HomeMy WebLinkAbout10-162 Resolution No. 10-162
RESOLUTION
AUTHORIZING EXECUTION OF A COMMUNITY DEVELOPMENT
BLOCK GRANT SUB-RECIPIENT AGREEMENT WITH
NORTHERN ILLINOIS FOOD BANK
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Sean R. Stegall, City Manager, and Diane Robertson,City Clerk,be and are hereby authorized and
directed to execute a community development block grant agreement on behalf of the City of Elgin
with the Northern Illinois Food Bank for its food distribution and community nutrition center project,
a copy of which is attached hereto and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: August 11, 2010
Adopted: August 11, 2010
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
AGREEMENT
BETWEEN THE CITY OF ELGIN AND
THE NORTHERN ILLINOIS FOOD BANK
This AGREEMENT is entered into as of the 11th day of August ,2010,by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter called "GRANTEE" or
"CITY") and the NORTHERN ILLINOIS FOOD BANK, a not-for-profit corporation incorporated
pursuant to the laws of the State of Illinois, (hereinafter called "SUB-RECIPIENT") having a principal
place of business at 600 Industrial Drive, St. Charles,Illinois 60174.
RECITALS
A. CITY has applied for Community Development Block Grant funds (hereinafter referred
to as "CDBG funds") from the United States Department of Housing and Urban
Development (hereinafter called "HUD") as provided by the Housing and Community
Development Act of 1974,as amended(P.L. 93-383)(hereinafter called"ACT").
B. CITY has considered and approved the application of SUB-RECIPIENT for CDBG funds
allotted to CITY for distribution to SUB-RECIPIENT.
C. The CITY and SUB-RECIPIENT enter into this Agreement pursuant to their respective
powers to enter into such Agreements, as those powers are defined in the Illinois
Constitution and applicable statutes.
II. SCOPE OF THE PROJECT
A. SUB-RECIPIENT hereby agrees to perform, in a timely fashion, the activities provided
for herein, and those previously defined in the application and project description dated
December 11, 2009, submitted by the SUB-RECIPIENT entitled "Food Distribution and
Community Nutrition Center" a copy of which is attached hereto as Exhibit "A" and
incorporated herein by this reference (hereinafter referred to as the "PROJECT"). The
SUB-RECIPIENT was awarded a grant for Fiscal Year(FY)2010.
B. All funding provided to SUB-RECIPIENT shall be used solely to build the new Food
Distribution and Community Nutrition Center at property located on Dearborn Court,
Geneva, Illinois. Over 7,000 low and moderate income individuals received food each
month in Kane County from the Northern Illinois Food Bank Distribution Center in its
2009-2010 fiscal year. The new building will serve 100% low and moderate income
persons as defined by 24 CFR 570.208 (a) (2) (i) (A). Such funding shall be used solely
for the construction of the new food distribution and community nutrition center
proposed to be located at 273 Dearborn Court, Geneva, Illinois, 60134, and other costs
associated with the above activities as are consistent with the scope and intent of the
PROJECT and are pre-approved by CITY staff.
C. The SUB-RECIPIENT shall comply with administrative and procurement requirements
as applied to the Community Development Block Grant program in accordance with 24
CFR 85:
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1. The Bid Specifications shall include all specifications and pertinent attachments
and shall define the items or services in order for the bidder to properly respond.
2. The SUB-RECIPIENT shall submit the Bid Specifications and plans to the City's
Community Development Department for staff's approval prior to advertising in
a newspaper and the Dodge Construction News.
3. The SUB-RECIPIENT shall include in the invitation for bids, the statement
"Minorities and women contractors are encouraged to submit bids." The SUB-
RECIPIENT shall purchase a 1" x 3" space in the Dodge Construction News
Classified Section specifically inviting Minority Business Entity/Women
Business Entity(MBE/WBE) firms to submit bids.
4. All bids will be publicly opened at the time and place prescribed in the invitation
for bids.
5. The SUB-RECIPIENT shall provide the City's Community Development
Department with a copy of the classified advertisement and the results from the
bid opening.
6. The contract award will be awarded, in writing, to the lowest responsive and
responsible bidder. Any or all bids may be rejected, if there are sound
documented reasons.
D. The SUB-RECIPIENT shall comply with the Federal Labor Standards and Prevailing
Wage Rates as applied to the Community Development Block Grant Program in
accordance with Title 29 of the Code of Federal Regulations, Part 5:
1. After the start of the described work, the SUB-RECIPIENT shall provide to the
City's Community Development Department staff, weekly reports of the
contractor and/or subcontractors at the job site. The SUB-RECIPIENT shall
conduct employee interviews of the contractor and/or subcontractors at the job
site.
2. Originals of all documents required for compliance with the Federal Labor
Standards shall be supplied to the City's Community Development Department.
3. SUB-RECIPIENT shall erect a sign in a prominent place at the job site crediting
the City of Elgin and HUD for funding of the PROJECT by including the
following statement:
"Funding for the Project has been provided, in part, by the City of Elgin from the
U.S. Department of Housing and Urban Development's Community
Development Block Grant Program."
E. The SUB-RECIPIENT shall provide a Progress Report to the CITY each month,
reporting on the status of the PROJECT in relation to the project target dates. The
monthly progress reports shall begin upon the signing of the Agreement and shall
continue until the completion of the project. Monthly progress reports, due on the 10`x'
day of the following month, for the previous month's activities, shall be submitted until
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the expiration of this agreement or until directed to discontinue such reports in writing by
CITY.
F. Request for Payment
1. The SUB-RECIPIENT shall provide the City's Community Development
Department, prior to the start of construction, with an itemized list of all
estimated expenditures. This list (on a State of Illinois Engineer's Pay Estimate
form BLR-283 or equivalent) shall show expected quantities and unit prices for
each item.
2. Request for payment shall be submitted on a timely basis. Each request for
payment sent to the CITY shall be accompanied by said payment estimate form
signed by the SUB-RECIPIENT'S authorized representative and showing the
work completed. Changes to items on the pay estimate form must be authorized,
in writing, by the SUB-RECIPEINT (on a State of Illinois Request for Approval
of Change in Plans Form BLR-228 or equivalent), and a copy of such
authorization shall be submitted to the City's Community Development
Department before payment pursuant to such changes is made.
G. The SUB-RECIPIENT shall provide a Progress Report to the City's Community
Development Department each month, reporting on the status of the PROJECT in
relation to the Implementation Schedule. The progress reports shall begin upon the
signing of the Agreement and shall continue until the PROJECT is closed out. The SUB-
RECIPIENT shall use a form provided by the Community Development Department and
shall include all required information about the number of clients served each month (by
race, income, and the number of female headed households).
H. Prior to the expenditure of CDBG funds,the SUB-RECIPIENT shall meet with the City's
Community Development Department staff to establish acceptable documentation and
guidelines regarding requests for payment for the activities described in the Scope of
Work. No payment of CDBG funds will be made by CITY without the required
documentation.
I. SUB-RECIPIENT shall record and report monthly to the CITY all program income (as
defined in 24 CFR 570.500(a)) generated by activities carried out with CDBG funds
made available under this Agreement. Any such program income shall be returned to the
CITY. Written request for an exception to this section must be made in writing to the
CITY's Community Development Department. Such request shall describe why the
SUB-RECIPIENT needs the income, the specific activities the SUB-RECIPIENT will
undertake with the funds, and how the SUB-RECIPIENT will report income and
expenditures to the CITY. A written response to the request will be provided to the SUB-
RECIPIENT from the CITY. The use of any program income by the SUB-RECIPIENT
shall comply with the requirements set forth at 24 CFR 570.504. By way of further
limitations, to the extent any such income is used during the Agreement period for
activities permitted under the Agreement, SUB-RECIPIENT shall reduce requests for
additional funds by the amount of any such program income balances on hand. All
unexpended program income shall be returned to the CITY at the end of the Agreement
period. Any interest earned on cash advances from the U.S. Treasury and from funds
held in a revolving fund account is not program income and shall be remitted promptly to
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the CITY.
III. AMOUNT AND TERMS OF GRANT
A. The CITY shall distribute to SUB-RECIPIENT, as SUB-RECIPIENT'S portion of the
total grant received by the CITY and in consideration of SUB-RECIPIENT'S undertaking
to perform the PROJECT, a maximum of$50,000(hereinafter "Grant Funds"),to be paid
in the manner set forth herein at Section VII.
B. This PROJECT shall be identified by the following project and account numbers: Project
No. 154647 and Account No. 230-0000-791.93-36 in the amount of $50,000, which
identifying numbers shall be used by SUB-RECIPIENT on all payment requests.
C. In the event the services identified in Section II, Scope of the Project of this Agreement
or other eligible services for low and moderate income individuals and households are no
longer provided at the Northern Illinois Food Bank Distribution and Community
Nutrition Center at property located at 273 Dearborn Court, Geneva, Illinois, 60134, due
to actions by the SUB-RECIPIENT, the SUB-RECIPIENT shall reimburse the U.S.
Department of Housing and Urban Development or the CITY for renovation activities
undertaken in whole or in part with CDBG funds at a rate of 6.7% for each year and
portion of each year remaining on the ten-year useful life of the Facility improvements.
The ten-year compliance period shall begin on the commencement date of this
Agreement. This provision shall not be construed as limiting the CITY from asserting
any claims against the Northern Illinois Food Bank Distribution and Community
Nutrition Center for the breach of any other terms of this Agreement.
D. Upon project completion as specified in Section II, Scope of the Project, any remaining
CDBG project funds shall be available for reallocation by the CITY to another eligible
CDBG project. If SUB-RECIPIENT materially fails to comply with any term of this
award, the SUB-RECIPIENT shall repay to the CITY all funds used for ineligible
activities.
E. A minimum of 51% of the persons served on an annual basis shall be at or below 80% of
the Median Family Income in order for the SUB-RECIPIENT to maintain eligibility for
the CDBG funds provided for herein. Said income levels shall be updated and revised
annually to conform to levels set by the U. S. Department of Housing and Urban
Development. Failure to meet the aforementioned minimum 51% threshold shall require
Sub-recipient to reimburse CITY for funds expended, in whole or in part, for renovation
activities.
F. Changes in the scope of services, budget, or method of compensation contained in this
Agreement, unless otherwise noted, may only be made through a written amendment to
this Agreement, executed by the SUB-RECIPIENT and CITY.
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IV. SUB-RECIPIENT'S COMPLIANCE WITH THE ACT
A. CITY shall assist SUB-RECIPIENT'S making application for CDBG funds.
B. SUB-RECIPIENT shall abide by the ACT, and all HUD rules and regulations
promulgated to implement the ACT.
C. SUB-RECIPIENT shall, upon request of CITY, (1) assist in the completion of an
environmental review and (2) complete certifications showing equal employment
opportunity compliance including equal employment opportunity certification with
reference to the PROJECT, as set forth in Exhibit "C" attached hereto and made a part
hereof.
D. SUB-RECIPIENT, in performing under this Agreement, shall:
1. Not discriminate against any worker, employee, or applicant, or any member of
the public, because of race, creed, color, sex, age or national origin, nor
otherwise commit an unfair employment practice; and
2. Take affirmative action to insure that applicants are employed without regard to
race, creed, color, sex, age or national origin, with such affirmative action in-
cluding, but not limited to the following: Employment, upgrading, demotion or
transfer, termination, recruitment or recruitment advertising, layoff or
termination, rates of pay or other forms of compensation, selection for training,
including apprenticeship.
E. SUB-RECIPIENT shall permit CITY and the Department of Housing and Urban
Development to conduct on-site reviews, examine personnel and employment records
and to conduct any other procedures or practices to assure compliance with the provisions
of this agreement. SUB-RECIPIENT agrees to post in conspicuous places available to
employees and applicants for employment notices setting forth the provisions of this non-
discriminatory clause.
F. SUB-RECIPIENT shall comply with all laws and state and federal rules and regulations,
including but not limited to those regarding a direct or indirect illegal interest on the part
of any employee or elected official of the SUB-RECIPIENT in the PROJECT or
payments made pursuant to this Agreement.
G. SUB-RECIPIENT hereby warrants and represents that neither the project, including but
not limited to any funds provided pursuant thereto, nor any personnel employed in the
administration of the program shall be in any way or to any extent engaged in the conduct
of political activities in contravention of Chapter 15 of Title 5, United States Code,
referred to as the Hatch Act.
H. SUB-RECIPIENT shall maintain records to show actual time devoted and costs incurred,
in relation to the PROJECT, and shall prepare and submit monthly progress reports which
describe the work already performed and anticipated during the remaining time of the
PROJECT. Upon fifteen (15) days notice from the CITY, originals or certified copies of
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all time sheets, billings, and other documentation used in the preparation of said progress
reports shall be made available for inspection, copying, or auditing by the CITY at any
time during normal business hours,at 150 Dexter Court,Elgin,Illinois.
I. SUB-RECIPIENT shall adopt the audit requirements of the Office of Management and
Budget (hereinafter "OMB") Circular A-133, "Audits of Institutions of Higher Learning
and Other Non-Profit Institutions." SUB-RECIPIENT shall submit to the CITY one copy
of said audit report. SUB-RECIPIENT shall permit the authorized representatives of the
CITY, HUD and the Comptroller General of the United States to inspect and audit all
data and reports of the SUB-RECIPIENT relating to its performance under the
Agreement.
J. SUB-RECIPIENT and CITY shall at all times observe and comply with Title 24 CFR
Part 570 and all applicable laws, ordinances or regulations of the Federal, State, County,
and local government, which may in any manner affect the performance of this
Agreement.
K. SUB-RECIPIENT shall transfer to the CITY any unused CDBG funds and submit all
billings attributable to this Project at the time this Agreement expires.
L. SUB-RECIPIENT will ensure that any real property under the SUB-RECIPIENT'S
control that was acquired and/or improved in whole or in part with CDBG funds is used
to meet the benefit of low and moderate income persons as defined by HUD, for a period
of 10 years after the commencement of this Agreement.
M. If during the 10 year period after the commencement of this Agreement, the SUB-
RECIPIENT disposes of any property under the SUB-RECIPIENT'S control that was
acquired and/or improved in whole or in part with CDBG funds, then the SUB-
RECIPIENT will reimburse the CITY in the amount of the current fair market value of
the property less any portion of the value attributable to expenditures of non-CDBG
funds for acquisition of, or improvement to, the property in accordance with 24 CFR
570.503(b)(8) and 24 CFR 570.505.
V. RIGHTS TO SUBCONTRACT
A. SUB-RECIPIENT is herewith granted authority to subcontract all or any portion of the
PROJECT to such engineers, architects, independent land use consultants, professional
land planner, construction contractors or other entities as SUB-RECIPIENT shall deem
appropriate or necessary and upon such terms as may be acceptable to SUB-RECIPIENT.
B. Administration of any subcontracts by the SUB-RECIPIENT shall be in conformance
with 24 CFR Part 570.200(d)(2) and Part 85.36.
VI. SUB-RECIPIENT'S AUTHORIZATION TO ACCEPT PROPOSALS
A. After the CITY has received notification that funds for the PROJECT have been released
by HUD, the SUB-RECIPIENT shall be authorized to accept the proposal of any
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subcontractor for the PROJECT.
VII. BILLING PROCEDURE
A. Upon release of Grant Funds by HUD for the PROJECT, the CITY shall make
disbursements to the SUB-RECIPIENT as either reimbursement for advances made by
SUB-RECIPIENT or as advances for specific cash requirements of SUB-RECIPIENT for
the PROJECT. All claims of SUB-RECIPIENT, whether for reimbursement or
advancement, shall comply with the following requirements:
1. SUB-RECIPIENT shall submit a listing of all disbursements of CDBG funds, on
a form provided by the CITY;
2. Any claim for advancement of CDBG funds shall be limited to an amount
necessary for SUB-RECIPIENT to meet specific cash requirements for the
PROJECT and shall be disbursed by SUB-RECIPIENT within three (3) working
days of receipt by SUB-RECIPIENT;
3. Any request for reimbursement or advancement pertaining to work under
contracts from the SUB-RECIPIENT shall include the following:
a. For interim payments to contractors and subcontractors, certification that
the work for which payment is requested has been performed and is in
place and to the best of SUB-RECIPIENT'S knowledge, information and
belief that, the quality of such work is in accordance with the contract
and subcontracts, subject to: (i) any evaluation of such work as a
functioning PROJECT upon substantial completion; (ii) the results of
any subsequent tests permitted by the subcontract; and(iii)any defects or
deficiencies not readily apparent upon inspection of the work; and
b. For final payment, certification that the work has been performed in a
satisfactory manner and in conformance with the contract.
