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HomeMy WebLinkAbout2011 CON National City Chamber of Commerce - Tourism and Marketing DistrictMEMORANDUM OF UNDERSTANDING BY AND BETWEEN TIIE CITY OF NATIONAL CITY AND THE NATIONAL CITY CHAMBER OF COMMERCE FOR THE PURPOSE OF FORMING A TOURISM AND MARKETING DISTRICT IN NATIONAL CITY Whereas, The City of National City has been awarded a grant for S28,500 from the County of San Diego for consultant and legal fees associated with the formation and implementation of a Tourism Marketing District in National City; and Whereas, The proposed Tourism Marketing District follows the model of Tourism Business Improvement Districts (BID's) that utilize the efficiencies of private sector operation in the market -based promotion of local and regional tourism; and Whereas, the Tourism BIDs allow lodging and other tourism -related business owners to organize their efforts to increase tourism; and Whereas, Lodging business owners within the district assess themselves to fund the District and those funds are used to provide programs and services that specifically benefit the assessed lodging businesses; and Whereas, The National City TMD will contract for marketing programs and services to promote the City of National City as a tourism destination and to fund projects, programs, events and activities that benefit its residents and district businesses; and Whereas, the NCCC will be responsible for implementing the formation of the TMD; and Whereas, the NCCC will collect the $28,500 grant from the City of National City upon receipt of the county grant check to implement the TMD; and Whereas, the NCCC will be required to submit documentation of grant expenditures and will be subject to the terms and conditions of the agreement between the County of San Diego and the City of National City (Exhibit A) Whereas, the NCCC will enter into a contract directly with a legal firm to assist with the formation and implementation of the TMD; and Whereas, the NCCC will work with the selected legal firm to 1) Initiate Information Gathering and Develop Infrastructure for the Formation Process 2) Conduct Lodging Owner Outreach and Education 3) Develop District Parameters 4) Provide City Council Ilearing Process Guidance 5) and Prepare Legal and Administrative Documents including Management District Plans, Resolutions, Ordinances, Contracts, and Agreements as necessary; and Whereas, the five steps are briefly described below and outlined in further detail on the following pages. SCOPE OF SERVICES Step One: Initiation/Infrastructure This step creates the necessary leadership structure to carry out the project. During this step the contracted legal firm, NCCC, and business owners will identify their respective roles in the formation process. This step also includes gathering information on the district. Step Two: Outreach and Consensus Building Outreach efforts are undertaken in step two to connect with business owners and City officials and gain their support for the proposed district. Step Three: Document Preparation In step three documents necessary to form the district are drafted. The contracted legal firm will work closely with business owners, NCCC, and the City to ensure documents reflect the needs and priorities of assessed businesses. Step Four: Document Revision Documents drafted by contracted legal firm will be submitted to NCCC, business owners, and the City for review. Based on their input, the legal firm will revise documents as necessary and prepare final documents. Step Five: Hearing Process Finally, the contracted legal firm will guide NCCC through the City Council hearing process to form the district. SCOPE OF SERVICES CONTINUED DETAILED DESCRIPTIONS STEP ONE 1.1 Develop Project Parameters Legal firm will work with NCCC and business owners to clarify the project parameters. Assignments for Legal firm, NCCC, and business owners will be established. 1.2 Leadership Infrastructure A project steering committee composed of NCCC staff, business owners, and City staff, will be formed. NCCC will work with the steering committee to provide guidance and keep the project on track. 1.3 Database Legal firm will work with NCCC to create the district database. The database will be used for various purposes throughout the project, including calculating assessments and mass mailings. Variables that may need to be assembled include business name and address, owner name, and business type. STEP TWO 2.1 Develop Outreach Program Legal firm and NCCC will work together to develop an effective outreach program. The program will include educating City staff and officials and business owners about TMDs, and seeking their input on the hest strategy for National City. 2.2 Establish Service Priorities and Assessment During the outreach process, priorities for services will be established. An assessment rate which will be proportional to the services received by each business will be developed. 