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HomeMy WebLinkAboutNeighborWorks Badgerland 1 AGREEMENT THIS AGREEMENT is between the City of Oshkosh, a Wisconsin municipal corporation, herein referred to as "CITY"and Neighborhood Housing Services of Southeast Wisconsin, Inc.dba NeighborWorks Badgerland, 1700 Mead Street,Racine,WI 53403, a Wisconsin non-profit corporation, herein referred to as"NeighborWorks". SCOPE OF SERVICES A. NeighborWorks shall: (1) Carry out the Community Building & Engagement Program and projects specified by the CITY including,but not limited to,development of professional marketing materials for each neighborhood association for distribution,event sponsorship, leadership training to develop the capacity of resident leaders, providing supplies for newly forming and existing neighborhood associations(Appendix A). Other confidence building activities may be considered but must be agreed upon prior to funds being spent. (2) Obtain approval from the CITY on all program application materials before distribution to the public. (3) Seek funding to leverage Community Building&Engagement Program funds from other local, state and federal government sources as well as foundations and businesses to carry out activities consistent with CITY plans and priorities. (4) Provide proof of appropriate insurance coverage. (5) Develop and maintain a monitoring system with staff from the City of Oshkosh Department of Community Development to include quarterly reports of funded projects and an annual report to assess agency performance and compliance with program requirements. Performance reports will be submitted to the CITY no less than quarterly. B. The City shall: (1) Provide technical support in the form of zoning, land use and permitting information. (2) Coordinate with NeighborWorks to ensure CITY policies and ordinances are followed. (3) Assist NeighborWorks in obtaining funding from other sources to carry out work program. (4) Oversee monitoring system to ensure funds meet the intent of this agreement. C. This contract for services shall commence on or about June 15, 2014 and shall be completed by June 15, 2015. II. REPORTING REQUIREMENTS/RECORDS A. NeighborWorks shall provide quarterly reports to the CITY within 30 days of the end of each quarter commencing July 2014. Additionally, a final report shall include both the last quarter as well as a yearly summary of activities along with accomplishments. The reports shall include at a minimum the following information: ( 1 ) Amount of funds expended per budget and additional funds leveraged for program (2 ) Type and amount of services provided in each neighborhood association (3 ) Number of volunteer hours logged by neighborhood residents (4 ) Photos taken during events or projects of residents engaging in activities. ( 5 ) Progress towards program goals (Outcome statement) Records necessary to substantiate these reports shall be kept on file at the NeighborWorks office and shall include all documents, invoices, receipts, computer records, and reports associated with this agreement. B. NeighborWorks shall maintain a separate financial account for Community Building & Engagement funds which shows all receipts, invoices and disbursements. All disbursements shall have documentation which substantiates that costs incurred and paid from the Community Building & Engagement account include all documents, invoices, receipts, computer records, and reports associated with this agreement. C. NeighborWorks shall provide the CITY with a copy of an agency audit for any fiscal year funds were received under this Agreement. D. All records required under this Agreement shall be retained for seven(7)years after completion of the project, or after all pending matters relative to this Agreement are closed. E. NeighborWorks agrees to provide access to CITY representatives to any books,documents,papers,photos and records which are directly pertinent to this Agreement for the purposes of making audit, examination, excerpts and transcriptions. III. STANDARD PROVISIONS A. If the funds used under this Agreement result in book or other copyrightable materials, the author is free to copyright the work, but the CITY reserves a royalty-free nonexclusive and irrevocable license to reproduce, publish or otherwise use,and to authorize others to use all copyrighted material and all materials which can be copyrighted. B. Any discovery or invention arising out of or developed in the course of work aided by this Agreement shall be promptly and fully reported to the appropriate agency involved for determination by it as to whether patent protection on such invention or discovery shall be sought and how the rights in the invention or discovery, including rights under any patent issued thereupon, shall be disposed of and administered,in order to protect the public interest. C. No officer, employee or agent of the CITY who exercises any functions or responsibilities in the review or approval, or the carrying out of responsibilities, to which this Agreement pertains, shall have any personal interest, direct or indirect, in this Agreement. IV. PAYMENT FOR SERVICES A. Contract Amount NeighborWorks shall perform all work under this Agreement for an amount not to exceed TWENTY THOUSAND DOLLARS ($20,000.00). B. Method of Payment Funds will be released quarterly in an amount up to$5,000 upon receipt of a proper invoice verifying eligible expenses actually incurred by NeighborWorks and approved by the CITY and a quarterly report of funded projects within each