Recommendation for revised selection in-
struments and policies:
•!►
!
D. Recruitment
and EEO -'
1.
Evaluation of existing policies & practeces.
+'..
2.
Review of existing EEO/AA plan.
3.
Review of recruitment policies & procedures
from'an EEO standpoint.
Wk. - 3
Wk. - 4
-'Wks. - 5, 6, 7, 8
Wks.. - 16
Wk. - 1
Wk. - 1
`Wk. - 2 ,
r., 4.' Review of selection,.placement and apppointment
policies for - EEO purposes. Wk. - 2
5. Review: of employee benefits, working condi-
tions
ondi-
tions and personnel rLrles and regulations.
6. Evaluation of training function. Establish
*� the supervisors role in EEO.
til 7. Develop required records and reports.
1 _ .
Wk. - 6
'Wk.'- 5
Wks. -12-16
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.
The criteria for such evaluations will be those stated in the quarterly
and final report narrative formats and in the TDCA Monitoring Report Log.
w.w .
PART II
PROJECT BUDGET
Personnel'
Totals
Federal
Non Federal
$8,638.00
Total
$8,638.00
Fringe
.�
A.
Travel
V
i
B
Equipment
y
C.
5upplies
0.
.iU
ntractual
Construction
)ther
Total Direct Charges
Indirect Char es
E.
PAYMENT SCHEDULE
F.
G.
$8,638.00
$8,638.00
$32,988.00
$32,988.00
Upon on,execution
P
of this grant agreement
A7,305.00
Upon
receipt
of
K.
s
t
PART II
PROJECT BUDGET
Personnel'
Totals
Federal
Non Federal
$8,638.00
Total
$8,638.00
Fringe
Travel
Equipment
y
5upplies
'
ntractual
Construction
)ther
Total Direct Charges
Indirect Char es
- 24 350.00
PAYMENT SCHEDULE
$24,350.00
24 350.00
$24,350.00
$8,638.00
$8,638.00
$32,988.00
$32,988.00
y
'
PAYMENT SCHEDULE
:��.'�''
Upon on,execution
P
of this grant agreement
A7,305.00
Upon
receipt
of
first quarter reports and request
for payment 7,305.00
t
Upon
receipt
of
Second quarter reports and request
for payment 7,305.00
W,
Upon
receipt
of
third'quarter reports and request
for. a ment
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
,.. i
•
t' r
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• ' PART I I I
3
GRANT CONDITIONS
�? {{ STANDARD CONDITIONS ,
� ,,., f,•,1 0 S APPLICAOLE
j TO ADMINISTRATION OF GRANTS UNDER
�THE INTERGOVEMMENTAL PERSONNEL ACT
In the following, as it applied.to local government sub -
or sub- rants
9 contractors,
the Texas Department'of Community Affairs (hereafter called TDCA) has been substi-
i-ll ►.,., tuted for the U.S. Civil Service Commission (hereafter called the Connnission.* 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
in -sub -grantee and TDCA and the Commission.
jr:;•
I.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 in clauses (1) - (6) of the third paragraph of section2 which
P PP apply to the project in thea l ication.
.1.�2. Maintenance of State and Local Expenditures. The making of the sub -grant will
:i- not result in a reduction in relevant State or local
o
substitution of Federal funds for State or local fundsprevilouslyentXmade�tures availablethe 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
::s�a•:� Federal -grants and programs providing for personnel administration services and
support, technical assistance, and training and fellowship activities.
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
•�•y:.•;: pproved grant application.. The TDCA will give prompt attention to such requests
from a -sub -grantee.
`,,:•:.�;. 5. Monitoring and Reporting Program Performance. Sub -grantees shall continually
��;';r• 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 summarizing accomplishments to date and describing any significant
deviations from the approved project timetable. These reports shall besubmitted
��•a.' 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
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-
;
right this material, but the Coimnission retains a royalty -free, nonexclusive, and
irrevocable license to produce, P 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 b an asterisk Y (*) reference -is to the U.S. Civil Service
�il* Commission er se.
.04
{
lot
it • +
.. • , JV111UU ►MUMI L111t) +jr dIU, i_ne suo-grantee agrees to refer
the discovery or invention to the.Conmission, which wi 1 determine whether or not
patent protection wi''be sought, how any rights ther, including patent rights,
will be disposed of and 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.
i-
8. Property Management. Standards and procedures governing th
r''• g g e 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 N, "Property Management
t�• 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
•'�'`�. connection with an a } prepared in
;�•,.. 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).
