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HomeMy WebLinkAbout04-146 Resolution No. 04-146 RESOLUTION RATIFYING THE EXECUTION OF A GRANT AWARD AGREEMENT FROM THE ILLINOIS EMERGENCY MANAGEMENT AGENCY FOR THE COMMUNITY EMERGENCY RESPONSE TEAM PROGRAM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that it hereby ratifies the execution of a grant award agreement by Ed Schock, Mayor, with the Illinois Emergency Management Agency for the Community Emergency Response Team Program,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: June 9, 2004 Adopted: June 9, 2004 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk •c EN. ILLINOIS EMERGENCY e ROD R. BLAGOJEVICH, GOVERNOR MANAGEMENT AGENCY yG WILLIAM C. BURKE, DIRECTOR -re,.c EN� a NOTICE OF GRANT AGREEMENT Part I -Notice of Grant Award to City of Elgin This Grant Agreement is made and entered by and between the Illinois Emergency Management Agency (Grantor), 110 East Adams Street, Springfield, Illinois 62701-1109, and City of Elgin (Grantee), 150 Dexter Court, Elgin, Illinois 60120-5555. WHEREAS this Grant is to utilize funds from the Federal Emergency Management Agency (FEMA) Fiscal Year 2003 Appropriation for the Community Emergency Response Team (CERT) training program. THEREFORE, the Grantor is hereby making available to the Grantee the amount not exceeding $20,000.00 for the period from the date of final execution to August 31, 2004. The Grantee hereby agrees to use the funds provided under the agreement for the purposes set forth herein and agrees to comply with all terms and conditions of this agreement. This period of award may be amended if there is a delay in the release of these funds from the Federal Government. It is agreed between the parties, that the agreement, as written, is the full and complete agreement between the parties and that there are no oral agreements or understanding between the parties other than what has been reduced to writing herein. This Grant Agreement and Attachments constitutes the entire agreement between the parties. Each budget detail worksheet submitted by the Grantee and approved by the Grantor as an authorized expenditure of this Grant shall be considered an attachment of this Grant Agreement. Part II - Term The term of this Grant Agreement shall be from the date of final execution by the Grantor through August 31, 2004. Part III - Scope of Work During the grant period, funds received by the Grantee will be utilized by the Grantee to administer the Community Emergency Response Team (CERT)training program. Grantee strategy and work plan, are provided in Application for Funding (Attachment A.). As 110 East Adams Street • Springfield, Illinois•62701-1109 •Telephone(217) 782-7860 • Facsimile (217) 782-2589• httpJ/wwwstate.11.tsiema ohe M i'*y of the sae of Mon on RaoaW Paper each budget detail worksheet is approved, it shall also be considered as an attachment of this Grant Agreement. Part IV- Compensation Amount The total compensation and reimbursement payable by the Grantor to the Grantee shall not exceed the sum of$20,000.00 total amount. Part V- Terms and Conditions FISCAL•FUNDING: The Grantor's obligations hereunder shall cease immediately, without penalty or further payment being required, in any year for which the General Assembly of the State of Illinois fails to make an appropriation sufficient to pay such obligation or FEMA fails to provide the funds. The Grantor shall give Grantee's notice of such termination for funding as soon as practicable after Grantor becomes aware of the failure of funding. Grantee's obligation to perform shall cease upon notice by Agency of lack of appropriated funds. METHOD OF COMPENSATION: The method of compensation shall be reimbursement in accordance with the invoice voucher procedures of the Office of the State of Illinois Comptroller. The Grantee agrees to maintain appropriate records of actual costs incurred and to submit expenditure information to the Grantor. No costs eligible under this agreement shall be incurred after August 31, 2004. ACCOUNTING REQUIREMENTS: The Grantee shall maintain effective control and accountability over all funds, equipment, property, and other assets under the Grant Agreement as required by the Grantor. The Grantee shall keep records sufficient to permit the tracing of funds to ensure that expenditures are made in accordance with this Grant Agreement. REPORTS: The Grantee shall submit programmatic reports as may be required by the Grantor. AUDITS AND INSPECTIONS: The Grantee will, as often as deemed necessary by the Grantor, FEMA or any of their duly authorized representatives, permit the Grantor, FEMA or any of their duly authorized representatives to have full access to and the right to examine any pertinent books, documents, papers and records of the Grantee involving transactions related to this grant agreement for three years from the date of submission of the final expenditure report or until related audit findings have been resolved, whichever is later. The Grantee certifies that all audits submitted under the provisions of Office of Management and Budget Circulars A-128 or A-133 have been approved by the Grantor. The Grantee acknowledges that these are federal pass- through funds that must be accounted for in the jurisdiction's Single Audit under the Single Audit Act of 1996, if required. MODIFICATION AND AMENDMENT OF THE GRANT: This grant agreement is subject to revision as follows: A. Modifications may be required because of changes in State or Federal FY 03 Community