2.3 Database The initial database will be updated and manipulated throughout the outreach process. Legal firm and NCCC will build on previously obtained information to maintain a complete and current database of district businesses. STEP THREE 3.1 Management District Plan Legal firm will prepare a Management District Plan that complies with California law and serves as a user- friendly educational tool. The Management District Plan will include: • District rationale and objectives • District boundaries, benefit zones, and business classifications • Service plan and annual budget • Assessment rate • Governance structure • District rules and regulations • Exhibits including a map and list of businesses 3.2 Petition The 1994 Law requires signed petitions from businesses to begin the district formation process. Legal firm will draft the petition based on the Management District Plan. 3.3 Resolutions and Notice Legal firm will draft the two resolutions necessary to form the district: a Resolution of Intention and a Resolution of Formation. The resolutions will include parameters from the Management District Plan and other legally required elements. A notice must also be sent to businesses proposed to be in the district; Legal firm will draft the notice. STEP FOUR 4.1 Steering Committee Review Legal firm will submit draft documents to the steering committee for review. Legal firm will revise documents to incorporate any comments from the steering committee. 4.2 Consultation with Counsel Legal firm' legal staff will work with the City Attorney's office to obtain their review and approval of documents. Legal firm will incorporate their comments as necessary, and prepare finalized documents. 4.3 Legal Review All documents will undergo legal review by Legal firm' staff attorney to ensure they are compliant with the 1994 Law and any other applicable state or local rules. Legal firm' legal staff will work closely with the City Attorney to create a timeline for the hearing process that complies with legal requirements. STEP FIVE 5.1 District Finalization Legal firm will take all necessary steps to prepare for district formation. This will include coordinating with City staff to set and prepare for hearings and discussing legal matters with the City Attorney. Frequent phone calls, email correspondence, and other communications will be necessary throughout this step. 5.2 Resolution of Intention Legal firm will attend the City Council hearing on the Resolution of Intention. if necessary, Legal firm will be prepared to make a brief presentation about the proposed district to the City Council. After the Resolution of Intention is adopted, Legal firm will coordinate with City staff to ensure notice is given to district businesses in accordance with the 1994 Law. 5.3 Public Meeting Legal firm will help NCCC prepare for the public meeting. Legal firm will outline the requirements of the meeting and work with counsel to ensure compliance with the 1994 Law. 5.4 Public Hearing Legal firm will attend the public hearing and be prepared to address any issues that may arise. If necessary, Legal firm will make a brief presentation to the City Council. BUDGET The total budget to form and implement the TMD is set at $28,500. This includes all legal, consulting, travel and administrative fees. TERM; TIME FOR PERFORMANCE This Memorandum of Understanding shall commence on October 19, 2011 and terminate on August 29, 2012; provided, however, that the City of National City may terminate this Memorandum of Understanding at any time for convenience upon giving NCCC's President/CEO fifteen (15) days' prior written notice. NCCC acknowledges that no later than June 29, 2012, the City of National City is bound to expend all grant funds for the purposes set forth in the agreement between the City and the County of San Diego dated August 15, 2011 (Exhibit A). Accordingly, NCCC shall perform all obligations on its part to be performed and cause its contracted legal firm to complete its services under this Memorandum of Understanding, as set forth in the Scope of Services, no later than June 1, 2012. INDEMNIFICATION NCCC agrees to defend, indemnify, and hold harmless the City of National City, its officers and employees against and from any liability, loss, damages to property, injuries to, or death of, any person(s), and all claims, demands, suits, actions, proceedings, reasonable attorney's fees and defense costs, of any kind or nature, including worker's compensation claims, of or by anyone whomsoever, resulting from or arising out of NCCC's negligent performance of this Memorandum of Understanding. NCCC shall cause its contract for legal services with its contracted law firm to include indemnification provisions in which the law firm agrees to defend, indemnify, and hold harmless the City of National City and its officers and employees from any claims, actions, damages, attorney's fees, liability or loss arising from the law firm's negligent performance of legal services for