J`•),' 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 aran
program'or project (other than purchase of supplies or standard commercial or i " 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 thR sub-grantee in
the conduct of the program or project, unless the TDCA and the sub-grantee agree to
.r.� their modification in a particular case. See Attachment, '•••�•-- ( i tem 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
t+ or carrying out of the roved program or project, may ung
PP R 9 P J y (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.
a,�• 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
•j,�.,,.: 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
�J source documentation.
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•
W
U. S. Civil Service Commission
Dallas Regional Office
Notification of A Federal Grant Award
Special Grant Conditions and Reporting Requirements
This sub -grant is subject to the statuatory and regulatory provisions of the
Intergovernmental Personnel Act.of 1970; the representations made by the sub -grantee
in the final application; the general conditions and reporting requirements nego-
tiated'between the U.S. Civil Service Commission and the TDCA.
1. With respect to travel cost, the difference in cost between first-class air
accommodations and less -than -first-class air accommodations is unallowable except
when less -than -first-class air accomodations are not reasonably available to meet
the necessary mission requirements, such as where less -than -first-class air accomo-
dations would (1) require circuitous routing, (2) require travel during unreasonable
hours, (3) greatly increase the duration of the flight, (4) result in additional costs
which would offset the transportation savings, or (5) offer accomodations which are
not reasonably adequate for the medical needs of the traveler.
2. The Texas Department of Community Affairs must obtain` authorization from
the Dallas Region of the U. S. Civil Service Commission for each subgrant or contract
let by the Texas Department of Community Affairs. Authorization will be granted when
each sub -grantee has developed its project application to the satisfaction of the
U. S. Civil Service Commission and assurances have been received that any duplicated
features.between it and other projects have been resolved.
3. Special reports are to be submitted at the onset of any major problem which
may cause significant changes in project direction or schedules. (See Attachment C,
;item III).
4. Representatives of the Civil Service Commission may make on-site visits at
times convenient to the project directors and reasonable in terms of program progress.
b. The project director must submit a procedure to evaluate the results and
successes of the project. It must explain the criteria to be used to determine
if the needs identified and discussed are being met. In addition, and explanation
of what steps the jurisdiction has taken to insure a coordinated approach to personnel
management and training activities receiving financial support from Federal programs
must be provided. .
6. The project director must provide a schedule of significant accomplishments
or milestones that are anticipated at specific times during the project. Where
anticipated accomplishments are quantifiable, monthly or quarterly projections should
be included.
1. The subgrantee will assure that the project director has the authority
to implement the project. For instance, if the proposal calls.for the development of
a classification plan someone should be delegated the specific authority to classify
Positions. He or she should not have to rely on the goodwill of the several de-
partment heads for its implementation. The narrative, as appropriate, should also
explain what provisions have been made for continuing the project once IPA funding
has been discontinued.
8. Budgets should have a separate explanation of each expense category.
In -Kind contributions must be designated. Cash contribution should not be designated
for specific -budget categories but should be expended at the same rate as IPA funds.
TDCA will give specific attention to travel costs and to expenditures for new equip-
ment. Equipment not itemized in the budget submitted may not be purchased with the
approval of the Dallas Region, U. S. Civil Service Commission. In additional any
budget item which appears excessive should be accompanied by appropriate justification.
9. TDCA will ase itself that subgrantees regtting IPA funds to pay the
salary of -present emp,.,yees document that these employ -_s 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 TOGA:
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
;;j•�`� is to be based. Consultant duties and qualifications should also be enumerated.
4(
�., ;
• m
t
PART I i I
''
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 follows- ,
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)
II. 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 (10%) 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 10998 (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 10998). 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 Departmentlof 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 -Service 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.
C. Sub -grantee well submit a final narrative report on the project -containing
a statistical summary of accomplishment; analysis and discussion of unusual
developments and/or problems encountered and how they were resolved'; and'a
brief self-evaluation of the project by sub -grantee. (Exhibit C)
t�
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.
t
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
the
,.
of said exception, within thirty days of discovery.
'; '•; X.
In the event that the indirect costs are used, a statement of th
e Indirect
Cost Plan
,i
will be submitted prior to any project expenditures to the Texas
Department of Community Affairs, accompanied by the completed and signed
1
'e
form, Certification b a Local Government Department or State Agency Official -
Indirect Cost
Proposal. Exhibit D
.l,lF
jfA11
'
PART III
';. EXHIBIT A
Texas Department of COMIunity Affairs.
