93-107 .
Resolution No. 93-107
RESOLUTION
AUTHORIZING FILING OF APPLICATION FOR GRANT UNDER THE
HOUSING AND COMMUNITY DEVELOPMENT ACT OF 1974
WHEREAS, Title 1 of the Housing and Community
Development Act of 1974 provides for block grant funding
assistance to units of general purpose local governments for
the purpose of strengthening the ability of said governments
and elected officials to determine the community development
needs, set priorities, and allocate resources to various
activities; and
WHEREAS, the City Council of Elgin, Illinois, has
determined that additional emphasis is needed in the area of
community development in order that beneficial solutions to
the problems of slum and blight, and housing and neighborhood
deterioration may be determined.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF ELGIN, ILLINOIS:
Section 1 . That a submission be made to the Department
of Housing and Urban Development for a grant in the amount of
Eight Hundred and Eighty-Four Thousand Dollars ($884,000) .
Section 2 . That the City Manager is hereby authorized
and directed to execute and file such submission with the
Department of Housing and Urban Development and to provide
additional information and furnish such documents as may be
required by said Department to execute such agreements as are
required by said Department, and to act as the authorized
correspondent of the City of Elgin.
s/ George VanDeVoorde
George VanDeVoorde, Mayor
Presented: April 28, 1993
Adopted: April 28, 1993
Vote: Yeas 6 Nays 0
Recorded:
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
Other business not pertinent to the aforementioned consideration
was duly transacted at said meeting.
Upon motion duly made and carried, the meeting adjourned.
Dolonna Mecum, City Clerk
El in NOTICE OF
PUBLIC HEARING
, PROPOSED AMENDMENT TO
• THE
1993 COMMUNITY
DEVELOPMENT
BLOCK GRANT PROGRAM
The Elgin City Council will hold a public hearing on
August 24, 1994 to consider an amendment to the
1993 Community Development Block Grant (CDBG)
Program.
The amendment to the CDBG Program would trans-
fer $34,000.00 from the 1993 Planning and Manage-
ment project to the 1993 Fire Barn Museum Handicap
Accessibility project. The amount of funding originally
allocated to the Fire Barn Museum Handicap Acces-
sibility project totalled $38,784. With the addition of
$34,000 in funding, the Fire Barn Museum project
total funding would equal $72,784.
The Elgin City Council will hold a public hearing and
consider any comments regarding this proposed
amendment to the 1993 Community Development
Block Grant Program. The public hearing will be held
on Wednesday, August 24, 1994 at 8:00 p.m. at the
Elgin Municipal Building, 150 Dexter Court. For
further information, please contact the Planning
Department at (708) 931 -5910.
? I II l I
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Certificate of Publication in LVU I�lrrl�a�I�VV
STATE OF ILLINOIS
COUNTY OF KANE
THE COPLEY PRESS,INC.,DOES HEREBY CERTIFY:
That it is a corporation duly organized and existing under the laws of the State of Illinois;
That it is the publisher of The Courier-News,a secular newspaper published in the City of Elgin,
in Kane County, Illinois,and of general circulation in said City,County and State;and in McHenry •
County and portions of Cook and DuPage Counties,and in other Cities in Kane County;and that it
is a newspaper as defined in"An Act to Revise the Law in Relation to Notices"—Ill.Revised Statutes,
Chap. 100,Sections 1,5 and 10.
That a notice of which the annexed is a true copy has been regularly published in said Newspaper
time(s) each - for
G succe sive ;that
the first publication of said notice was on the // -day of ,199
—
and the last publication thereof was on the day of , 19
that the face of type in which each publication of said notice was printed was the same as the body of
type used in the classified advertising in the newspaper in which said publication was made:
That said The Courier-News has been regularly published in said City,County and State for at
least one year prior to the first publication of said notice.
In WITNESS WHEREOF,said The C pley Press,Inc.,publisher as aforesaid,has executed this
Certificate of jublication by its ficer or Agent thereunto duly au horized this
day of //1ST , 19 9
THE CO' EY PRESS,INC.
By _ ri.�
Printer's Fee$ G'O Paid 19
No. L57-3(0 Folio
•
Gen. No. Excerpts from proceedings of the Board of Directors of
The Copley Press,Inc.,an Illinois corporation,at a meeting
of said Board held on February 21,1986,at which a quorum
was present.
(Certificate of 1ti1t a iort The following resolution was adopted.
ii++ ` W�' ` LL` Resolved: That Certificates of Publication of legal no-
IN tices,in accordance with the Illinois Revised Statutes,pub-
THE lished in The Beacon-News at Aurora,Illinois;The Courier-
CO R
:MAIMS News of Elgin,Illinois;the Herald-News at Joliet, Illinois;
�j�J i�j The State Journal-Register at Springfield,Illinois;Sun Pub-
ELGIN,ILLINOIS lications at Naperville, Illinois,the Lincoln Courier at Lin-
coln,Illinois;may be signed on behalf of this Corporation and
its Corporate Name and such Certificates may be certified by
el any duly elected officers of this Corporation or by any of the
re/ 54./A.)‘� business managers, comptrollers, or auditors of any such
newspapers,and that a copy of this Resolution,duly certified
by the Secretary or an Assistant Secretary, shall be printed
upon all Certificates of Publication of legal notices published
by said newspapers,and shall be evidence of the authority of
the officer or agent signing for and in behalf of the Corpora-
tion.
Cf D ih6 /993 93 The undersigned officer of The Copley Press, Inc.,a
corporation of the State of Illinois,does hereby certify that
•
the foregoing is a full and true copy ofa resolution adopted by
kt11� 11� >.T. lD .I( ��T the Board of Directors of said Corporation by unanimous
action taken on February 21,1986,and the same remains in
full force and effect not having been revoked, canceled or
'R211,2�m amended.
Given under my hand and the seal of the Corporation,
this A.5 Q day of.,L?. .g.$.T,19
ASSISTANT SECRETARY
4 BONNIE G. BRAUN
4 NOTARY PUBLIC, STATE OF ILLINOIS
4 My Commission Expires April 6, 1998 p
1►�I`I�I�'�r"rr�`I�I'I
1 ri=
r-
�- El in
NOTICE
9jrrnrr 1993 COMMUNITY
DEVELOPMENT BLOCK GRANT
GRANTEE PERFORMANCE
REPORT
The 1993 Grantee Performance
Report is available for public
inspection and . comment. A
Grantee Performance Report
summarizes all active and
completed activities funded by the
`` Community Development Block
Grant Program. The Grantee
Performance Report is an annual
- report of expenditures for the
Community Development Block
Grant Program. The period of time
reported on in the report is from
June 13, 1993 to June 12, 1994.
Copies of the 1993 Grantee
Performance Report may be ob-
tained at the Planning Depart-
.' ment, Elgin City Hall, 150 Dexter
Court, Elgin, IL 60120 (telephone
(708) 931 -5910). Any comments
on report should be addressed to
the Planning Department attention
Grantee Performance Report.
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Certificate of Publication in ob. itifettiNEWS
STATE OF ILLINOIS
COUNTY OF KANE
THE COPLEY PRESS, INC.,DOES HEREBY CERTIFY:
That it is a corporation duly organized and existing under the laws of the State of Illinois;
That it is the publisher of The Courier-News,a secular newspaper published in the City of Elgin,
in Kane County, Illinois,and of general circulation in said City,County and State;and in McHenry
County and portions of Cook and DuPage Counties,and in other Cities in Kane County;and that it
is a newspaper as defined in"An Act to Revise the Law in Relation to Notices"—Ill.Revised Statutes,
Chap. 100,Sections 1,5 and 10.
That a//no��tice of which the annexed is a true copy has been regularly published in said Newspaper
r/it?C` time(s) each for
successive ;that
the first publication of said notice was onthee40- day o Eta Ae ,19_C,
and the last publication thereof was on the day of , 19
• that the face of type in which each publication of said notice was printed was the same as the body of
type used in the classified advertising in the newspaper in which said publication was made:
That said The Courier-News has been regularly published in said City,County and State for at
least one year prior to the first publication of said notice.
In WITNESS WHEREOF,said The Copley Press,Inc.,publisher as aforesaid,has executed this
Certificate of Sublication by Officer or /Agent thereunto duly�aut orized this
�6� day of C) 1 77 J ht F , 19 7
THE COP Y PRESS,INC.
By
Printer's Fee$ cZ96 • ! Paid 19 .
•
No. �� Folio c/(A4j
•
Gen.No. Excerpts from proceedings of the Board of Directors of
The Copley Press,Inc.,an Illinois corporation,at a meeting
of said Board held on February 21,1986,at which a quorum
was present.
trtiticatg of pb1ication The following resolution was adopted.
Resolved:That Certificates of Publication of legal no-
IN tices,in accordance with the Illinois Revised Statutes,pub-
THE lished in The Beacon-News at Aurora,Illinois;The Courier-
COj U jRIER-NEWS News of Elgin, Illinois;the Herald-News at Joliet,Illinois;
l� . The State Journal-Register at Springfield,Illinois;Sun Pub-
ELGIN,ILLINOIS lications at Naperville, Illinois,the Lincoln Courier at Lin-
coln,Illinois;may be signed on behalf of this Corporation and
its Corporate Name and such Certificates may be certified by
any duly elected officers of this Corporation or by any of the
��7' Q C�/ �,� business managers, comptrollers, or auditors of any such
newspapers,and that a copy of this Resolution,duly certified
by the Secretary or an Assistant Secretary,shall be printed
upon all Certificates of Publication of legal notices published
by said newspapers,and shall be evidence of the authority of
the officer or agent signing for and in behalf of the Corpora-
tion.