NCCC. INSURANCE During the tern of this Memorandum of Understanding, NCCC shall maintain Commercial General Liability Insurance, with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate, covering all bodily injury and property damage arising out of its performance of this Memorandum of Understanding. The policy shall name the City of National City and its officers and employees as additional insureds, and a separate additional insured endorsement shall be provided. The general aggregate limit shall apply solely to this `project" or "location." NCCC shall also furnish worker's compensation insurance in an amount to satisfy statutory requirements; said insurance polict shall be endorsed with a waiver of subrogation in favor of the City. INDEPENDENT CAPACITY Both parties to this Memorandum of Understanding will be acting in an independent capacity and not as agents, employees, partners, or joint venturers with one another. Neither NCCC nor NCCC's employees are employees of the City of National City, and are not entitled to any of the rights, benefits, or privileges of the City's employees, including but not limited to retirement, medical, unemployment, or worker's compensation benefits. NON-DISCRIMINATION NCCC shall not, in the performance of this Memorandum of Understanding, discriminate against any individual because of age, race, ethnicity, color, ancestry, religion, gender, sexual orientation, marital status, national origin, physical handicap, or medical condition. NO OBLIGATIONS TO THIRD PARTIES Except as expressly provided for herein, this Memorandum of Understanding shall not confer any rights upon, or obligate any of the parties hereto, to any person or entity other than the parties hereto. ASSIGNMENT This Memorandum of Understanding may not be assigned by NCCC without the prior written consent of the City of National City. ENTIRE AGREEMENT This Memorandum of Understanding supersedes any prior agreements or negotiations, whether written or oral, and contains the entire agreement between the parties as to the subject matter herein. Jacq ine L. ' •.so, President/ CEO Cs Zapat. C,' Manager National City Chamber of Commerce City of N do ' City EXHIBIT A - Scope of Services County office use only P — 1001838 0— 15650 E — 53664 T-007 A— 100123 Supplier 4— 1114069 NEIGHBORHOOD REINVESTMENT PROGRAM GRANT AGREEMENT BETWEEN THE COUNTY OF SAN DIEGO AND City of National City REC !VFD JUL 202011 This Grant Agreement is enteredinto between the County of San Diego,. a political subdivision of the State of f.,1,ifq�-rlia iVWmty), and City of National City, a Non -Profit California Corporation (Grantee), on AUti I with an effective date of Jane 29, 2011. WHEREAS, the County wishes to reinvest taxpayer funds in the community to benefit the public by providing grant funds to community -based organizations that assist in meeting the social, cultural and recreational needs of County residents; and WHEREAS, .the Board of Supervisors may allocate grant funding for purchases, programs or events that will occur either subsequent to the Board's action to approve the grant or that have occurred prior to the Board's approval date; and WHEREAS, on 6/14/2011 (11), the Board of Supervisors allocated the grant funding set forth in this Agreement for the purpose described in this Agreement. NOW, THEREFORE, in consideration of the mutual promises contained herein and other valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows: 1. Amount of Grant. The County agrees to pay to Grantee an amount of S28,500.00. Under no circumstances is County obligated to pay Grantee more than this amount. County shall pay Grantee after County receives a signed copy of this Agreement from Grantee. 2. Purpose of Grant. Grantee shall use the grant funds provided by County under this Agreement solely for the following purpose: for constultant and legal fees associated with the formation and implementation of a Tourism Marketing District in the City of National City. 3.. Term of Agreement. The term of this Agreement shall be for 13 months starting on the effective date as specified above. 4. Deadline for Use of Grant Funds and Documentation of Expenditures. (a) Grantee shall spend all grant funds provided by the County for the purposes specified in Paragraph 2 within 12 months of the effective date of this Agreement as specified above. (b) Grantee shall complete the Documentation of Grant Expenditures report, in the format prescribed by the County's administrator, setting forth Grantee's total actual expenditures of the grant funds provided under this Agreement. Grantee shall submit this documentation to the County's administrator promptly after spending the grant funds, but in any event, before the end of the Term of Agreement specified above. If the parties agree to extend the Term of Agreement, Grantee shall submit this expenditure documentation before the end of the extended Rev 12/6/10 IIII�III!U 2010 II I IIIIII I�IIIIIIIIIIIII AGRFEMENT 1 flll II