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HomeMy WebLinkAbout13-123 Resolution No. 13-123 RESOLUTION AUTHORIZING EXECUTION OF AN INTERAGENCY AGREEMENT TO ACCEPT A GRANT FROM THE ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY UNDER THE AMERICAN RECOVERY AND REINVESTMENT ACT OF 2009 REGARDING THE INFORMATION SHARING INITIATIVES PROGRAM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Sean R. Stegall, City Manager, Colleen Lavery, Finance Director, and Jeffrey Swoboda, Chief of Police, are hereby authorized and directed to execute an Interagency Agreement to accept a grant in the amount of $311,157 from the Illinois Criminal Justice Information Authority under the American Recovery and Reinvestment Act of 2009, regarding the Information Sharing Initiatives Program, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: July 24, 2013 Adopted: July 24, 2013 Vote: Yeas: 8 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk " ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY 300 W.Adams Street • 2nd Floor • Chicago,Illinois 60606 • (312)793-8550 March 1, 2013 Ms. Joann Stingley Victim Assistance Coordinator City of Elgin, Police Department 151 Douglas Avenue Elgin, Illinois 60120-5503 Dear Ms. Stingley: Enclosed please find your signed copy of Amendment# 1 to interagency agreement #809028 between the City of Elgin on behalf of the Elgin Police Department and the Illinois Criminal Justice Information Authority supported by ARRA JAG '09 Funds for the Domestic Violence Program. If you have any questions, please feel free to contact me at(312) 793-7059 or by email at Malea.Conro@illinois.gov. I wish you continued success on your program. Sincerely, 14_ Malea Conro Grant Monitor Federal and State Grants Unit cc: MF#809028 COVER PAGE PROGRAM TITLE: Domestic.Violence Program AGREEMENT NUMBER: 809028 PREVIOUS AGREEMENT'NUMBER(S): 202046,204046,294546,206046,20 6246,208046,209046,210046,2110 46, 212046 ESTIMATED START DATE: March 1, 2013 SOURCES OF PROGRAM FUNDING: DESIGNATED BUDGETED FUND FFY ARRA JAG '09 Federal Funds: $ 112,888.00 110,105.00 Matching Funds: $ Over-Matching Funds: $ 0 Total:. $ 112,888.00 110,105.00 IMPLEMENTING AGENCY'S NAME: City of Elgin ADDRESS (This address must be the physical 150 Dexter Court address that is registered with CCR and include Elgin, IL. 60120-5527 nine digit zip code): IMPLEMENTING AGENCY'S AUTHORIZED David Kaptain OFFICIAL: TITLE: Mayor, City of Elgin FEDERAL EMPLOYER IDENTIFICATION NUMBER: 36-6005862 IMPLEMENTING AGENCY'S DUNS NUMBER: 010224772 IMPLEMENTING AGENCY'S CCR 2/22/2013 REGISTRATION EXPIRATION DATE: IMPLEMENTING AGENCY'S CAGE CODE: 5CHL9 IMPLEMENTING AGENCY'S FINANCIAL Colleen Lavery OFFICER: TITLE: Chief Financial Officer TELEPHONE: (847) 931-5625 PROGRAM AGENCY'S NAME: Elgin Police Department PROGRAM AGENCY'S ADDRESS (This address 151 Douglas Avenue must be the physical address that is registered with Elgin, IL. 60120-5503 CCR and include the nine digit zip code): PROGRAM AGENCY'S MAILING ADDRESS (If N/A the same as above mark"N/A"): PROGRAM AGENCY'S AUTHORIZED Jeffrey Swoboda OFFICIAL: TITLE: Chief of Police PROGRAM AGENCY'S DUNS: 928349711 PROGRAM AGENCY'S CCR EXPIRATION 4/3/13 DATE: DATE: PROGRAM AGENCY'S CAGE CODE: 3ZLT3 FISCAL CONTACT PERSON: Lacey Roberts AGENCY: Elgin, Police Department TITLE:,' Budget Analyst TELEPHONE: (837)289-2685 FAX: (847)289-2750 E-MAIL: roberts_lacey@cityofelgin.org PROGRAM CONTACT PERSON: Jo Ann StingIey TITLE: - Victim Assistance Coordinator TELEPHONE: (847)289-2686 FAX: (847)289-2750 E-MAIL: stingley_j@cityofelgin.org PROGRAM AGENCY'S CONGRESSIONAL 14th DISTRICT(This must be based on the nine digit zip code registered with CCR.The district can be located by using this link http://www.elections.il.gov/DistrictLocator/District OfficialSearchByZi p.aspx.): PRIMARY AREA OF PERFORMANCE (This should be completed if grant activities are taking N/A place in a location other than the Program Agency's office registered with CCR. A street address does not need to