Emergency Response Team Grant De„e 1 ..t1 laws or regulations as determined by the Grantor. Any such required modification shall be incorporated into and will be part of this Agreement. The Grantor shall notify the Grantee of any pending implementation of or proposed amendment to such regulations before a modification is made to the Agreement. B. Modifications may be made upon written agreement of both Grantor and Grantee. TERMINATION FOR CONVENIENCE: This agreement may be terminated in whole or in part by the Grantor for its convenience, provided that, prior to termination, the Grantee is given: 1) not less than ten (10) calendar days written notice by certified mail, return receipt requested, of the Grantor's intent to terminate, and 2) an opportunity for consultation with the Grantor prior to termination. In the event of partial or complete termination of this agreement pursuant to this paragraph, an equitable adjustment of costs shall be paid to the Grantee for expenses incurred under this agreement prior to termination. TERMINATION FOR BREACH OR OTHER CAUSE: The Grantor may terminate this agreement without penalty to the Grantor or further payment required in the event of: A. Any breach of this agreement which, if it is susceptible of being cured, is not cured within 15 calendar days after receipt of the Grantor's notice of breach to the Grantee. B. Material misrepresentation or falsification of any information provided by the Grantee in the course of any dealing between the parties or between the Grantee and any State Agency. Grantee's failure to comply with any one of the terms of this Grant Agreement shall be cause for the Grantor to seek recovery of all or part of the grant proceeds. RETENTION OF PROPERTY RECORDS: Grantee agrees to maintain records for equipment, non-expendable personal property, and real property for a period of three years from the date of the completion of the project. If any litigation, claim, or audit is started before the expiration of the three-year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved. NON-DISCRIMINATION: In carrying out.the program, the Grantee shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, ancestry, age, physical or mental handicap unrelated to ability, marital status, or unfavorable discharge from military service. The Grantee shall take affirmative action to ensure that applicants for employment are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, national origin, ancestry, age, physical or mental handicap unrelated to ability, marital status, or unfavorable discharge from military service. Such action 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. FY 03 Community Emergency Response Team Grant The Grantee shall post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Government setting forth the provisions of this non- discrimination clause. SEVERABILITY CLAUSE: If any provision under the Grant Agreement or its application to any person of circumstance is held invalid by any court of competent jurisdiction, this invalidity does not affect any other provision or its application of the Grant Agreement which can be given effect without the invalid provision or application. DEBARMENT: The Grantee certifies neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in the agreement by any Federal.Agency or department. WORKER'S COMPENSATION INSURANCE, SOCIAL SECURITY, RETIREMENT AND HEALTH INSURANCE BENEFITS, AND TAXES: The Grantee shall provide worker's compensation insurance where the same is required, and shall accept full responsibility for the payment of unemployment insurance, premiums for worker's compensation,'social security and retirement and health insurance benefits, as well as all income tax deductions and any other taxes or payroll deductions required by law for employees of the Grantee who are performing services specified by the grant agreement. WAIVERS: No waiver of any condition of this grant agreement may be effective unless in writing from the Director of the Grantor. BOYCOTT: The Grantee certifies that neither it nor any substantially-owned affiliated company is participating or shall participate in an international boycott in violation of the provisions of the U.S. Export Administration Act of 1979 or the regulations of the U.S. Department of Commerce promulgated under that Act. Part VI - Assurances The Grantee assures that no official or employee of the Grantee who is authorized in the Grantee's official capacity to negotiate, make, accept, or approve, or to take part in such decisions regarding a contract for acquisition/development of property in connection with this agreement, shall have any financial or other personal interest in any such contract for the acquisition/development. The Grantee will initiate and complete the work within the applicable time frame after receipt of approval of the awarding agency. The Grantee will comply, as applicable, with provisions of the Hatch Act (5 U.S.C. §§1501-1508 and 7324-7328) which limit the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds. FY 03 Community Emergency Response Team Grant Paor d of 7 The Grantee will cause to be performed the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and OMB Circular No. A-133, "Audits of States, Local Governments, and Non-Profit Organizations." The Grantee will comply with all applicable requirements of all other Federal laws, executive orders, regulations, and policies governing this program. Part VII - Certification The Grantee certifies that it has not been