Grantee Quarterly Financial Report.
ri,, •
Grantee Naw-
A.;-Grantee
aw- . Grantee Address
Ir'
',Grant
Grant Period From TO
, Grant Ntmzber
TDCA Form 1099A and 1099B
PART Z ,
FEDERAL CASH REPOW
1. Cash on hand at beginning of period ,
! 2. Advances received.
3. Total cash available (sum of lines 1 and 2) ,
4. Total disbursements .
5. Federal share of disbursements. .
! 6. Non-federal share of disbursements. . . . . . . . .. . .
7. Cash on hand at end of period (line 3 minus line 5)
'1'8. Estimated Federal Expenditures next quarter. .
9. Estimated cash needs next quarter (line 8 minus line 7)
Sign here if cash is needed
.!;-PART I I
IQ
Quarter ending
Type of Report:
1099A Quarterly
1099B final
This Period To Date
1.
EXPENDITURES REPORT ;
Totalr
Expenditures Total Expendi- Budget
,;• Approved Budget This Quarter tures to Date Balance
ud et Category IPA Local IPA Local IPA Local IPA
^Personnel oca
,..4 Fri n e Benefits
:Travel
E ui ment
Su 1 ies
„ Contractual
,.Other
Total Direct Char es
Indirect Chan es
Grand Total
,.;, Total Federal Share
jotal Non Federal
Share
'►
EranT Total f
�i Certification - I certify that to the best of my knowledge and belief this report is true in
all respects and that all disbursements have been made for the purposes and conditions of
., he grant.
Name Title
Signature of Authorized Officia
- l
Report Date
Tele ihone
Area Plumber Ext.
Code
EXHIBIT B
The attached outlinesl,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
1.
2.
3.
4.
5.
6.
7.
to the'sev;en 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.
What specific objectives have been achieved during this quarter? (If
quantitative variables, how does this compare to your total for the
year to date?)
What specific objectives do you expect to achieve during the coming
quarter?
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.
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.
Please describe any'special problems not mentioned in the preceding items.
Please describe the reaction (positive, negative, or apathetic) to your
project from local government officials or agencies.
Include any materialsll 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'cor,respondence, developed materials, publicity, criticisms,
or reports not covered elsewhere in this report.
.•EXHIBIT C
1 1.
i•
•1
1
;i
1.•I i
2.
.
4.
6.
M1
FINAL REPORT MARRATIVE
What specific objectives have been achieved by this project?
(Provide a description of objectives achieved, plus statistical
totals where applicable).
In what ways will the work of the project be continued or carried
over after the completion of the project?
Please describe any changes from the original time -table, and•the
reasons for the changes in the schedule.
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.
Please describe any special problems which you encountered in this
project (problems not mentioned in the questions listed above).
Please describe the reaction (positive, negative or apathetic) to
your project from local government officials or agencies. What.
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.
1
PART I I I
EXHIBIT D
CERTIFICATION BY A LOCAL GOVERNMENT DEPARTMENT OR
I'.#''• STATEAGENCY OFFICIAL -INDIRECT COST PROPOSAL
r
I hereby certify as the responsibly official of
Name of Local Govt. Dept. or Agency
that the information contained in this indirect cost proposal for the fiscal year
;J�•�,, ended is correct and was prepared in accordance with the
month/day/Year
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.
Signature
Title
Date
,1.
Section P - Continued
23. Remarks - In -?rind personnel services will be as
follows:
kZtovn
.
City Manager
Asst.City Mgr.
- $2 167 Mo.
- $19055 Mo.
X 9 Mos.
at
lOp =
$1,950
Secretary,
- $ 541 Mo.
X 9 Mos.
X 9 Mos.
at
at
loo =
15`; _
$ 950
$
730
Deer Park ,
City Administrator
Asst. Personnel Dir-
- $1,518 Mo.
$1,014 Mo.
X 9 Mos.
X Mos.
at
3e a
e
$ �C09
City See.,
— $ 58 bo.
9
x 9 Mos.
at
at
10; _
20,E =
$ 913
$ 986
•
$2,308
La Marcue
=
'
City Manager
City ,Clerk
- $1,600 Mo.
- $1,000 Mo.
X 9 Mos.
at
50 =
$ 720.
600 Mo.
X 9 Mos.
X 9 Mos.
at
at
101 =
20% =
$ goo
$1,080
$2,700
=
Total in-kind personnel
service for
all 3 cities
$8 638
The cities of Baytown, Deer Park and La Marque desire
their share by in-kind
to contribute
100% of
personnel services
with no
cash outlay.
"
Contractual -
,.
_ .. 6�rn - r
$10,550
P
Deer'Park
axk —
$ 6,800
000
_ Total
$24t350
,1.