-� ) The undersigned officer of The Cole Press, Inc.,a
!..`l9.,� �oxl!1r�1.►.�.!S.1 E.�. .�v.�1oPrx��7 g Copley
corporation of the State of Illinois,does hereby certify that
the foregoing is a full and true copy of a resolution adopted by
eppor / 7-Ea- the Board of Directors of said Corporation by unanimous
Qom!! t 7' action taken on February 21,1986,and the same remains in
full force and effect not having been revoked,canceled or
(/ amended.
I4f�/C.
// Given under my hand and the seal of the Corporation,
this- day S77.r.elleii76K-19
../.�
ASSISTANT SECRETARY
4:ai^61,Ac A4 A L'"'
4 BONNIE G. BRAUN 1
4, NOTARY PUBLIC, STATE OF ILLINOIS 1
My Commission Expires April 6, 1998 1
rr■rrrrrr■■ ■ ■
El •
0\
Agenda Item No.
41*
• i 1,v'
June -93
KERORANDUN
TO: Mayor and Members of the City Council
FROM: Larry L. Rice, City Manager
SUBJECT: Rebudgeting of Community Development Block Grant Funds
Purpose: To consider the rebudgeting of the Community Development
Block Grant funds from the Historic District Lighting Project.
Background: In 1988 and 1990 a total of $135, 640 was allocated in
Community Development Block Grant (CDBG) funds for a Historic
District Lighting project. The CDBG funds were to provide
engineering and a demonstration lighting project. In May of this
year the City was notified of a successful ISTEP grant application
for $1, 000, 000 to engineer and construct the entire project. The
ASTEP grant requires a 20% local match ($200, 000) of non-federal
llars. Therefore, the remaining CDBG funds, *135, 125, are
available for rebudgeting. The rebudgeting of the CDBG funds will
require public notice and a public hearing.
Financial Impact: A total of $135, 125 in CDBG funds are available
for rebudgeting.
Recommendation: It is recommended that the City Council consider
funding the Illinois Avenue Street Reconstruction project with the
available CDBG funds and use the previously committed bond funds for
the Illinois Avenue Street Reconstruction project for part of the
required local match for the ISTEP grant. If this is acceptable to
the City Council, staff will proceed with the required public notices
to rebudget the CDBG funds.
Larry L. Rice, City Manager
r
in
7,,,
Agenda Item No. L.0\--
(0.-
July 22, 1993
MEMORANDUM
TO: Mayor and Members of the City Council
FROM: Larry L. Rice, City Manager
SUBJECT: Public Hearing for an Amendment to the Community
Development Block Grant Program
Purpose: A Public Hearing is required to amend the Community
Development Block Grant Program.
Background: At the Committee of the Whole Meeting of June 23, 1993,
the City Council approved a proposal to rebudget the 1988 and 1990
Community Development Block Grant funds for the Historic District
OftLighting project. The amount of funds available for rebudgeting
total $135, 125. The City Council concurred with the staff
recommendation to rebudget the available funds for additional street
reconstruction work in the Illinois Avenue area. Attached for City
Council information is a copy of the Committee of the Whole
memorandum and a copy of the public notice published in the Courier
News for the Public Hearing on the proposed Community Development
Block Grant Program Amendment.
The purpose of the Public Hearing is to hear and consider any
comments concerned citizens may have regarding the proposed
amendment.
Financial Impact: A total of $135, 125 in Community Development Block
Grant funds are available for additional street reconstruction work
in an eligible low and moderate income area.
Recommendation: After the close of the public hearing, a motion to
approve the requested amendment to the Community Development Block
Grant Program would be in order.
. -1111911111111161,
/ 401,
--- i_--- - p__ -- - -
Larr . Rice, Manager
l
e-
June 16, 1993
MEMORANDUM
TO: Mayor and Members of the City Council
FROM: Larry L. Rice, City Manager
SUBJECT: Rebudgeting of Community Development Block Grant Funds
Purpose: To consider the rebudgeting of the Community Development
Block Grant funds from the Historic District Lighting Project.
Background: In 1988 and 1990 a total of $135, 640 was allocated in
Community Development Block Grant (CDBG) funds for a Historic
District Lighting project. The CDBG funds were to provide
engineering and a demonstration lighting project. In May of this
year the City was notified of a successful ISTEP grant application
for $1, 000, 000 to engineer and construct the entire project. The
AphISTEP grant requires a 20% local match ($200, 000) of non-federal
dollars. Therefore, the remaining CDBG funds, $135, 125, are
available for rebudgeting. The rebudgeting of the CDBG funds will
require public notice and a public hearing.
Financial Impact: A total of $135, 125 in CDBG funds are available
for rebudgeting.
Recommendation: It is recommended that the City Council consider
funding the Illinois Avenue Street Reconstruction project with the
available CDBG funds and use the previously committed bond funds for
the Illinois Avenue Street Reconstruction project for part of the
required local match for the ISTEP grant. If this is acceptable to
the City Council, staff will proceed with the required public notices
to rebudget the CDBG funds.
Larry L. Rice, City Manager .
r
y.
. Ns
4. - ••
Courier-News Al.
Monday,July 12, 1993 _
s
�s ' �}?..4-.±-t
T q"��rit46 ; MV 'I ��. Yi+ -
4. El NOTICE OF PUBLIC HEARING
11l PROPOSED AMENDMENT + :
°. ��,y TO THE 1993 -
r;.' N
i _
....' m� COMMUNITY DEVELOPMENT =
K, \�p�""°" BLOCK GRANT PROGRAM
The Elgin City Council will hold a public hearing on July F_
28, 1993 to consider an amendment to the 1993 Com-
.
munit Development Block Grant (C DB G) program.
�
The amendment to the CDBG program would transfer ,
- unexpended CDBG funds in the amount of $135,125
from the Historic District Lighting Project, (1988 and 1990
Program Years). The funds would be transferred to the •
1993 Street Reconstruction Project. The 1993 Street ' 1
A. Reconstruction Project area is bounded by Liberty, Villa,
. Channing and Laurel Streets and includes Barrett, Healy, , ,
Henry, Percy and Stella Streets, and Stella Court. The
1993 Street Reconstruction Project would be expanded
to include Illinois Avenue, Margaret Street, Watres Place
', and Watres Court. ` '
The Elgin City Council will hold a Public Hearing and
consider any comments regarding this proposed amend-
ment to the 1993 Community Development Block Grant
Program. The public hearing will be held on Wednesday, S.
July 28, 1993 at 8:00 P.M. at the Elgin Municipal Build-
I ing, 150 Dexter Court. For further information, please k
contact the Planning Department at (708) 931-5910.
„:,
,,,c,„".„._„:„..3.„,....,1,,,,, , _ ....wiv,..„.„..„.„..4.44.-i,„. 5
Committee of the Whole Meeting
December 15, 1993
Page 2
Authorization of a Final Payment and Acceptance of the Shales
Parkway Fence Project
Councilwoman Yearman made a motion, seconded by Councilwoman
Popple, to authorize the aforementioned final payment and accept
the Shales Parkway fence project. Yeas : Councilmembers Fox,
Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays :
None.
Acceptance of Woodbridge North Offsite Sanitary Sewer
Improvements
Councilwoman Popple made a motion, seconded by Councilman
Schock, to accept the aforementioned improvements . Yeas :
Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor
VanDeVoorde. Nays : None.
Authorization of a Final Payment and Acceptance of the
Barrett/Illinois Community Development Block Grant 1993 Street
Repair Project
Councilwoman Yearman made a motion, seconded by Councilman
Walters, to authorize final payment and accept the
aforementioned project. Yeas : Councilmembers Fox, Popple,
Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None.
Authorization of a Final Payment and Acceptance of the 1993
Community Development Block Grant Handicap Sidewalk Ramp Project
Councilwoman Popple made a motion, seconded by Councilman
Walters, to accept the aforementioned project and authorize
final payment. Yeas : Councilmembers Fox, Popple, Schock,
Walters, Yearman, and Mayor VanDeVoorde. Nays : None.
Authorization of Change Order No. 1, Final Payment and
Acceptance of the Orchard/Washburn 1993 Street Repair Project
(G06a)
Councilman Fox made a motion, seconded by Councilman Schock, to
approve the aforementioned change order and accept said project.
Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and
Mayor VanDeVoorde. Nays : None.
Councilman Walters left the meeting at 7 : 10 p.m.
Report on a Zoning Ordinance and Street-cut Parking Proposal
for GMT, Inc. on Erie Street
Code Administration Director Webb advised the Council that the
owner of GMT has taken steps to improve ventilation in the
building so that the overhead door can remain closed during the
summer months . This should alleviate the problem with noise.
Mr. Webb stated that currently GMT, Inc. is not in violation of
7
K
EItJn
r 4-- Agenda Item No. 17.7
,.....,..„
3, , ,„, ...7
December 10, 1993
TO: Mayor and Members of the City Council
FROM: Robert 0. Malm, Interim City Manager
SUBJECT: Authorization of Final Payment and Acceptance of
the 1993 CDBG Handicap Sidewalk Ramp Project.