be provided, but please list city,state and nine digit zip code.If Iocations are the same please mark"N/A"): PRIMARY AREA OF PERFORMANCE'S N/A CONGRESSIONAL DISTRICT(This must be based on the nine digit zip code listed above. The district can be located by using this link http://www.elections.il.gov/DistrictLocator/District OfficialSearchByZip.aspx. If the place of performance is the same as the Program Agency's address listed in CCR please mark"N/A"): Question 1)Are more than 80% of the Program No Agency's revenue from the federal government?: Question 2)Are the Program Agency's federal No revenue more than $25,000,000?:. Question 3) Are the Program Agency's top five No compensated officers' compensation not available through the Securities and Exchange Commission 7r the Internal Revenue Service?: _ If the answer to all of the three above questions is yes,then please list the five highest compensated officers and their compensation. NAME COMPENSATION Last Updated September 17,2010 2 City of Elgin on behalf of the Elgin Police Department Domestic Violence Program Agreement#809028 Amendment#1 to Interagency Agreement#809028 This#1 amendment to Award Agreement#809028 is entered into by the Illinois Criminal Justice Information Authority,with its offices at the,300 West Adams,Suite 200,Chicago,Illinois 60606,hereinafter referred to as the "Authority," and City of Elgin on behalf of the Elgin Police Department,referred to as the"Implementing Agency," with its principal offices at 150 Dexter court,Elgin,Illinois 60120 for implementation of the Domestic Violence Program and amends Sections 2,4,7,41,and 60 only with all other sections of the Award Agreement#809028 dated September 17, 2010 being unchanged and incorporated by reference herein. SECTION 2. PERIOD OF PERFORMANCE AND COSTS INCURRED The period of performance of this agreement shall be from July 1,2010 through September 30,2013. Costs incurred before the execution date of this agreement may be charged to this agreement if included in Exhibit B,incurred during the period of performance,and the Implementing Agency performed in accordance with the terms and conditions of this agreement. The Authority shall not be responsible for costs incurred before or after the period of performance of this agreement. SECTION 4. PAYMENT The Authority agrees to make payment to the Implementing Agency for the administration and implementation of the program described in Exhibit A.Upon receipt of the fiscal and progress reports described in Section 11 of this agreement,quarterly payments will be made to the Implementing Agency.No payment will be made until all outstanding reports are received by the Authority,including outstanding reports from previously funded Authority programs.No payment will be made to an Implementing Agency unless and until the Implementing Agency is in full compliance with applicable State and federal laws and the terms and conditions of this agreement. The maximum amount of federal funds payable under this agreement is$112,888.00 and is dependent on the expenditure of matching funds as described in Section 5 and Exhibit B,and the performance of the Implementing Agency in accordance with the terms and conditions of this agreement.Funds will be paid on a reimbursement basis per the Gran Funds Recovery Act.30 ILCS 705/5 The Implementing Agency must provide for the deposit of federal and matching funds into a bank account in the name of the Implementing Agency.Federal funds shall be immediately deposited into such bank account.The Implementing Agency may deposit such funds into an account separate from any of its other bank accounts,or treat such funds as a separate line item per its budget and audited financial statements.If the Implementing Agency receives more than one award from the Authority,the Implementing Agency shall ensure that the federal and matching funds for each award are accounted for separately. SECTION 7. EXHIBITS The documents appended are made a part of this agreement as exhibits.The Implementing Agency shall perform the services subject to this agreement in accordance with all terms,conditions,and provisions set forth in such exhibits. ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Federal and State Grants Unit 1 City of Elgin on behalf of the Elgin Police Department Domestic Violence Program Agreement#809028 SECTION 41.TRANSPARENCY ACT COMPLIANCE The Implementing Agency and Program Agency agree to comply with any and all requirements of 2 C.F.R. §33.200 that are imposed on recipients of federal funds by the Federal Funding Accountability and Transparency Act of 2006.The Implementing Agency and Program Agency agree to comply with the following: a)To acquire and use a DUNS(Data Universal Numbering System)number.The DUNS number shall be procured from Dun and Bradstreet,Inc online at www.dunandbradstreet.com or by calling 1-866-705-5711. Implementing Agency's DUNS Number:_010224772 Program Agency's DUNS Number:_928349711 b)To maintain a current registration in the Central Contractor Registration(CCR)database.The Implementing Agency must update or renew their CCR registration at least once per year to maintain an active status.Information about registration procedures can be accessed at www.ccr.gov or by calling 1- 888-227-2423. The Implementing Agency's CCR registration is valid until:_02/22/2013 The Program Agency's CCR registration is valid until: 04/03/2013 c)Shall provide the Authority with their Commercial And Government Entity(CAGE)Code.The CAGE Code request process is incorporated into the CCR registration. Implementing Agency's CAGE Code:_5CHL9 Program Agency's CAGE Code:_3ZLT3 d) The Implementing Agency and Program Agency further agree that all agreements entered into with subgrantees or contractors, shall require compliance by the subgrantee or contractor with the Federal Funding Accountability and Transparency Act of 2006 and all requirements of 2 C.F.R. §33.200 including obtaining a DUNS number and maintaining registration with the CCR. The acquisition of a DUNS number and registration with the CCR database is not required of subgrantees and contractors who are individuals. ILLINOIS CRIMINAL JUSTICE INFORMATIONAUTHORITY Federal and State Grants Unit 2 t ' City of Elgin on behalf of the Elgin Police Department Domestic Violence Program Agreement#809028 SECTION 60. ACCEPTANCE&CERTIFICATION • The terms of this interagency agreement are hereby accepted,executed,and where applicable,certified and acknowledged,by the proper officers and officials of the parties hereto: Jack Cutrone Date 56 Executive Director Illinois Criminal Justice Information Authority 31/5 —/.1. I, David Kaptain, Mayor, under oath, do hereby certify and acknowledge that : (I) all of the information in the grant agreement 809028, is true and correct to best of my knowledge, information and belief,(2)the grant funds shall be used only for the purposes described in the grant agreement 809028,and(3)the awarding of grant funds is conditioned upon the Authority's receipt of this certification. "Piro, „40 Let tr - vid K,: ain Date i Mayor • City of Elgin . I,Colleen Lavery,Chief Financial Officer,under oath,do hereby certify and acknowledge that:(I) all of the information in the grant agreement 809028,is true and correct to best of my knowledge, information and belief,(2)the grant funds shall be used only for the purposes described in the grant agreement 809028,and(3)the awarding of grant funds is conditioned upon the Authority's receipt of this certification. Collee Lavery Date Chief Financial Officer City of Elgin I,Jeffrey Swoboda,Chief of Police,under oath,do hereby certify and acknowledge that :(1)all of the information in the grant agreement 809028, is true and correct to best of my knowledge, information and belief,(2)the grant funds shall be used only for the purposes described in the grant agreement 809028,and(3)the awarding of grant funds onditioned upon the Authority's receipt of this certification. Al4110 ... - -f effrey woboda4,0,r" Date Chief