20-1023_FAMILY ASSISTANCE MINISTRIES (FAM)_Grant AgreementGRANT AGREEMENT
BETWEEN THE CITY OF SAN JUAN CAPISTRANO AND
FAMILY ASSISTANCE MINISTRIES (FAM)
This Grant Agreement ("Agreement") is entered into this 9'3 day of
0( (� - ("Effective Date"), by and between the City of San Juan Capistrano,
a California municipal corporation and General law City ("City"), and Family Assistance
Ministries (FAM), located at 1030 Calle Negocio, San Clemente CA 92673 ("Grantee").
City and Grantee are at times individually referred to as "Party" and collectively as
"Parties" herein.
RECITALS
A. The San Juan Capistrano CARES Nonprofit Food Distribution Grant Program
("Program") will provide one-time funding to nonprofit organizations located within
the city to assist them in the distribution of food to members of the San Juan
Capistrano community due to the impacts of the COVID-19 public health
emergency.
B. Grantee acknowledges it has reviewed the San Juan Capistrano CARES Nonprofit
Food Distribution Grant Program Guidelines ("Guidelines"), attached hereto as
Exhibit A and incorporated herein by reference.
C. Grantee requested a grant from the City for the San Juan Capistrano CARES
Nonprofit Food Distribution Grant Program by submitting a Grant Application
("Grant Application").
D. As a condition to accept grant funds from the Program, Grantee agrees to abide
by all terms and conditions set forth in this Agreement.
NOW, THEREFORE, the Parties agree as follows.
1. GRANT
1.1. City awards to Grantee Grant Funds in the amount of $15,000 as requested
by Grantee in the Grant Application attached hereto as Exhibit B and incorporated
herein by reference, or such other amount as authorized by the City Council.
1.2. Grant Funds shall be disbursed by City to Grantee in accordance with San
Juan Capistrano CARES Nonprofit Food Distribution Program Guidelines,
2. TERM
The term of this Agreement shall commence on the Effective Date and shall
continue in full force and effect until December 30, 2020, unless terminated earlier as
provided herein.
Family Assistance Ministries (FAM) Page 1
3. RESTRICTIONS ON USE OF FUNDS
3.1. The Grant Funds are subject to the following expenditure conditions
("Approved Uses'):
3.1.1. Grant Funds will be used only for costs of .the Grantee's food distribution
program that were incurred between March 1, 2020 and December 30, 2020
(hereinafter "Eligible Expenses");
3.1.2. The Grant Funds shall not be used for any activity that would violate City,
state or federal statutory or decisional law such as regulations affecting non-
profit or tax-exempt organizations exempt from taxation pursuant to Section
501(c)(3) of the Internal Revenue Code; and
3.2. Grantee further warrants to City that the Grant Funds will be spent solely for
the Approved Uses. Grant Funds not used for Approved Uses shall be returned
to City, as provided in Section 5 below.
3.3. In the event that the Grantee's records in support of this program are subjected
to audit and the audit determines that any uses of Grant funds are found to be
inadequately supported or expended for ineligible or unallowable purposes, the
Grantee shall with its own funds reimburse the City for any payments required to
be made by the City as the result of such inadequately supported or ineligible
costs.
3.4. Grantee and City expressly agree that any Grant Funds that are not used for
Eligible Expenses by December 30, 2020, shall be returned to City by the Grantee
no later than January 7, 2021. To the extent possible, Grantee will inform the City
in advance of December 30, 2020 if it appears likely that the funds provided will
not be expended for Eligible Expenses by December 30, 2020 so that the unspent
portion can be put to work in the San Juan Capistrano community by funding the
City's other CARES -funded programs.
3.5. Upon 72 hours' notice, Grantee will allow the City to inspect Grantee's
business records to verify that Grant Funds are being used in accordance with the
Program requirements.
3.6. By signing this agreement, the grantee certifies that all funds received this
agreement will be expended in accordance with the requirements of the CARES
Act and the San Juan Capistrano CARES Nonprofit Food Distribution Program
and that the information provided in the Grantee's application for this Program is
true and complete.
4. REPORTING AND ACCOUNTING REQUIREMENTS
4.1. At all times during the term of this Agreement, Grantee shall maintain true,
proper, and complete books, records, and accounts (collectively, "Books and
Records") in which shall be entered fully and accurately all transactions taken with
Family Assistance Ministries (FAM) Page 2
respect to the expenditure of the Grant Funds, Grantee shall make available to
City such Books and Records within len (10) calendar days of the City's request.