convicted of bribery or attempting to bribe an officer or employee of the State of Illinois, nor has any official, agent, or employee of the Grantee committed bribery or attempted bribery on behalf of the Grantee and pursuant to the direction or authorization of a responsible official of the Grantee. The Grantee hereby certifies that it has not been barred from bidding on, or receiving State or local government contracts as a result of illegal bid rigging or bid rotating as defined in the Criminal Code of 1961 (720 ILCS 5/33E-3 and 33E-4). The Grantee certifies that it will comply with all applicable State and Federal laws and regulations. The Grantee certifies that it will return to the State all State or Federal grant funds that are not expended or are accidentally over-advanced. The State may recapture those funds not expended or accidentally over-advanced in accordance with State and Federal laws and regulations. The Grantee further certifies that its failure to comply with any one of the terms of this Grant Agreement shall be cause for the Grantor to seek recovery of all or part of the grant proceeds. The Grantee certifies that it will establish safeguards to prohibit employees, contractors, and subcontractors from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain. Under penalties of perjury, I certify that 36-6005862 is my correct Federal Taxpayer Identification Number and that IRS Instructions have been provided for proper completion of this certification. I am doing business as a (please check one): Individual Real Estate Agent Sole Proprietorship X Governmental Entity Partnership Tax Exempt Organization Corporation ( IRC 501(a) only) Not-for-profit Corporation Trust or Estate Medical and Health Care Services Provider Corporation FY 03 Community Emergency Response Team Grant Pnr, Cnc1 Part VIII -Drug Free Certification This certification is required by the Drug Free Workplace Act (30 ILCS 580). The Drug Free Workplace Act, effective January 1, 1992, requires that no Grantor or contractor shall receive a grant or be considered for the purposes of being awarded a contract for the procurement of any property or services from the State unless that Grantor or contractor has certified to the State that the Grantor or contractor will provide a drug free workplace. False certification or violation of the certification may result in sanctions including, but not limited to, suspension of contract or grant payments, termination of the contractor or grant and debarment of contracting or grant opportunities with the State for at least one (1) year but not more than five(5) years. For the purpose of this certification, "Grantor" or "contractor" means a corporation, partnership, or other entity with twenty-five (25) or more employees at the time of issuing the grant, or a department, division, or other unit thereof, directly responsible for the specific performance under a contract or grant of$5,000 or more from the State. The contractor/Grantor certifies and agrees that it will provide a drug free workplace by: (a) Publishing a statement: (1) Notifying employees that the unlawful manufacture, distribution, dispensing, � gP g, possession or use of a controlled substance, including cannabis, is prohibited in the Grantor's or contractor's workplace. (2) Specifying the actions that will be taken against employees for violations of such prohibition. • (3) Notifying the employee that, as a condition of employment on such contract or grant, the employee will: (A) abide by the terms of the statement; and (B) Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five (5) days after such conviction. (b) Establishing a drug free awareness program to inform employees about: (1) the dangers of drug abuse in the workplace; (2) the Grantor's or contractor's policy of maintaining a drug free workplace; (3) any available drug counseling, rehabilitation, and employee assistance programs; FY 03 Community Emergency Response Team Grant Noe Anf7 and (4) the penalties that may be imposed upon an employee for drug violations (c) Providing a copy of the statement required by 'subparagraph (a) to each employee engaged in the contract or grant and to post the statement in a prominent place in the workplace. (d) Notifying the contracting or granting Agency within ten (10) days after receiving notice under part (B) of paragraph (3) of subsection (a) above from an employee or otherwise receiving actual notice of such conviction. (e) Imposing a sanction on, or requiring the satisfactory participation in a drug abuse assistance or rehabilitation program by, any employee who is so convicted, as required by section 5 of the Drug Free Workplace Act. (f) Assisting employees in selecting a course of action in the event drug counseling, treatment, and rehabilitation is required and indicating that a trained referral team is in place. (g) Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act. IN WITNESS WHEREOF, the parties hereto have caused this contract to be executed by their duly authorized representatives. Grantor: IL Emergency Management Agency Grantee: City of Elgin By: By: i ham C. Burke, erector E Schock, Mayor DATE: 31 a I 09 DATE: 3 -is-b • FY 03 Community Emergency Response Team Grant Page 7 of 7 City of Elgin, Illinois Community Emergency Response Team (CERT) Grant Application General Overview/Demographics The City of Elgin is a historical, growing, and diverse community of 25 square miles, located along the Fox River approximately thirty-eight miles Northwest of downtown