of Police Elgin Police Department ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Federal and State Grants Unit 3 EXHIBIT B: BUDGET IDENTIFICATION OF SOURCES OF FUNDING Implementing Agency: City of Elgin Agreement#: 809028 SOURCE AMOUNT Designated Budgeted Federal Amount: ARRA JAG '09 $401,888 City of Elgin Subtotal: $112,888.00 $110,105.00 Match: $0 Subtotal: $0 Over Match: $0 Subtotal: $0 GRAND TOTAL $112,888.00 $110,105.00 B1 Budget &Budget Narrative City of Elgin Agreement# 809028 PERSONNEL SERVICES Annual #Months %Time On Federal Match Job Title Salary On Program Program Amount Contribution Total Cost Domestic Violence Case Manager Part-Time(20 hrs.per week)Year On $ 25,563.00 12 100% $-2.575.63,00 $ - $-35756-3,00 Domestic Violence Case Manager Part-Time(20 hrs.per week)Year On $ 25,563.00 12 100% $ 25,563.00 $ 25,563.00 Domestic Violence Case Manager Part-Time(20 hrs.per week)Year Tw $-2.6,0-74,00 12 100% $-2.670.-7.4,00 $ - $-2.67074,00 Domestic Violence Case Manager Part-Time(20 hrs.per week)Year Tw $ 25,563.00 12 100% $ 25,563.00 $ 25,563.00 Domestic Violence Case Manager Part-Time(20 hrs.per week)Year Tru $ 16,361.80 7 100% $ 16,365-00 $ - $ 1-6,365-00 Domestic Violence Case Manager Part-Time(20 hrs.per week)Year Tin $ 16,714.00 8 100% $ 16,714.00 $ 16,714.00 Domestic Violence Case Manager Part-Time(20 hrs per week)Extensior $ 15,731.00 7 100% $ 15,731.00 $ - $ 15,731.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Total FTE 1.00 $ - $ - $ - Total Salary $ 83,571.00 $ - $ 83,571.00 Fringe Benefits(Use figure from Fringe Benefit Worksheet) $ 26,534.00 $ - $ 26,534.00 Fringe Benefits(Use figure from Fringe Benefit Worksheet) TOTAL PERSONNEL SERVICES $ 110,105.00 $ - $ 110,105.00 Budget Narrative for Personnel.Please give a brief description for each line of the Personnel Services Budget. (See Attached Budget Instructions) The Domestic Violence Case Manager will work 20 hours per week;52 week per year through the grant period 07/01/2010 through 09/30/2013.Raises were not given in years 1,2,and 3 as a result of no other city employees receiving raises in the years 1,2,and 3;therefore,the hourly rate remained at$24.58 throughout the grant period years 1,2,and 3.The yearly salary for year one and two was$25,563 which consisted of 52 weeks($24.58 x 20 hours=$491.60 x 52 weeks=$25,563.The yearly salary for year three which consisted of 34 weeks. is $16,714.40($24.58 x 20 hours=$491.60 x 34 weeks=$16,714.40).The yearly salary for the extension period covers March 1,2013 through September 30,2013 is$15,731.00 ($24.58 x 20 hours=$491.60 x 32 weeks=$15,731.00).The rated fringe and flat rate fringe benefits include:IMRF,FICA,Unemployment,Retirement/Pension,Workmen Compensation,and Liability,Health,and Medical.The total amount for fringes and flat rate is$26,534.00 for years 1,2,3 and the extended period for a total of$110, 105.40.The Domestic Violence Case Manager responsibilities include:follow up on all reported domestic violence police reports,reach each police report,contact each victim by phone,or letter, provide crisis counseling,personal and legal advocacy,referrals,home visits,provide training to new police hires and provide community outreach and education and provide other grant'' allowable activities as indicated. Budget&Budget Narrative City of Elgin Agreement# 809028 EQUIPMENT Pro-rated Federal Match Item Cost per Unit #of Units Share Amount Contribution Total Cost N/A $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - *For Equipment Budgets over$5000,the Authority must be notified prior to the disposal of any equipment. ITOTAL EQUIPMENT COST $ - I $ - I $ - Budget Narrative for Equipment.Please give a brief description for each line of the Equipment Budget. (See Attached Budget Instructions) Budget&Budget Narrative City of Elgin Agreement# 809028 COMMODITIES Federal Match Item Cost/Month #of Months Amount Contribution Total Cost N/A $ - $ - $ - $ $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - ,- $ - $ - $ - $ - $ - $ - $ - $ - TOTAL COMMODITIES COST $ - 1 $ - I $ - Budget Narrative for Commodities.Please give a brief description for each line of the Commodities Budget. (See Attached Budget Instructions) Budget&Budget Narrative City of Elgin Agreement# 809028 TRAVEL Federal Match Cost/Mile #of Miles/mo #of Months Amount Contribution Total Cost Program Staff Mileage* $ - $ - $ - $ - N/A $ - $ - $ - $ - $ $ - $ - $ Conference Travel** Cost/person #of people #of days $ - $ - $ - Airfare - $ $ `> PerDiem $ - $ - $ - $ - Lodging $ - $ - $ - $ - Other(Specify) $ - $ - $ - $ *State rate is calculated at$.51/mile.If agency rate is lower use that lower rate. **Out of State Travel requires prior Authority approval. TOTAL TRAVEL COST $ - $ - $ - Budget Narrative for Travel.Please give a brief description for each line of the Travel Budget. (See Attached Budget Instructions) Budget&Budget Narrative City of Elgin Agreement# 809028 CONTRACTUAL #of hours Federal Match Cost/month Dollar/hour per month Pro-rated Share Amount Contribution Total Cost N/A $ - $ - $ - $ - $ $ - $$ - . - $ - $ - - $ - $ $ - $ - $ - $ $ $ - $ - $ $ - $ - $ - $ - TOTAL CONTRACTUAL COST $ - $ - $ Budget Narrative for Contractual.Please give a brief description for each line of the Contractual Budget. (See Attached Budget Instructions) Budget&Budget Narrative City of Elgin Agreement# 809028 GRAND TOTAL Federal Match Amount Contribution Total Cost / PERSONNEL SERVICES $ 110,105.00 $ - $ 110,105.00 v EQUIPMENT $ - $ - $ - COMMODITIES $ - $ - $ - TRAVEL $ - $ - $ CONTRACTUAL $ - $ - $ - TOTAL COST $ 110,105.00 $ - $ 110,105.00 i All procurements must be competitive FRINGE BENEFIT WORKSHEET: Agreement# 809028 Use this sheet to calculate the fringe benefits to be paid for project personnel. For each element of the benefit package, indicate the rate as a percentage of salary or the dollar amount of the flat rate paid per employee. Use the TOTAL FRINGE BENEFITS amount from this worksheet as the fringe benefit dollar amount on the BUDGET under DCDCrIA/A,CI CCD1/lr're/..,.11../. 1 J ..._A U121 RATED FRINGE BENEFITS Rate as % of Salary FICA 7.650% UNEMPLOYMENT 0.500% RETIREMENT/PENSION 12.270% WORKER'S COMP 0.340% DENTAL/VISION 0.000% HOSPITALIZATION 0.000% Other(Specify)LIABILITY 2.032% Total%Fringe Rate 22.792% Total Salary Paid By Grant(Federal and Match-Please use figure from cell 1-12 in the Budget Detail) $83,571.00 TOTAL RATED FRINGE BENEFITS $19,048 FLAT RATE FRINGE BENEFITS $per FTE HEALTH/MEDICAL INSURANCE $7,486.00 OTHER(SPECIFY) Total Flat Rate Fringe $7,486.00 ✓ Number of grant—funded FIE(full-time equivelent)positions receiving Flat Rate 1.00 Fringe Renefets (Please use figure from cell F-11 of Budget Derail)* FLAT RATE FRINGE BENEFITS $7,486 ✓ TOTAL FRINGE BENEFITS: (Total rated+Total flat rate benefits) $26,534 *PLEASE REFER TO YOUR RESPONSE IN EXHIBIT A, SECTION II, QUESTION #1. pOLIQ ELGIN E N . IL. Police Department Jeffrey Swoboda Chief of Police Elgin Police Department 151 Douglas Avenue Elgin, Illinois 60120-5503 January 23,2013 For more information contact: Ms. Males Conro,Grant Monitor Phone: (847) 289-2700 Illinois Criminal Justice Information Authority Fax: (847)289-2750 300 W.Adams,Suite 200 Chicago,IL 60606 RE:JAG ARRA GRANT#809028 Dear Ms.Malea Conro, We are requesting an extension for JAG ARRA GRANT#809028 from March 1,2013 to September 30,2013. The funding needed for personnel to sustain this program till this date is $(110,105.40).This grant was designed to fund the Domestic Violence Program in our Social Services Unit.The mission of the Domestic Violence Program is to help victims of family violence receive the best quality of services and community resources to promote their safety and well being.The Domestic Violence Program provides free social services to victims and witnesses of domestic violence,including case management,referrals to other community resources,crisis counseling,personal and legal advocacy, and home visits. The Domestic Violence Case Managers funded by this grant