4.2. Upon request Grantee will be responsible for providing documentation,
Including receipts, to the City that accounts for how the entirety of the Grant Funds
received were used to fund. Eligible Expenses according to the timelfnes specified
in the. Guidelines. Grantee shall provide any additional information or
documentation related to these expenditures requested by the City within ten (10)
calendardays.
4.3.City reserves the right to designate its ovmemployee representative(s) or its
contractedrepresentative(s) with a CertifiedPublicAccounting Punt who shall
have the right to audit Grantee's' accounting procedumsand internal controls of
Grantee's financial systems es they relate to the Grant Application and to examine
any cost, revenue, payment, claim, other records or supporting documentation
resulting from any Items set forth In this Agreement. Any such audits) shall'be i
undertaken by City or its representatives) of mutually agreed upon reasonable
times and in conformance with generally accepted auditing standards. Grantee
agrees to fully cooperate with any suoft audit(s).
4.4. Grantee agrees to exercise prudent financial managementprocesses including
proper oversight of a0 assets, budget preparation, and timely reporting including
budget-to-agtua4compansons.
4,5,. All Approved Uses shall be performed by Grantee or under Grantee's
supervision. Grantee represents that It possesses the professional and technical
skills required to perform the services required by this Agreement, and that It will
perform all services with standard of care and in a manner commensurate with
the community professional standards and with the ordinary degree of sloll and
ore that would be used by other reasonably competent practitioners of the same
discipline under similar circumstances.
46. In accordance with state requirements. Gmntee agrees to retainfor a pedod
of five years all records, receipts, invoices, and other documentation pertaining to
ithe,expenditure of funds provided under this agreement In the event such records
and documents are requested to be examined for audit by local, state, or federal
authorities.
S. USE OF GRANT FUNDS
51. The Grant Funds shag be used solely by Grantee for the Approved Uses and
Porno other Use: In the event that the Grant Funds are Trot used for the Approved
Uses or aro not expended between March 1, 2020 and December 30, 2020,
Grantee shall notily the "i in writing, and shall be obligated to return the Grant
Funds to City within ten (10) days.
6. INDEMNIFICATION
6.1. To the fullest extentpermitted bylaw, Grantee shall indemnify, defend and hold
harmless City, its City Council, boards and commissions, officers, agents,
Family Assistance Ministries (FAM) Page 3
volunteers, and .employees (collectively, the "Indemnified Parties") from and
against any and all claims (including, without limitation, claims for bodily injury,
death or damage to property), demands, obligations, damages, actions, causes
of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses
(including, without limitation; attorney's fees; disbursements and court costs) of
every kind and nature whatsoever (individually, a Claim; collectively, "Claims'),
which may arise from or in any manner relate (directly or Indirectly) to
misrepresentations by Grantee. the expenditure of Grant Funds, the Application.
or the Agreement (including the negligent and/or willful acts, errors and/or
omissions of the Grantee, its principals, officers. agents, employees, vendors,
suppliers, consultants, subcontractors, anyone employed directly or indirectly by
any of them or for whose acts they may be liable or any or all of them).
6.2. Notwithstanding the foregoing, nothing herein shall be construed to require
Grantee to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this
Indemnity shall be construed as authorizing any award of attorneys fees in any
action on'or to enforce the tens set forth in,the Agreement, This Indemnity shall
apply to all claims and liability regardless of whether any Insurance policies are
applicable, The policy limits do not act as a limitation upon the amount of
indemnification to be provided by Grantee. Notwithstanding the foregoing, nothing
herein shall be construed to. require Grantee to indemnify the Indemnified Parties
from any Claim arising from the cola negligence or willful misconduct of the
Indemnified Parties. Nothing in this indemnity shall be construed as authorizing
any award of attorney's fees in any action ons or to enforce the terms of this
Agreement This indemnity shall apply to all claims and liability regardless of
whether any insurance policies are applicable. Thepolicy-limits do not act as a
limitation upon the amount of indemnification to be provided by Grantee.