PURPOSE
This memorandum will provide the Mayor and Council with informa-
tion to consider acceptance of the subject improvements and
authorizing the final payment.
BACKGROUND
The City Council awarded to Alliance Contractors, Inc. the con-
tract for the 1993 CDBG Handicap Sidewalk Ramp Project on
September 22, 1993. The project generally included the removal
and replacement of designated curb and gutter and sidewalk ramps
in order to provide handicap accessibility at various loca-
tions. Alliance Contractors, Inc. has completed the project in
compliance with the plans and specifications as verified by the
City's Engineering Staff.
FINANCIAL IMPACT
The awarded contract was $32,615.40 and the final cost is
$22,539 .50, a decrease of $10,075. 90. A copy of the final pay
estimate is attached for your consideration (Account
#230-0000-791.92-32, Project #154702) .
RECOMMENDATION
It is recommended that the City Council accept the completed
pr. ect and authorize the final payment of $22,539 .50.
, 1 el..—
•o -rt • . Maim, Interim City Manager
Attachments
filik ROM/DL/do
1 1 '
i
CITY OF ELGIN
KANE COUNTY, ILLINOIS 1993 CDBG HANDICAP SIDEWALK RAMPS I
ELGIN, ILLINOIS
ENGINEER'S PAYMENT ESTIMATE CITY COST CENTER 3087
CONTRACTOR'S JOB N .
PAYABLE TO: ALLIANCE CONTRACTORS INC. CONTRACTOR'S INVOICE NO.
1166 LAKE AVENUE
WOODSTOCK, ILLINOIS 60098
(815)338-5900
ITEMS AWARDED ADDED DEDUCTED COMPLETED
QUANITY VALUES QUANTITY QUANTITY QUANTITY UNIT PRICE VALUES
INCIDENTAL BITUMINOUS SURFACING 20 $1,580.00 0 0 8 $79.00 $632.00
COMBINATION CURB&GUTTER REMOVAL 603 $5,396.85 0 0 576 $8.95 $5,155.20
COMBINATION CURB&GUTTER,B-6.18 603 $7,839.00 0 0 576 $13.00 $7,488.00
PORTLAND CEMENT CONCRETE SIDEWALK REMOVAL 1969 $4,036.45 0 0 1914 $2.05 $3,923.70
PORTLAND CEMENT CONCRETE SIDEWALK-5" 1969 $4,725.60 0 0 1914 $2.40 $4,593.60
MANHOLES TO BE ADJUSTED WITH NEW FRAME&LID 4 $1,220.00 0 0 0 $305.00 $0.00
(NEENAH R-1712)
WATER BOXES TO BE ADJUSTED • 1 $95.00 0 0 0 $95.00 $0.00
CATCH BASINS TO BE ADJUSTED WITH NEW FRAME&GRATE 5 $1,715.00 0 0 0 $343.00 $0.00
(NEENAH R-3010 W/TY.A.GRATE)
SODDING 668 $6,012.00 0 0 83 $9.00 $747.00
TOTALS $22,539.50
TOTAL VALUE OF COMPLETED WORK $22,539.50
DEDUCT RETAINAGE (10%) $0.00
BALANCE DUE ON COMPLETED WORK $22,539.50
MISCELLANEOUS DEBITS 0 VALUES
TOTAL OF DEBITS �� $0.00
NET AMOUNT DUE $22,539.50
SIGNED ,1993 .
PROJECT ENGINEER
APPROVED ,1993
CITY ENGINEER
112 MARCH 23, 1994 VOLUME LIX
BID REJECTED FOR ARCHITECTURAL SURVEY OF SPRING/DOUGLAS
CORRIDOR
Councilman Fox made a motion, seconded by Councilwoman Yearman,
to reject all bids and solicit at a later date with the
possibility of dividing the survey areas further. Yeas :
Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman,
and Mayor VanDeVoorde. Nays : None.
PUBLIC HEARING FOR REBUDGETING OF COMMUNITY DEVELOPMENT BLOCK
GRANT FUNDS
Planning Director Dahlstrom stated that the purpose of this
public hearing is to consider the proposal to rebudget the sum
of $180,953 from other projects to the 1993 Residential
Rehabilitation Grant Program. They believe that this amount
will take the program through 1994 .
Dan Miller, 155 South Gifford, requested that the $9000
allocated two years ago for repair to curbs and gutters not be
reallocated to the residential rehabilitation program.
Patricia Miller, 155 South Gifford, speaking on behalf of
Gifford Park Association, stated that she believes the goals of
the Community Development Block Grant program are similar to
Gifford Park Association' s goals . However, she sees some
deficiencies in the rehabilitation program and requested that
the following changes be considered. First, all exterior
repairs to be subject to the Secretary of Interior guidelines
and that they apply whether the structure was built 200 years
ago or yesterday. Secondly, only structures which conform to
the zoning code be eligible for funds .
George Doscher, 220 South State Street, stated that he agreed
with much of what had already been stated. He recommends that
residential rehabilitation funds only be used for structures
with a permitted use status and that specific design standards
be required for residences within the Residence Conservation
District.
John Wentland, 1034 Hill Avenue, stated that Centro de
Informacion has no objection to the $40,000 previously
designated for a youth center being rebudgeted for the
rehabilitation program and thanked the Council for its past
consideration of their organization.
Planning Director Dahlstrom responded to earlier comments and
stated that under the current program, legal, nonconforming
structures are eligible. Changing the policy could allow these
units to fall into disrepair. The great majority of the work
done under this program is basic code enforcement improvements .
Councilwoman Popple made a motion, seconded by Councilwoman
Yearman, to close the public hearing. Yeas : Councilmembers
VOLUME LIX MARCH 23, 1994 113
Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor
VanDeVoorde. Nays : None.
Councilman Schock made a motion, seconded by Councilman Fox, to
reallocate the sum of $180,953. 00 from other CDBG projects to
the 1993 Residential Rehabilitation Program. Yeas :
Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman,
and Mayor VanDeVoorde. Nays : None.
It was also suggested that the criteria for the rehabilitation
program be reviewed after funding the 1994 rehabilitation
program.
PETITION 19-93 APPROVED REQUESTING A FINAL PLAT OF
SUBDIVISION APPROVAL FOR COBBLER'S CROSSING UNITS 13A AND 13B;
PROPERTY LOCATED WEST OF TOASTMASTER DRIVE; BY KIMBALL HILL,
INCORPORATED, AS APPLICANT AND OWNER
Councilman Fox made a motion, seconded by Councilwoman Yearman,
to approve Petition 19-93 for final plat approval . Yeas:
Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman,
and Mayor VanDeVoorde. Nays : None.
REQUEST APPROVED FOR PUBLIC HEARING DATE OF APRIL 27, 1994,
FOR A PROPOSED ANNEXATION AGREEMENT; TERRITORY LOCATED AT THE
SOUTHEAST CORNER OF SOUTH STREET AND RANDALL ROAD (PETITION
61-93)
Councilman Fox made a motion, seconded by Councilman Gilliam, to
approve the request to set the public hearing on the
aforementioned proposed annexation for April 27, 1994 . Yeas :
Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman,
and Mayor VanDeVoorde. Nays: None.
RESOLUTION 94-65 ADOPTED FOR MAINTENANCE OF STREETS AND
HIGHWAYS BY MUNICIPALITY UNDER THE ILLINOIS HIGHWAY CODE
Councilman Fox made a motion, seconded by Councilman Walters, to
adopt the following resolution. Yeas : Councilmembers Fox,
Gilliam, Popple, Schock, Walters, Yearman, and Mayor
VanDeVoorde. Nays : None.
h �• . •
Alow Agenda Item No. IZ
e
A'1E0 FE/
March 15, 1994
MEMORANDUM
TO: Mayor and Members of the City Council
FROM: Robert 0. Malm, Interim City Manager
SUBJECT: Public Hearing For An Amendment to the Community
Development Block Grant Program
Purpose: A Public Hearing is required to amend the Community
Development Block Grant Program.
Background: At the Committee of the Whole meeting of March 9,
1994, the City Council considered a proposal to transfer
Community Development Block Grant (CDBG) funds from various
projects to the 1993 Residential Rehabilitation Grant Program
(see attached list of proposed transfers) . The amount of funds
available for transfer total $180,953.
The proposed amendment to the CDBG Program was published in the
Courier News on March 14, 1994 . Additionally, individual notices
were sent to Neighborhood Housing Services of Elgin, Centro De
Informacion, Housing Authority of Elgin and Dan Miller on March
11, 1994 .
The purpose of the Public Hearing is to hear and consider any
comments concerned citizens may have regarding the proposed
amendment.
Financial Impact: The transfer of $180,953 to the Residential
Rehabilitation Grant Program should be sufficient for the
remainder of the CDBG program year (6/13/93-6/12/94) .
Recommendation: Hold the public hearing, consider any public
comments, close the public hearing and move to transfer a
specific amount of CDBG funds to the Residential Rehabilitation
Grant Program.