4. Processing of all requests for payment shall be contingent upon the submission of
the required documentation by the contractor and subcontractor to the CITY that
fully complies with federal labor standards, uniform relocation act or any other
applicable federal, state, or local statutes,rules or regulations.
5. SUB-RECIPIENT shall forward to CITY all billings, vouchers, and other
documents representing any accounts payable, in such timely and reasonable
manner as both parties shall determine; provided, however, that in no event shall
such documents be forwarded to CITY later than twenty-one (21) days after
SUB-RECIPIENT'S receipt of such documents.
6. SUB-RECIPIENT shall cooperate with the CITY to facilitate the maintenance of
financial records by the CITY as required by Title 24 CFR 85.
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B. Upon submission of an acceptable claim for Grant Funds, CITY shall process such claim
and shall approve such claim for payment following approval by the City's Community
Development Department, for compliance with this Agreement and applicable HUD
requirements.
C. Except as provided for in Section IX and X herein, CITY shall pay all required payments
against eligible project costs, as described in Section II.B, incurred by SUB-RECIPIENT
under this Agreement.
VIII. ADMINISTRATION AND REPORTING REQUIREMENTS
A. SUB-RECIPIENT shall administer the Grant Funds in conformance with the regulations,
policies, guidelines and requirements of OMB Circular numbers A-110, A-122, and A-
133, as they relate to the acceptance and use of federal funds for the PROJECT.
B. SUB-RECIPIENT shall submit all required information to show compliance with
applicable laws, rules and regulations, as specified in this Agreement and shall submit to
CITY a monthly progress report no later than the fifth day of the month following the
activity being reported. SUB-RECIPIENT shall comply with all reporting and other
requirements as specified in Exhibit "B" attached hereto and made a part of this
Agreement.
C. Relocation of Tenants
SUB-RECIPIENT shall comply with the requirement under the Uniform Relocation
Assistance and Real Property Acquisition Policies Act of 1970. SUB-RECIPIENT shall
maintain a separate relocation file for each displaced person/business for at least three
years after the project has been completed or the person/business has received final
relocation payments, whichever is later. Relocation costs must be paid to any tenant
(residential or nonresidential) who occupies any building being acquired and is forced to
move without cause. Waiver of rights to relocation costs can only be done by a single
family homeowner.
D. Management Plan and Operating Budget of the Facility
SUB-RECIPIENT shall maintain, and keep current, a management plan and operating
budget stating policies governing the operation of the facility and shall keep this plan and
budget on file with the CITY.
IX. TERMINATION OF AGREEMENT OR SUSPENSION OF PAYMENT
A. During the implementation of the PROJECT, CITY may terminate this Agreement or
may suspend payment of Grant Funds to SUB-RECIPIENT for SUB-RECIPIENT'S
substantial breach of the Agreement, abandonment of the PROJECT or occurrence
rendering impossible the performance by SUB-RECIPIENT of this Agreement.
B. During the implementation of the PROJECT, the CITY may suspend payments of Grant
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Funds, due to use of funds in a manner unrelated to or in breach of this agreement relative
to, SUB-RECIPIENT'S performing the PROJECT, failure by SUB-RECIPIENT in
submitting supporting information or documentation for a claim, submission by SUB-
RECIPIENT of incorrect or incomplete reports, or SUB-RECIPIENT'S suspension of its
pursuit of the PROJECT.
C. In the event CITY elects to terminate this Agreement or to suspend payments, for any
reason stated hereinabove in paragraph A and B of this Section IX, it shall notify the
SUB-RECIPIENT, in writing, of such action, specifying the particular deficiency, at least
five (5) working days in advance of any such action and establishing a time and a place
for the SUB-RECIPIENT to refute the alleged deficiency at a time prior to CITY'S taking
such action. After allowing the SUB-RECIPIENT the opportunity to refute or correct the
alleged deficiency, if the alleged deficiency continues to exist, in the opinion of the
CITY, the CITY may withhold payment of the Grant Funds until such time as the
violation or breach is remedied. No action taken or withheld by the CITY under this
paragraph shall relieve the SUB-RECIPIENT of its liability to the CITY for any funds
expended in violation of any of the terms of this Agreement.
D. SUB-RECIPIENT shall transfer to the CITY any unused CDBG funds and submit all
billings attributable to this Project at the time this Agreement terminates or is suspended.
X. REMEDIES
A. To the fullest extent permitted by law, SUB-RECIPIENT agrees to and shall indemnify,
defend and hold harmless the CITY, its officers, employees, boards and commissions
from and against any and all claims, suits,judgments, costs, attorneys fees, damages or
any and all other relief or liability arising out of or resulting from or through, or alleged
to arise out of, any breach of this agreement; misuse or misapplication of funds derived
pursuant to this agreement by SUB-RECIPIENT; violation of any statutes, rules and
regulations, directly or indirectly, by SUB-RECIPIENT and/or any of its agents or
representatives; or any negligent acts or omissions of SUB-RECIPIENT or of SUB-
RECIPIENT'S officers, employees, agents or subcontractors. 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 CITY'S choosing. The provisions of this paragraph shall survive any
termination and/or expiration of this agreement.
B. In the event of loss of approved Grant Funds for the PROJECT as a result of any
violation or breach of this Agreement by the CITY, misuse or misapplication of funds
received from HUD unrelated to the PROJECT, or any violation of the statutes, rules and
regulations of HUD, directly or indirectly, by CITY and/or any of its agents or
representatives, CITY'S liability to SUB-RECIPIENT shall be limited to any funds
which have previously been provided to sub-recipient pursuant to this agreement. SUB-
RECIPIENT hereby waives and releases CITY from any and all other liability pursuant
to any such breach,misuse,misapplication or violation of statutes, rules or regulations.
C. In the event HUD, or any other federal agency, makes any claim which would give rise to
invoking the remedy provisions, as set forth in paragraph A or B of this Section X, then
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invoking the remedy provisions, as set forth in paragraph A or B of this Section X, then
the CITY or SUB-RECIPIENT shall immediately notify the other party, in writing,
providing the full details of the alleged violation. To the extent that any such matter is
not subject to exclusive federal jurisdiction, venue for the resolution of any disputes or
the enforcement of any rights arising out of or in connection with this Agreement
between the CITY and SUB-RECIPIENT shall be in the Circuit Court of Kane County,
Illinois.
D. In addition to any remedies available to the CITY, if CITY has lost or been prevented
from receiving any federal funds, other than the Grant Funds, as a result of any alleged
violation of law or other breach of this Agreement by SUB-RECIPIENT, the SUB-
RECIPIENT shall repay, upon demand by the CITY, such amount of Grant Funds
previously disbursed or allegedly due to the SUB-RECIPIENT.
XI. TIMELINESS
A. Time is of the essence of this agreement. SUB-RECIPIENT shall meet the schedule
deadlines listed below. Any milestone which the SUB-RECIPIENT does not achieve
within two months of the date listed will result in the SUB-RECIPIENT submitting a
revised implementation schedule for approval by the City's Community Development
staff. Failure to achieve these deadlines may result in the loss or reduction of grant funds
at CITY's discretion.
Target Dates Date
1. Bids Solicited July 2010
2. Select Contractor July 2010
4. Construction Begins August 2010
5. Construction Completed May 2011
B. SUB-RECIPIENT. Shall complete the PROJECT within twelve (12) months from the
date of this Agreement. However, in the event of any alterations or additions or of
circumstances beyond the control of SUB-RECIPIENT, which in the opinion of the
Community Development Director will require additional time for completion of said
expenditures, then in that case, the time of completion shall be extended by the
Community Development Director by a period of time not to exceed six(6)months.
C. If SUB-RECIPIENT is delayed in the completion of the PROJECT by any cause
legitimately beyond its control, as determined by the CITY, such that it cannot complete
the PROJECT within eighteen (18) months of the date of this Agreement, it shall
immediately give written notice to the CITY of the anticipated delay, the reasons
therefore and request an extension of time for completion of the PROJECT. CITY's
Community Development Director shall consider any such request and shall make a
recommendation to CITY's City Council as to whether in his sole discretion he considers
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be required for completion of the PROJECT due to the particular circumstances. The
CITY's City Council shall act upon the extension request and recommendation of the
Community Development Director and notify the SUB-RECIPIENT whether the time
extension is granted or denied, and the CITY's intention to exercise the remedies
available herein, including but not limited to suspension of further payments. A revised
implementation schedule shall be submitted by SUB-RECIPIENT if an extension is
granted by the CITY.
XII. MISCELLANEOUS PROVISIONS
A. AMENDMENTS - This Agreement constitutes the entire Agreement between the parties
hereto. There are no other agreements, either oral or implied, between the parties hereto
regarding the subject matter hereof. Any proposed change in this Agreement shall be
submitted to the other party for prior approval. No modifications, additions, deletions, or
the like, to this Agreement shall be effective unless and until such changes are executed,
in writing,by the authorized officers of each party.
B. SUBJECT TO FINANCIAL ASSISTANCE AGREEMENT - This Agreement is made
subject to financial assistance agreements between the CITY and the United States
Department of Housing and Urban Development, with the rights and remedies of the
parties hereto being in accordance with any such agreements.
C. ASSIGNMENT - except as provided in Section VI hereof, SUB-RECIPIENT shall not
assign this Agreement or any part thereof and SUB-RECIPIENT shall not transfer or
assign any Grant Funds or claims due or to become due hereunder, without the written
approval of the CITY having first been obtained.
D. ATTORNEY'S OPINION - If requested, SUB-RECIPIENT shall provide an opinion of
its attorney, in a form reasonably satisfactory to the CITY, that all steps necessary to
adopt this Agreement, in a manner binding upon SUB-RECIPIENT, have been taken by
SUB-RECIPIENT, and that SUB-RECIPIENT is in compliance with applicable local,
state and federal statues, rules and regulations for the purpose of complying with this
Agreement.
E. HEADINGS -The section headings of this Agreement are for convenience and reference
only and in no way define, limit, or describe the scope or intent of this Agreement, and
should be ignored in construing or interpreting this Agreement.
F. The terms of this agreement shall be severable. In the event any of the terms or
provisions of this agreement are deemed to be void or otherwise unenforceable for any
reason,the remainder of this agreement shall remain in full force and effect.
G. This agreement shall not be construed to create a joint venture, partnership, employment
or other agency relationship between the parties hereto.
H. Venue for the resolution of any disputes or the enforcement of any rights between the
parties hereto arising out of or in connection with the terms and provisions of this
agreement shall be in the Circuit Court of Kane County, Illinois.
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IN WITNESS WHEREOF,the parties hereto have executed this Agreement on the dates recited below.
CITY OF ELGIN, an Illinois Municipal Corporation
BY: awa. .�6
Sean R. Stegall
City Manager
DATE: August 11, 2010
ATTEST: ,n �� �e„ll,Ac5.v\
Diane Rertson
City Clerk
SUB-RECIPIENT: Northern Illinois Food Bank
600 Industrial Drive, St. Charles, Illinois 60174
BY: zl�l
H. Dennis Smith
Executive Director&CEO
h
DATE: /-,l7—% old
ATTEST: '�
12
EXHIBIT A
SUB-RECIPIENT'S CDBG APPLICATION
13
. .
CITY OF ELGIN CDBG PROGRAM
PROJECT APPLICATION •,?..,, `-'<•'(,-, /7,2,--„.
\2010-2011 PROGRAM YEAR /• („2 ,ck?„, 4-',/v
Date of Submittal: 12/11/2009
Project Name: Food Distribution and Community Nutrition Center
Project Address: Averill Road,
City: Geneva State: IL Zip Code: 60134
Census Tract, Block Group:
Submitting Agency/Organization: Northern Illinois Food Bank
Contact Person:
. ,
Name: Hester Bury
Address: 600 Industrial Drive
( .
City: St. Charles State: IL Zip Code: 60174
Telephone: 630-443-6910
Fax: 630-443-6916
E-mail: hbury@northernilfoodbank.org
Amount of CDBG Funding Request: $200,000
1
_ Headquarters
600 Industrial Drive . •
tti St.Charles,IL 60174-2129
phone:630.443.6910
fa,:630.443.6916
/ 1.,.--... .....__ hungennorthernilfoodbank erg
www.northemilibodbank_org
edr \0 I--_h e 1—n Illinois Fooc Bank Branch Locations
Lake County Branch
delivering food assistance to your community 473 Keller Drive
Park City,IL 60005
phone 847.336.3663
fax 847.336.3265
December 10, 2009 Rockford Branch
320 S.Avon Street
Jennifer Fritz-Williams . Rockland IL 61102
phone 815.961.7283
Elgin Planning and Neighborhood Services Dept., V fax 815.961.0036
CDBG Program
150 Dexter Court, Joliet Office
3033 W.Jefferson St
Elgin, IL 60120 Suite 210
Joliet IL 60435
Dear Jennifer, phone 815.846.1041
fax 815.846.1049
. .
We are attaching our application for CDBG funding for our capital campaign to Executive Committee
build a new Food Distribution and Community Nutrition Center, along with
RuThing 1-2Ch3thFoundation •
supporting documents. This center will benefit Elgin residents by providing more Gordon Hahn,Vice Choir
food and enhanced efficiency of service to partner food pantries, soup kitchens -
.7.Commurity\:iolunteer
and shelters, as well as allowing us to expand our youth nutrition program for craigparinse—rer,Warehouse
Elgin children. Support from the Elgin City Council would be a wise investment in Kari Boyd.past or
the future of providing food assistance for the low-income residents of Elgin. Kraft Foods
Floyd Ha Treasurer
. IA
We would welcome an opportunity to present our proposal in person to the City .1,froems,„ry (
Council and hope to be able to do this at the work session on February 10th, Advartage Sales&Marketing ..-
2010. FL Dennis'Srnith,President&CEO
Northern Illinois Food Bank
Please let me know if you need additional copies of the materials or any further Directors
information. Thank you for this opportunity and for your consideration of this Jan BedPer
Oicago Tribune
request. Jeff Flemming
• Rodtford Associates Planners&Arr.htte.7.!
Sincerely, Anne Hayes .
St EIB:abeth's Food Pantry
Alicia McCareins,PhD
RECA LLC
—6e/IbW ir ' i ' Gary Moe
Acosta Sales&Marketing
Hester Bury Keith Nieisen
Grants Manager Jewe-Osco
Jeff Norkiewicz
Dominick
Jim Oberweis
Oberweis Dairy.Inc.
Frank Pascoe,PhD
iJniwrsrty of St.Frar.L•rs
France Portrey
Anything's Possibie Events
Indy Schaefer
Sara Lee Corporation&
Sara Let Foundalion
Feter Schaefer
Communas.voia-,...eer
Dir,Vv'in-.on
Manir-Brawer(F.e.`07e.:"!;
a 1=0070!
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AM E R CA
PROJECT APPLICATION (continued)
1. PROJECT SCOPE AND PURPOSE:
Provide a detailed written statement that describes the scope of the proposed project,how CDBG
funds will be spent, the need for this project, and the anticipated benefits resulting from this
proj ect.
The Northern Illinois Food Bank (NIFB) provides nutritious food to all those in need through
its own efforts and those of its 520 partner agencies in the following 13 counties - Boone ,
DuPage, DeKalb, Grundy, Kane, Kankakee, Kendall, Lake, McHenry, Ogle, Stephenson, Will
and Winnebago. NIFB acquires, gathers, handles, and distributes donated, government, and
purchased food to more than 50,000 different people each week through local food pantries,
soup kitchens, shelters, youth activity centers and other food assistance sites. In FY 09 NIFB
distributed 27.2 million pounds of food, including 4.6 million pounds of frozen meat, fresh
produce and bakery items picked up from retail stores through the Food Recovery Program.
The Youth Nutrition Program provided 902,000 meal equivalents through snacks, meals,
lunches and food-filled backpacks to hungry children. NIFB's main office and warehouse is
located in St. Charles with branches in Lake County and Rockford and an office in Joliet. NIFB
is a member of Feeding America.
