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HomeMy WebLinkAbout06-174 Resolution No. 06-174 RESOLUTION AUTHORIZING EXECUTION OF A NEIGHBORHOOD IMPROVEMENT PROGRAM AGREEMENT WITH AMERICAN LITTLE LEAGUE (758 Summit Street) BE IT RESOLVED BY THE CITY COLTNCIT.OF THE CITY OF ELGIN, ILLINOIS,that Olufemi Folarin,City Manager,and Dolonna Mecum,City Clerk,be and are hereby authorized and directed to execute a Neighborhood Improvement Program Agreement on behalf of the City of Elgin with the American Little League for the property located at 758 Summit Street, a copy of which is attached hereto and made a part hereof by reference. s/ Ed Schock Ed Schock, Mayor Presented: July 12, 2006 Adopted: July 12, 2006 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk _ _ NEIGHBORHOOD IMPROVEMENT GRANT PROGRAM AGREEMENT-LARGE PROJECT THIS AGREEMENT is made and entered into this day of3L'y , 2006 by and between the City of Elgin, Illinois,a municipal corporation,(hereinafter referred to as the"City") and Elgin American Little League(hereinafter referred to as the"Applicant"), WITNESSETH: WHEREAS, the Applicant's Kim Meyer has been duly authorized by the Applicant to enter into this Agreement;and WHEREAS, the Applicant desires the City to provide financial assistance for a neighborhood improvement project to take place within the boundaries of that neighborhood;and WHEREAS, the City has agreed to provide a Neighborhood Improvement Grant to the Applicant to provide financial assistance and incentives for neighborhood groups and organizations in the development and implementation of projects benefiting their respective neighborhoods. NOW, THEREFORE, for and in consideration of the mutual promises and undertakings contained herein,and other good and valuable consideration,the receipt and sufficiency of which is hereby acknowledged,the parties hereto agree as follows: 1. That the foregoing recitals are incorporated into this Agreement in their entirety. 2. That the Applicant represents and warrants that he/she complies with the Applicant eligibility guidelines for the Neighborhood Improvement Grant Program including but not limited to the following: a. The Applicant represents a neighborhood-based organization of residents or businesses registered with the City of Elgin Neighborhood Liaison office. b. The Applicant represents an ad-hoc group of residents who have formed a committee solely for the purpose of the specific project. The applicant group must be sponsored by a registered neighborhood-based organization. c. The neighborhood group or organization's meeting dates and times must be publicized within the geographic area of the city represented by the group or organization and the meetings must be open to the public. 3. Projects requiring physical improvements or additions to the neighborhood shall be located on publicly owned property. All projects involving physical improvements or additions shall be approved by the City's Director of Code Administration and by the City's Engineer. Any such projects requiring physical improvements or additions shall be constructed and maintained by the Applicant, and Applicant shall conduct all of its activities funded pursuant to this agreement. Maintenance of such physical improvements or additions shall be at the sole expense of Applicant. 4. Projects or activities requiring services to be rendered shall be provided to all members of the public without charge. 5. Residents of the neighborhood shall be active participants in the planning and implementation of the project. 6. All projects or activities shall be completed a period of twelve(12) months from the date of execution of this Agreement. For projects delayed by unforeseen or unanticipated circumstances outside of control of Applicant, a twelve (12) month extension may be requested after nine months from the date of the award. All extensions will be subject to the approval of City's Director of Planning and Neighborhood Services or his designee. 7. That the Applicant has been approved for a grant request for the following: • Elgin American Little League Beautification Project 8. Applicant shall present paid receipts or copies of paid receipts to City specifically designating actual expenses incurred for the project or activity described in the application with any request for reimbursement from City. Such requests for reimbursement from City. Such requests for reimbursement and paid receipts shall be limited to and shall specifically designated actual expenses incurred for the project or activity described in the application, and reimbursements shall not exceed the amounts approved at the time of the execution of the grant agreement. No funding shall be provided or approved by City for expenses incurred prior to the execution of the grant agreement. 9. City shall distribute the grant payment of,$7,560.00,to the Applicant in accordance with the provisions of the City's Neighborhood Improvement Grant Program policies. Partial payments and direct billing from vendors shall also be allowed during the course of the grant project if the activities under the grant program relate to discrete and separate items and the Applicant's financial ability to participate in the program is dependent upon partial payments throughout the program of work as determined by the City's Director of Community Development Group or his designee in his sole discretion. 10. That in the event that the Applicant fails to perform any of their obligations under this Agreement,remedies to the City shall include forfeiture of the grant as prescribed by the Neighborhood Improvement Grant Program policies of the City and requiring the Applicant to repay any and all grants in full in the event payments have previously been made by the City. 11. That this agreement shall not be deemed or construed to create an employment, joint venture,partnership or other agency relationship between the parties hereto. 12. To the fullest extent permitted by law, Applicant agrees to indemnify, defend and hold harmless the City, its officers,employees,boards and commissions from and against any and all claims, suits,judgments, costs, attorney's fees,damages or other relief arising out of or resulting from or through or alleged to arise out of any reckless or negligent acts or omissions of Applicant's officers, members, employees or agents in the performance of this Agreement. In the event of any action against the City, its officers, employees, agents, boards or commissions covered by the foregoing duty to indemnify, defend and hold harmless,such action shall be defended by legal counsel of the City's choosing. 