Role t 0. Ma , Interim City Manager
PROPOSED CDBG FUND TRANSFERS TO THE
1993-1994 RESIDENTIAL REHABILITATION GRANT PROGRAM
Grant Project Project Name Amount of Transfer
Year Number & Description Proposed
1988 154407 NHS Office Rehab. $ 5, 705 ( 1)
1989 N/A Unexpended Balance 825
1991 154703 HAE Handicap Access . 649 (2)
1992 154802 NHS Rental Rehab. 27,459 (3)
154802 Handicap Curb Cuts 13,000 (4 )
154805 Prairie St. Driveways 9,683 (5)
154809 Elgin Area Childcare 2,360 (6)
154810 Centro Youth Center 40,000 (7)
154822 Ill .Ct.Retaining Wall 10,000 (8)
1993 154902 Barrett St. Reconstruct. 71,272 (9)
TOTAL $180,953
Notes:
(1) These funds represent unprogrammed funds remaining after settlement of
the rehabilitation general contractor's dispute in 1993.
(2) These funds are from project cost underruns.
(3) Total funding for the local rental rehab. program equalled $78,500;
less $1,800 disbursed to NHS for admin. costs in March,1993; less $15,401
for two proposed loans submitted in Feb. ,1994; less $31,000 for one
proposed loan submitted in March,1994; less committed administrative costs
of $2,840; thus, the balance = $27,459.
(4) These are funds remaining after completion of the work bid in 1993 for
ramped curb cuts.
(5) The cost of this project far exceeded funding allocated thus, reducing
the project from an area benefit to a direct benefit activity.
(6) These funds are from project cost underruns.
(7) Project originally funded for a Boys and Girls Club. A Boys and Girls
Club has been organized at 355 Dundee Ave. There has been no contact from
the proposal submitter since Feb. 1993.
(8) The retaining wall will not be needed at this site.
(9) These funds are from project cost underruns.
r
•
r
AMENDPRO.93/TEXT040/4000CDBG.AD/ADMIN
NHS Memorandum
To: Pat Andrews
From: Stuart Wasilowski
Date: March 17, 1994
Subject: Reprogramming of CDBG Funds
On March 17, 1994, a meeting was held by the NHS Executive
Committee. Among other business, the Executive Committee discussed
the reprogramming of certain CDBG funds from the Rental Rehab
Program into the Residential Rebate Program.
The result of this discussion was to support the reprogramming of these
funds. The reason for this is twofold. First, the City of Elgin's Rebate
Program has proven to be a big success with the amendment for the
exterior improvement component. NHS has enjoyed a good working
relationship with the City and specifically Bob Richardson in this
program. The neighborhoods have enjoyed rapid improvement by
utilizing the program. When combined with the NHS loan program we
have seen dramatic changes in problem properties. This kind of success
should be applauded and supported.
Secondly, NHS has not seen the interest from the investor community
in the past 12 months in the Rental Rehab Program to warrant an
extension or continuation at this time.
On behalf of the Board of Directors, I hope you will extend our
congratulations on the success of this program and communicate our
support for the reprogramming of these funds to the City Council. We
hope we can continue the good working relationship between the Rebate
Program and the NHS loan program in the future.
cc: NHS Executive Committee
ElmTELEPHONE 708/695-6500
„,.. .:2--..,,,-,.
'` CITY OF ELGIN 150 DEXTER COURT ELGIN, ILLINOIS 60120-5555
July 6, 1993
Ms Grace Hornish
Daily Courier News
300 Lake Street
Elgin, Illinois 60120
RE: PUBLIC NOTICE - Amendment to the 1993 Community Development
Block Grant (CDBG) Program.
Dear Grace:
Enclosed you will find a public notice amendment to the CDBG
program. Please publish this notice on Monday, July 12, 1993 in
the general section of the Daily Courier Newspaper. A sample
notice with the standard city block and logo is enclosed for
your convenience. After publishing, send a certification of
publication to my attention.
Thank you for your assistance in this matter. If you have any
questions, I can be reached at 931-5913.
Sincerely,
'741.4:1-74, ie Veronica R. Bell, Planning Technician
Planning Department, City of Elgin
encl.
cc: Patricia A. Andrews, City of Elgin
Clay Pearson, City of Elgin
vb
NOTICE OF PUBLIC HEARING
PROPOSED AMENDMENT TO THE 1993
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
THE ELGIN CITY COUNCIL WILL HOLD A PUBLIC HEARING ON JULY 28,
1993 TO CONSIDER AN AMENDMENT TO THE 1993 COMMUNITY DEVELOPMENT
BLOCK GRANT (CDBG) PROGRAM.
THE AMENDMENT TO THE CDBG PROGRAM WOULD TRANSFER UNEXPENDED CDBG
FUNDS IN THE AMOUNT OF $135, 125 FROM THE HISTORIC DISTRICT
LIGHTING PROJECT, ( 1988 AND 1990 PROGRAM YEARS) . THE FUNDS WOULD
BE TRANSFERRED TO THE 1993 STREET RECONSTRUCTION PROJECT. THE
1993 STREET RECONSTRUCTION PROJECT AREA IS BOUNDED BY LIBERTY,
VILLA, CHANNING AND LAUREL STREETS AND INCLUDES BARRETT, HEALY,
HENRY, PERCY AND STELLA STREETS, AND STELLA COURT. THE 1993
STREET RECONSTRUCTION PROJECT WOULD BE EXPANDED TO INCLUDE
ILLINOIS AVENUE, MARGARET STREET, WATRES PLACE AND WATRES COURT.
THE ELGIN CITY COUNCIL WILL HOLD A PUBLIC HEARING AND CONSIDER
ANY COMMENTS REGARDING THIS PROPOSED AMENDMENT TO THE 1993
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM. THE PUBLIC HEARING
WILL BE HELD ON WEDNESDAY, JULY 28, 1993 AT 8:00 P.M. AT THE
ELGIN MUNICIPAL BUILDING, 150 DEXTER COURT. FOR FURTHER
INFORMATION, PLEASE CONTACT THE PLANNING DEPARTMENT AT (708)
931-5910.
•
- ECONOMIC DEVELOPMENT
Economic Development Provisions _ -f Section of CPR 1 --.I0ther Circulars
1. Eligibility and National Objectives(mluding 'appropriateness' 24 CFR 570.203, -
determinations,underwriting,and documentation that 570.204(a),570.208, .4
activity met a National Objective) ' and 570.506 '- -
2. Federal Labor Standards -- 24 CFR 570.603 • Sec. 110, Housing and
—Davis Bacon -- - Community Devi. Act of
—Copeland Ad _ 1974(HCD);
—Contract Work Hours and Safety Standards - 40 USC 276a-276a-5;
40 USC 327(et. seq.)
3. Equal Employment Opportunity 24 CFR 570.601-602, Executive Orders 11246
570.607; and 12086; 12 USC 1701u
41 CFR 60
4. List of debarred or ineligible contractors 24 CFR 570.609;
24 CFR 24
t 5. Environmental/Historic Preservation 24 CFR 570.604, Sec. 104(g), HCD
570.202
t —Fish and Wildlife Protection
—Flood Disaste- Protection 24 CFR 570.605; 42 USC 4001
—Flood Plain 44 CFR 59-79
- —National Environmental Policy Act 24 CFR 58
—National Historic Preservation 36 CFR 800
—Noise Abatement&Control Act 24 CFR 51
Wetlands
" 1' —eater Quality
,;.=Solid Waste Disposal - _ :.•
—
Coastal Areas - - _ ;. - .a_ __'1Lermal/Explosive I1a7ards � - -- . - 4°
6. Loan Guarantees 24 CFR 570.700 thru Sec. 108 of HCD
570.706
- 7. Program Income 24 CFR 570.500(a), -: A-110
- - 570.5p0�4;oc
L - -* 24 CFR 85 ..
_ 8.-Applicable Credits _ A-87
F
- - - ri
r` DRAFf...FOR TRAINING PURPOSES ONLY,-1r,"� -.72 ,? A .I _ f,r .4--Chapter 3 - 17
:, ASSoc a Ills - * ,'- -ic, /--t. -
filon-Cloveenenental Wires(pleat)
TOR _
IINAME OF CMG PROGRAM)
:Ysfe
THIS AGREEMENT, entered this •day of ,19 by end between the -- '(herein called the
rGrantee'1)and (herein caNed the'Subrecipient').
WHEREAS, the (Grantee] has applied for and received funds from the United States Government under Title I of the
Housing and Community Development Act of 1974, Public Law 93-383; and
WHEREAS,-the(Grantee)wishes to engage the Subrecipient to assist the(Grantee] in utilizing such funds;
NOW,THEREFORE,it is agreed between the parties hereto that;
1. SCOPE OF SERVICE
A. Activities
The Subrecipient will be responsible for administering a CDBG Year I_I (Name of Proaraml in a manner
satisfactory to the[Grantee]and consistent with any standards required as a condition of providing these funds.
Such program will include the following activities eligible under the Community Development Block Grant
Program: -
Program Delivery
Activity 91 (Complete descrption of activity to be undertaken including what products or services are to
be performed, where they are to be provided, for whom they are to be provided, how they
are to be provided] -
Activity 92 (Same descrption as above?
Activity 93 (Same descrption as above]
_
_ _ ;:etri era]Administration
?Add description of general adminht etive services to be perfiwmed h support of activities noted above)
8 Levels of Accomplishment
e
in addition to the normal administrative services required as part of this Agreement,the Subrecipient agrees to
provide the following levels of program services:
.ActbitnC - Units Der Month' Total Units/Year
Activity 91 II of(bits] fit of])nits)
Activity 92 _-. 1 <:y of Units)
Ac:t(vity 93 ft of(Mkt! - . - fI of Unksti
(Add other activities as necessary] x.