review every police report on domestic violence and follow up with victims to ensure they are getting the assistance they need to be safe.The case managers offer help to victims in obtaining orders of protection and other services, including crisis counseling for themselves and their children. The case managers also provide public outreach and educational services, including presenting on teen dating violence at schools,educating the public about domestic violence at the Elgin citizens' police academy,and conducting support groups for women to increase their awareness of the community resources available to victims. In addition, the case managers provide domestic violence orientation to newly hired police officers.This orientation gives officers an immediate overview regarding the dynamics of domestic violence and their role and responsibility toward the victims, including giving them a tour of the local domestic violence shelter. We thank you for your consideration in extending our funding through September 2013.The Domestic Violence Program is a crucial component of the safety and well being of survivors and victims of family violence in our community. Sincerely, Jo Ann Stingley,MSW,LSW Victim Assistance Coordinator Request for Budget Revision Please Submit a Marked-Up Budget With this Request Fields expand,you may use as much space as you need Use the tab key to advance to each field. Interagency Agreement Number: 809028 Implementing Agency: City of Elgin, Police Department Period of Performance: 07/01/2010 to 09/30/13 Person Making Request:Jo Ann Stingley Date of Request:January 17, 2013 Is your request being made 60 days prior to expiration date of grant? EYes ONo If your answer is No, please explain why. N/A Explain why you need this budget revision and how it will benefit the program: This grant was designed to help victims of family violence receive the best quality of services and community resources to promote their safety and well being The Domestic Violence Program provides free social services to victims and witnesses of domestic violence, including case management, referrals to other community resources, crisis counseling,personal and legal advocacy, and home visits. Additional funding will ensure these valueable programs continue to exist for our community. Please check the categories in which you will be revising the budget and provide the requested information. Also indicate changes in federal and match dollar amounts with each explanation. PERSONNEL ®Increase Personnel ❑Decrease Personnel ON/A Please provide a detailed explanation of the changes in salary and fringe benefits. We are requesting funding to continue through September 2013. The adjusted amount of the grant due to delayed start date of 9/1/10 no raise, and fringe balances is $84,800.00 for years 1,2,and 3 which includes a salary amount of$67,840.00 and a benefits amount of$16,960.00 total an amount of$84,800.00 and a grant balance of $20,0088.00 The extension salary amount is$15, 731.20 for 32 weeks, (hrly. wage of 24.48x20 hrs.=$491.60x 32)fringes equaling $5,304.80 EQUIPMENT ❑increase Equipment ❑Decrease Equipment ZN/A Please explain in detail why. COMMODITIES ❑Increase Commodities ❑Decrease Commodities ®N/A Please explain in detail why. TRAVEL ❑Increase Travel ❑Decrease Travel ®N/A Please explain in detail why. CONTRACTUAL ❑Increase Contractual ❑Decrease Contractual ®N/A Please explain in detail why. OTHER COSTS ❑Increase Other Costs ❑Decrease Other Costs ®N/A Please explain in detail why. Show your budget revision in the following chart: Federal Personnel Equipment Commodities Travel Contractual Other Total Original $104,888 $104,888 Revised $110.105.40 $110,105.40 Match Personnel Equipment Commodities Travel Contractual Other Total Original Revised Signature: Date: I For 1CJIA Use Only gi pproved El Not Approved Date: 1-2- /l�lonitor: liajfa g7-14-4-1, OIAApproved ❑Not Approved Date y.(1,4, Supervisor: ((1 ir Notes:Q a -411 Olifid d 49 ,,,,,,„ ,4 c.) k>,lP o1/ a/Yloa127'