7. GRANTEE INDEPENDENCE
In the performance of this Agreement the Grantee, and the agents and employees of
Grantee, shall act in an Independent capacity. and are not officers, employees or agents
of the. City. The manner and means of performing the Approved Uses are under the
control of Grantee, except to the extent they are limited by statute, rule or regulation and
the expressed terms of this Agreement Nothing in this Agreement shall be deemed to
constitute. approval for Grantee or any of Grantee's employees or agents, to be the agents
or employees of City. Grantee shall have the responsibility forand control over the means
of perfooning the Approved Uses,provided that Grantee Is in compliance with the terms
of this Agreement. Anything In this Agreement that may appear to give City the right to
direct Grantee as to the details of the performance or to exercise a measure of control
over Grantee shall mean only that Grantee,shbll follow the desires of City with respect to
the results of the Approved Uses,
8. PROHIBITION AGAINST TRANSFERS
Gra nteeshall not assign, sublease, hypothecate or transfer this Agreement or any of the.
services to be performed under this Agreement, directly or indirectly, by operation of law
Family Assistance Ministries (FAM) Page 4
or otherwise without prior written consent of City. Any attempt to do so without written
consent of City shall be null and vola.,
S. NOTICES
9.1, All notices, demands, requests or approvals to be given under this Agreement
shall be given In writingand conclusively shall be deemed served when delivered
personalty or on the third business day after the deposit thereof in the United
States mail, postage prepaid, first class mall, addressed as hereinafter provided:
9.2. An notices, demands, requests ar approvals from Grantee to: City shall be
addressed to the City aL
Ann; City Manager
City of.San Juan Capistrano
32400 Pasea Adelanto
San Juan Capistrano, CA 92675
9.3. All nofices, demands, requests or approvals from City to Grantee shall be
addressed to Grantee at
Atm: Elizabeth Andrade, Chief Executive Officer
Family Assistance Ministries (FAM)
1030 Carle Negocio
San Clemente, CA 92673
10.TERMINATION
10.1. The City may terminate this Agreement if it delermines that the Grantee has
made any misrepresentations that relate In any way to the Application or
expeaditure of Grant Funds by providing Grantee with three (3) calendar days'
notice of termination, in writing.
10.2. Specific performance.. Grantee agrees that the City has the legal right, and all
necessary conditions have been sa6sfed, to specifically enforce Grantee's
obligations pursuant to this Agreement,
11.STANOARO PROVISIONS
11.1. Recitals. City and Grantee acknowledge that the above Recitals are true and
correct and are hereby incorporated by reference Into this Agreement.
11.2. Compliance With all Laws, Grantee shall at its own cost and expense comply
with all statutes, ordinances,. regulations and requirements of aif governmental
emilies, Including federal,; state, county or munidpal, whether now in force or
hereinafter enacted and comply with all slate and county guidance for re -opening.
Any dispute regardingthis contractual agreement shall have avenue of Orange
County',
Famiy Assistance Ministries (FAM) Page 5
11.3, Waiver, A waiver by either Party of any breach, of any tens, covenant or
condition contained, herein shall not be deemed to be a waiver of any subsequent
breach of the some or any other term, covenant or condition contained herein,
whether of the same or a different character.
11.4. Integrated Conlract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and
all preliminary negotiations and agreements of whatsoever kind or nature are
merged herein. No verbal agreement or implied covenant shall be held to vary
the. provisions herein.
11.5. Conflicts or Inconsistencies. In the; event there are any conflicts or
inconsistencies between this Agreement and the Grant Application, or any other
attachments attached hereto, the terms of this Agreement shall govern.
11.6. Interpretation. The terms of this Agreement shall be construed In accordance
With the meaning of the language used and shall not be construed dor or against
either parry by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
11.7.. Amendments.: This Agreement may be modified or amended only by written
document executed by both Grantee and City and approved as to tone by the City
Atmmey.
11.6. SeverablliN.Ifany term orportion ofthis Agreementis held to be Invalid, illegal,
or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
11.9. Controlling Law and Venue. The laws of the Slate of California. shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County
of Orange, State of California.
11.10.. Equal Opportunity Employment. Grantee represents that it is an equal
opportunity employer and it shall not discriminate against any contractor,
employee or applicant for employment becauseofrace, religion, color, national
origin, handicap, ancestry, sex or age or any other Impermissible basis under law.
11.11. Attorney's Fees. In the event of any dispute or legal action arising under this
Agreement, the prevailing party shall be entitled to attorney's fees,
11.12. Taxes. The City and Grantee expressly agree that the Grantee shall be
responsible for all taxes that are associated in any way to the Application of the
Grant Funds.
11.13: Counterparts. This Agreement may be executed In two (2) or more
counterparts, each of which shall be deemed an original and all of which together
shall constitute one. and the same instrument.