'fNo( : Provide definition of Units of Service here.) _ Y-
•
- _-
_DRAFT..].�FOR ?RAINING PURPOSES ONLY{ � -"y" '' _t 7;Chapter 18•
Ak S L 2 Rai � r
C. . .`
•;Provide list of staff and time commitments to be alocatid to each activity>tpeclisd in I.A.above).
z s
��effOrTnanCe MOflitOfiltO � sa �
1 t
The(Grantee]will monitor the performance of the Subrecipient against goals end performance standards required
herein. Substandard performance as determined by the (Grantee) will constitute non-compliance with this
agreement. If action to correct such substandard performance is not taken by the Subrecipient within a
reasonable period of time after being notified by the(Grantee),contract suspension or termination procedures
wm be initiated.
II. TIME OF PERFORMANCE • ;a
Services of the Subrecipient shall start on the day of ,19 and end on the day of
, 19 . The term of this Agreement and the provisions herein shall be extended to cover any
additional time period during which the Subrecipient remains in control of CDBG funds or other assets including
program income.
III. PAYMENT
It is expressly agreed and understood that the total amount to be paid by the(Grantee]under this contract`shali
not exceed $ . Drawdowns for the payment of eligible expenses shall be made against the line item
budgets specified in Paragraph 1.8 herein and in accordance with performance. Expenses for general
administration shall also be paid against the line item budgets specified in Paragraph 1.8 and in accordance with
performance.
Payments may be contingent upon certification of the Subrecipient's financial management system in accordance
with the standards specified in OMB Circular A-110, Attachment F.
IV. :NOTICES
Communication and details concerning this contract shall be directed to the following contract representatives:
K . !Grantee( Subrecitnien't
Idanager _" ' ,Exea Director
!Grantee] !Grantee]
- -'Address] '- !Address]
: !City. State.'ZIPI ;City.State.ZIP]
" JTsleahone] �1
V. - SPECIAL.CONDITIONS F _ -z -- x:.
- =The Subrecipient agrees to comply with the requirements of Title 24 Code of Federal Regulations,Part 570 of
the Housing and Urban Development regulations concerning Community Development Block Grants(COBG)and
all federal regulations and policies issued pursuant to these regulations.The Subrecipient further agrees to utilize
funds available under this Agreement to supplement rather than supplant funds otherwise available.
•
r •_
J yam, :r ,
-VI ' GENERAL CONDITIONS C: < : f �r $ y .. ,
A. General Cornoiance "
.. , _ ?!. •y"S.."r `•fir '�5.' _'!� •+s+S? 3tA-'-f� .
Subredpnsnt agrees to comply with all applicable federal,state and local laws and repuAstions governing the
`funds provided under this contract. {
o - !Y "'e "r' 41
F yM '] i
DRAFT.. 'OR TRAINING RPOSES ONLY ' ., 3='Y9•
by Abu A:iodate:Inc t.~ '; ii c _
rB. llndependern Contractor tt
Nothing contained in this ,agreement is Intended to,.or Abell be construed hi any•Inman, as creating or
•
establishing the relationship of employer/employee between the parties. The Subrecipient shall at all tlmis
remain an indsp.ndent contractor with respect to the services to be performed under this agreement. The
t- iGrantce) shall be exempt from payment of all Unemployment Compensation,RCA,rntirsmert,ifs and/or
r medical insurance and Workers'Compensation Insurance es the Subrecipient is an independent Subrecipient.
C - _1fCld Ifennlefe = r 11444- -
R The Subrecipient shall hold harmless,defend and indemnify the(Grantee]from any and al ohms,actions,suits,
charges and judgments whatsoever that rise out of the Subnapisnt's performance or nonperformance of the
services or subject matter called for in this agreement. -
' D. Workers' Compensation
The Subrecipient shall provide Workers' Compensation Insurance coverage for d employees involved in the
performance of this contract.
- E. 'neurons*&Bonding
The Subrecipient shall carry sufficient insurance coverage to protect contract assets from loss due to theft,fraud
k and/or undue physical damage,and as a minimum shill purchase a blanket fidelity bond covering all employees
in an amount equal to cash advances from the(Grantee). -
The Subrecipient shell comply with the bonding and insurance requirements of Attachment B of OMB Circular
A-110.Bonding and Insurance.
F. grantor itecoosition
The Subrecipient shall insure recognition of the role of the grantor agency in providing services through this
contract. All activities,faculties and items utilized pursuant to this contract shall be prominently labeled as to
funding source. In addition, the Subrecipient will include a reference to the support provided herein in all
publications made possible with funds made available under this contract.
G. Amendments
b rantee or subrecipient may amend this Agreement at any time provided that such amendments make specific
- reference to this Agreement, and are executed in writing, signed by a duly authorized representative of both
_ - t•`; shall rgsnizations, And approved by the Grantee's governing body. Such amendments shall not invalidate this
°r ■> -•-- All cement,nor relieve or release Grantee or Subrecipient from its obligations under this Agreement.
- &antea may,in its discretion,may amend this Agreement to conform with federal,state or local governmental
guidelines,poicies and available funding amounts,or for other reasons. If such amendments result in a change
r"--_' - in the funding,the scope of services,or schedule of,the activities to be undertaken as part of this Agreement,
k_ _ - such modifications WS be incorporated only by written amendment signed by both Grantee and Subrecipient.
tl. . Su snslon or Te minadOn s,, y,+ 4.3 t`. _ 4
Either party may terminate this contract at any time by giving written notice to the other party of such
. . termination and specifying the effective date thereof at-feast 30 days before the affective date of such
'termination. Partial terminations of the Scope of Service in Paragraph LA above may only be undertaken with
-_ :` 'the prior approval of(grantee). _in the event of any termination for convenience,all finished or unfinished
- documents, data, studies, surveys, maps, models, photographs, reports or other materials prepared by
r- . Subrecipient under this agreement oriel, at the option of the fGranteaj, become the property of the city,and
= _ -Subrecipient shall be entitled to receive Just and equitable compensation for any satisfactory work completed
P' an such documents or materials c _ prior to the termination. - _ - -
{Grantee]may also suspend or terminate this part,**Taub• at
,r -- Y suspend Agreement,in whole or in part;ifi js materially fare to
-comply with any term of this Agreement,or with any of the tales,regulations a/provision?referred to herein:
.and the'prandial may declare the Subrecipiint ineligbia for any further partidp tion'jprertteel contracts,in
addition to other remedies as provided by law. in the event there Is probable cause to belwe`ife Subrecipient
[..
is in noncompliance with any appicable ales or.reguistlons,thelGranteal may Withhold_sip to fifteen (15)
�` ` '-DRAFT. FOR TRAINING FURPOSBS ONLY. t4 -`f ` tY £
„� � " apter 3
aged byAbetAssadatesfi�-
T -,� - v - ---__---;-, _::-',-'f..-..,"'-' :,!*:_�� 44` _Grp M -1-
- percent of said contract funds until such time as the Subrecipient is found to be in compliance by the(grantee].
or is otherwise adjudicated to be in compiance.
a.: a _. ,, G.. _ - _ _..r. _ -,. -.:.....7-
-. .! .'K.-i. - r-. ..-.•ti-_: -.'.� — �- - sue` ..
VII --'ADMINISTRATIVE REQUIREMENTS ; ,'' M ,_
A. irna racial Maneaanant -, - z_ r - _,
1. Accounting Standards '-
The Subrecipient egress to comply with Attachment F of OMB Circular A-110 and-egress to adhere
to the accounting principles and procedures required therein, utilize adequate internal controls, and
-maintain necessary source documentation for all costs incurred.
2. E211.ftdlig21 / .
The Subrecipient shall administer its program in conformance with OMB Circulars A-122, 'Cost
Principles for Non-Profit Organizations,' or A-21, 'Cost Principles for Educational Institutions,' as
applicable; and if the Subrecipient is a governmental or quasi-governmental agency, the applicable
sections of 24 CFR Part 86, 'Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments,')for all costs incurred whether charged on a direct or
indirect basis.
8. Documentation and Record-Keeping
f 1. Records to be Maintained
The Subrecipient shell maintain all records required by the faders!regulations specified in 24 CFR Pert
- 570.505,and that are pertinent to the activities to be funded under this Agreement.Such records shall
include but not be limited to:
a. Records providing •full description of each activity undertaken;
,b. Records demonstrating that each activity undertaken meets one of the National
I , Objectives of the CDBG program;
' c. Records required to determine the eligibility of activities;
v . . d. Records required to document the acquisition, improvement,use or disposition of
- - 1. 4 % - real property acquired or improved with CDBG assistance;
,lt n u! �� - _ - •e. 4 .-Records documenting compliance with the fair housing and equal opportunity
K i.y, _ r - components of the CDBG program;
," ' 1. Financial records as requrad by 24 CFR Pert 670.502, and OMB Circular A-110;
and
g. Other records necessary to document compliance with Subpart K of 24 CFR 670.