partner neighborhood association. V. SUSPENSION AND TERMINATION A. If NeighborWorks fails to comply with the terms,conditions or standards of this Agreement,the CITY may,on reasonable notice to NeighborWorks, suspend the Agreement and withhold further payments or prohibit NeighborWorks from incurring additional obligations of funds,pending corrective action by NeighborWorks,or a decision to terminate in accordance with paragraph B below. B. This Agreement may be terminated for cause or convenience. (1) TERMINATION FOR CAUSE: The CITY by written notice to NeighborWorks specifying the date of termination may terminate this Agreement in whole or in part at any time before the date of completion, whenever it is determined that NeighborWorks has failed to comply with the conditions of this Agreement. NeighborWorks shall be entitled to payment for all work satisfactorily performed to the date of termination. (2) TERMINATION FOR CONVENIENCE: This Agreement may be terminated in whole or in part when all parties agree that the continuation of the project would not produce beneficial results commensurate with the further expenditures of funds. The parties shall agree upon the effective date and in the case of partial terminations,the portion to be terminated. NeighborWorks shall not incur new obligations for the terminated portion after the effective date,and shall cancel as many outstanding obligations as possible. The City shall allow full credit to NeighborWorks for any noncancellable obligations properly incurred by NeighborWorks prior Community Building& Engagement Program 2 NeighborWorks 2014-2015 Contract to termination. VI. REVERSION OF ASSETS NeighborWorks agrees to transfer back to the CITY any funds and accounts receivable attributable to the use of Community Building & Engagement funds on hand at time of expiration of this Agreement. VII. AMENDMENTS This Agreement may be amended at any time by a written modification mutually agreeable to both parties hereto. VIII. INDEMNIFICATION NeighborWorks agrees to hold the CITY, its officers, officials, employees and agents harmless from any and all liability, including claims, demands, losses, costs, damages, and expenses of every kind and description (including death),or damages to person or property arising out of the terms of this Agreement where such liability is found upon and grows out of the acts or omissions of any of NeighborWorks officers, employees, volunteers or agents. This Agreement is made this day of , 2014, and is specifically binding upon the parties hereto. NEIGHBORHOOD HOUSING SERVICES OF SOUTHEAST WISCONSIN, INC. CITY OF OSHKOSH DOMENICK MARTINELLI MARK ROHLOFF EXECUTIVE DIRECTOR C ANAGER -- - ea: Idle PAMELA R. UBRIG BOARD CHAIRPERSON CITY CLERK APPROVED AS TO FUNDING AVAILABILITY: tAifi,lard+ ` • w• `Tr, -ram I4 FINANCE DIRECTOR AP OVED AS TO F•RM: i,41 AA _ 1►�_I_ 4111W ��►'l�T 'I► •RENS CITY ATTORNEY Community Building &Engagement Program 3 NeighborWorks 2014-2015 Contract COMMUNITY BUILDING & ENGAGEMENT PROGRAM The Community Building & Engagement Program funds activities to assist with the start-up and continued operation of City recognized Neighborhood Associations. All activities and projects must: 1) Engage residents within the neighborhood; 2) Market the neighborhood as a great place to live; 3) Improve the image of the neighborhood; 4) Enhance the quality of life within the neighborhood; 5) Promote Healthy Neighborhoods of choice in Oshkosh; and 6) Be compatible with adopted city plans and policies. The Community Building & Engagement Program emphasizes self-sufficiency and encourages residents to initiate, plan and implement projects and activities that will engage residents, enhance quality of life and sustain recognized Neighborhood Associations in their pursuit of Healthy Neighborhoods of choice in Oshkosh. Eligible Program Participants City of Oshkosh Recognized Neighborhood Associations Oshkosh Healthy Neighborhood Alliance Projects and Activities Funding up to $1,000* per association can be requested per calendar year for: Materials for Recognized Neighborhood Associations Flip charts Name tags Paper& markers Neighborhood-wide mailing Neighborhood Association Communications Neighborhood Newsletters Press Releases Website development Marketing Materials that Promote the Neighborhood Brochures & Flyers Neighborhood Logo Development Neighborhood meeting signs Neighborhood Event Sponsorship Equipment rentals* Event flyers Professional entertainment Food & refreshments Resident Engagement& Training How-To Workshops *Neighborhood Associations who have already received City-sponsored dumpsters for clean up events must provide a 50% match for all future dumpster requests. Additional Program Activities • "Good Neighbor" contest or award to recognize neighbors that do good deeds for other neighbors or rehabilitate/keep up properties. • Partner with real estate agents to host open houses and educate prospective buyers on the amenities of the neighborhood. • Small scale beautification projects (common plantings, seasonal flags, new house numbers, new mailboxes) • Projects that address problem properties and provide education on codes Other projects and activities may be considered if they improve the organizational capacity of neighborhood associations in addressing issues, improving conditions and enhancing the quality of life within the neighborhood but must be submitted to the City of Oshkosh for approval before program funds are spent. Please Note: administrative costs are not an eligible program expense.