II IIIIIIIlEl 12824 II (e) Tenn. If County's administrator requests additional information regarding Grantee's expenditure of the grant funds, Grantee shall promptly submit the requested information to County's administrator. (c) If after reviewing Grantee's expenditure documentation, the County's administrator: (i) determines that the Grantee failed to spend all of the grant funds; (ii) disallows any expenditure by Grantee; or (iii) determines that the grant funds provided exceed Grantee's total actual expenditures authorized under this Agreement; Grantee shall refund to the County the amount specified by the County's administrator. Grantee shall make this refund within fifteen (15) business days after receiving a written request for refund from the County's administrator. In its sole discretion, the County may offset the refund amount from any payment due to or to become due to Grantee under this Agreement or any other agreement with the County. (d) If Grantee fails to provide the required documentation of expenditures as required in Subparagraph (b) above, the County's administrator may request Grantee to refund to the County all or any portion of the grant funds provided under this Agreement. Within fifteen (15) business days of receipt of a written request for a refund, Grantee shall refund to the County the amount specified by the County's administrator. Grantee's failure to. comply with this refund requirement shall constitute a material breach of this Agreement. Expenditures incurred by the Grantee prior to the effective date of this Agreement for the purpose specified in Paragraph 2 are not eligible expenditures under Subparagraph (b) above. (f) If Grantee fails to use all grant funds as specified in Paragraph 2 above before the deadline specified in Subparagraph (a) above, Grantee may request an extension of the Term. Grantee shall make any such request in writing at least two weeks before the deadline specified in Subparagraph (a) above. Grantee and the County's administrator may agree in writing to extend the Tenn of Agreement to allow Grantee additional time to spend the grant funds for the purpose specified in Paragraph 2. 5. Restrictions on Use of Grant Funds. (a) Grant funds shall not be used for any purposes prohibited by laws governing the use of public funds, including but not limited to, religious, political campaigning, or purely private purposes or activities. (b) Any Grantee that provides or participates in any activity for which public funds may not be used, such as religious activities, shall inform the County of this activity prior to accepting any grant funds. Grantee shall ensure that no grant funds awarded pursuant to the agreement are used to support in any manner said activity. (c) Rev. 12/6/10 Grantee shall not spend any part of the grant amount on the fund raising activities. 2 (d) Grantee shall not spend any part of the grant amount on food or beverages. (c) Grantee may not include in its Documentation of Grant Expenditures report under this Agreement any expenditures for which Grantee has received or is or will be claiming. funding from any other source. Grantee's failure to comply with this requirement shall constitute a material breach of this Agreement. (t) Grantee shall not donate any portion of this Grant to a third party. (g) Grantee shall not assign or transfer any interest in this Agreement (whether by assignment or novation), without the prior written consent of the County. 6. Administrator of Agreement. The ,Office of Financial Planning, under the Chief Financial Officer, shall administer this Agreement on behalf of the County, and Chris Zapata at (619) 339-4240 shall administer it on behalf of Grantee. 7. Notice. All communications from Grantee to the County shall be sent to the Chief Financial Officer as listed below. Any notice or notices or other documentation required or permitted to be given pursuant to this Agreement may be personally served on the other party by the party giving such notice, or may be served by certified mail, postage prepaid, return receipt requested, to the following addresses: County: Chief Financial Officer Office of Financial Planning County of San Diego 1600 Pacific Highway Room 352 San Diego, CA 92101 Grantee: City of National City 1243 National City Blvd National City, CA 91950 8. Audit and Inspection of Records. At any time during normal business hours and as often as the County may deem necessary, the Grantee shall make available to the County for examination all of its records with respect to all matters covered by this Agreement and will .permit the County to audit, examine and make excerpts or transcripts from such records, and make audits of all invoices, materials, payrolls, records of personnel and other data relating to all matters covered by this Agreement. Unless otherwise specified by the County, said records should be made available for examination within San Diego County. Grantee shall maintain such records in an accessible location and condition for a period of not less than four years following Grantee's submission of the Documentation of Grant Expenditures report under this Agreement unless County agrees in writing to an earlier disposition. The State of California or any Federal agency having an interest in the subject of this Agreement shall have the same rights conferred upon County by this Agreement. 