(SIGNATURES ON. NEXT PAGE)
Family Assistance Ministries (FAM) Page 6
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
rate October 20, 2020
Jeffrey Ballinger
City Attorney
ATTEST:
Date: inuLbo
By: LL.r
Mari Morris
City Clerk
CITY OF SAN JUAN CAPISTRANO,
A California municipal corporation
Date:
By:
mi gel
City Manager
GRANTEE: Family Assistance
Ministries (FAM), a 501 (c)(3) nonprofit
organization
Date: �oZd
By:
Elizabbth Andrade
Chief Executive Officer
Exhibit A San Juan Capistrano CARES Nonprofit Food Distribution Program Guidelines
Exhibit B: Grantee's Application
[END OF SIGNATURES]
Family Assistance Ministries (FAM) Page 7
Exhibits
Family Assistance Ministries (FAM)
SAN JUAN CAPISTRANO CARES
NONPROFIT FOOD DISTRIBUTION GRANT PROGRAM
0
In order to support nonpmfd organizations that provide essential food distribution services to the San Juan
Capistrano community. gram up to S25,000 am available to nonprofu'organmations that am;
1. Headquartered in San Jun Capistrano
2. Opemting an established, well-functioning food distribution program that regularly feeds in excess of Zoo
San Juan Capistrano families per week.
3. Ablctodemamuoicodvemimpact from COV1Dd9
a. Reduction in revenue and/or contributions to the organization; nadlor
b. lmmasc in cast atsttiatcd with opemting und�m.COVID49 conditions
Nonprofits applying for funding must, meet the eligibility criteria lived above. Please nate that due to limited
funds, not all applications submitted may receive funding. A complete application does not guamnme funding.
Application Process:
• Please complete and retum the attached application by Monday, September 14 at 5k00 p.m.
o Mail to: City Hall 32400 Pasco Adelanto, San Juan Capistrano CA 92675
Attention: Matisse Reischl, Senior Munogcmcnt Analyst, or via e-mail to
mrciscbi@unjuancapistrano.org.
sanjuancapistrano.org.
• Applications must be complete to be considered forftmding.
• Organizations will be notified arm Friday, Septcrttbor 15 of grant award status.
• For qum6ons, please contact Matisse Rcischl, Senior Management Analyst at (949) 443.6315
or mrciscid@sonjumeapislrano.org.
EXHIBITA
�. 31
T
SAN JUAN CAPISTRANO CARES NONPROFIT FOOD
DISTRIBUTION GRANT APPLICATION
APPLICATION CRITERIA QUESTIONNAIRE
NONPROFIT NAME:
Family Assistance Mmisnlos(FAM)
APPLICANT CONTACT:
Mary Gray Pardue
NONPROFIT PHONE a:
949i92+be77
.NONPROFIT ADDRESS:
10311 Cage Negodo: SC; Satellite CmmtyPresby Church, Del Obispo, rh
DISTRIBUTION LOCATION:
muiapte larallons see attachment
OOF RESIDENTS SERVED:
0gp0
(WEEKLY)
In addition to the eligibility criteria above, please attach a cover litter outlining the following:
. Description of your organization's established food distribution program currently.
operating in San Juan Capistrano.
. 'Description of how your organization has been Imparted financially byCOUID-19.
AND
. Please attach copies olyour organizations primary operating bink account forApril, May,
and June 2019 and April, May, and June 2020.
APPLICANT CERTIFICATION
I, r 1 (Applicant Name), cenily that the Information provided In
thrs ques ionnshe is accurate, will provide additional supporting documentation if
requested, and. commit to using all funds received for costs of load distribution by
Decembe130,2020.
EXHIBIT 8
41!' Family
EllAssistance
6Ltt� Ministries
September 14. 2020
More detailed information about FAM's services are attached. Please don't hesitate to contact
us with any clarifying questions at (949)492-8477.
Thank you for your consideration,
Mary Gray Perdue
Chief Development Officer
Family Assistance Ministries
1030 Calle Negocio • San Clemente, CA 92673 • P (949) 492-8477 • F (949) 492-8081
City Hall. City of San Juan Capistrano
32400 Paseo Adelanto
Board of Directors
San Juan Capistrano. CA 92675
Edie Bly
Attention: Matisse Reischl, Senior Management Analyst
John Buckles
Bob Grant
Dear Matisse,
Patrick Griffin
France Helfer
Lorraine Hoon
Family Assistance Ministries is pleased to submit for your consideration an application for
Carolyn McO%ven
your San Juan Capistrano Cares Nonprofit Food Distribution Grant Program.
Avarelle Silver-Westrick
C. Kirk Steele
We are requesting funding to support the food distribution portion of our Hunger and
Nancy St. Pierre
Sara Sullivan
Homeless Prevention Program for San Juan Capistrano residents in need.