13. Applicant shall keep legible accounting records, and the City shall have the right to review any and all such records upon reasonable notice. Failure to keep such accounting records shall constitute a material breach of this agreement. In the event of any material breach of this agreement by the Applicant, City shall be entitled to an immediate refund of all funds provided to Applicant within thirty(30)days written notice by City. 14. In the event this Agreement is terminated or in the event the program for which the City funds provided herein are to be applied is discontinued or if the Applicant ceases operations prior to December 31, 2006, the Applicant shall refund to the city any funds paid by the City hereunder within thirty(30)days of written demand by City. 15. This Agreement shall be subject to and governed by the law of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County,Illinois. 16. Signatory hereto on behalf of Applicant hereby personally warrants and represents that he has legal authority to sign on behalf of Applicant, and that he and Applicant have the legal capacity to enter into grant agreements. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first written above. CITY OF ELGIN,a municipal Elgin American Little League o, 'I 1,Mm.,.ii.el11..J� .�Adithiv t. By ,'•nne Hall t i eyer • agement Analyst President 4 Exhibit A Project Name: Elgin American Little League Beautification Project Project Location: 758 Summit Street Project Description: Beautification of public areas at Elgin American Little League fields Neighborhood Organization: Elgin American Little League Project Coordinator's Name: Kyle Bault Work Items Projected Cost Paid by Applicant Reimbursed by Grant Allocation Installation of plant $4,800 $4,800 materials Building of benches $6,500 $6,500 and tables by carpenters union 9 picnic tables $2,700 $2,700 10 park benches $2,000 $2,000 Rental of 10 $150 $150 wheelbarrows Rental of dingo with $300 $300 auger Purchase of plant $7,560** $7,560** material Purchase of 15 yards $405 $405 of mulch TOTAL: $24,415 $16,855 $7,560 * Cost is approximated. Detailed receipts will need to be submitted for final approval and reimbursement. ** In-kind contributions of E<C Agenda Item No. 1� = City of Elgin June 23, 2006 m TO: Mayor and Members of the City Council FROM: Olufemi Folarin, City Manager RuthAnne K. Hall,Neighborh d Services Committee rid,!or;.,.,r ;,.,�,�y SUBJECT: 2006 Neighborhood Improvement Grant Program—American Little League Grant PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider an application from the American Little League for the 2006 Neighborhood Improvement Program—Large Project Fund. RECOMMENDATION It is recommended that the City Council approve the grant request for the American Little League in the amount of$7,560 and direct staff to execute the grant agreement. BACKGROUND The Neighborhood Improvement Grant Program (NIGP) was established in 1996 using Riverboat funds to provide financial assistance to neighborhood groups and organizations in the development and implementation of public projects benefiting their respective neighborhoods. Since its inception the NIGP has awarded $680,000 to 112 neighborhood projects throughout the community, including projects such as neighborhood signage, parkway tree replacements, newsletters, neighborhood festivals and community-building events. The Large Project Fund is targeted for projects with a cost between $1,000 and $15,000 and that can be completed within one year. Organizations are limited to receiving one grant from the Large Project Fund per program year. The total amount of funding budgeted by the City for the Large Project Fund is no less than 60% of the overall $125,000 2006 budget for the Neighborhood Improvement Grant Program ($75,000) and no more than 70% of the overall budget ($87,500). To date, $45,252.50 has been granted to five projects for the Large Project Fund. Upon hearing that funding remained available for the Large Project Fund for 2006, several neighborhood and not-for-profit organizations contacted staff to request funding. The Elgin American Little League (EALL) has requested $7,560 in assistance with a beautification project. The funding will provide for shade trees and evergreens to be purchased and installed throughout the property. The EALL has partnered with the Gifford Park Association, Original East Side 2006 Neighborhood Improvement Grant Program—American Little League Grant 401", June 23, 2006 Page 2 Neighbors, and Neighbors of South East Elgin to provide the volunteer support to plant the trees. In addition, the Carpenters Local 363 has offered their skills and materials to install 9 picnic tables and 10 park benches. Overall, it is estimated that with in-kind donations, volunteer support, and monetary assistance the beautification project is valued at $24,575. In regards to the remaining $37,692.50 in funding, staff is still actively working with several additional neighborhood groups to finalize applications for grant projects. The applications will be reviewed and approved on a first-come first-served basis until all remaining funds are committed. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Various neighborhood organizations throughout the City. ilityINANCIAL IMPACT The 2006 budget for the Neighborhood Improvement Grant Program is $125,000. Per the ordinance the funds for the various fund distributions is as follows: 1. Small Project Fund—no less than 10%,no more than 15% of the annual funding. ink 2. Large Project Fund—no less than 60%, no more than 70% of annual funding. 3. Neighborhood Planning Fund — no less than 20%, no more than 25% of annual funding. Funding for the Large Project Fund is included in the 2006 Riverboat Fund budget ($125,000), account number 275-0000-791.78-99, project number 079852. Funds for the Small Project Fund and Neighborhood Planning Fund ($28,500) will be allocated later in the year. Sufficient funds are budgeted and available to fund the approved Elgin American Little League beautification project for total of$7,650. \A j\wLEGAL IMPACT None. ALTERNATIVES 1. Approve the recommended American Little League beautification grant for$7,560. 2. Reject the recommended American Little League beautification grant for $7,560. Respectfully submitted for Council consideration. 01/1" RKH