NIFB is requesting funding for our Capital Campaign: "We are running out of space, but
not out of hungry people". While this effort has long been a part of NIFB's vision to
provide hunger relief to those in need, the construction of a new Food Distribution and
Community Nutrition Center is now an urgent necessity. In the past year hunger has
exploded in our 13-county service area due to the recession and rising unemployment. !_
Unemployment is currently over 10% in ten of the counties and there are 221,175
unemployed workers in our service area. Even as the current economic situation improves we
do not expect the unemployment numbers to improve for some time and current trends indicate
that the number of people living in poverty could increase from 269,280 to over 400,000
by 2015. To help address this need, NIFB is delivering vital food and nutrition to over 50,000
people weekly and 3,000 children daily.
NIFB has 83 partner agencies in Kane County, 24 of which are located in Elgin. These
agencies include food pantries, soup kitchens, shelters and group homes. In the past year
(12/1/08 — 11/30/09) NIFB distributed 3.5 million pounds of food in Kane County and over
600,000 pounds in Elgin. This represents over 50% increase in food distributed over the
same period the previous year, indicating the significant rise in demand. The current
unemployment rate in Elgin is 12.4% and many additional residents are underemployed and
food-insecure.
In addition NIFB provides nutritious meals and food for low-income children at 22 Kane County
schools, after-school and summer activity sites. For the 2008-09 school year we provided a total
of 48,255 snacks and cold suppers to an average daily attendance of 317 hungry children in
Kane County. The Summer Lunch Program served 14,595 lunches to an average daily
attendance of 408 children at 6 Elgin sites in the summer of 2009. In a new initiative for the
2009 summer season, NIFB partnered with the City of Elgin, the Elgin Salvation Army, and
other community leaders to create "open" lunch programs available to low-income children.
Thirteen park locations were established and publicized so that any child under 18 years old
could receive a free and healthy lunch between 11am-1pm, Monday through Friday. Over 400
children were served each day for a total of 14,589 lunches. The BackPack Program is
currently providing weekend backpacks filled with nutritious food for 250 children at risk of
hunger at 4 Elgin schools.
NIFB's current 45-year old facility in St. Charles is no longer sufficient for us to meet this
increasing demand and effectively distribute food to those in need.
• The amount of usable storage space in our current building is restricted by the limited
ceiling height.
• The 242-pallet freezer and 100-pallet cooler are no longer large enough to store the
frozen meat and fresh produce that we are recovering from local retail stores.
• We are currently forced to store frozen products off-site at a minimum cost of$3,500 per
month, due to lack of freezer space at our facility.
• Our nine docks do not adequately accommodate inbound and outbound vehicles which
causes delays in loading and unloading product.
• Our building no longer has the space to satisfactorily provide work space and parking for
our increasing staff and volunteers.
To meet today's needs and plan for future growth, NIFB has purchased and fully paid for
property on Averill Road in Geneva, IL on which to build the new Food Distribution and
Community Nutrition Center. This new building will more than double the warehouse space
for dry products and increase our freezer and cooler space. There will be more vehicle and
refrigerated docks, expanded office space, a Clean Room for re-packing bulk foods and more
efficient work space for volunteers to sort and process donated food. NIFB will have the
capacity to handle and distribute up to 5 million pounds of food each month and anticipates
distributing at least 40 million pounds of food by 2015.
Our goal is to be the first "gold certified" Leadership in Energy and Environmental Design
(LEED) Food Bank in America. We predict that this increased efficiency will save us over
$130,000 in utility, maintenance and labor costs each year—money that can be used to access
and distribute more food for hungry neighbors.
As part of the campaign NIFB is planning a Community Nutrition Program in collaboration
with Benedictine University Department of Nutrition to provide a comprehensive educational and
research program to improve healthy eating habits for the low-income population in our service
area. We are grateful to the Sara Lee Foundation for their inaugural sponsorship of this vital
program. NIFB's new facility will also include a Production Kitchen to convert donated foods
into ready-to-eat meals and prepare snacks and suppers for the Youth Nutrition Program.
NIFB launched the campaign in 2008 and is approaching individuals, corporations and
foundations to secure funding for this endeavor. To date NIFB has purchased and paid for the
land in Geneva ($2.3 million) and raised an additional $1.8 million towards construction of the
new building. We have several requests pending with corporations, foundations and individuals
and are actively pursuing other donors. The Board of Directors is in full support of this
project and is pursuing the issuing of Tax-Exempt bonds to finance the construction
enabling us to break ground in May 2010. We have selected a contractor and are in the
process of negotiating a contract. Construction is estimated at $12.5 million.
3
NIFB's proposed new Food Distribution and Community Nutrition Center will benefit Elgin
residents by providing more food and enhanced efficiency of service to partner food pantries,
soup kitchens and shelters. After-school and summer meals will be prepared on-site at the Food
Bank eliminating the need for outside vendors allowing us to have better control over the
nutritional content of the meals and provide service to more children. Support from the Elgin City
Council would be a wise investment in the future of food assistance programs for the low-
income residents of Elgin.
2. PERFORMANCE MEASUREMENT:
Provide a list of project goals and objectives. Explain ho .' the achievement of goals and
objectives will be measured or quantified.
The goals and objectives of this project are as follows:
• Construct an efficient, well-designed, energy efficient Food Distribution Center to
prepare NIFB to handle and distribute more food more efficiently to serve the projected
increase of those in need of food for the future
• Establish a Community Nutrition Center to provide education on nutrition and healthy
eating for partner agency staff and volunteers and the low-income population and
research on federally funded food assistance programs.
• Establish a Production Kitchen to prepare meals for NIFB's Youth Nutrition Program and
convert bulk foods into ready-to-eat nutritious meals for distribution through partner
agencies
• Establish a Clean Room to convert donated bulk foods into retail size packages for
distribution through partner agencies. •
• Improve the health and well-being of the low-income population in our service area by
providing increased amounts of nutritious food through partner agencies and direct
distribution programs including the Youth Nutrition Program, the Senior Food Box
Program, Emergency Food Boxes and Mobile Pantries.
3. NATIONAL OBJECTIVE:
Identify the National Objective that is met to qualify the project for CDBG funding. Please refer
to the list of objectives in Section 2.3.1:National Objectives of this document.
This project meets the national objective to benefit low and moderate income persons or
households as defined by Section 8 household income guidelines.
4. ELIGIBLE ACTIVITY:
Identify the eligible activity that qualifies the project for CDBG funding. Please refer to the list
of activities in Section 2.3.2:Eligible Activities of this document.
This project meets the eligible activity of Public Facilities and Improvements.
5. LOW & MODERATE INCOME BENEFIT STATEMENT:
4
.
Explain how the proposed project benefits low and moderate income persons, households or
oeig,bborbuods. Quantify the population benefiting from the proposed project. Describe the
method used to calculate the benefit.
Population benefiting from proposed project:
-Number ofpersons orhouseholds expected tobenefit from the project.
-Number of lovv/moderate income persons/households expected to benefit from the project.
Throughout our 13-county service area we are serving over 50,000 people each week. From
monthly reports provided by partner agencies we estimate that we served over 131.220
individuals from 21,851 households (duplicated) in Elgin during FY 09. From reports of
clients self-attesting to being low income to receive food provided by the federal government
(TEFAP) we can report that over 7.000 individuals receive food each month in Kane
County. We also serve approximately 400 children every week with after-school suppers or
weekend backpacks. We do not anticipate this number decreasing in 2010 and it may well
increase.
6. DOCUMENTATION AND REPORTING:
During the course of this project, you are required by federal regulations to provide monthly or
quarterly reports on the clientele benefiting from thibproject. Describe the method you will use to
collect and maintain the following information on the clientele you serve:
• Number of persons/households
• Number of low and moderate income persons/households
• Household size and household income
• Race/ethnicity of clientele
• Number of female-headed households
N|FB requires partner member agencies to report monthly on the number of people served in
the following categories: individua!s, hoVseho|ds, children under 18 and seniors over 65. We do
not require partner agencies to report on household size or incorne, race, ethnicity or female-
headed households. Some partner agencies that are eligible to receive and distribute
government commodities provided by the federally funded Emergency Food Assistance
Program (TEFAP) are required to have clients self-attest to being low or moderate income as
determined by the federal poverty guidelines. We require partner agencies to submit these self-
attestation sheets to us. We will be able to provide monthly or quarterly reports with these
statistics.
PROJECT APPLICATION (continued)
3. PROJECT COST ESTIMATE:
Provide cost information in the table below and/or attach additional cost estimate summaries.
Project Components Estimated Cost
A.__Construotion of Food Distribution
and Community Nutrition Center $12,500.000
5
B.
C.
D.
E.
Total Project Cost $12,500,000
Total CDBG Funding Request $200,000
Total Contribution From Other Funding Sources $12,300,000
8. OTHER PROJECT FUNDING SOURCES AND AMOUNTS:
Funding Source Amount of Funding
A. Please see attached Capital Campaign Fundraising Report
B.
C.
D.
E.
Total Contribution From Other Funding Sources
PROJECT APPLICATION (continued)
9. PROJECT IMPLEMENTATION:
List the major tasks that will be accomplished through this project and provide a completion date for each
task.
Task Completion Date
A. Contractor for construction confirmed December 2009
B. Ground breaking for new building May 2010
C. Occupy new building February 2011
6
D.
E.
Total number of months required for project completion: 8 months
Required Attachments:
A. Mission Statement
B. Tax exempt letter from Federal IRS
C. Tax exempt letter from State Franchise Tax Board
D. Articles of Incorporation
E. By Laws
F. Board of Directors
G. Board Resolution
H. Organizational Chart
I. Resume for CEO and CFO
J. Most recent financial statement
K. Audit FY 09
Additional attachments:
L. Advertorial
M. Capital Campaign Brochure
N. Capital Campaign Fundraising Update
O. Plans
7
Northern Illinois Food Bank
Mission Statement
The mission of the Northern Illinois Food Bank is to provide nutritious food to all
those in need through our own efforts and those of our non-profit partners in 13
northern Illinois counties - Boone , DuPage, DeKalb, Grundy, Kane, Kankakee,
Kendall, Lake, McHenry, Ogle, Stephenson, Will and Winnebago.
Attachment A
Internal Revenue Service Department of the Treasury
P. 0. Box 2508
Cincinnati, OH 45201
Date: June 26, 2000 Person to Contact:
Karen Turner 31-07345
Customer Service Specialist
NORTHERN ILLINOIS FOOD BANK Toll Free Telephone Number:
600 INDUSTRIAL DR 8:00 a.m.to 9:30 pm.EST
ST CHARLES, IL 60174 877-829-5500
Fax Number:
513-263-3756
Federal Identification Number:
36-3203648
Dear Ms. Lautenbach:
This letter is in response to your request for a copy of your organization's determination letter. This letter will
take the place of the copy you requested.
Our records indicate that a determination letter issued in December 1982 granted your organization
exemption from federal income tax under section 501(c)(3) of the Internal Revenue Code. That letter is still in
effect
Based on information subsequently submitted,we classified your organization as one that is not a private
foundation within the meaning of section 509(a) of the Code because it is an organization described in
sections 509(a)(1) and 170(b)(1)(A)(vi).
•
•
This classification was based on the assumption that your organization's operations would continue as stated
" in the application. If your organization's sources of support, or its character, method of operations, or
purposes have changed, please let us know so we can consider the effect of the change on the exempt
status and foundation status of your organization.
Your organization is required to file Form 990, Return of Organization Exempt from Income Tax, only if its •
gross receipts each year are normally more than $25,000. If a return is required, it must be filed by the 15th
day of the fifth month after the end of the orQanization's annual accounting period. The law imposes a
penalty of$20 a day, up to a maximum of$10,000, when a return is filed late, unless there is reasonable
cause for the delay.
All exempt organizations (unless specifically excluded) are liable for taxes under the Federal Insurance
Contributions Act (social security taxes) on remuneration of$100 or more paid to each employee during a
calendar year. Your organization is not liable for the tax imposed under the Federal Unemployment Tax Act
(FUTA).
Organizations that are not private foundations are not subject to the excise taxes under Chapter 42 of the
Code. However, these organizations are not automatically exempt from other federal excise taxes.
Donors may deduct contributions to your organization as provided in section 170 of the Code. Bequests,
legacies, devises, transfers, or gifts to your organization or for its use are deductible for federal estate and
gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code.
Attachment B
-2-
NORTHERN ILLINOIS FOOD BANK
36-3203648
Your organization is not required to file federal income tax returns unless it is subject to the tax on unrelated
business income under section 511 of the Code. If your organization is subject to this tax, it must file an
income tax return on the Form 990-T. Exempt Organization Business income Tax Return. In this |ettor, we
are not determining whether any of your organization's present pr proposed activities are unrelated trade or
business as defined in section 513 of the Code.
. .
The law requires you to make your organization's annual return available for public inspection without charge
for three years after the due date of the return. If your organization had a copy of its application for
recognition of exemption on July 15, 1987, it is also required to make available for public inspection a copy of
that application, any supporting documents and the exemption letter to any individual who requests such
documents in person or in writing. You can charge only a reasonable fee for reproduction and actual postage
costs for the copied materials. The law does not require you to provide copies of public inspection
documents that are widely available, such as by posting them on the Internet(World Wide Web). You may
be liable for a peh alty of$20 a day for each day you do not make these documents available for public
inspection (up to a maximum of$10.ODOinthe case ofaMannual natun).
Because this letter could help resolve any quettions about your organization's exempt status and foundation
status, you should keep it with the organization's permanent records.
If you have any questions, please call us at the telephone number shown in the heading of this letter.
This letter affirms your organization's exempt status.
Sincerely,
• •
pr:JZP
'
John E. Ricketts, Director,TE/GE
Customer Account Services
���
Illinois Department of Revenue
` 7,:• ��6 Office of Local Government Services
" �''• m� Sales Tax Exemption Section, 3-520
101 W. Jefferson Street
Aitc,°
Dcz� ,R:
OFFICE OF THE ATTORNEY GENERAL
August 11,2009 STATE OF ILLINOIS
NORTHERN ILLINOIS FOOD BANK
600 INDUSTRIAL DRIVE Lisa Madigan
ATTORNEY GENERAL.
ST. CHARLES, IL 60174
RE: RE: Status of NORTHERN ILLINOIS FOOD BANK under the Illinois Charitable Laws
CO#01012457
Dear Registrant:
This letter is pursuant to your request that the Attorney General confirm the status of
NORTHERN ILLINOIS FOOD BANK under the Charitable Organization Laws.
This organization is currently registered with the Attorney General's Charitable Trust and
Solicitations Bureau as CO#01012457. It is current in the filing of its financial.reports,having
filed its report for the period ended June 30,2008. Please let us know if you require further
information.
Sincerely,
is 27A-4---KL_I-
Takiyah Martin Bames,Compliance Officer
Charitable Trusts Bureau
100 West Randolph Street, 11th Floor
Chicago, Illinois 60601
Telephone: (312) 814-2595
Attachment D
BYLAWS OF THE
NORTHERN ILLINOIS FOOD BANK
(Revised September 17, 2009)
Article I. Name, Registered Office and Agent and Fiscal Year
A. The name of this organization is Northern Illinois Food Bank (hereinafter referred
to as "the Food Bank"), an Illinois not-for-profit corporation.
B, The Food Bank shall have and continuously maintain a registered agent whose
office is identical with such registered office and may have other offices within
the State of Illinois as the Board of Directors may determine to be necessary. All
corporate records shall be maintained at the registered office. The Executive
Director of the Food Bank shall serve as its registered agent. The street address
of the Food Bank's registered office is 600 Industrial Drive, St. Charles, IL
60174.
C. The Food Bank shall operate on a fiscal year beginning July 1 and ending June
30.
Article II. Purposes
The Food Bank is committed to providing Hunger Relief to the communities it serves in
Northern Illinois by serving as an affiliate member of America's Second Harvest's
national network of food banks and by conducting its business practices to include:
A. Soliciting donations of edible food from all levels of the food industry; and cash
donations and in-kind donations from individuals, companies, foundations,
governmental agencies, and other entities as appropriate to provide program and
operational funding and support.
B. Purchasing, collecting, warehousing, and facilitating the distribution of food to
low income or needy people.
C. Making food available to member agencies, organizations, and churches, that
are expected to have a 501(c)(3)tax exempt status with the Internal Revenue
Service, and embrace as their mission the acts of providing emergency food or
food boxes for families in need, or providing prepared meals for senior citizens,
children, the homeless, the chronically ill or financially challenged individuals or
families.
D. Offering food assistance programs that will reduce the levels of food insecurity
among the residents of the communities it serves.