Dick Veale
FAM began serving San Juan Capistrano residents in 1999 when the volunteers of another
Emeritus Board
organization realized that all the funds, food and other donations collected in south Orange
County were being redistributed mainly through central and north OC. FAM's first client was
Ken Caresio
Larry Leisenrins
facing eviction. He was provided rental assistance and a financial plan and was self-sufficient
Nick Mastroni
by month two. Food was quickly added to the offerings to combat hunger.
Fred Meyer
Julie Puentes
Today, FAM provides nutritious food options, case management, financial counseling,
workforce development, clothing, personal care items, and client aid in the form of bills paid
Chief Development
to service providers for rent, utilities, transportation, prescriptions and much more.
Officer
FAM serves as the Hub of Hope partnering with over 400 community organizations including
Mary Gray Perdue
churches, civic organizations, cities, businesses, and schools to leverage and multiply
effectiveness on behalf of all those we serve.
Chief Executive
Officer
FAM opened a satellite office in San Juan in 2015 to serve residents closer to home. This site
offers case management, volunteers, food, clothing and diapers. FAM was voted the Top
Elizabeth Andrade
Nonprofit Silver Horseshoe award for 2015 and 2016 for our work in SJC.
More detailed information about FAM's services are attached. Please don't hesitate to contact
us with any clarifying questions at (949)492-8477.
Thank you for your consideration,
Mary Gray Perdue
Chief Development Officer
Family Assistance Ministries
1030 Calle Negocio • San Clemente, CA 92673 • P (949) 492-8477 • F (949) 492-8081
Food Distribution program
Fantil Assistance Ministries has been providing nutritious tiod options ni residents of San Juan
Capistrano since inception in 1999. When clients receive liod Gom FAM. pre -pandemic. food ++as al+ca}'s
it pan of their financial plan. We coact them to use the mono+ the\ +cold have spent on food on their
other expenses like rent and utilities, *the main goal is help people not become dependent but rather coach
them towards their coals and pro+ ide the support needed to eventually become stably housed.
Pre -pandemic. FAM'+was picking tip 61 () fresh rescues of food each week in order to provide what ++as
needed to our residents. I:AM has been fanners with Second I lamest Food Bank (we acre the 2012
:\gene) of the )'ear). OC Food Bank (Nye serve as the south OC Diaper Bank). and local grocer\ stores.
Churches. businesses. schools. ci+ic organizations and hundreds of individuals donate food to FAM as a
trusted partner for Iunher distribution to people in need.
Last fiscal year FAM provided 1,033,230 pounds of food to San Juan Capistrano residents. That
equals 861,1025 meals to hungry people in San Juan Capistrano!
I •nder our liod program. FAM has been Partnering by providing food to:
1. Our SJC satellite office I afternoon each week since 2015 at Community Presbyterian Church
a. FAM provides the case manager. liod. clothing, k mileiries +when available
h. The Church provides most of the volunteers
2. Feed the Need for )'cars now ibr their Sunday distribution at South Shores Church
3. Many SJC residents come to the main FAM SC office
4. Fr Serra -s Pantry approximately twice a month food provided to help their distribution
Since the pandemic FAM has also been partnering and providing food to:
5• The FAM satellite has been closed since mid-March but is reopening soon
6. Crisis Coalition Kitchen
7. l'nidos's multiple sites in partnership with Mountain View Church. I [arbor Point Church
FAM was the agency chosen to serve as Capistrano Unified School District's McKinney Vcnio serving all
under resourced families for the school district with food, case management. clothing, personal care items.
diapers. pet food. back to school supplies
PAM serves as the housing provider for Mission Hospital's Family Resource Center (CII C) providing
case management, financial counseling. rent and utilities. referrals to FAM's homeless shelters. and food
to all as well. PAM and Mission Hospital are working in the current planning stages to reopen our S JC
satellite but in the evening instead of during the day so that we can help those who are unable to receive
their rood and case management assistance during the day.
FAM -s CDO is a member of the SJC Rotary Club. FAM belongs to the Chamber of Commerce, has
booths at San Juan Mission Nights (4 last year), has participated in the Swallow's Day Parade annually
since 2015 and a booth at the Mercado, 17 food drives were conducted for FAM by SJC businesses.
schools. churches and civic organizations last year.
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Our replacement Gala was Sol ns to be this month, that, has Fow been canceled and will impact
the budget by $150,000
FAM's 33'r Annual Munger Walk is in October. This will now have to be virtual. We planned to
raise $100,000 to match previous Years but are unctrain as to the outcome at this point,