9. Termination of Agreement for Cause. If Grantee fails to perform its obligations according to this Agreement, the County may send Grantee a written notice of default that specifics the nature of the default. Grantee shall cure the default within fifteen (15) business days following receipt of the notice of default. If Grantee fails to cure Rev. 12/6/10 3 the default within that time, the County may terminate this Agreement by giving Grantee written notice of immediate termination. Upon termination, Grantee shall promptly provide County's administrator with Documentation of Grant Expenditures setting forth Grantee's total actual expenditures for the purpose of the grant as of the effective date of termination. Grantee shall promptly refund to County all funds County paid to Grantee under this Agreement that exceed Grantee's total actual expenditures made in conformance with this agreement, as determined by County's administrator, as of the effective date of termination, The County may also seek any and all legal and equitable remedies against Grantee for breaching this Agreement. 10. Termination for Convenience of County. County may terminate this Agreement at any time by giving written notice to Grantee of such termination and specifying the effective date thereof at least 30 days before the effective date of such termination. On or before the date of termination, Grantee shall provide County's administrator with Documentation of Grant Expenditures setting forth Grantee's total actual expenditures for the purpose of the grant as of the effective date of termination. Grantee shall promptly refund to County all funds County paid to Grantee under this Agreement that exceed Grantee's total actual expenditures for the purpose of the grant, as determined by County's administrator, as of the effective date of termination. 11. Termination for Convenience of Grantee. Grantee may terminate this Agreement at. any time by giving written notice to County's administrator of such termination and specifying the effective date thereof at Ieast 60 days before the effective date of such termination. On or before the date of tennination, Grantee shall provide County's administrator with Documentation of Grant Expenditures setting forth Grantee's total actual expenditures for the purpose of the grant as of the effective date of termination. Grantee shall promptly refund to County all funds County paid to Grantee under this Agreement that exceed Grantee's total actual expenditure for the purpose of the grant, as determined by County's administrator, as of the effective date of termination. 12. Interest of Grantee. Grantee covenants that Grantee presently has no interest, including, but not limited to, other projects or independent contracts, and shall not acquire any such interest, direct or indirect, which would conflict in any manner or degree with Grantee's completing the purpose of the grant as specified in Paragraph 2. Grantee further covenants that in the performance of. this Agreement, no person having any such interest shall be employed or retained by Grantee. 13. Publication, Reproduction and Use of Material. No material produced, in whole or in part, under this Agreement shall be subject to copyright in the United States or in any other Country. The County shall have unrestricted authority to publish, disclose, distribute, and otherwise use, in whole or in part, any reports, data or other materials prepared under this Agreement. 14. Insurance. Grantee shall maintain insurance against claims or injuries to person or damages to property that may arise from or in connection with the use of the grant funds by Grantee, its agents, representatives, employees, volunteers or subcontractors. The cost of such insurance shall be borne by Grantee and coverage limits shall be a minimum of $1,000,000 General Liability per occurrence/$1,000,000 aggregate for operations, products and completed operations for bodily injury, personal injury and property damage; $500,000 Automobile Liability per accident for bodily injury and property damage; and Workers' Compensation and Employers Liability Insurance as Rev. 12/6/10 4 required by the California Labor Code. County shall retain the right at any time to review the coverage and amount of insurance required. 15. Independent Capacity. In the performance of this Agreement, Grantee and its agents, employees and volunteers shall act in an independent capacity and not as officers, employees,__ agents or volunteers of the County. This Agreement does not create an employment relationship between Grantee and the County. 