HomeMy WebLinkAbout20-74 Resolution No. 20-74
RESOLUTION
AUTHORIZING EXECUTION OF AN ILLINOIS GRANT ACCOUNTABILITY AND
TRANSPARENCY NOTICE OF STATE AWARD TO ACCEPT A GRANT FROM THE
ILLINOIS STATE POLICE FOR THE REPLACEMENT OR UPGRADE OF 911 CALL
HANDLING POSITIONS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
the City of Elgin,Illinois hereby accepts the Illinois Grant Accountability and Transparency Notice
of State Award in the amount of$333,713, for the replacement or upgrade of 911 call handling
positions.
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS,that Richard G.Kozal,City Manager,be'and is hereby authorized and directed to execute
the Illinois Grant Accountability and Transparency Notice of State Award with the Illinois State
Police regarding the replacement or upgrade of 911 call handling positions that are Next Generation
911 B capable, a copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: May 27, 2020
Adopted: May 27, 2020
Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
Illinois Grant Accountability and Transparency
05/06/20 Notice of State Award Pagel of5
STATE OF ILLINOIS GRANT INFORMATION ,
State Award Identification Name of State Agency (Grantor): Illinois State Police
Department/Organziation Unit: Office of the Statewide 9-1-1 System
State Award ID Number (SHIN) 1652-18672
State Program Description Grants will be awarded to fund regional hosted call handling position equipment to defray
costs associated with the replacement or upgrade of 9-1-1 call handling positions that are
Next Generation 9-1-1 i3 capable.
Announcment Type Initial
Agency (Grantor) Contact Information Name: Cindy Barbera-Brelle
Phone: 217/782-3200
Email: Cindy.Barbera-Brelle@illinois.gov
GRANTEE INFORMATION
Grantee/ Subrecipient Information Name: City of Elgin
.Address: 150 Dexter Ct., Elgin, IL 60120
Phone: 847-289-2974
Email: jensen_c@cityofelgin.org
Grantee Identification GATA: 674095 DUNS: 010224772 FEIN: 366005862
Period of Performance Start Date: 7/1/2020 End Date: 6/30/2021
FUNDING INFORMATION
FUND CSFA CFDA AMOUNT
612 493-60-1652 $333,713.50
TOTAL $333,713.50
(M) Currently used by State of Illinois for "Match"or "Maintenance of Effort"(MOE) requirements on Federal Funding. Funding is
subject to Federal Requirements and may not be used by Grantee for other match requirements on other awards.
TERMS AND CONDITIONS
Grantee Indirect Cost Rate Information Rate:
Base:
Period:
Research & Development No
Cost Sharing or Matching No
Requirements
Uniform Term(s) CODE of FEDERAL REGULATIONS Title 2: Grants and Agreements PART 200 - Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2
CFR 200)
Grant Accountability and Transparency Act (GATA), 30 ILCS 708/1
Illinois Administrative Code
Grantor-Specific Term(s)
Program-Specific Term(s)
Illinois Grant Accountability and Transparency
05/06/20 Notice of State Award Page 2 of 5
SPECIFIC CONDITIONS ASSIGNED TO GRANTEE - FISCAL AND ADMINISTRATIVE
The nature of the addtional requirements
GATA Conditions:
03 - Financial and Regulatory Reporting (2 CFR 200.327)
Requires more detailed reporting;
05 - Cost Principles (2 CFR 200.400)
Requires additional prior approvals; Requires more detailed reporting; Requires monthly reporting;
11 - Fraud, Waste and Abuse
Requires technical assistance including required training;
Agency Adjustments / Explanation:
03 - Financial and Regulatory Reporting (2 CFR 200.327)
The grantee indicated "sometimes" in regards to the organization having performance measures that tie to financial
data. Best practice warrants that an organization have a direct correlation to a result, invoice, completed job, and/or
benefit that equates or indicates a "performance measure." These "performance measures" may then be directly
related to the costs presented within financial records and reports
05 - Cost Principles (2 CFR 200.400)
'The grantee indicated that for training regarding the determination of allowability of costs they are dependent on Fiscal
staff. Best practice for grant compliance indicates that all staff, both fiscal and programmatic should be trained in proper
costing principles. It is also recommended that checklist be utilized to ensure that each expenditure meets the specific
criteria defined within the grant agreement. The grantee indicated that when determining if costs are allocable none of
the methodologies provided were being utilized. It is best practice to utilize all of the following methodologies for
determination of allocable costs: a. Identification of costs that benefit both the grant award(s) and other work for the
organization b. Identification of costs that can be distributed in direct proportion to the benefit received. c. Allocations of
costs is NOT used for purposes of overcoming funding deficiencies between grant awards.