2, Re
-_ - '- , 1 .The Subrecipient shall retain al records pertinent to expenditures incurred under this contract for a
*:. - Y period of three(3)years after the termination of al activities funded under this agreement,or after the
resolution of all Federal audit findings,which ever occurs later. Records for non-expendable property
acquired with funds under this contract shell be retained for three(3)years after final disposition of
such property. Records for any displaced person must be kept for three (3) years after he/she has
-received final payment. -- ._.%
-
'!p*•-_ b' :': . .- ent Data i .-t a
mss Vsc.-::?r The Subrscplent shall maintain orient data demonstrating client sigibaty for services provided. Such
_;:.a'-s &.;"-"=+data shell include, but not be limited to client name, address, income level or other basis for
-i --'- . •.:.=determrning eligibility, and description of service provided.Such information shall be made available
K04- r't^ °.> 80'$rantee monitors or Their designees for review upon -
i
l ::,'OR TRAINING PURPOSES ONLY= `3. .'.._ *'3 •-�-�r :0& ' apter 3-21
I,.
. .. . ....., r....___ ..,... _ ...*syevo'ii,pciil sii‘.0-:;•.t.-,t;'64......e.tt.5.4..",:tt h_tt ts...-_-_*•-s-. t="1--..-• -- -- r ''=•--C'',.. •••••_, ,.. - -.0.---
x }'z - by Abt Adis - -_ �),.-..--7..4.1 .:-. _-.12_-_-:-. v
..:-4 y: 1.-1 a, .t .. 4∎11.4 ,'r t Yom:- rn•
The Subrecipient understands that client information collected under this contract is private and the
UP or discios rs of such information connected, when not drectly concted with the admiristretion of the
- --(Grantee's)or Subrecipient's respor sties with respect to services provided under this contract, is
f - prohibited by the Mi issota Data Privacy Act unless written consent is obtained fnxn such person
'receiving service and,in the case of a minor,that of a responsible parer tF9U$l sn
}
L. $ooerty Records - �=_- -- 4
•
_- The Subreccpiant shall maintain real property inventory records wfiich dearly. identify properties
£ _ purchased, improved or sold. Properties retained shall continue to meet eligibility criteria and shalt
conform with the'ohanges in use restrictions specified in 24 CFR Parts 670.503(b)(8).
• 6. National Obiectives
The Subrecipient agrees to maintain documentation that demonstrates that the activities carried out
with funds provided under this contract meet one or more of the CDBG program's national objectives
— 1)benefit low/moderate income persons,2)aid in the prevention or elimination of slums or blight,
3) meet community development needs having a particular urgency — as defined in 24 CFR Part
-670.208.. _ - -
7. Close-Outs
Subrecipient obligation to the (Grantee] shall not end until ell close-out requirements are completed.
Activities during this close-out period shall inclu:sa, but are not limited to; making final payments,
disposing of program assets (including the return of all unused materials, equipment, unspent cash
advances,program income balances, and receivable accounts to the[Grantee)), and determining the
custodianship of records.
8. Audits &Inspections :
t AU Subrecipient records with respect to any matters covered by this agreement shall be made available
to the(Grantee),grantor agency,thee'designees or the Federal Government,at any time during normal
' business hours,as often as the(Grantee]or grantor agency deems necessary,to audit, examine,and
ti make excerpts or transcripts of all relevant data. Any deficiencies noted in audit reports must be fully
t _ cleared by the Subrecipient within 30 days after receipt by the Subrecipient.Failure of the Subrecipient
to comply with the above audit requirements will constitute a violation of this contract and may result
_'= in the withholding of future payments. The Subrecipient hereby agrees to have an annual agency audit
�1. .� -conducted in accordance with current city policy concerning subrecipient audits.
�- eta't 1:-.10•-`-'cr' C - 4Reoortino end Payment Procedures ..
1- Budosts *« .1 -
x J74, The Subrecipient will submit a detailed contract budget of a form and content prescribed by the city
-_;g-H ; :-• ,-.4or approvel by the Grantee. The[Grantee)and the Subrecplent,may ogres to revise the budget from
E .,t,.. - to tine in accordance with existing city per• =z -
ic' . y•y..
.. :. 2. PrOQem Income - �? ,.:T ' z Ybtti:-
The Subrecipient shall report'insert frequency of report,e.g..'monthly")all program income as defined
, at 24 CFR 670.600(a)generated by-activities carried out with CDBG funds made available under this
`f?!^.4 .1.,,-_,;.;,;:;,.=7,contract. The use of program income by the Subrecipient shall comply with the requirements set forth
; . s,< .t 24 CFR 570.504. _Sy way of futhar limitations,the Subrecpiert may use ugh income during the
' ;,if.. fir contract period for activities permitted under this contract and shall reduce tiquaRS for additional
_ - _ -__funds by the amount of any such program Income balances an hand.Al Unused program income shad
t. - be returned to the'Grantee)at the and of the contract period. Any interest«,nod on Dash advances
4 • 'from the U.S.Treasury is not program income and shall be remitted Grantee. •
.. Pr'arlPrN�s'3h!
_ y
--7;DRAPT,4470R TRAINING PURPOSES ONLY '- 4
;T by,4 Au k*e3 wit 3} ,-.1``, 4'` .i -:----
F -
4
•
3. ilrtdrect Costs `!'.'-.. -._• -
_ •- - .- - "•-'1f 'indirect costs are charged,'the llubrscipisnt MI develop an indirect cost allocation plan for
-determining the appropriate{Grantee)share of adminlstrativs costs and shal submit such plen_to the
- - - - (Grantee)for approval. - -17.--;_ _ - - ., ti
- .4- - garment Proced latt - - -Y - - -5-4,e. --I°;
- . -TM(Grantee)will pay to the Subrecipient funds available under this contract based upon information
. • submitted by the Subrecipient and consistent with any approved budget and city'policy concerning
- payments. With the exception of certain advances, payments MI be made for eligible expenses
actually incurred by the subreciplent,and not to exceed actual cash requirements. Payments will be
adjusted by the(Grantee)in accordance with advance fund and program income balances available in
Subrecipient accounts. In addition,the(Grantee)reserves the right to liquidate funds available under
- this contract for costs Incurred by the[Grantee]onbehalf oTthe Subrecipient.
;4
6. Progress Reports
The Subrecipient shall submit regular Progress Reports to the (Grantee] in the form, content, and
frequency as required by the(Grantee). -
D. Procurement
1. Compliance
0' The Subrecipient shell comply with current city policy concerning the purchase of equipment and shell
maintain an inventory records of all non-expendable personal property as defined by such policy as may
f" be procured with funds provided herein. All program assets(unexpended program income,property,
• equipment, etc.)shell revert to the(Grantee) upon termination of this contract.
2. OMB Standards
The Subrecipient shall procure materials in accordance with the requirements of Attachment 0 of OMB
Circular A-110, Procurement Standards, and shall subsequently follow Attachment N, Property
' Management Standards,covering wing utilization and disposal of property.
;_ 3. - Travel
,, ' A. . Y
- 501. -- The Subrecipient shall obtain written ,approval from the ]Grantee] for-any 'travel outside the
c + . k - metropolitan area with funds provided under this contract. - . -
r- -. .- • • r - _ . •
.- 4. Relocation. Acquisition and Displacement
I t - - The Subrecipient agrees to comply with 24 CFR 670.606 relating to the acquisition end disposition of
.:--••- all real
r property utilizing grant funds, and to the displacement of persons, businesses, non-profit
•'' organizations and farms occurring as a direct result of any acquisition of real property utilizing grant
`'' ` - : - 'funds. The Subrecipient agrees to comply with applicable [Grantee] Ordinances, Resolutions, and
u - - 'Policies concerning displacement of individuals from their residences. .r -
' VIII. j'ERSONNEL&PARTICIPANT CONDITIONS a 4•- - r - • , -- . •
A. . - Civil Rights
a
1. CompNancs
_ -... i • -. ,....../.., r-- 4M�. n
a tr`4 =TM Subecipient agrees to comply with MI in city end state civN
z rights ordinartoas tare)and with Title
- - :- --V(of the CM Rights Act of 1964 as amended,Title VIII of the CM Rights Act of 1968 as amended,
Section 109 of Title 1 of the Housing and Community Development"Act of 1.74.-Section 504 of the
-- - _ itehsbl Ration Act of 1973,the Americans with Disabilities Act of 1990,the Age Discrimination Act
-of 1976,Executive Order 11063,and with Executive Order 11246 as amended by Executive Orders
Le. - 11376 and 12086.
:1)RAF f..FOR yI�MociLL��.I G-PURPOSE ONLY. 2A.: ycZ V' '` `-_ t-; 'L ? O _pJ3 _23
,
i j
- 2. .Nondiscrknination g :.
.. - _- The Subrecipient will not discriminate against any amployee or applicant for employment because of
, <;*aos, odor,aimed,religion, ancestry. national origins sax,disability or other handicap, age, marital
status, or status with regard to public assistance. The Subrecipient will take affirmative action to
insure that all employment practices are free from such discrimination. Such employment practices
- include but are not limited to the following: hiring, upgrading, demotion. transfer,recruitment or
recruitment advertising,layoff,termination,rates of pay or other forms of compensation,and selection
--for training,including apprenticeship. The Subrecipient egress to post in conspicuous pieces,available
to employees and applicants for employment,notices to be provided by the*entreating agency setting
forth the provisions of this nondiscrimination clause. _ - -;. • s-„
%. .