16. Equal Opportunity. Grantee will not discriminate against any employee, or against any applicant for such employment because of age, race, color, religion, physical handicap, ancestry, sex, or national origin. This provision shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. 17. Defense and Indemnity. To the fullest extent permitted by law, County shall not be liable for, and Grantee shall defend and indemnify County and its officers, agents, employees and volunteers (collectively, "County Parties") against any and all claims, deductibles, self -insured retention's, demands, liability, judgments, awards, fines, mechanics' liens or other liens, labor disputes, losses, damages, expenses, charges or costs of any kind or character, including attorneys' fees and court costs (collectively, "Claims"), which arisc out of or are in any way connected to County's provision of grant funds and/or Grantee's use of grant funds under this Agreement arising either directly or indirectly from any act, error, omission or negligence of Grantee or its officers, employees, volunteers, agents, contractors, licensees or servants, including without limitation, Claims,caused by the sole passive negligent act •or:the concurrent negligent act, error or omission, whether active or passive, of County Parties. Grantee shall have no obligation, however, to defend or indemnify County Parties from a Claim if it is determined by a court of competent jurisdiction that such Claim was caused by the sole active negligent act or willful misconduct of County Parties. 18. Governing Law. This Agreement shall be construed and interpreted according to the laws of the State of California. 19. Complete Agreement. This Agreement constitutes the entire agreement between Grantee and County regarding the subject matter contained herein. All other representations, oral or written, are superseded by this Agreement. Neither party is relying on any representation outside of this Agreement. This Agreement may be changed only by written amendment signed by both parties. 20. Waiver. The failure of either party to enforce any terrn, covenant or condition of this Agreement shall not he construed as a waiver of that party's right to subsequently enforce this, or any other term, covenant or condition of this Agreement. No waiver shall be deemed effective unless the waiver is expressly stated in writing and signed by the party waiving the right or benefit. 21. Consultation with Counsel. Each party has had the opportunity to consult with independent legal counsel of its own choosing before executing this Agreement and has executed this Agreement without fraud, duress, or undue influence of any kind. Rev. 12/6/10 5 22. Interpretation. The provisions of this Agreement shall be liberally construed to effectuate its purpose. The language of all parts of this Agreement shall be construed simply according to its plain meaning and shall not be construed for or against either Party. 23. Corporation Qualified to Do Business in California. If Grantee is a California corporation, Grantee warrants that it is a corporation in good standing and is currently authorized to do business in California. 24. Terms and Conditions Survive Expiration of Term of Agreement. Unless otherwise specified herein, all terms and conditions of this Agreement shall survive the expiration of the Term of Agreement specified in Paragraph 3 above or the termination of this Agreement under Paragraphs 6, 7, or 8 above. 25. Remedies. The rights and remedies in this Agreement are in addition to, and not a limitation on, all other rights and remedies available at law or in equity, and exercise of one right or remedy shall not be deemed a waiver of any other right or remedy. WHEREFORE, the parties execute this Agreement on the date first written above. COUNTY OF SAN DIEGO By: GRANTEE r S4,40 h By: Chief Financial Officer / or Designated Representative Ebony N. Shelton, Director Office of Financial Planning 2. tZ Date 7// 3/// C�nl^iS 1. l l�`y M.UVt,{[�pr int Name and Tit �` B3_ Date-7 /) I g_,)li-e_. Print Name and Title [Note: if Grantee is a California non-profit corporation, provide 1 signature from each of the following 2 groups: (1) Executive Group: President, Vice -President or Chairman of the Board; and , (2) Management Group: Secretary, Assistant Secretary, Treasurer or Chief Financial Officer.] (Corp. Code§ 5214.) Return This Agreement Rev. 12/6/10 COUNTY OF SAN DIEGO NEIGHBORHOOD REINVESTMENT PROGRAM DOCUMENTATION OF GRANT EXPENDITURES Grant Period: 6/29/2011 to 6/29/2012 ORGANIZATION NAME: City of National City TID: 956000749 PURPOSE OF GRANT: For constultant and legal fees associated with the formation and implementation of a Tourism Marketing District in the City of National City. CHECK #: 3462480 ISSUED ON: 8/15/2011 DOCUMENTATION DUE NOT LATER THAN: 7/29/2012 FOR: $28,500.00 • For proper documentation procedures, please read the accompanying Documentation of Grant Expenditures Instructions