Attachment E
Page 1 of 1
E. Advocating an active policy of hunger awareness.
Article Ill, Board of Directors ("Board")
A. Duties and Responsibilities of the Board. The duties and responsibilities of the
Board (individually and as a whole) shall include, but not be limited to, the
following:
1. Oversight of the Food Bank; •
2. Establishment or apprOval of the Food Bank's policies;
3. Approval of annual budget and audit of financial statements;
4. Approval of official eligibility requirements for all member agencies;
5. Hiring, terminating, and designating the responsibilities and initial
compensation of the President-CEO, and
6. Any other actions necessary in setting policy for the Food Bank and
overseeing Food Bank business.
B. Membership. The Board shall consist of no less than ten and no more than
twenty-four duly elected directors.
1. Appointment of Members. The Board Development Committee,
pursuant to Article V of these Bylaws, shall nominate candidates for Board
membership to the Board at least one regular meeting prior to the meeting
at which the Board is to vote on the candidate's appointment. This
nomination process will also apply to those Directors whose first term is
expiring but are eligible for a second term pursuant to Article Ill, B. 2. c. of
these Bylaws. Directors shall be appointed upon receiving affirmative
votes of two-thirds of those members then present but not less than half
of the total membership of the Board.
2. Composition. To the extent possible, the composition of the Board will be
designed to represent the diverse ethnicity and geography of the Food
Bank's service area population. Directors must be committed to the
mission of the Food Bank and cannot be affiliated with another
organization or company whose actions or operations may conflict with
the actions or operations of the Food Bank.
a. The President-CEO of the Food Bank shall be a non-voting
member of the Board of Directors.
Page 2 of 2
b. One Board member shall be a representative of one of the Food
Bank's agency partners. This Member shall be nominated by the
Board Development Committee and be appointed by the same
process as other Board members. The member shall have all
privileges and responsibilities accorded all Board members but
shall have a membership term of two years.
c. Term. The term of a Director shall be four years, except as noted
in III. B. 2. b. A Board member's term shall commence immediately
upon election and end at midnight on the last day of the third full
fiscal year subsequent to his election. As an example, a Board
member elected on October 17, 2006 would begin a term the day
of election, with said term ending June 30, 2010. A Board member
elected July 1, 2007 would begin a term the day of election, with
said term ending June 30, 2011. Therefore all terms will be a
minimum of three calendar years (if elected on June 30) up to a
maximum of four calendar years (if elected on July 1), except as
noted in III.B.2.b.No director may serve more than two consecutive
terms before his service to the Food Bank as a member of the
Board of Directors must be interrupted by a minimum one-year
hiatus. After such a hiatus, the Director may again be nominated
and elected to the Board according to the provisions of these
Bylaws. A Director elected to fill a vacancy shall be elected for the
remainder of the unexpired term of his predecessor in office. In
such a case, the term shall not be counted towards the two
consecutive term limit unless the Director serves more than two
years of the term.
C. Meetings of the Board of Directors
1. Regular Meetings. The Food Bank's Board of Directors shall meet at
least four(4)times during the fiscal year including at least once during
each quarter pursuant to a meeting schedule presented to the Board of
Directors at the beginning of each fiscal year.
2. Annual Meeting. The Board of Directors of The Food Bank shall hold an
annual meeting on such date as the Chair shall designate, unless such
date is changed by action of the Board of Directors. Annual reports shall
be presented by the standing committee chairmen at this meeting, and
other business will be conducted as is deemed necessary.
3. Special Meetings. Special meetings of the Board of Directors may be
called by the Chair or Vice-Chair on behalf of the Executive Committee or
on behalf of a written request of any five Directors of the Board.
Page 3 of 3
4. Conduct of Board Meetings. Board meetings shall be chaired by a
Board officer in the following order of precedence: Chair, Vice-Chair,
Treasurer, Secretary and Past Chair. If all officers are absent, the meeting
will be cancelled.
5. Action without a Meeting. Any action which may be taken at a meeting
of Directors may be taken without a meeting if consent is given in writing,
including U.S. Mail, electronic mail, facsimile, and personal delivery, to
•
approve the specific action by the Directors of the Board entitled to vote.
•
D. Voting
1. Each member of the Board entitled to vote shall have one (1) vote on all
matters submitted to the membership.
2. Voting by Proxy. Directors of the Board may authorize the Secretary to
vote in his stead. Written authorization, including U.S. Mail, electronic
mail, facsimile, and personal delivery must be provided to the Secretary
before the vote takes place or by a specified date.
3. Except as otherwise provided by the Bylaws, all action shall be decided by
a majority vote of the members present or by proxy.
E. Reports of the Board of Directors. The Board of Directors shall maintain minutes
of all Board meetings and a written record of all approved policies and
procedures.
F. Resignation. Any Director may resign at any time by submitting written notice to
the Chair, or in their absence, to the Vice-Chair of the Board of Directors.
G. Removal. Any Director may be removed, prior to the completion of their term, by
the affirmative vote of two-thirds of the Board of Directors. This vote may take
place at any regular or special meeting called for that purpose. Reasons for
removal include, but are not limited to, conduct detrimental to the interest of the
Food Bank as determined by the Board of Directors or failure to attend any three
consecutive Board meetings. Any such Director proposed to be removed shall be
entitled to at least ten days written notice of the meeting at which such removal is
to be voted upon and shall be entitled to appear before and be heard at such
meeting.
H. Conflicts of Interest. Board Members shall abstain from voting on issues on
which they have possible conflicts of interest and shall adhere to the Food
Bank's Conflict of Interest policy identified herein.
Article IV. Executive Officers
Page 4 of 4
A. The executive officers of the Food Bank shall be the Chair, Vice-Chair, Past-
Chair, Treasurer, Secretary, and President-CEO.
B. Eligibility. Any duly elected member of the Board of Directors may be elected and
serve as an officer, other than the President-CEO, in the manner prescribed in
these Bylaws. Any individual that the Board deems qualified other than a voting
member of the Board may be appointed to the position of Executive Director.
C. Duties. The duties of the respective officers of the Food Bank shall include, but
not be limited to the following: •
1. Chair. The Chair shall serve as the Chair of the Food Bank, shall preside
at meetings of the Board of Directors and the Executive Committee, shall
have other powers and shall perform such other duties as are vested in
him by these Bylaws and may from time to time be vested in him by the
Board of Directors.
2. Vice-Chair.
a. The Vice-Chair shall preside in the absence of the Chair and shall
become familiar with all Board and Committee functions The Vice-
Chair shall, in the absence, inability, or refusal of the Chair to act,
have all powers and duties devolved from the Chair.
b. At the discretion of the Board Development committee, an
additional Vice-Chair may be nominated with comparable duties as
noted in IVC2a. In the event of the election of this additional Vice
Chair to the Executive Committee, and the inability, or refusal, of
the Chair to act, the Board Development committee shall designate
which Vice Chair shall assume the Chair's powers and duties.
3. Past-Chair. The Past-Chair or a Board Member appointed by the
Executive Committee with the concurrence of the Board shall serve as the
chair of the Board Development Committee and shall perform such other
duties as may from time to time be assigned by the Chair.
4. Treasurer. The Treasurer shall oversee the financial matters of the Food
Bank and shall be responsible for the review of all interim and annual
financial reports. The Treasurer shall be responsible for the presentation
of the financial reports to the Board of Directors and Executive Committee
in a timely manner; for the review and presentation of the annual budget
to the Board; and the recommendation to the Executive Committee for an
independent, certified public accountant for the annual audit.
5. Secretary. The Secretary shall be responsible for keeping the official
records of the Food Bank including the minutes of the meetings of the
Page 5 of 5
Board of Directors and the Executive Committee. The duties of keeping
minutes may be delegated to staff to be performed under his direction. A
permanent copy of the Food Bank's records shall be kept at the registered
office.
6. President-CEO. The President shall be the chief executive officer of the
Food Bank and shall oversee its operations. He shall be responsible for
the execution of the strategy and vision of the Board as delegated
thereby.
•
D. Executive Committee. The Executive officers shall together constitute the
Executive Committee, and the President-CEO shall serve as a non-voting
member of the Executive Committee.
1. Duties and Powers of the Executive Committee
a. The Executive Committee shall review Food Bank business and
prepare recommendations for approval by the Board of Directors as
appropriate.
b. The Executive Committee shall be fully empowered to act on behalf
of the Board of Directors between meetings when a majority of the
members of the Executive Committee concur, except for matters .
amending or in conflict with these bylaws.
c. The Executive Committee shall conduct an annual evaluation of the
President-CEO before the end of the fiscal year and determine the
President's compensation, based upon objectives and goals
established by the President and approved by the Executive
Committee at the beginning of each fiscal year. The Executive
Committee shall be empowered to recommend the termination of the
President-CEO based upon the lack of performance or actions
detrimental to the interests of the Food Bank.
d. The Executive Committee shall be responsible for the regular review
of and adherence to these bylaws. The Executive Committee shall
report to the full Board of Directors on its review of the Bylaws every
four years or as needed, commencing from the date of adoption
hereof.
e. The Executive Committee shall maintain a written record of all its
meetings and give a verbal report on its activities at each Board of
Directors' meeting. To the extent that closed sessions of the
Executive Committee are held, the occurrence of such meetings
shall be acknowledged without specific discussion of the events of
the meetings. Minutes of any such closed sessions shall be
Page 6 of 6
maintained as privileged and classified until such time as a majority
of the Board of Directors determines that the interests of the Food
Bank are no longer served by maintaining such minutes as
privileged; thereafter such closed session minutes shall be
declassified.
E. Election. Officers other than the President-CEO shall be elected in the following
manner.
1. Notice of Election. The Secretary shall notify all Board members entitled
to vote of the date, time, and location of any election at least two weeks
prior to its occurrence. -
2. Nomination. A Board member may be placed on the ballot for an officer
position by two means:
a. Board Development Committee
i. The Committee may submit a nomination to the Secretary
for any officer position anticipated or then vacant no later
than four weeks prior to an election.
ii. A complete nomination by the Committee shall include
written notice from the nominee that he is able and willing to
serve and biographical information about the nominee as the
Committee so deems appropriate.
b. Board Member Nomination
i. Any two Board members may submit a nomination to the
Secretary for any officer position anticipated or then vacant
no later than four weeks prior to an election.
ii. A complete nomination by the Board members shall include
written notice from the nominee that he is able and willing to
serve and biographical information about the nominee as the
Committee so deems appropriate.
3. Ballot Certification and Presentation. The Secretary shall present a
specimen of the final ballot, which shall include space for write-in
candidates, to the Board members. Whenever possible, this specimen
shall be provided at least two weeks prior to an election. The Secretary
shall certify on the ballot that all candidates duly nominated according to
these bylaws are accurately represented on the ballot.
4. Annual Elections. In the case of annual elections when officers are
elected to replace current officers with expiring terms, the election shall
take place at the final meeting of the fiscal year which shall be as near to
July 1 as reasonably possible. If the Executive Committee deems the
holding of the election at the final meeting of the fiscal year impractical, it
may set an alternative time for the annual election so long as notification
Page 7 of 7
is given as provided for herein and so long as it does not occur prior to
May 15 or after June 30.
5. Special Elections. When a vacancy exists for any officer position of the
Food Bank, the Executive Committee shall expeditiously call a Special
Election to be held in a manner consistent with these bylaws.
6. Voting. All voting in an election shall occur by secret ballot unless a single
candidate exists for any office in which case a roll call vote may be taken.
Immediately upon collection of the ballots, the Secretary shall tally and
certify the votes. Two thirds of the members then present and entitled to
vote but not less than half of the total membership of the Board shall be
required for a candidate to be elected, and the ballots shall be available
for inspection upon the request of any Board member during the election
meeting.
F. Term. The term of office for the executive officers shall be one year and shall
commence on the first day of the fiscal year following his election. Each officer
shall hold office until earliest of(1) his duly elected successor assumes his
responsibilities as prescribed above; (2) his death; (3) his resignation; or (4) his
removal from the Board in the manner provided herein. Executive officers may
be nominated for and serve multiple consecutive terms, as set forth in Article
V.A.4.b., and Article IV.E.
G. Removal. Any executive officer may be removed, prior to the completion of their
term, by the affirmative vote of two-thirds of the Board of Directors. This vote
may take place at any regular or special meeting called for that purpose.
Reasons for removal include, but are not limited to, dereliction of duty or conduct
detrimental to the interest of the Food Bank as determined by the Board of
Directors: Any such Director proposed to be removed shall be entitled to at least
ten days written notice of the meeting at which such removal is to be voted upon
and shall be entitled to appear before and be heard at such meeting.
Article V. Committees
A. Board Development Committee
1. Chair. The Past Chair shall serve as the chair of the Committee. In the
event that the Past President cannot serve as the chair of the Committee,
the chair of the Committee shall be a Board member appointed by the
Executive Committee with the concurrence of the Board.
2. Membership. The chair of the Committee shall appoint members at his
discretion so long as all members are duly elected directors of the Food
Bank.
Page 8 of 8
3. Purpose. The purpose of the Board Development Committee is to ensure
the long-term effectiveness of the Board of Directors by recruiting and
developing committed individuals that will contribute positively to the
achievement of the Food Bank's purpose.
4. Duties and Powers. The Board Development Committee shall:
a. Nominate individuals for membership on the Board pursuant to
these Bylaws;
b. Nominate Board members for executive officer positions other
than Executive Director pursuant to these Bylaws;
c. Direct and oversee the orientation of new members of the Board;
and
d. Any other duties or responsibilities assigned to the Board
Development Committee by the Executive Committee or the
Board of Directors.
5. Term. Members of the Board Development Committee shall serve for two
years or until the earliest of(1) removal by the Committee chair; (2)
resignation; or(3)the appointment of a new Committee chair as provided
for herein.
B. Audit and Assessment Committee
1. Chair. The chair of the Committee shall be a Board member appointed by
the Executive Committee with the concurrence of the Board.
2. Membership. The chair of the Committee shall appoint members at his
discretion so long as all members are duly elected directors of the Food
Bank.
3. Purpose. The purpose of the Audit and Assessment Committee is to
provide validation to the Board of the Food Bank's operating and strategic
performance.
4. Duties and Powers. The Audit and Assessment Committee shall:
a. Oversee all financial and compliance audits;
b. Report the findings of each said audit;
c. Together with the President-CEO, develop the appropriate key
performance indicators that support the Food Bank's operational
and strategic plan;
d. Oversee and review measurement and evaluation of the key
performance indicators of the Food Bank;
e. In cases where corrective action is mandated, works with the
President-CEO to develop an appropriate plan to remedy the
deficiency and reports the plan to the Board;
Page 9 of 9
f. Conduct an annual audit of the Strategic Planning Process to
ensure that goals and targets are being reached and that Plan
matches the Food Bank Mission;
g. Oversee the program evaluation process and provide the Board
with updates as deemed necessary; and
h. Review staff reports on all programs, activities, or initiatives of the
Food Bank at least annually.
5. Term. Members of the Audit and Assessment Committee shall serve for
two years or until the earliest of(1) removal by the Committee chair; (2)
resignation; or (3) the appointment of a new Committee chair as provided
- ,for herein.
6. Records. The Committee shall maintain written minutes of each meeting
and a written summary of the Committee activities, both of which shall be
presented to the Board of Directors at the next meeting of the Board
unless said meeting is less than one week subsequent to the Committee
meeting or activity in which case the minutes shall be presented by the
following meeting.
C. Ad Hoc Committees. The Chair or Executive Committee may appoint ad hoc
committees as necessary from time to time.
Article VI. Finances
A. Budget Preparation and Adoption. The Executive Committee shall ensure
preparation of the annual budget for review and approval by the Board of
Directors. The President-CEO will submit a timeline for preparation and review of
the budget for the following fiscal year by April 1 which shall accommodate the
reviews required herein. The Treasurer shall review the budget draft with the
Finance Director and President-CEO and shall submit the budget draft to the
Executive Committee. The Executive Committee shall review and approve the
draft and then present it to the Board of Directors for consideration and final
approval by June 30th each year.
B. Auditor. The Board of Directors upon the recommendation of the Treasurer will
approve, annually, the engagement of independent certified public accountants
to audit the Food Bank's financial statements. The Board of Directors will also
approve and accept the annual audited financial statements and report to
management as prepared by the auditor.