3. Land Covenants
This contract is subject to the requirements of Title VI of the Civi Rights Act of 1984(P.L.88-362)
and 24 CFR 670, Part I. in regard to the sale, lease, or other transfer of land acquired, cleared or
improved with assistance provided under this contract, the Subrecipient shell cause or require a
covenant running with the land to be inserted in the deed or lease for such transfer, prohibiting
discrimination as herein defined, in the sale, lease or rental, or in the use or occupancy of such land,
or in any improvements erected or to be erected-thereon,providing that the(Grantee)and the United
States are beneficiaries of and entitled to enforce such covenants. The Subrecipient, in undertaking
its obligation to carry out the program assisted hereunder, agrees to take such measures as are
II;: necessary to enforce such covenant, and will not itself so discriminate.
4. Section 504 t'
f` • The Subrecipient agrees to comply with any federal regulations issued pursuant to compliance with
Section 504 of the Rehabilitation Act of 1973,(29 U.S.C.708)which prohibits discrimination against
c.
the handicapped in any federally assisted program. The[Grantee)shall provide the Subrecipient with
1.
any guidelines necessary for compliance with that portion of the regulations in force during the term
of this contract.
B. Affirmative Action • -
t ,
1. Approved Plan _ -
The Subrecipient agrees that it shall be committed to carry out pursuant to the (Grantee)'s
,: ' ` specifications an Affirmative Action Program in keeping with the principles as provided in President's
'--Air \ Executive Order 11248 of September 24,-1986. The (Grantee) shall provide Affirmative Action
‘ t‘• — guidelines to the Subrecipient to assist in the formulation of such program. The Subrecipient shall
. ��
submit a plan for an Affirmative Action Program for approval prior to the award of funds.
;b t 2. W/MBE
t -f... :. 1 will: The Subrecipient w use its best efforts to afford minority and women-owned business enterprises the
_ ,� _ maximum practicable opportunity to participate in the performance of this contract. As used in this
;f : -, _,_contract,theism'minority and female business enterprise'means a business at least fifty-one(51)
percent owned and controlled by minority group members or women. For the purpose of this
definition, 'minority group members' are Afro-Americans. Spanish-speaking, Spanish surnamed or
Spanish-heritage Americans,Asian-Americans,and American Indians. The Subrecipient may rely on
written representations by Subrecj ients regarding then status as minority a nd_female business
-enterprises in isu of an Independent investigation.
-
3. - Access to Recor* _ _
•
The Subrecipient shall furnish and cause each of its sub-subreciplents to furnish all information and
t".n .-:V-, :-reports required hereunder and will permit access to its books,records and accounts by the Grantee,
,t a= •, z p"=:ilUD-or its-agent, or other authorized federal officials for purposes of elmrestlgation to ascertain
.
compliance with the_rules,regulations and provisions stated herein �;,,. `gt
�.. ,$k.4+ ► vfY1 .. C J sSt. -• -7 ^ �%�13 L Z -,i�+ai 3t x
. •
, `, DRAFI..FOR 171AINING PURPOSES ONLY:. ce fuze- tx .--O>*er s-94
i
4. fiatia3likIll v_r._
The Subrecipient will send to each labor union or representative of workers with which it has •
collective bargaining agreement or other contract or understanding, a notice,to be provided by the
°• ' '-'_ • , -agency contracting officer, advising the labor union or worker's representative of the$ubredpient's
- - commitments hereunder, and shad poet copies of the notice In conspicuous Pisces available to
irnployees and appicants for employment.
#EO/AA Statement
- The Subrecipient wil,in an solicitations or advertisements for employees placed by or on behalf of the
Subrecipient. stets that It is en Equal Opportunity or Affirmative Action employer.
6. ` `Subcontract Provisions -- -
The Subrecipient will include the provisions of Paragraphs VIII A, Civil Rights, and B, Affirmative
Action,in every subcontract or purchase order,specifically or by reference,so that such provisions will
be binding upon each subSubrecipient or vendor.
C. Employment Restrictions
• 1. Prohibited Activity
is The Subrecipient is prohibited from using funds provided herein or personnel employed in the
administration of the program for political activities;sectarian,or religious activities;lobbying,political
patronage, and nepotism activities.
2. OSHA
Where employees are engaged in activities not covered under the Occupational Safety and Health Act
of 1970,they shell not be required or permitted to work, be trained, or receive services in buildings
or'surroundings or under working conditions which are unsanitary, hazardous or dangerous to the
participants' health or safety.
3. Right to Know
"
Participants employed or trained for inherently dangerous occupations, e.g.,fie or police jobs, shall
•--' ` •. r — be assigned to work in accordance with reasonable safety practices. The Subrecipient will comply with
-Sr- lir the Minnesota Right to Know Act.
: jabcr Standards
ii I
*^ -: ' -- The Subrecipient agrees to comply with the requirements of the Secretary of Labor in accordance with
the Davis-Bacon Act as amended,the provisions of Contract Work Hours,the Safety Standards Act,
- the Copeland'And-Kickback"Act(40 U.S.C.278,327-333)and all other applicable federal,state and
local laws and regulations pertaining to labor standards insofar es those acts apply to the performance
of this contract. The Subrecipient shall maintain documentation which demonstrates compiance with
hour and wage requirements of this part. Such documentation shall be made available to the(Grantee)
for review upon request. - _..
u =-4 "'The Subrecipient agrees that,except with respect to the rehabilitation or construction of residential
4A,, property designed for residential use for lass than eight(8)households,at contractors engaged under
'' --` *;-contracts in excess of $2,000.00 for construction, renovation or
-Sepik of any building or work
- e " -4Y %financed in whole or in part with assistance provided under this contract,.vial comply with federal
requirements adopted by the 'Grantee) pertaining to such contracts and with the applicable
e requiements of the regulations of the Department of Labor, under 2$ CPR,Pasta i, i, 5 and 7
a _ - - governing the payment of wages and ratio of apprentices and trainees to journeymen;provided,that
If wage rates higher than those required under the regulations are imposed by elate or local law,
* f ----1",J. ;- Subrecipient of its gition;'if any,,to require payment
+nothirng hereunder is irnterndsd to the
- )c 3--'d`s Y'•Aef the higher wage.'The Subrecipient shall cause er require to be inserted in M,in ell such contracts
subject to such regulations,provisions meeting the requirements of this paragraph,for such contracts
.. n axcees d 31D,000,00.
DRAFI.:.FOR TRAINING PURPOSES_ _ ONL!! 0_� � --_ t 11�55' apta'3-2.5
i .. I A As opiate - _ . E.fir{{ '- ,;:. .
S. 'Section 3' Gauss
• .Compiance with the provisions of Section 3,the regulations set forth in 24 CFR 136,and all
applicable rules and orders issued hereunder prior to the execution of this contract,shall be
a condition of the federal financial assistance provided under this contract and binding upon
the(Grantee],the Subrecipient and any subSubrecip ants. Failure to fulfill these requirements
shall subject the{Grantee].the Subrecipient and any subSubrecipients,their successors and
assigns,to those sanctions specified by the agreement through which federal assistance is
provided. The Subrecipient certifies and agrees that no contractual or other disability exists
which would prevent compliance with these requirements.
The Subrecipient further agrees to comply with these'Section 3'requirements and to include
the following language in all subcontract executed under this agreement:
The work to be performed under this contract is a project assisted under a program
providing direct federal financial assistance from HUD and is subject to the
requirements of Section 3 of the Housing and Urban Development Act of 1968,as
amended, 12 U.S.C. 1701. Section 3 requires that to the greatest extent feasible
opportunities for training and employment be given to lower income residents of the
project area and contracts for work in connection with the project be awarded to
business concerns which are located in, or owned in substantial part by persons
residing in the areas of the project.'
The Subrecipient certifies and agrees that no contractual or other disability exists which
would prevent compliance with the requirements.
b. Notifications
The Subrecipient agrees to send to each labor organization or representative of workers with
which it has a collective bargaining agreement or other contract or understanding, if any, a
notice advising said labor organization or worker's representative of its commitments under
this Section 3 clause and shall post copies of the notice in conspicuous places available to
employees and applicants for employment or training.
c. Subcontracts
•
r t� The Subrecipient will include this Section 3 clause in every subcontract and will take
appropriate action pursuant to the subcontract upon a finding that the subSubrecpisM is in
violation of regulations issued by the Grantor Agency. The Subrecipient will not subcontract
with any subSubrecipient where it has notice or knowledge that the latter has been found in
violation of regulations under 24 CFR 135 and will not let any subcontract unless the
- - subSubrec lent has first provided it with a ability to comply with
np pro ' preliminary statement of a
the requirements of these regulations. - ,•
• 1. Assiansbiity
_; The Subrecipient shall not assign or transfer any interest in this contract without the prior written
consent of the(Grantee]thereto;provided,however,that claims for money due or to become due to
r; __ the Subrecipient from the(Grantee]under this contract may be assigned to a bank,trust company,or
i' � _i ' � o financial institutions wiith�ouutt such approval Notice of any such assignment or transfer shall be
rl`- � .furnished promptly to he(VrvRAl `1.. - ".t'4.. - .fir`. -
n r! tY ,,j 4atch Act �< s a^ rt t: 2► . �rc ?r t•
.'j,';.. 't tom-: <,-.. .•.- - - ' - .�. - -.f }�, t jt' ` -',` _
Ana,. �� ,�«;The Subrecipient agrees that no funds provided,nor personnel employed under this contract,shall be
in any/way yor to any extent engaged in the conduct of poitical activities h violation of Chapter 16 of
y _ �:, '"r'S,'+,..-..-:'. 7 United Code•• Wiz: .✓ �:�iEsYr�f: -/ h-`}7��✓Y'!iu .1A:*0, r
DRAPT,.,PUR TRAINING PURPOSES ONLY
t` t;A; `'Chapter p.-t+
er 3 .26, , „
Pr�dby r Aszodaasi.� - _
i .--
, i'i i
3. Conflict of Interest
The Subrecipient agrees to abide by the provions of 24 CFR 570.611 with respect to conflicts of
interest, and covenants that it presently has no financial interest and shall not acquire any financial
interest, direct or indirect, which would conflict in any manner or degree with the performance of
services required under this contract. The Subrecipient further covenants that in the performance of
this contract no person having such • limpets! interest shall be employed dr retained by the
Subrecipient hereunder. These conflict of interest provisions apply to any person who is an employee,
t agent,consultant,officer,or elected official or appointed official of the Grantee,or of any designated
public agencies or subrecipients which are receiving funds under the CDBG Entitlement program.