Chicago. Incorporated in 1854, Elgin was recently recognized as an "All American City" and will celebrate its 150th Sesquicentennial Commemoration in 2004. Long established as a commercial/industrial center, the city has committed to substantial residential and technological growth in recent years. Elgin's ideal location along the Interstate 90 -Northwest Tollway's "Golden Corridor of Technology and Commerce", provides a home to more than 625 industrial, distribution, and manufacturing companies as well as, fifteen corporations with international headquarters. These companies, located in 16 business parks are served by an extensive transportation system including; six major highways of the metropolitan expressway system, fifty trucking terminals, four freight hauling and one commuter railroad (with three Elgin stations), and four regional airports including O'Hare International Airport. However, the true success of Elgin is located in its neighborhoods. The city's current population of 95,000 is expected to increase by 50% over the next ten to fifteen years. The city's diversified cultures of Hispanic, African-American, Whites and Laotians provide the necessary community resources to Elgin and its surrounding communities that make Elgin, the"City to Watch" in the future. Emergency Preparedness/Homeland Security The City of Elgin has prepared for the catastrophic events of natural disasters for many years through its accredited Emergency Management Program. With its Midwest location, the city is prone to weather related disasters such as flooding, tornadoes and winter storms. The City provides emergency communications to its residents through an extensive emergency early warning system supported by a new, state-of-the-art $5 million communications system and a new emergency operations center. Following the events of 9/11. Elgin has been even more committed to becoming better prepared -not only for natural, but man-made disasters as well. The City has several key target areas including various Federal, State, County and local government facilities, as well as, the State of Illinois second largest school system, the FAA Air Traffic Control Center for the world's busiest airport- O'Hare International and the Grand Victoria Riverboat Casino which hosts more than 10,000 guests daily from all over the United States. The City provides for an emergency response team of 108 full-time firefighters and 153 sworn police officers, supported by public works and administrative staffs. Despite the City's high level of professional emergency services and preparedness training, it is realized that first responding emergency personnel can quickly become inundated in the event of a major disaster even with its extensive mutual aid program in place. With this fact in mind, the City of Elgin is committed to following the Citizen Corps mission of, "Harnessing the power of every individual through education, training, and volunteer service to make our city safer, stronger, and better prepared to respond to the threats of terrorism, crime, public health issues, and disasters of all kinds." Citizen Preparedness The City recognizes the fact that there is a need to better prepare its residents to help themselves and their neighbors in the event of a disaster situation. The City is fortunate to have the base support of three of the four chartered Federal programs of Citizens Corps already in place; Volunteers in Policing Services(VIPS)is a part of the Elgin community through the Police Department's Citizen Police Academy. Held twice each year, the program is provided in both English and Spanish versions for our residents. With more than 16 groups (250+ residents)having graduated from the Citizens Police Academy, a new Citizens Police Academy Alumni Association(CPAAA) is being organized under the goals and objectives of the VIPS program. In addition to the Citizens Police Academy, the City of Elgin is the proud sponsor of Law Enforcement Explorer Post 1445. This group of 30 young men and women already contribute thousands of hours of community service support to the Police Department and the City's residents throughout the year. The Explorer Post is expected to be the"Pilot" class for our CERT training program. Neighborhood Watch is the longest running of the Community Policing programs in Elgin. The City's diversified community has more than 109 Neighborhood Watch groups in Elgin. A"Neighbor Helping Neighbor" program is expected to more than double the number of Neighborhood Watch groups over the next year. An expanded Neighborhood Watch program will incorporate terrorism awareness and education into its existing crime prevention mission and will serve as a way to bring residents together to better focus on disaster preparedness and training. The Neighborhood Watch program along with other community neighborhood programs such as; the Residential Officer Program—Elgin (ROPE), the Neighborhood Officer Program-Elgin (NOPE),the Elgin Community Network (ECN), and the City's Neighborhood Liaison Office will provide additional support to the CERT training program. Medical Reserve Corp of the Kane County Department of Public Health is responsible for coordinating volunteer health professionals, as well as other citizens with an interest in health issues. Elgin is the home to two(2)Level II Trauma Centers, one of which contains a Neo-Natal Trauma Unit and a Regional Heart Center, while the other hosts a Regional Cancer Center. Many of Elgin's residents are current and retired employees of the