Article VII. Limitation of Director Liability, Indemnification & Insurance
A. Limitation of Director Liability. A Director of the Food Bank shall not be liable to
the Food Bank or its members, if any, for monetary damages for an act or
Page 10 of 10
•
omission in the Director's capacity as a Director. This section, however, does not
eliminate or limit the liability of a Director for:
1. A breach of a Director's fiduciary duty and duty of loyalty to The Food
Bank or its members, if any,
2. An act or omission not in good faith that constitutes a breach of duty of
the Director to The Food Bank or an act or omission that involves
intentional misconduct or a knowing violation of the law,
3. A transaction from which a Director received an improper benefit,
whether or not the benefit resulted from an action taken within the •
scope of the Director's office, or
4. An act or omission for which the liability of a Director is expressly
provided for by statute.
This Section shall be deemed to incorporate by reference any future
amendments to applicable law that further limit or eliminate the personal liability
of a Director.
B. Indemnification
1. The Food Bank shall indemnify its Directors, officers, employees, and
agents to the fullest extent provided by the Illinois Non-Profit Corporation
Act or applicable law and any future amendments thereto. The
• indemnification provided herein shall not be exclusive of any other rights
to which a person may be entitled by law. The indemnification provided for
herein shall continue as to any person who has ceased to be a Director or
officer and shall inure to the benefit of the heirs, executors, and
administrators of such person for activities occurring during such person's
service as a Director or officer for the Food Bank.
2. In addition to the indemnification provided herein, the Food Bank shall
have power to make any other or further indemnification, except an
indemnification against gross negligence or willful misconduct, under any
resolution or agreement duly adopted by a majority of disinterested
directors.
3. The Food Bank may purchase and maintain insurance on behalf of any
person who holds or who has held any position named in this section
against any liability incurred in any such position, or arising out of such
status, whether or not the Food Bank would have power to provide
indemnification under the Illinois Non-Profit Corporation Act or applicable
law.
4. Notwithstanding anything to the contrary contained in these Bylaws, if the
Food Bank is ever determined to be a private foundation, as defined in
Section 509 of the Internal Revenue Code of 1954, as amended (the
Page 11 of 11
"Code"), any indemnification provided for by this Article XI, and any
insurance premiums paid on account of such indemnification provisions,
shall be limited to the payment or reimbursement of expenses (other than
taxes, penalties, or expenses of correction) including attorneys' fees,
incurred with respect to the defense of a judicial or administrative
proceeding involving 42 U.S.C. or state laws relating to the
mismanagement of funds of charitable organizations, if:
a. Such expenses are reasonably incurred in connection with such
proceeding,
b. The defense is successful, or such proceeding is terminated by
settlement, and the act or failure to act which led to the liability
for tax under 42 U.S.C. was neither willful nor without
reasonable cause, and
c. The expenses are incurred by or on behalf of an officer or
Director of The Food Bank, or any person having powers or
responsibilities similar to those of officers or directors, and with
respect to any act or failure to act, the employees of The Food
Bank having authority or responsibility with respect to such act
or failure to act.
Article VIII. Organizational Inurement and Dissolution
A. Inurement. No part of the net earnings of the Food Bank shall inure to the benefit
of, or be distributable to its members, directors, officers, or other private persons,
except that the Food Bank shall be authorized and empowered to pay
reasonable compensation for services rendered and to make payments and
distributions in furtherance of the purposes set forth in Article II of these Bylaws.
No substantial part of the activities of the Food Bank shall be the carrying on of
propaganda, or otherwise attempting to influence legislation, and the Food Bank
shall not participate in, or intervene in (including the publishing or distribution of
statements) any political campaign on behalf of any candidate for public office.
Notwithstanding any other provision of these Articles, the Food Bank shall not
carry on any other activities not permitted to be carried on (a) by an organization
exempt from Federal income tax under section 501(c)(3) of the Internal Revenue
Code of 1954 (or the corresponding provision of any future United States Internal
Revenue Law) or (b) by an organization, contributions to which are deductible
under section 170(c)(2) of the Internal Revenue Service Code of 1954 (or the
corresponding provision of any future United States Internal Revenue Law).
B. Dissolution. Upon dissolution of the Food Bank, the Board of Directors shall,
after paying or making provision for the payment of all the liabilities of the Food
Bank, dispose of all of the assets of the Food Bank exclusively for the purposes
of the Food Bank in such manner, or to such organization or organizations
organized and operated exclusively for charitable purposes as shall at,the time
qualify as an exempt organization or organizations under section 501(c)(3) of the
Page 12 of 12
Internal Revenue Code of 1954 (or the corresponding provision of any future
United States Internal Revenue Law), as the Board of Directors shall determine.
Any such assets not so disposed of shall be disposed of by the Circuit Court of
the county in which the principal office of the Food Bank is then located,
exclusively for such purposes or to such organization or organizations, as said
Court shall determine, which are organized and operated exclusively for such
purposes.
Article IX. Quorum.
A. Board of Directors. A majority of the Board of Directors is required to be present
to constitute a quorum for the transaction of business. A vacant seat on the
Board shall neither be counted towards nor against quorum. A Director may
participate in a meeting of the Board of Directors by means of conference
telephone or similar communications equipment enabling all Directors
participating in the meeting to hear one another. Participation in a meeting
pursuant to this Section shall constitute a presence in person at such meeting.
B. Executive Committee. A majority of the members of the Executive Committee is
required to be present to constitute a quorum for the transaction of business. A
vacant seat on the Executive Committee shall neither be counted towards nor
against quorum. A member may participate in an Executive Committee meeting
by means of conference telephone or similar communications equipment
enabling all members participating in the meeting to hear one another.
Article X. Appropriate Methods of Communication.
When communication or notification is required by these Bylaws, acceptable methods
of communication shall be limited to U.S. Mail, electronic mail, facsimile and personal
delivery.
Article Xl. Parliamentary Authority.
The rules contained in the current edition of Robert's Rules of Order Newly Revised, a
copy of which is attached hereto and is incorporated herein, shall govern the Food Bank
in all cases to which they are applicable and in which they are not inconsistent with
explicit provisions of these Bylaws, any resolution, passed motion, or action of the Food
Bank, or any special rules of order the Food Bank might adopt.
Article XII. Amendments to the Bylaws
A. Notice, Form. Proposed amendments must be submitted, in writing, to the
Executive Committee for review and recommendation and then presentation to
the Board of Directors. Members of the Board of Directors must receive written
copies of any proposed amendments to these Bylaws at least ten days in
advance of the Board meeting at which voting on the amendment will occur.
Page 13 of 13
B. Method of Consideration, Vote Required. Following their review, the Executive
Committee shall present the proposed amendment to the bylaws with their
recommendation for disposition to the Board of Directors. The Board of Directors
shall discuss any proposed amendment to these bylaws at the Board meeting
following receipt of the written copy. A two-thirds vote of all Board members shall
be required for approval.
These bylaws were properly approved in accordance with all policies and procedures of the
Northern Illinois Food Bank on(date) by a vote of(#)ayes, (#) nays. In witness whereof we
have hereunto subscribed our names,
Jim Ruprecht, Chair Jeff Clegg, Secretary
Date:
Page 14 of 14
Northern Illinois Food Bank Board of Directors FY 2010
NAME/POSITION BUSINESS TITLE
EXECUTIVE COMMITTEE
Jim Ruprecht Thing 1 2 3 Foundation
Chair President
Gordon Hahn Community Volunteer
Vice Chair
Craig Sesemann Partner's Warehouse of Illinois
Vice Chair President
Kara Boyd Kraft Foods
Past Chair Director of Finance
Floyd Hill UPS
Treasurer Controller, North Central Region
Jeff Clegg Advantage Sales &Marketing
Secretary Midwest Area Director
H. Dennis Smith Northern Illinois Food Bank
President&CEO
BOARD MEMBERS
Jan Beckner Chicago Tribune
Director, Customer Systems
Jeff Flemming Rockford Associates
Planners and Architects
Anne Hayes St.Elizabeth's Pantry&Soup Kitchen
Alicia McCareins, Ph D. RECA LLC
President
Gary Moe Acosta Sales & Marketing
VP-General Manager
Keith Nielsen Jewel-Osco
President
Jeff Norkiewicz Dominick's
V.P. Retail Operations
Jim Oberweis Oberweis Dairy
Chairman
Frank Pascoe University of St. Francis
Dean of College of Arts and Sciences
Francie Portrey AP Events
President
Peter Schaefer McDonalds Corporation
Corporate Vice-President(Retired)
Judy Schaefer Sara Lee Corporation
Director- Community Investment
Director- Sara Lee Foundation
John Winton Martin-Brower
Chief Financial Officer(Retired)
Attachment F
RESOLUTION
AUTHORIZING APPLICATION FOR CITY OF ELGIN CDBG FUNDS
AND EXECUTION OF ALL NECESSARY DOCUMENTS
November 19, 2009 Resolution 2010-07
RECITALS
WHEREAS, NORTHERN ILLINOIS FOOD BANK (hereinafter referred to
as "FOOD BANK") is a not-for-profit corporation organized and existing in
accordance with the laws of the State of Illinois; and
WHEREAS, the City of Elgin (hereinafter referred to as "CITY"), is a body
politic and corporate, organized and existing under the laws of the State of Illinois;
and
WHEREAS, the CITY is a funding provider for, among other things, not-
for-profit organizations which provide necessary and valuable assistance to the .
public at large through its CITY OF ELGIN CDBG FUND; and
WHEREAS, the FOOD BANK will apply for and accept funding from the
CITY, through the CITY OF ELGIN CDBG FUND for the construction of the
Community Nutrition and Food Distribution Center at Averill Road, Geneva,
Illinois in the amount of$200,000, in its application due December 16, 2009, along
with the project described therein as sub-grantee; and
WHEREAS, the Food Bank Food Assistance program qualifies as an
eligible program under the CITY OF ELGIN CDBG FUND, as the project to be
funded by the CITY OF ELGIN CDBG FUND will enable the Food Bank to
receive and handle a larger volume of food and store donated and acquired food in
a safe, secure manner until it distributes that food to various facilities throughout
Elgin; and
Attachment G
WHEREAS, the FOOD BANK has determined that it is in the best interests
of the FOOD BANK to secure CITY OF ELGIN CDBG FUNDS to enable the
Food Bank to receive and handle a larger volume of food and store donated and
acquired food in a safe, secure manner until it distributes that food to various
facilities throughout Elgin; and for the construction of a new facility; and
WHEREAS, the City of Elgin Council must approve said application and
will require Northern Illinois Food Bank to execute a Funding Agreement and
other necessary documents upon such approval; and
WHEREAS, the FOOD BANK has agreed to apply for and accept a contract
with the City of Elgin and specifically acknowledges that it will comply with all
requirements with the CITY OF ELGIN CDBG FUND to enable the Food Bank to
receive and handle a larger volume of food and store donated and acquired food in
a safe, secure manner until it distributes that food to various facilities throughout
Elgin; and, including but not limited to the expenditure/spending guidelines and
reporting requirements.
NOW, THEREFORE, BE IT RESOLVED by the NORTHERN ILLINOIS
FOOD BANK as follows:
I. The recitals set forth above are hereby incorporated into this Resolution as
if fully set forth herein.
II. That the NORTHERN ILLINOIS FOOD BANK agrees to apply for and
accept CITY OF ELGIN CDBG FUNDS to enable the Food Bank to receive and
handle a larger volume of food and store donated and acquired food in a safe,
secure manner until it distributes that food to various facilities throughout Elgin;
and to be used in connection with the construction of a new distribution facility in
accordance with the terms and conditions attached thereto.
III. The FOOD BANK acknowledges that the grant will be utilized for
reimbursement of the expense connected with construction, as well as those costs
that are pre-approved by the CITY staff.
IV. By adoption of this Resolution, the Board of Directors, on behalf of
the FOOD BANK acknowledge its obligation to comply with the terms and
conditions of the application for and acceptance of CITY OF ELGIN CDBG
FUNDS to enable the Food Bank to receive and handle a larger volume of food
and store donated and acquired food in a safe, secure manner until it distributes
that food to various facilities throughout Elgin; and hereby agrees to timely
perform said obligation, including but not limited to, compliance with all spending
restrictions, reporting requirements and other guidelines established by the CITY.
V. That the President is authorized to execute the CITY OF ELGIN CDBG
FUND and application and acceptance documents on behalf of the NORTHERN
ILLINOIS FOOD BANK and to take such other and further action as required
under the terms and conditions of the BLOCK GRANT application and
acceptance.
VI. That the President is directed to forward a copy of this Resolution to
legal counsel for the NORTHERN ILLINOIS FOOD BANK, O'Brien Law
Offices, 300 S. County Farm Road, Ste G. Wheaton, TI, 60187.
WHEREFORE, NORTHERN ILLINOIS FOOD BANK, upon due
consideration of the matter arid the resolution set forth above have ADOPTED
same by vote.
th
PASSED THIS 19 Day of November 2009.
AYES:
NAYS: a
ABSTAIN:
th
APPROVED THIS 19 Day of November 2009(7_
James Ruprecht, President
-411, f
Je gg, ecretary
CERTIFICATION
I, the undersigned, do hereby certify that I am the Secretary to the Board of Directors of the
NORTHERN ILLINOIS FOOD BANK, St. Charles, Illinois, and keeper of the records and files
thereof, and that the foregoing is a true, complete and exact copy of Resolution 2010-07 enacted
on November 19, 2009 and approved on November 19, 2009 as the same appears from the
otficial records of the NORTHERN ILLINOIS FOOD BANK.
JefIe , Secretary
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Board of Directors gYi
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•
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Repxml•We ..! i.�l"a" .- a” Wstlau..
' Food Stamp - .. ,=1.
Outreach _ i,.)';{i •. Daniel Elias _ Don Malcom
ISI PT pol•an• - ; 1 codsrvr••xr parr A
Rend)Andresen John Rasmussen ,,,-y.
Juan Stena
eo•anxOdoro•�ae��w LaM Co.BranchManager— Warehouse Adam Ester
•
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d Der A
Matt Medeld
ravm.eHrk,v
Don Ford
,i John Vasen Kevin Grout Dow 6
- y:' PNam•Pivr
Dd.
•
•
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JOse Xotla
.I' — weetuus• _ Timothy Willing
Dover e
•
•-• Daniel Golden
.. BriiOiAi•I•"" _ Jesus taarungo
C1a Attachment H
Northern Minis Food Bank
delivering food assistance to your community
CEO & CFO Resume
H. Dennis Smith, President & CEO
Dennis was appointed Executive Director of Northern Illinois Food Bank in July 1998. He
has 30 years of experience in advertising and marketing communications, including
having worked for Unilever-owned food companies and his own marketing
communications company that specialized in working with companies in the banking, food
services, and food ingredient industries.
Susan Albrecht, Director of Finance
Susan joined NIFB in January of 2004. She has worked as a corporate accountant and
as an auditor for a Minneapolis firm.