11 - Fraud, Waste and Abuse
The grantee indicated noncompliance with best practice measures to address fraud, waste, and abuse. The grantee
must implement a fraud awareness program and an anonymous process A fraud awareness program along with an
ethics and standards of conduct training program, and an anonymous process for reporting fraud that includes Whistle
Blower Protection. A Fraud Awareness program along with standards of ethics policies and Whistle Blower Protection are
critical components to provide a foundation of integrity and expectation of compliance with agency policies. Trainings of
this nature are perceived as a best practice measures when implemented and certified annually.
The reason why the additional requirements are being imposed
GATA Conditions:
03 - Financial and Regulatory Reporting (2 CFR 200.327)
Medium to high risk increases the likelihood that grant revenues and expenditures will be inaccurate that could result in
misreporting, and an abusive environment.
05 - Cost Principles (2 CFR 200.400)
Medium to high risk increases the likelihood unallowable costs or services, audit findings and questioned costs that
would be required to be return to the state and federal government.
11 - Fraud, Waste and Abuse
Medium to high risk increases the likelihood of fraud, waste and abuse occurring and not being identified in the normal
course of employees duties, also decreases the likelihood of employees or clients not reporting fraud, waste and abuse.
Agency Adjustments / Explanation:
None
Illinois Grant Accountability and Transparency
05/06/20 Notice of State Award Page 3 of 5
The nature of the action needed to remove the additional requirement, if applicable
GATA Conditions:
03 - Financial and Regulatory Reporting (2 CFR 200.327)
Implementation of new or enhanced system, mitigating controls or a combination of both.
05 - Cost Principles (2 CFR 200.400)
Implementation of additional controls for reviewing and approval expenditures.
11 - Fraud, Waste and Abuse
Corrective action including implementing a fraud awareness program including information on how to report fraud,
waste and abuse without fear of retaliation.
Agency Adjustments / Explanation:
03 —Financial and Regulatory Reporting (2 CFR 200.327)
The grantee must review their internal controls for costing within each grant to determine what performance measures
ties to the financial data. The internal controls/fiscal policies must be updated to include the defined performance
measures and how these measures translate to the financial data.
05 - Cost Principles (2 CFR 200.400)
The grantee must update their current internal controls/fiscal procedures to include procedures for determining
allowable costs. These updates should include checklist enabling staff to ensure a log is kept for verification of
allowability. The procedures should meet the areas defined and outlined above.
11 - Fraud, Waste and Abuse
The grantee, should collaborate with'the Illinois State Police and or their Cognizant Agency, Illinois Department of
Transportation to develop a means for providing annual training in both fraud awareness, and ethics and standard of
conduct training. The grantee should develop certification documents that are completed and maintained on file, for
review during audit and/or programmatic monitoring. In order to encourage reporting of misconduct the grantee must
also implement an anonymous process for reporting fraud, waste and abuse without fear of retaliation via the
implementation of Whistle Blower Protection policies
The time allowed for completing the actions, if applicable
GATA Conditions:
03 - Financial and Regulatory Reporting (2 CFR 200.327)
One year.
05 - Cost Principles (2 CFR 200.400)
One year from the implementation of additional controls.
11 - Fraud, Waste and Abuse
One year after implementation of corrective action.
Agency Adjustments / Explanation:
03 - Financial and Regulatory Reporting (2 CFR 200.327)
The grantee must update the internal controls to include the performance measures that tie to financial date. The
updated internal controls should be provided for review during programmatic and/or fiscal audit.
05 - Cost Principles (2 CFR 200.400)
The grantee should make these updated internal control policies available for review during programmatic and or audit
review
11 - Fraud, Waste and Abuse
One year after implementation of corrective action.
Illinois Grant Accountability and Transparency
05/06/20 Notice of State Award Page 4 of 5
The method for requesting reconsideration of the additional requirements imposed
GATA Conditions:
03 - Financial and Regulatory Reporting (2 CFR 200.327)
One year.
05 - Cost Principles (2 CFR 200.400)
One year from the implementation of additional controls.
11 - Fraud, Waste and Abuse
One year after implementation of corrective action.
Agency Explanation:
None
i
Illinois Grant Accountability and Transparency
05/06/20 Notice of State Award Page 5 of 5
SIGNATURE PAGE
Circle one: Accept NOSA / Reject NOSA
City of Elgin
Institution / Organization
Signature
Richard G. Kozal
Name of Official
City Manager
Title (Chief Financial Officer or equivalent)
May 27, 2020
Date of Execution