health care system and are available to support the Medical Reserve Corps as it is developed. The members of these organizations, as well as volunteer citizens, members of the city staff; and Mayor Ed Schock will form the focus of Elgin's Citizen Corps Council as it organizes within the next few months. CERT Grant Funding Currently, there are no funds available in the City of Elgin's budget for the implementation of new projects or programs. It is intended that initial funding for the CERT training and equipment program will be provided from funds received through the FEMA Community Emergency Response Training grant. In turn, the City of Elgin will provide for the use of meeting room space, some audio-visual and computer equipment, as well as emergency first responders to support the CERT training program as "coaches". FEMA Grant funds will be used to train and provide reasonable compensation for a part- time CERT coordinator and instructors. The CERT coordinator will develop the course outline and materials, procure training and safety equipment supplies, work with instructors on course content and instruction preparation, and develop and maintain a database of volunteers, individual and team equipment supplies and training classes. The CERT instructors will provide the basic classroom instruction, hands-on exercises, and as needed, advanced training to neighborhood residents and community groups. The coordinator, instructors, and coaches will provide leadership and coordination to volunteers participating in the CERT program. FEMA Grant Funds will also be used to procure classroom equipment and materials, as well as, provide for the basic safety and other miscellaneous equipment that is recommended for each CERT member and team. With funding from this grant, the City of Elgin will seek to have our CERT training and equipment program in place and have provided basic CERT course training to approximately 50 Citizen Corps members by the end of the grant performance period on August 31, 2004. Maintaining and Expanding the CERT Program Funding support to establish the Citizens Corps Council and continue CERT training will be sought through additional FEMA grant opportunities provided to communities and their Citizen Corps Councils. It is anticipated that the City of Elgin will be able to provide additional financial support, in future fiscal years, for the Citizens Corp Council and CERT program through funding of resources and materials as the program expands in the future. Our CERT program will work with the four nationally chartered Citizen Corps groups on a local basis, as well as invite our city government, local emergency response agencies and neighborhood associations to participate in the program thus insuring awareness of the CERT members and program throughout the community. Additional expansion of the CERT training program will include community outreach to the city's Hispanic, African-American and Laotian neighborhood programs. The CERT program will invite local first responders to participate in training classes as instructor assistants or coaches to ensure that our volunteer efforts are integrated with full time emergency responders The Citizen Corps Council will work to maintain its CERT membership by designing team exercises with our CERT members, coordinating neighborhood events and community activities targeted at emergency responses, providing CERT newsletters, and informing members of local response agencies about the CERT program City of Elgin Community Emergency Response Team (CERT) Work Plan The following list of objectives will be accomplished over the next six months with the assistance of FEMA funding from the CERT grant: • Provide a CERT Coordinator/Certified Instructor to prepare brochures, registration forms, course objectives, equipment procurement,instructor support, student and equipment databases. • Add two (2)instructors through the Illinois state level train-the-trainer course with IEMA, by April of 2004. Provide course preparation and delivery time. • Produce course materials including Instructor and Student manuals, and misc. handouts • Obtain equipment and supplies for classroom, audio-visual, fire suppression, medical, and search/rescue materials to be used in presenting training and in the coordination of the program. • Obtain safety equipment for CERT members • Complete a"pilot" class for twenty-five(25) VIPS members by June 15, 2004. • Train twenty-five(25) additional Citizen Corps members by August 15, 2004. • Provide CERT Team incentives for volunteer CERT training program graduates. • Obtain CERT Personal Response Pack Items to establish fifty(50) response packs. • Maintain documentation of budget and expenditures under this grant including; CERT Coordinator/Instructors $5,750 27% Non-Expendable Classroom Equipment $ 575 3% Course Materials, Supplies, Equipment $5,012 23% CERT Member Safety Equipment/Incentives $4,700 22% CERT Personal Response Packs $5,450 25% Total Program Budget $21,487 100% • Maintain documentation of CERT program accomplishments under this grant • Respond to grant program requirements established in the local CERT grant application including submittal of Quarterly Program Activity Reports to IEMA and OMB A-133 Single Audits as necessary. • Obtain materials and equipment for future training classes beyond the end date of the grant period to establish additional training of CERT members through the Community's neighborhood networks and outreach programs. Attachment: Detailed CERT Program Budget