Attachment I
Northern Illinois Food Bank
Income Statement
For the Period from July 01,2009 to November 30,2009
FY 2009 Capital Consolidated
Operating Operating Operating Operating 4 Campaign Actual
Actual Budget Variance Budget i Actual (Oper+Cap Campaign)
REVENUE AND OTHER SUPPORT
CONTRIBUTIONS 894,963 787,876 107,087 3,023,026 ) 337,053 1,232,016
FEES/GRANTS GOVT AGENCIES 677,457 649,848 27,6091,053,490 3 - 677,457
SPECIAL EVENTS 46,508 62,000 (15,492) 364,475 il - 46,508
SHARED MAINTENANCE 778,600 707,367 71,233 1,697,679 - 778,600
COST OF VALUE ADDED PRODUCT (105,479) (75,900) (29,579) (178,800)) - (105,479)
SALES OF PURCHASED FOODS 1,000,990 1,064,700 (63,710) 2,606,940 1 - 1,000,990
COST OF PURCHASED FOODS (824,568)• (857,250) 32,682 (2,100,450)d - (824,568)
HOLIDAY MEAL BOX REVENUE 746,719 598,278 148,441 907,556 ll - 746,719
HOLIDAY MEAL BOX COSTS (464,565) (465,630) 1,065 (652,680)) - (464,565)
INVESTMENT, RENTAL&OTHER INCOME 26,152 17,735 8,417 42,564 - 26,152
DONATED GOODS/SVCS 5,681 - 5,681 - _ - 5,681
1
TOTAL REVENUE AND OTHER SUPPORT 2,782,458 2,489,024 293,434 6,763,800 2 337,053 3,119,511
EXPENSES
SALARIES&TAXES 1,216,648 1,229,575 (12,927) 3,161,404 3 - 1,216,648
EMPLOYEE BENEFITS 134,202 146,851 (12,649) 355,380 1, - 134,202
RETIREMENT 27,110 31,701 (4,591) 87,084 1 - 27,110
PROFESSIONAL SERVICES 49,852 60,440 (10,588) 96,445 € 5,375 55,227
SUBSCRIPTIONS, DUES 3,444 8,456 (5,013) 21,357 1 1,948 5,391
SUPPLIES 22,352 35,600 (13,248) 54,985 - 22,352
TELEPHONE 18,378 16,017 2,361 37,602 1 - 18,378
MARKET DEVELOPMENT 122,053 146,695 (24,642) 419,565 it, 7,174 129,227
STAFF DEVELOPMENT 5,769 20,820 (15,051) 35,855 = - 5,769
POSTAGE AND SHIPPING 15,162 13,896 1,266 30,982 3 2,968 18,130
TRANSPORTATION 183,674 163,818 19,856 375,221 1 - 183,674
OCCUPANCY 176,976 164,123 12,853 450,708 - 176,976
INSURANCE 66,792 63,000 3,792 162,000 - 66,792
EQUIPMENT RENTAL/MAINTENANCE 15,305 17,560 (2,255) 39,930 1 - 15,305
PRINTING AND PUBLICATIONS 12,980 13,070 (90) 30,025 - 12,980
TRAVEL 31,575 34,405 (2,830) 87,882 i 302 31,877
CONFERENCE/MEETINGS 13,473 16,787 (3,314) 20,712 z - 13,473
DONATED GOODS/SERVICES 5,681 - 5,681 - - 5,681
SPECIAL EVENTS 33,736 40,300 (6,564) 138,575 4 - 33,736
FOOD BANK FEES 19,150 18,450 700 36,900 5 - 19,150
MISCELLANEOUS 22,499 15,425 7,074 42,400 ; 6 22,505
TOTAL EXPENSES 2,196,811 2,256,989 (60,178) 5,685,012 i 17,772 2,214,583
NET INCOME/(LOSS) 585,647 232,035 353,612 1,078,788 319,281 904,928
DEPRECIATION 141,751 159,767 (18,016) 379,665 ? - 141,751
NET INCOME/(LOSS)AFTER DEPRECIATION 443,896 72,268 371,628 699,123 E 319,281 763,177
Attachment J
. .
•
•
Northern Illinois Food Bank
Financial Statements
and.
Independent Auditor's Report
For the Year Ended
June 30,2009
Wolf ez. Company LLP
Certified Public Accol:ntants
Attachment K
«Toff,- Company LLP Nivr
A W011 Financial Group Member
INDEPENDENT AUDITOR'S REPORT
To the Board of Directors
Northern Illinois Food Bank
We have audited the accompanying statements of financial position of NORTHERN ILLINOIS FOOD BANK
(a non-profit organization)as of June 30,2009 and 2008,and the related statements of activities and changes in
net assets, functional expenses and cash flows for the years then ended. These financial statements are the
responsibility of the Food Bank's management. Our responsibility is to express an opinion on these financial
statements based on our audits.
•
We conducted our audits in accordance with auditing standards generally accepted in the United States of
America and the standards applicable to financial audits contained in Government Auditing Standards, issued
by the Comptroller General of the United States. Those standards require that we plan and perform the audit to
obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit
includes examining,on a test basis,evidence supporting the amounts and disclosures in the financial statements.
An audit also includes assessing the accounting principles used and significant estimates made by management,
as well as evaluating the overall financial statement presentation. We believe that our audits provide a
reasonable basis for our opinion.
In our opinion, the financial statements referred to above present fairly, in all material respects,the financial
position of Northern Illinois Food Bank as of June 30,2009 and 2008,and the changes in its net assets and cash
• flows for the years then ended,in conformity with accounting principles generally accepted in the United States
of America.
In accordance with Government Auditing Standards,we have also issued our report,dated September 29,2009,
on our consideration of Northern Illinois Food Bank's internal control over financial reporting and on our tests
of its compliance with certain provisions of laws,regulations,contracts and grant agreements and other matters.
The purpose of that report is to describe the scope of our testing of internal control over financial reporting and
compliance and the results of that testing, and not to provide an opinion on the internal control over financial
reporting or on compliance. That report is an integral part of an audit performed in accordance with
Government Auditing Standards and should be considered in assessing the results of our audits.
Oak Brook,Illinois ois W 6_46 fi lara a��+f 1. L f
September 29,2009
1 2100 Clearr:ate.r lime Oak Drooi, Illinois
r, 0.565 4;00 mate 6,i(1 874.7818 Gtx \t'V.'R w1( rCDa c(,m
CONTENTS
PAGE
Independent A ud hoes Report 1
Financial Statements:
Statements of Financial Position 2-3
Statements of Activities and Changes in Net Assets 4-5
Statements of Functional Expenses 6-7
Statements of Cash Flows 8
Notes to Financial Statements 9-15
NORTHERN ILLINOIS FOOD BANK
STATEMENT OF FINANCIAL POSITION
June 30,2009
ASSETS
Temporarily
Unrestricted Restricted Total
Current assets:
Cash and cash equivalents $ 1,294,123 $ 520,712 5 1,814.835
Investments 637,300 - 637,300
Accounts receivable 234,246 136,676 370,922
Contributions receivable,current portion - 151,255 151,255
Inventory 6,012,389 - 6,012,319
Prepaid expenses 26,264 - 26,264
Total current assets 8,204,322 808.643 9,012,965
Property and equipment,net of
accumulated depreciation 5,164,035 516,298 5.680.333
Other assets:
Contributions receivable,less current portion - 399,694 399,694
Deposits and coupons 818 - 818
818 399,694 4-00,512
Total assets S 13,369,175 $ 1,724,635 5 15.093.810
L1ABILITIES AND NET ASSETS
Current liabilities:
Accounts payable $ 261,430 $ 143,252 $ 404,682
Accrued wages 188,754 - 188,754
Other accrued expenses 231,350 802,368 1,033,718
Line of credit 804,443 - 804,443
Due to agencies 44,127 - 44.127
Total current liabilities 1,530.104 945.620 2,475.724
Net assets:
Unrestricted net assets:
Designated by the Board of Directors for.
General operations 485,448 - 485,448
Capital improvement 105,000 - 105,000
Equipment purchases 96,200 - 96,200
Facilities expansion 104,800 •
104,800
Undesignated 11.047.623 • 11.047,623
Total unrestricted net assets 11,839,071 - 11,839,071
Temporarily restricted net assets • 779,015 779,015
Total net assets 11.839,071 - 779,015 12,618.086
Total liabilities and net assets $13.369.175 5 1.724.635 S!5.093,810
See;.c:ompan:ine notes to financial statements.
NORTHERN ILLINOIS FOOD BANK
STATEMENT OF FINANCIAL POSITION
June 30,2008
ASSETS
Temporarily
Unrestricted Restricted Total
Current assets:
Cash and cash equivalents 5 455,487 5 479,004 $ 934,491
Investments 895,189 - 895,189
Accounts receivable 213,317 - 213,317
Inventory 3,717,443 - 3,717,443
Prepaid expenses 20,820 - 20,820
Total current assets 5,302,256 479,004 5,781,260
Property and equipment,net of
accumulated depreciation 2,707,472 516,298 3,223,770
•
Other assets:
Deposits and coupons 2,818 - 2,818
Total assets S 8,012,546 S 995,302 $ 9,007,848
•
LIABILITIES AND NET ASSETS
Current liabilities:
Accounts payable• $ 158,021 $ - $ 158,021
Accrued wages 157,912 - 157,912
Other accrued expenses 271,204 - 271,204
Due to agencies 83,773 - 83,773
Total current liabilities 670,910 - 670,910
Line of credit 852,443 852,443
Total liabilities 1,523,353 - 1.523,353
Net assets:
Unrestricted net assets:
Designated by the Board of Directors for:
General operations 485,448 - 485,448
Capital improvement 105,000 105,000
Equipment purchases 96,200 - 96,200
Facilities expansion 104,800 104,800
Undesignated 5,697,745 - 5.697,745
Total unrestricted net assets 6,489,193 - 6,489,193
T emporasily restricted net assets - 995,302 995,302
Total net assets 6,489.193 995.302 7,48i.495
Total liabilities and net assets 5 8.012.546 $ 995,302 S 9.007.848
See accompanying notes to financial statements.
NORTHERN ILLINOIS FOOD BANK
STATEMENT OF ACTIVITIES AND CHANGES IN NET ASSETS
For the Year Ended June 30,2009
Unrestricted
Food Bank Donated Total Temporarily
Operations Food Unrestricted Restricted Total
Support and revenue:
Contributions and grants S 3,734,771 5 - 5 3,734,771 5 1,442,534 S 5,177,305
Fees and grants from
government agencies 6,001,156 - 6,001,156 - 6,001,156
Program service fees 4,544,582 - 4,544,587 - 4,544,587
Rental income 24,560 - 24,560 - 24,560
Investment income 31,008 - 31,008 - 31,008
Other income 18,010 - 18,010 - 18,010
Donated goods and services 29,611 38,423,183 38,452,794 - 38,452,794
Total support and revenue 14.383,703 38.423,183 52,806.886 1,442,534 54,249;420
Net assets released from
restrictions 1,658,821 - 1,658,821 (1.658.821) -
Expenses:
Programs:
Food Bank operations 10,571.228 37.057,765 47,628,993 - 47,628,993
Supporting services:
Management and general 506,206 - 506,206 - 506,206
Fund raising 980,630 - 980,630 - 980,630
Total supporting services 1,486,836 - 1,486.836 - 1,486.836
Total expenses 12,058,064 37,057,765 49,115,829 - 49,115.829
Change in net assets 3,984,460 1,365,418 5,349,878 (216,287) 5,133.591
Net assets:
Beginning of year 3,325,149 3,164,044 6,489,193 995,302 7,484,495
End of year 5 7.309.609 5 4,529,462 5 11.839.071 5 779.015 $ 12.618,086
Sec accorpanyine no:es to.,.?;nc:a'sL7:ements.
4
NORTHERN ILLINOIS FOOD BAtA.
STATEMENT OF.4CTIVITIES AND CHANGES 1N NET ASSET`
Fol the Year Ended June 30, 2008
Unrestricted
Food Bank Donated Total Tempora:ily
Operations Food Unrestricted Restricted Total
Support and revenue:
Contributions and grants 5 2,424,075 5 - 5 2,424,075 S 620,435 $ 3,044,510
Fees and grants from
government agencies 3,165,386 - 3.165,386 - 3,165,386
Program service fees 3,670,420 - 3,670,420 - - 3,670,420
Rental income 24,560 - 24,560 - 24,560
investment income 33,682 - 33,682 - 33,682
Other income 36,743 - 36,743 - 36,743
Donated goods and services 24,506 25,686,834 25,711,340 - 25,711.340
Total support and revenue 9,379,372 25,686,834 35,066.206 620,435 35,686,641
Net assets released from
restrictions 246.274 - 246,274 (246,274) -
Expenses:
Programs:
Food Bank operations 7,673,766 26,029,836 33,703,602 - 33,703,602
Supporting services:
Management and general 490,339 - 490,339 - 490,339
Fund raising 965,713 - 965,713 - 965,713
Total supporting services 1,456,052 - 1,456.052 - 1,456.052
Total expenses 9.129.818 26,029,836 35,159,654 - 35,159.654
Change in net assets 495,828 (343,002) 152,826 374,161 526,987
Net assets:
Beginning of year 2,829.321 3,507.046 6.336.367 621.141 6,957,508
End of year $ 3.325,149 $ 3,164,044 S 6,489,193 5 995.302 $ 7.484.495
Sc:accompacym_notes to Gnanc,al statements.
NORTHERN ILLINOIS FOOD BANK
STATEMENT OF FUNCTIONAL EXPENSES
. For the Year Ended June 30,2009
Programs Supporting Services
Food Bank Management
Operations and General Fund Raising Total
Employee expenses:
Staff salaries $ 1,640,425 S 355,982 5 301,269 $ 2,297,676
Payroll taxes 150,791 33,345 28,229 • 212,365
Health insurance 189,466 25,052 31,494 246,012
Retirement plan 35,958 10,321 7,849 54,128
• Total employee expenses 2,016,640 424,700 368,841 2,810,181
Other expenses: '
Supplies 241,401 . 2,049 1,645 245,095
Transportation 392,813 - 118 392,931
Maintenance 46,905 - - 46,905
Professional/consulting fees 60,914 12,976 93,233 167,123
Consulting fees(subscription) 15,751 2,539 13,334 31,624
Telephone • 29,184 4,813 920 34,917
Postage and shipping 23,905 4,182 5,621 33,708
Equipment 77,271 1,345 3,517 82,133
Mortgage interest 60,898 2,100 2,100 • 65,098
Rent 121,855 - - 121,855
Electric 108,035 3,400 3,400 114,835
Heating and gas 69,619 2,800 2,800 75,219
Water and sewer 1,638 58 58 1,754
Garbage 49,168. 201 201 49,570
Printing 8,442 1,008 15,808 25,258
Conferences and meetings 81,197 1,734 3,742 86,673
Promotional 203,415 - 306,304 509,719
_- Volunteer development 5,585 9,725 35 15,345
Insurance 135,088 10,992 4,286 150,366
Licenses,fees and permits 38,656 - - 38,656
Miscellaneous 21,772 4,522 21,387 47,681
Fund raising 7,566 2,250 118,468 128,284
Food distributions 39,883,928 - - 39,883,928
Donated goods and services 29,612 - - 29,612
Purchased food distributed 3.587,079 - - 3,587,079
Total other expenses 45,301,697 66,694 596,977 45,965,368
Total expenses before depreciation 47,318,337 491,394 965,818 48,775,549
Depreciation of buildings and equipment 310.656 14,812 14.812 340.280
Total expenses $ 47.628.993 5 506.206 5 980.630 5 49,115,829
Sec accompanying notes to financial statements.
6
NORTHERN 1LL1NOIS FOOD BANK:
STATEMENT OF FUNCTIONAL EXPENSES
For the Year Ended June 30,2008
Programs Sunponine Services
Food Bank Management
Operations and General Fund Raising Total
Employee expenses:
Staff salaries S 1,353,630 5 361,068 5 320,306 $ 2,035,004
Payroll taxes 129,221 31,686 29,973 190,880
Health insurance 148,731 19,532 31,263 199,526
Retirement plan 31,492 9,688 7.685 48,865
Total employee expenses 1,663,074 421,974 389,227 2,474,275
Other expenses:
Supplies 233,433 1,351 1,910 236,694
Transportation 406,529 - - 406,529
Maintenance 57,262 - - 57,262
Professional/consulting fees 50,494 13,114 101,404 165,012
Consulting fees(subscription) 12,062 7,287 7,254 26,603
Telephone 31,282 4,269 1,100 36,651
Postage and shipping 8,091 2,865 4,930 15,886
Equipment 66,921 1,105 1,105 69,131
Mortgage interest 46,952 - 2,200 22o0 51,352
Rent 98,621 - - 98,62]
Electric • 95,590 3,050 3,050 101,690
Heating and gas 54,202 2,000 2,000 58,202
Water and sewer 1,474 47 47 1,568
Garbage 35,439 100 100 35,639
Printing 13,896 868 2,091 16,855
Conferences and meetings 72,633 1,350 960 74,943
Promotional 63,609 - 325,157 388,766
Volunteer development 2,602 5,019 785 8,406
insurance 134,296 4,286 4,286 142,868
Licenses,fees and permits 31,535 - - 31,535
Miscellaneous 28,397 1,492 14,675 44,564
Fundraising 11,043 3,150 88,620 102,813
Food distributions 27,581,127 - - 27,581,127
Donated goods and services 24,506 - - 24,506
Purchased food distributed 2,611,919 - - 2,611,919
Total other expenses 31,773,915 53.553 561,674 32.389,142
Total expenses before depreciation 33,436,989 475.527 950,901 34,863,417
Depreciation of buildings and equipment 266,613 14.812 14.812 296,237
Total expenses 5 33,703.602 5 490,339 5 965.713 5 35.159.654
See accontpartying notes to financial statements.