before submittal. • We will not accept documentation for expenditures that are not in accordance with the purpose of the grant. • You must spend the grant funds only on the purpose stated above. Any remaining balance should be returned by check payable to the County of San Diego. TOTAL EXPENDITURES: $ RETURNED AMOUNT: $ WE DECLARE THAT ALL STATEMENTS CONTAINED ON THIS FORM AND IN ANY ACCOMPANYING DOCUMENTS ARE TRUE AND CORRECT. Prepared by: (Signature) Print Name Title Phone Number E-Mail Confirmed by: (Signature) Print Name Date Phone Number Page 1 of 2 ill IIIIII 2010 11II III11I II II Title E-Mail IIIIIII II I I�11I III IIII�I IIIIII�IIIIUIIHIIII� EXPEND[TURE DOCUMENT Date Ill NIIIn!III 12824 IMPORTANT NOTICE - READ CAREFULLY COUNTY OF SAN DIEGO NEIGHBORHOOD REINVESTMENT PROGRAM DOCUMENTATION OF GRANT EXPENDITURES INSTRUCTIONS Organizations that receive a Neighborhood Reinvestment grant must complete a Documentation of Grant Expenditures report. The purpose of •this documentation is to verify that the grant funds have been spent in accordance with the purpose of the grant as specified in the grant agreement. In order to comply with the terms of the grant, organizations most keep detailed records •of expenditures. Please read these instructions before spending any of the grant funds. Complete and return the Documentation report promptly after all grant funds have been spent, but no later than one month after the end of the • grant period. Send the documentation to: COUNTY OF SAN DIEGO Neighborhood ReinvestmentProgram 1600 Pacific Highway, Room 352 San Diego CA 92101-2478 The Grant Expenditure report MUST include the following: 1. Cover lefter on the organization's letterhead detailing how the grant funds were spent. 2. Completed Documentation of Grant Expenditures form signed by two members of the organization. 3. Completed List of Expenditures form. 4. Proof of expenditures (supporting documentation) for the entire grant amount. Please give each supporting document an item number that corresponds to the associated line on the List of Expenditures. Page 1 .of 2, Rev 11/12 NRP Support€nct:'doeurnentation mav'conslst of-cop€es as.necessary or'relevant, of one or more of the following: - 1. FOR PURCHASES OF GOODS OR SERVICES, provide the following items: PURCHASES BY CREDIT CARD PROVIDE THE FOLLOWING TWO ITEMS: i. Invoice from vendor itemizing goods or services purchased II. Credit card statement showing payment to vendor PURCHASES BY CHECK PROVIDE THE FOLLOWING THREE ITEMS: I. Invoice from vendor itemizing goods or services purchased II. Check or check stub or image of the check from the bank statement showing that the check was cashed Related page of the bank statement showing that the check was cleared 2. For salary expenses, provide quarterly payroll reports produced by a third party payroll company. Include in the cover letter an explanation of how the personnel expenses relate to the project. APPLIES TO PUBLIC.. AGENCIES ONLY 3. Reimbursements to employees must include invoices and receipts as well as reimbursement forms signed by the appropriate authorities. Other important information A. PLEASE AVOID PAYING CASH B. Unless it is specified in the grant agreement, the purchase of gift cards or certificates is NOT allowed. If it is specified, please provide a recipient list showing amounts given along with proof of payment for the gift cards. C. Food expenses are NOT accepted. D. NO ALCOHOL PURCHASES ARE ALLOWED. E. Unless it is specified in the grant agreement, organizations MAY NOT donate part or all of the grant amount to another organization. F. Grant recipients may not claim expenditures under this grant for which Grantee'has received or is or will be claiming funding from' any other source: If you have any questions, please contact Toosdhi M. McGowan, Neighborhood Reinvestment Program Coordinator, Office of Financial Planning, at (619) 531-4887. Page 2 of 2 Rev 11/12 NRP List of Expenditures Date Payable To Purpose Amount Item # TOTAL Page 2 of 2 NRP = pink OFFICE OF THE CITY CLERK 1243 National City Blvd. National City, California 91950 Michael R. Dalla, CMC - City Clerk 619-336-4228 phone / 619-336-4229 fax NATIONAL CITY CHAMBER OF COMMERCE Formation & Implementation of a Tourism & Marketing District in National City Angelita Marchante (Housing & Grants) Forwarded Copy of Agreement to the National City Chamber of Commerce CALIFORNIA NATIONAL C'Ir'_i'y (^r. s&r f `--- INCORPORATE The City of National City MEMORANDUM DATE: 11/15/11 TO: Mike Dalla, City Clerk FROM: Angelita Marchante, Community Development Specialist I, Housing and Grants Division SUBJECT: MOU — National City Chamber of Commerce: Formation and Implementation of Tourism Marketing District Please keep the attached MOU between the City of National City and National City Chamber of Commerce on file in your office. It is for the formation and implementation of a Tourism Marketing District. 1243 National City Blvd; National City, California 91950