NORTHERN ILLINOIS FOOD BANK
STATEMENTS OF CASH FLOWS
For the Year Ended
June 30,
2009 2008
Cash flows from operating activities:
Cash received from support and revenue $ 12,263,203 $ 8,389,875
Cash paid to suppliers and employees (8,840,792) (7,068,482)
Net cash provided by operating activities 3,422,411 1,321,393
Cash flows from investing activities:
Purchase of property and equipment (1,451,959) (386,671)
(Proceeds from sale)purchase of investments 257,892 (431,742)
Net cash used in investing activities (1,194,067) (818,413)
Cash used in financing activities:
Principal payments on hank loans (1,348,000) (48,000)
Net increase in cash and cash equivalents 880,344 454,980
Cash and cash equivalents:
Beginning of year 934,491 479,511
End of year $ 1,814,835 $ 934,491
1.
Reconciliation of changes in net assets to net cash
provided by overatine activities: .
Change in net assets $ 5,133,591 $ 526,987
Adjustments to reconcile change in net assets to
net cash provided by operating activities:
Depreciation 340,280 296,237
Non-cash contributions received (41,995,229) (26,917,781)
Non-cash contributions made 39,883,928 27,592,010
Changes in operating assets and liabilities:
Increase in accounts receivable (157,605) (48,439)
Increase in contributions receivable (550,949) -
Increase in purchased inventory (224,832) (64,793)
(Increase)decrease in prepaid expenses (5,444) 18,669
Increase in accounts payable 246,661 43,882
Increase(decrease)in accrued expenses 793,356 (157,643)
Decrease in other assets (2,000) (208)
Increase(decrease)in due to agencies (39,346) 32,472
Total adjustments (1,711,180) 794,406
Net cash provided by operating activities $ 3.422,411 $ 1.321.393
Sunnlemental disclosure of non-cash investing and financing actvities:
Purchase of land financed by a bank loan $ 1.300.000 8 -
See accompanying notes to financial statements.
8
1UHERN ILLINOIS FOOD BANK
NOTES TO FINANCIAL STATEMENTS
1. Organization
Northern Illinois Food Bank (the "Food Bank") was organized as a not-for-profit corporation under the
laws of the State of Illinois on September 15, 1982, The Food Bank is a member of America's Second
Harvest,the Nation's Food Bank Network. The mission of the Food Bank is to provide nutritious food to
all those in need through our own efforts and those of our non-profit partners. The Food Bank provides
leadership to serve the disadvantaged by effectively securing and distributing food and related products to
agencies serving those in need and to develop an awareness of hidden hunger and initiate programs
designed to eliminate it The Food Bank's major sources of revenue are received from contributions,grants
and program service fees.
2. Summary of Significant Accounting Policies
Basis of Accounting-The financial statements of the Food Bank have been prepared on the accrual basis
of accounting in accordance with accounting principles generally accepted in the United States of America
("GAAP") and, accordingly, reflect all significant receivables, payables and other liabilities. The
significant policies followed are described below to enhance the usefulness of the financial statements to
the user.
Basis of Presentation - Financial statement presentation follows the recommendations of the Financial
Accounting Standards Board in its Financial Accounting Standards ("SFAS") No. 117, Financial
Statements of Not-For-Profit Organizations. Under SFAS No. 117,the Food Bank is required to report
information regarding its financial position and activities according to three classes of net assets based on
the absence or existence and nature of donor imposed restrictions as follows:
Unrestricted Net Assets - Amounts included in this class represent resources not subject to donor
imposed restrictions which can be used for any purpose consistent with the mission of the Food Bank.
Unrestricted net assets may be further classified into designated and undesignated with designated assets
representing funds set aside at the discretion of the Board for certain purposes.
•
Temporarily Restricted Net Assets - Amounts in this class represent resources that are subject to
specific donor imposed restrictions to be used for a specific purpose or a stated period of time.
Permanently Restricted Net Assets - Amounts in this class represent resources which are to be
permanently used for a specific purpose determined by the donor. There were no permanently restricted
net assets as of June 30,2009 and 2008.
Cash and Cash Equivalents - For purposes of the statement of cash flows, the Food Bank considers all
highly liquid investments purchased with an initial maturity of three months or less to be cash and cash
equivalents.
Money market funds maintained in brokerage accounts are considered to be investments in the statement
of financial position.
Contributions-The Food Bank accounts for contributions in accordance with the recommendations of the
Financial Accounting Standards Board in SFAS No. 116, Accounting for Contributions Received and
Conmiburivru Made. Contributions, including unconditional promises to give, arc reccognized as revenues
in the period received. Conditional promises to give are not recognized until they become unconditior,a1;
that is,when the conditions on which ,.d are s.:bs ruaial'v ..et.
9
NORTHERN ILLINOIS FOOD BANK
NOTES TO FINANCIAL STATEMENTS
2. Swnmary of Significant Accounting Policies(Cont.)
Contributions(cont.)-
All contributions are considered to be available for unrestricted use unless specifically restricted by the
donor. Amounts received that are designated for future periods or restricted by the donor for specific
purposes are reported as temporarily restricted or permanently restricted support that increases those net
asset classes. When a temporary restriction expires, temporarily restricted net assets are reclassified to
unrestricted net assets and reported in the statement of activities as net assets released from restriction.
Investments-Investments are reported at their fair values. Unrealized gains and losses are included in the
change in net assets.
Property and Equipment - Property and equipment are stated at cost, with the exception of donated
property which is recorded at fair market value on the date of the donation. All expenditures for property
and equipment over$2,500 are capitalized. Depreciation is computed using the straight-line method over
the estimated useful lives of the assets as follows:
Useful
Lives
Building and improvements 5-39 years
Furniture and equipment 5-10 years
Computers 3 years
Vehicles 5 years
Maintenance and repair costs are expensed as incurred.
Donations of property are reported as unrestricted support unless the donor has restricted the donated asset
to a specific purpose. Assets donated with explicit restrictions regarding their use and contributions of
cash that must be used to acquire property and equipment are reported as restricted support Absent donor
• "' stipulations regarding how long those donated assets must be maintained, the Food Bank reports.
expirations of donor restrictions when the donated or acquired assets are placed in service as instructed by
the donor,
Contributed Services- Contributions of services are recognized as revenue by the Food Bank when the
services received either create or enhance non-financial assets or require specialized skills,are provided by
individuals possessing these skills,and would typically need to be purchased if not provided by donation.
A substantial number of volunteers provide non-specialized services to the Food Bank throughout the year;
however,no amounts are recorded in the financial statements.
Income Tax Status- The Food Bank is exempt from federal income tax under Section 501(c)(3) of the
Internal Revenue Code. However, income from certain activities not directly related to the Food Bank's
tax-exempt purpose is subject to taxation as unrelated business income.
Accounts Receivable - Accounts receivable are valued at management's estimate of the amount that will
ultimately be collected. The Food Bank uses the direct write-off method for uncollectible accounts.
Concentrations-The Food Bank routinely maintains balances at financial institutions in excess of federally
insured amounts.
0
NORTHERN ILLINOIS FOOD BANK
NOTES TO FINANCIAL STATEMENTS
2. Summary of Sisnificant Accounting Policies(Cont.)
Inventory - Purchased inventory is valued at lower of cost or market, using the first-in, first-out method.
Donated inventory is valued based on a survey published by Feeding America(formerly America's Second
Harvest).
Use of Estimates - The preparation of financial statements in conformity with accounting principles
generally accepted in the United States of America requires management to make estimates and
assumptions that affect the reported amounts of assets and liabilities and disclosure of contingent assets
and liabilities at the date of the financial statements and the reported amounts of revenues,expenses,gains
and losses during the reporting period. Actual results could differ from those estimates.
Fair Value Measurements - In September 2006, the Financial Accounting Standards Board issued
Statement No. 157("SFAS No. 157"),Fair Value Measurements. SFAS No. 157 was issued to establish a
single definition of fair value and a framework for measuring fair value in generally accepted accounting
principles that is intended to result in increased consistency and comparability. The statement also
expands disclosures about fair value measurements. SFAS No. 157 applies whenever other authoritative
literature requires or permits fair value measurements,but does not expand the use of fair value. SFAS No.
157 is effective for financialstatements issued for fiscal years beginning after November 15, 2007;
however, implementation has been deferred until fiscal years beginning after November 15,2008 for all
nonfinancial assets and Iiabilities,except those that are recognized or disclosed at fair value in the financial
statements on a recurring basis(at least annually).
The Food Bank has adopted the provisions of this statement in 2009 as it relates to financial assets and
liabilities. The Food Bank is in the process of determining the impact of adopting this standard in 2010 as
it relates to nonfinancial assets and liabilities.
• Accounting for Uncertain Tax Positions-The Food Bank has elected to defer implementation of FIN 48,
Accounting for Uncertainty in Income Taxes, until 2010 as permitted by("FSP") FIN 48-3. The Food
Bank does not expect the adoption of FIN 48 will have a material effect on its financial position,results of
operations or cash flows.
3. Contributions Receivable
Contributions receivable at June 30,2009 include the following:
Receivable in less than one year $ 155,793
Receivable in one to five years 432.290
Total contributions receivable 588,083
Less discount to present value (37,134)
Net contributions receivable $ 550,949
Amounts receivable are discounted at 3%.
11
NORTHERN ILLINOIS FOOD BANK
NOTES TO FINANCL&L STATEMENTS
4. Fair Value Measurements
SFAS No. 157 defines fair value as the exchange price that would be received for an asset or paid to
transfer a liability (an exit price), that is in the principal or most advantageous market for the asset or
liability in an orderly transaction between market participants on the measurement date. SFAS No. 157
also establishes a fair value hierarchy which requires an entity to maximize the.use of observable inputs
and minimize the use of unobservable inputs when measuring fair value. The standard describes three
levels of inputs that may be used to measure fair value:
Level 1: Quoted prices(unadjusted)for identical assets or liabilities in active markets that the entity
has the ability to access as of the measurement date.
Level2: Significant other observable inputs other than Level 1 prices, such as quoted prices for
similar assets or liabilities,quoted prices in markets that are not active,and other inputs that
are observable or can be corroborated by observable market data.
Lave/3: Significant unobservable inputs that reflect a company's own assumptions about the
assumptions that market participants would use in pricing an asset or liability.
Investment securities are recorded at fair value on a recurring basis. Fair value measurement is based upon
quoted prices for similar assets, if available. If quoted prices are not available,fair values are measured
using matrix pricing models, or other model-based valuation techniques requiring observable inputs other
than quoted prices such as yield curves,prepayment speeds,and default rates. Recurring Level 1 securities
would include U.S. Treasury securities that are traded by dealers or brokers in active over-the-counter
markets. Recurring Level'2 securities include U.S. government agency securities, U.S. government
sponsored agency securities, mortgage-backed securities, collateralized mortgage obligations and
municipal bonds. Where Level I or Level 2 inputs are not available, securities are classified within
Level 3 of the hierarchy.
Fair values of assets and liabilities measured on a recurring basis at June 30,2009 are as follows:
Fair Value Measurements at
June 30,2009 Using
Quoted Prices
in Active
Markets for Significant
Identical Other Significant
Assets/ Observable Unobservable
Liabilities Inputs Inputs
Fair Value (Level 1) (Level 2) (Level 3)
Certificates of deposit $ 392,000 - $ 392.000 $ -
Money marl:et fund 245.300 - 245.300 -
Total $ 637.300 $ - $ 637.300 $ -
12
NORTHERN ILLINOIS FOOD BANK
NOTES TO FINANCIAL STATEMENTS
5. lnvesnnents
The cost and fair value of investments held by the Food Bank as of June 30,2009 and 2008 consist of the
following:
2009 2008 •
Fair Fair
Cost Value Cost Value
Cash equivalents $ 245,300 $ 245,300 $ 600,568 $ 600,568
Certificates of deposit 392,000 392,000 294,000 294,621
$ 637,300 $ 637,300 $ 894,568 $ 895,189
The investment return as of June 30 is as follows:
2009 2008
Interest $ 25,930 $ 29,383
Dividends 5,078 6,177
Realized loss on sale of securities - (1,257)
Unrealized loss - (621)
$ 31,008 $ 33,682
6. Inventory
Inventory at June 30 is comprised of the following:
2009 2008
•
Donated $ 4,537,339 $ 3,183,701
Purchased 642,746 420,478
USDA(EPP) 820,523 113,264
Food for families 11,781 -
$ 6,012,389 $ 3,717,443
NORTHERN ILLINOIS FOOD BANK
NOTES TO FINANCIAL STATEMENTS
7. Property and Equipment
The Food Banks property and equipment at June 30,2009 and 2008 are summarized as follows:
2009 2008
Land $ 750,000 $ 750,000
Averill Road property 152,318 32,938
Averill land 2,304,942 -
Buildingandimprovements 3,218,196 3,212.201
Furniture and equipment 489,164 453,175
Computer 295,008 236,862
Vehicles 1,207,047 979,540
8,416,675 5,664,716
Less: accumulated depreciation 2,736,342 2,440,946
$ 5,680,333 $ 3,223,770
8. Line of Credit
The Food Bank is obligated under a Iine of credit agreement dated February 13,2003, in the amount of
$1,503,420, bearing interest originally at 5.5%and adjusted annually. At June 30,2009,the interest rate
was 5.75%. Monthly payments of interest are required with any unpaid principal due in a balloon payment
on January 13,2010. The note is secured by a mortgage and assignment of rents. At June 30,2009 and
2008,$804,443 and$852,443,respectively,was outstanding. Interest paid on this obligation was$65,098
and$51,352 for the years ended June 30,2009 and 2008,respectively.
9. Operating Leases
The Food Bank leases the facilities for its branch locations under operating leases. The leases are for one-
year terms with provisions for renewal. Expense under these leases was$121,855 and$98,621 for 2009
and 2008,respectively.
10. Temporarily Restricted Net Assets
Temporarily restricted net assets at June 30 consist of the following:
2009 2008
I'unpose restricted,primarily programs S 262,717 $ 479,004
Twenty year use restriction on building
expiring in 2016 516.298 516.298
S 779.015 5 995.302
NORTHERN ILLINOIS FOOD BANK
NOTES TO FINANCIAL STATEMENTS
7. Property and Equipment
The Food Bank's property and equipment at June 30,2009 and 2008 are summarized as follows:
2009 2008
•
Land $ 750,000 $ 750,000
Averill Road property 152,318 32,938
Averill land 2,304,942 -
Building and improvements 3,218,196 3,212.201
Furniture and equipment 489,164 453,175
Computer 295,008 236,862
Vehicles 1,207,047 979.540
8,416,675 5,664,716
Less: accumulated depreciation 2,736,342 2,440,946
$ 5,680,333 $ 3.223,770
8. Line of Credit
The Food Bank is obligated under a line of credit agreement dated February 13,2003,in the amount of
$1,503,420,bearing interest originally at 5.5%and adjusted annually. At June 30, 2009,the interest rate
was 5.75%. Monthly payments of interest are required with any unpaid principal due in a balloon payment
on January 13,2010. The note is secured by a mortgage and assignment of rents. At June 30,2009 and
2008,$804,443 and$852,443,respectively,was outstanding. Interest paid on this obligation was$65,098
and$51,352 for the years ended June 30,2009 and 2008,respectively.
9. Operating Leases
The Food Bank leases the facilities for its branch locations under operating leases. The leases are for one-
year terms with provisions for renewal. Expense under these leases was $121,855 and$98,621 for 2009
and 2008,respectively.
10. Temporarily Restricted Net Assets
Temporarily restricted net assets at June 30 consist of the following:
2009 2008
Purpose restricted,primarily programs S 262,717 $ 479,004
Twenty year use restriction on building
expiring in 2016 516.298 516.298
5 779.015 S 995.302
14
NORTHERN ILLINOIS FOOD BANK
NOTES TO FINANCIAL STATE1v1ENTS
11. Food Distribution
During the years ended June 30,2009 and 2008,the Food Bank distributed approximately 17,288,301 and
13,965,973 pounds of donated food, respectively,to member agencies. The distributed food is valued at
52.13 and $1.75 per pound, which amounts to $36,744,442 and $26,029,836 in 2009 and 2008,
respectively. The value of donated food on hand at June 30,2009 and 2008 is reported on the statement of •
financial position and in Note 6 in accordance with the provisions of SFAS No. 136, Transfers of Assets to
a Not-for-Profit Organization or a Charitable Trust That Raises or Holds Contributions for Others,which
requires the Food Bank to record the value of donated food as inventory and revenue when the Food Bank
has unilateral power to redirect the transfer of the food to another beneficiary.
12. Retirement Plan
The Food Bank sponsors a deferred compensation plan qualified under Section 401(k) of the Internal
Revenue Code. The plan covers all eligible employees and is subject to a vesting schedule for employer
contributions. The Food Bank contributes annually 2%of considered compensation and also provides for
a matching contribution on 50%of employee contributions,up to 2%. For the years ended June 30,2009
and 2008,employer contributions were$54,128 and$48,865,respectively.
13. Related Parties
One of the board members provided architectural services to the Food Bank and received$135,775 in fees.
A second board member received 56,081 in legal fees. .
•
15
. . Northern Illinois Food Bank
Food Distribution and Community Nutrition Center
Budaet
Site Improvements $ 1.526.000
Substructure $ 750.000
Superstructure $ 1.836.000
Exterior Enclosure $ 1.423.200
Interiors $ 1.221.000
Furnishings $ 15.400
Equipment $ 115.400
Vertical Circulation $ 128.900
Mechanical $ 1.850.100
Electrical $ 1.400.000
General Requirements (insurance, permits, $ 1.440.000
general conditions)
Design/Engineering $ 227.000
Subtotal $11.942.000
Contractor' Fee 596 $ 597.000
TraffinImpact Fees $ 420.270
TOTAL $12.059.270
Fundraising
To date (November 2009) NIFB has fully paid for the land ($2.3 million) and raised$1.8 million towards
construction.The Board has set a target of May 2010 to break ground and is investigating issuing Tax Free
Municipal Bonds to finance the construction, while continuing to raise funds from corporate,foundation and
individual donors. We have selected a contractor and are in the process of negotiating a construction contract.
Major Donors Include:
Illinois State $ 542.000
Jewel-Osco Challenge Grant $400,000
Thing 1-2-3 Foundation Challenge Grant $ 600,000($300,000 Challenge Grant)
Illinois Tool Works $250,000
DuPage County CDBG $ 180.120
Ham ill Family Foundation $ 15O.00O
Kane County CDBG $ 140,000
Christopher Family Foundation $ 100,000
Kane County Riverboat Fund $ 1OO.UOO
Anonymous $ 1OO.OUO
Grainger Foundation $ 11O.O0O
Tellabs Foundation $ 05.000
Exelon $ 37.500
Shodeen Family Foundation $ 25.000 (5 year pledge)
Community Foundation of Fox River Valley $ 20.000 (on start of construction)
Trustmark Foundation $ 16.000
Pendinoorantapplications include:
Bill Foster Congressional Appropriation $1.000.000
McCormick Foundation $ 500.000
DuPage County CDB3 $ 425.000
Naperville CDBG $ 300.000
Dominick's $ 250.000
Elgin CDBG $ 200.000
Alfred Bersted Foundation $ 50.000
Union Pacific $ 30'000
Corn munity Bank Wheaton/Glen Ellyn $ 25.000
Proposals pending for individual major donors $ 400.000
Attachment N
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EXHIBIT B
ASSURANCES
The SUB-RECIPIENT hereby warrants and represents that it will comply with the regulations, policies,
guidelines and requirements with respect to the acceptance and use of CDBG funds in accordance with
the ACT and the City of Elgin policies. Also, the SUB-RECIPIENT certifies with respect to the grant
that:
1. It possesses legal authority to make a grant submission to the CITY and to execute a community
development and housing program;
2. Its governing body has duly adopted or passed as an official act, a resolution, motion or similar
action authorizing the person identified as the official representative of the SUB-RECIPIENT to
execute the Agreement, all understandings and assurances contained herein, and directing the
authorization of the person identified as the official representative of the SUB-RECIPIENT to act
in connection with the execution of the Agreement and to provide such additional information as
may be required.
3. Prior to submission of its application to the City,the SUB-RECIPIENT has:
(A) Met the citizen participation requirements of 570.301(b)and has provided citizens with:
(1) The estimate of the amount of CDBG funds proposed to be used for activities
that will benefit persons of low and moderate income; and
(2) Its plan for minimizing displacement of persons as a result of activities assisted
with CDBG funds and to assist persons actually displaced as a result of such
activities;
(B) Prepared its application in accordance with the policies of the City of Elgin and made the
application available to the public;
4. The grant will be conducted and administered in compliance with:
(A) Title VI of the Civil Rights Act of 1964(Pub. L. 88-352 42 U.S.C. Sec 2000d et seq.)and
implementing regulations issued at 24 CFR Part I;
(B) Title VIII of the Civil Rights Act of 1968 (Pub. L. 90-208), as amended; and that the
SUBGRANTEE will administer all programs and activities related to housing and
community development in a manner to affirmatively further fair housing;
(C) Section 109 of the Housing and Community Development Act of 1974, as amended; and
the regulations issued pursuant hereto;
(D) Section 3 of the Housing and Urban Development Act of 1968,as amended;
(E) Executive Order 11246-Equal Opportunity, as amended by Executive Orders 11375 and
12086,and implementing regulations issued at 41 CFR Chapter 60;
14
. .
(F) Executive Order 11063-Equal Opportunity in Housing, as amended by Executive Order
12259, and implementing regulations at 24 CFR Part 107;
(G) Section 504 of the Rehabilitation Act of 1973 (Pub. L. 93-112), as amended, and
implementing regulations when published in effect;
(H) The Age Discrimination Act of 1975 (Pub. L. 94-135), as amended, and implementing
regulations when published for effect;
(I) The relocation requirements of Title II and the acquisition requirements of Title III of the
Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as
amended, and the implementing regulations at 24 CFR Part 42, as required under 24 CFR
570.606;
(J) The labor standards requirements as set forth in 24 CFR Part 570, Subpart K and HUD
regulations issues to implement such requirements;
(K) Executive Order 11988 relating to the evaluation of flood hazards and Executive Order
11738 relating to the prevention, control and abatement of water pollution;
(L) The flood insurance purchase requirements of Section 102(a) of the Flood Disaster
Protection Act of 1973 (Pub. L. 93-234);
(M) The Fair Housing Act (42 U.S.C. 3601-20);
5. Its notification, inspection, testing and abatement procedures concerning lead-based paint will
comply with 570.608; and
6. When a grant is in excess of $100,000 it will comply with all applicable standards, orders, or
requirements issued under Section 308 of the Clean Air Act (42 U.S.C. 1857(h), Section 508 of
the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and Environmental Protection
Agency regulation (40 CFR Part 15), which prohibit the use under nonexempt Federal contracts,
grants or loans, of facilities included on the EPA list of Violating Facilities. The provision shall
require reporting of violations to the County, HUD, and to the AESOP Assistant Administrator
for Enforcement (EN-329).
7. It has developed its application so as to give maximum feasible priority to activities which benefit
low and moderate income families or aid in the prevention or elimination of slums or blight; (the
application may also include activities which the SUB-RECIPIENT certifies are designed to meet
other community development needs having a particular urgency because existing conditions
pose a serious and immediate threat to the health or welfare of the community,and other financial
resources are not available);
8. It is following the current City of Elgin Consolidated Plan which has been approved by HUD
pursuant to 570.306; and
9. It will not attempt to recover any capital costs of public improvements assisted in whole or in part
with funds provided under Section 106 of the ACT or with amount resulting from a guarantee
under Section 108 of the ACT by assessing any amount against properties owned and occupied
15
by persons of low and moderate income, including any fee charged or assessment made as a
condition of obtaining access to such public improvements, unless: (1) funds received under
Section 106 of the ACT are used to pay the proportion of such fee or assessment that relates to
the capital costs of such public improvements that are financed from revenue sources other than
under Title I of the ACT; or (2) for purposes of assessing any amount against properties owned
and occupied by low and moderate income persons, the SUB-RECIPIENT certifies that it lacks
sufficient funds received under Section 106 of the ACT to comply with the requirements of
subparagraph(1)above.
10. The SUB-RECIPIENT certifies that it will provide a drug-free workplace by:
(A) Publishing a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession or use of a controlled substance is prohibited in the SUB-
RECIPIENT's workplace and specifying the actions that will be taken against employees
for violation of such prohibition;
(B) Establishing a drug-free awareness program to inform employees about:
(1) The dangers of drug abuse in the workplace;
(2) The SUB-RECIPIENT's policy of maintaining a drug-free workplace;
(3) Any available drug counseling,rehabilitation, and employee assistance programs;
and
(4) The penalties that may be imposed upon employees for drug abuse violations
occurring in the workplace.
(C) Making it a requirement that each employee to be engaged in the performance of the
grant be given a copy of the statement required by paragraph(A);
(D) Notifying the employee in the statement required by paragraph(A)that, as a condition of
employment under the grant,the employee will:
(1) Abide by the terms of the statement; and
(2) Notify the employer of any criminal drug statute conviction for a violation
occurring in the workplace no later than five days after such conviction;
(E) Notifying the City of Elgin's Planning and Neighborhood Services Department within ten
(10) days after receiving notice under subparagraph (D)(2) from an employee or
otherwise receiving actual notice of such conviction;
(F) Taking one of the following actions, within 30 days of receiving notice under
subparagraph(D)(2),with respect to any employee who is so convicted:
(1) Taking appropriate personnel action against such an employee, up to and
including termination; or
(2) Requiring such employee to participate satisfactorily in a drug abuse assistance
or rehabilitation program approved for such purposes by a Federal, State, or local
health, law enforcement, or other appropriate agency;
16
(G) Making a good faith effort to continue to maintain a drug-free workplace through
implementation of paragraphs(A),(B),(C),(D),(E)and(F).
11. It has adopted and is enforcing a policy prohibiting the use of excessive force by law enforcement
agencies within its jurisdiction against any individuals engaged in nonviolent civil rights
demonstrations.
12. In regards to lobbying, the SUB-RECIPIENT certifies:
(A) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
SUB-RECIPIENT, to any person for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with the awarding of any Federal
contract, the making of any Federal grant, the making of any Federal loan, the entering
into of any cooperative agreement, and the extension, continuation, renewal, amendment,
or modification of any Federal contract, grant, loan, or cooperative agreement.
(B) If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member
of Congress in connection with the Federal contract, grant, loan, or cooperative
agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure
Form to Report Lobbying," in accordance with its instructions.
(C) The SUB-RECIPIENT shall require that the language of this certification be included in
the award documents for all sub-awards at all tiers (including subcontracts, sub-grants,
and contracts under grants, loans, and cooperative agreements) and that all sub-recipients
shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this certification is a
prerequisite for making or entering into this transaction imposed by section 1352, title 31,
U.S. Code. Any person who fails to file the required certification shall be subject to a
civil penalty of not less than$10,000 and not more than $100,000 for each such failure.
17
EXHIBIT C
EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION
Community Development Block Grant Program
City of Elgin
The undersigned understands and agrees that it is a SUB-RECIPIENT of the Community Development
Block Grant Program of the City of Elgin. The undersigned also agrees there shall be no discrimination
against any employee who is employed in carrying out work from the assistance received from the City of
Elgin and the Department of Housing and Urban Development, or against any applicant for such
employment, because of race, color, religion, sex, age or national origin, including but not limited to
employment, upgrading, demotion or transfer; recruitment or recruitment advertising; lay off or
termination; rates of pay or other forms of compensation; and selection for training, including
apprenticeship.
The SUB-RECIPIENT further agrees to the following:
(1) It will incorporate or cause to be incorporated into any grant contract, loan, grant insurance or
guarantee involving Federally assisted construction work, or modification thereof, which is paid
for in whole or in part with funds obtained from the Community Development Block Grant
program, the language contained in HUD Equal Employment Opportunity Regulations at 42 CFR
130.15(b), in Executive Order 11246, as amended by Executive Orders 11375 and 12006, and
implementing regulations issued in 41 CFR Chapter 60.
(2) It will be bound by said equal opportunity clause with respect to its own employment practices
when it participates in any Community Development Block Grant Program construction.
(3) It will assist and cooperate actively with the City of Elgin, the Department of Housing and Urban
Development and the Secretary of Labor in obtaining the compliance of contractors and
subcontractors with the equal opportunity clause and the rules, regulations and relevant orders of
the Secretary of Labor.
(4) It will furnish the City of Elgin, the Department of Housing and Urban Development and the
Secretary of Labor such information as they may require for the supervision of such compliance,
and will otherwise assist the City of Elgin and the Department of Housing and Urban
Development in the discharge of primary responsibility for securing compliance.
(5) It will refrain from entering into any contract or contract modification subject to Executive Order
11246 of September 24, 1965, with a contractor debarred from or who has not demonstrated
eligibility for government contracts and federally assisted construction contracts pursuant to the
Executive Order.
(6) It will carry out such sanctions and penalties for violation of the equal opportunity clause as may
be imposed upon contractors and subcontractors by the Secretary of Labor, the City of Elgin or
the Department of Housing and Urban Development.
(7) In the event that SUB-RECIPIENT fails or refuses to comply with the undertaking, the City of
Elgin, or the Department of Housing and Urban Development may take any or all of the
following actions: cancel, terminate or suspend, in whole or in part, this grant, refrain from
18
extending any further assistance to the SUB-RECIPIENT until satisfactory assurance of future
compliance has been received; and refer the case to the Department of Housing and Urban
Development for appropriate legal proceedings.
SUB-RECIPIENT: Northern Illinois Food Bank
600 Industrial Drive, St. Charles, Illinois 60174
BY:_ 4egagee; 4*H. D is Smith, Executive Director&CEO
DATE: 7- .2a/a
ATTEST:
19
`s OF ESC'
Agenda Item No.
City of Elgin
+reo n a
_ F �
July 8,2010
TO: Mayor and Members of the City Council
FROM: Sean R. Stegall, City Manager )&_ai ' I ,'
Denise Momodu, Associate Planner / -
SUBJECT: Community Development Block Grant Sub-Recipient Agreement for the Northern
Illinois Food Bank
PURPOSE
The purpose of this memorandum is to provide the mayor and members of the city council with
information regarding the Sub-Recipient Agreement between the City of Elgin and the Northern
Illinois Food Bank
RECOMMENDATION
It is recommended that the city council approve the Sub-Recipient Agreement between the City
of Elgin and the Northern Illinois Food Bank for its Food Distribution and Community Nutrition
Center Project in the amount of$50,000.
BACKGROUND
The Northern Illinois Food Bank (NIFB) is a not-for-profit organization providing hunger relief
and nutritious food to the communities it serves in Northern Illinois by purchasing, collecting,
warehousing and facilitating the distribution of food to low income or needy people. NIFB has
83 partners in Kane County, 24 of which are located in Elgin. These agencies include food
pantries, soup kitchens, shelters and group homes. In the past year, NIFB distributed 3.5 million
pounds of food in Kane County and over 600,000 pounds in Elgin. The NIFB's principal place of
business is 600 Industrial Drive, St. Charles, IL.
NIFB applied for Community Development Block Grant (CDBG) funds in 2009. The funding
was approved by the city council in March 2010 and incorporated into the 2010 Annual Updated
Action Plan.
NIFB was allocated a total of$50,000 in CDBG funds from the 2010 CDBG program year. The
funds will be used by the NIFB for construction of the new Food Distribution and Community
Nutrition Center to be located on Averill Road in Geneva, Illinois. The 24 Elgin-based social
•
Community Development Block Grant Sub-Recipient Agreement for NIFB
July 8, 2010
Page 2
service agencies providing food pantries, soup kitchens and group homes will utilize and benefit
from the new NIFB facility.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
FINANCIAL IMPACT
The amount of the proposed Sub-Recipient Agreement with the Northern Illinois Food Bank is
,\\ , $50,000. Sufficient funds are budgeted ($504,240) and available ($228,854) in the CDBG Fund,
account number 230-0000-791.93-36, "Major Repairs / Building Structure," project number
154647 "NIFB Food Distribution and Community Nutrition Center Project" to enter into this
agreement.
AlrliEGAL IMPACT
jNone.
ALTERNATIVESAll)
1. The city council may choose to approve the Sub-Recipient Agreement with the Northern
Illinois Food Bank in the amount of$50,000.
2. The city council may choose not to proceed with the Sub-Recipient Agreement with the
Northern Illinois Food Bank at this time.
Respectfully submitted for council consideration.
DMM
Attachment
. . .
s:c..1 OF
Gi k City of Elgin Memorandum
IIriDs\`'•
Date: August 19, 2010
To: Denise Momodu, Associate Planner
From: Jennifer Quinton, Deputy City Clerk
Subject: Resolution No. 10-162, Adopted at the August 11, 2010 Council Meeting
Enclosed you will find the agreement listed below. Please retain a copy for your records. If you
have any questions please feel free to contact our office 847-931-5660 and we will do our best to
assist you. Thank you.
• Community Development Block Grant Sub-Recipient Agreement with Northern Illinois
Food Bank
_ _