4. Subcontracts
a. Approvals
• The Subrecipient shall not enter into any subcontracts with any agency or individual in the
performance of this contract without the written consent of the [Grantee) prior to the
execution of such agreement.
b. Monitoring
The Subrecipient will monitor all subcontracted services on a regular basis to assure contract
compliance. Results of monitoring efforts shall be summarized in written reports and
supported with documented evidence of follow-up actions taker, to correct areas of
noncompliance.
c. Content
tThe Subrecipient shall cause all of the provisions of this contract in its entirety to be included
in and made a part of any subcontract executed in the performance of this agreement.
d. Selection Process
The Subrecipient shall undertake to insure that all subcontracts let in the performance of this
'agreement shall be awarded on a fair and open competition basis. Executed copies of all
.- �; subcontracts shall be forwarded to the [Grantee) along with documentation concerning the
selection process.
! ' - \
,` . ,
S. - Copyright
If this contract results in any copyrightable-material,the[Grantee]and/or grantor agency reserves the
-right to royalty-free,non-exclusive and irrevocable license to rikroduce,publish or otherwise use and
to authorize others to use,the work for government purposes.
p. .8. Religious Organization
` The Subrecipient agrees that funds provided under this contract will not be utilized for religious
activities,to promote religious interests,or for the benefit of a religious organization in accordance with
the federal regulations specified in 24 CFR 670.200(j).
-1X. ENVIRONMENTAL CONDITIONS
.. A. rand Water -- __
. yl The Subrecipient agrees to comply with the following regulations insofar as they apply to the performance of
this contract:
,, - . Clean Air Act 42 U.S.C. 1867 et - - - ..t ,, js
, seq.
Federal Water Polition Control Act,as amended,33 U.S.C.1251,et seq.,is amended 1318 relating
.
to inspection,monitoring,entry,reports,and information, as well as other requirements specified in
_ said Section 114 and Section 308,and all regulations end guidelines issued thereunder.
a<---
- .
Environmental Protection Agency{EPA)regulations pursuant to 40 C.F.R.;Part SO, as amended.
DRAFI,••PDR AI IING PURPOSES ONLY 4 f 4 g+ s , f c, 3727
. by �&sedf te:lac _ 4%" f '
t-
- - National Environmental Policy Act of 1989. � =- ' "
- - HUD Environmental Review Procedures 124 CFR,Part 58).
'o'� _;'__-4 .
i.
- 9.' flood Disaster Protection
The Subrecipient agrees to comply with the requirements of this Flood Disaster Protection Act of 1973 (P.L.-
2234)In regard to the sale,lease or other transfer of land acquired,cleared or improved under the terms of this
contract, as it may apply to the provisions of this contract.
C. lead-Based Paint
The Subrecipient agrees that any construction or rehabilitation of residential structures with assistance provided
under this contract shall be subject to HUD Lead-Based Paint Regulations at 24 CFR 670.608,and 24 CFR Part
35,and in particular Sub-Part B thereof. Such regulations pertain to all HUD-assisted housing and require that
all owners,prospective owners,and tenants or properties constructed prior to 1978 be properly notified that
such properties may include lead-based paint. Such notification shall point out the hazards of lead-based paint
end explain the symptoms,treatment and precautions that should be taken when dealing with lead-based paint
poisoning.
t D. Historic Preservation
Sr.
The Subrecipient agrees to comply with the Historic Preservation requirements set forth in the National Historic
Preservation Act of 1966, as amended (16 U.S.C. 470) and the procedures set forth in 36 CFR, Part 800,
Advisory Council on Historic Preservation Procedures for Protection of Historic Properties,insofar as they apply
to the performance of this contract.
In general, this requires concurrence from the State Historic Preservation Officer for all rehabilitation and
demolition of historic properties that are fifty years old or older or that are included on a Federal, State,or local
historic property list.
IN WITNESS WHEREOF,the Parties have executed this contract as of the date first written above.
_ (Grantee) ISubrecQiient)
ey t t 8y
•
MAYOR
Tills• -
Attest:
• ASSISTANT(CITY/COUNTYI CLERK. . Y -'a -
r a 1t C i - -rt.T `_
4 Countersigned- By
L
FINANCE OFFICER
- ?itM•
,< APPROVED AS TO FORM AND LEGAL
Ws. SUFFICIENCY :R _
Fed.1.0 ii
ASSISTANT(CITY/COUNTYI ATTORNEY _ =.rw :_
- ',-
I, 'AFFIRMATIVE ACTION APPROVAL y
. 4,¢.-',14 * • y4 4, r
'
f r;. nisi ? i'7.1T 1-_,A;1 ,' ?°
DRAFT... OR TRAINING PURPOSES ONLY Chapter 3 -28
'" Abi'ASSOL1T1t�li Inc.
<r-
--- -:
ATTACHMENT #3
1993 BUDGET REVIEW
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
PLANNING DEPARTMENT
CITY OF ELGIN
March 25, 1993
TOTAL REVENUE
Uncommitted Revenue
1. 1993 CDBG Allocation $ 884,000
2 . Program Income
NHS Loan Repayments - Actual $ 6,000
NHS Loan Repayments - Projected 10, 108
CBD Loan Repayments - Actual 3,783
CBD Loan Repayments - Projected 10, 109
Sale of Property - Projected +85,000
Program Income Subtotal $115,000 +115,000
Uncommitted Revenue Subtotal $ 999,000
%Potential Revenue
from Previously Funded Projects
1. GPA Historic Lighting (88) $ 90,640
2. Ramped Curb Cuts (89) 5,089
2. GPA Historic Lighting (90) 44,485
3. St Francis Park (90) 10,868
4 . Ecker Center Rehab (91) 7,512
5. Ramped Curb Cuts (91) 12,054
6 . HAE Security Lighting (91) 6,975
7 . Street Reconstruction (91) 45,190
8. HAE Equipment Removal (91) 12,550
9 . Citizen Block Plan (91) 20,000
10. Channing Park (91) 20,226
11. Mother Goose Renovation (92) 19,500
12. Center City Place (92) 32,500
13. NHS House Restoration (92) +25,000
Potential Revenue Subtotal $352,589 +352,589
TOTAL REVENUE $1,351,589
NET REVENUE
TOTAL REVENUE LESS GRANT ADMINISTRATION, AND PROJECTS RECOMMENDED
FOR RETENTION OR ADDITIONAL FUNDING
TOTAL REVENUE $1,351,589
Grant Administration
Grant Administration $75,000
Grant Administration Subtotal $75,000 -75,000
Net Revenue Subtotal $1,276,589
Committed Projects
1. St Francis Park (90) $10,868
2 . Ramped Curb Cuts (91) 12,054
3 . Channing Park (91) +20,226
Committed Projects Subtotal $43, 148 -43, 148
Net Revenue 'Subtotal $1,233,441
Projects Proposed for Retention
1. GPA Historic Lighting (88) $ 90,640
2. GPA Historic Lighting (89) +44,485
Active Projects Subtotal $135, 125 -135, 125
Net Revenue Subtotal $1,098,316
•
NET REVENUE CONTINUED
Net Revenue Subtotal $1,098,316
1992 Projects Recommended for Retention
and Additional Funding in 1993
1. HAE Sprinklers (92) was
funded in the amount of
$55,000. HAE Sprinklers
(93) to be funded in the
amount of $117,227 from
the following completed
or cancelled projects:
Ecker Center Rehab (91) 7,512
HAE Security Lighting (91) 6,975
Street Reconstruction (91)* 45, 190
HAE Equipment Removal (91) 12,550
Citizen Block Plan (91) 20,000
NHS House Restoration (92) +25,000
HAE Sprinklers Subtotal $117,227
2 .. Senior Center Roof (92) was
funded in the estimated
amount of $10,000. With -
architectural services, the
contract was awarded in the
amount of $14,000. Senior
Center Roof to be funded in
the additional amount of
$4,000 from the completed
Ramped Curb Cuts (89) . +4,000
Recommended Project Subtotal $121,227 -121,227
NET REVENUE $ 977,089
a
p
REQUESTED EXPENDITURES
1. Catholic Charities Computor Equipment $ 2,500
2. Center City Riverwalk Business Kiosks 65,000
3. Center City Exterior Decorating Projects 12,300
4 . Center City Engineering FSP & Riverwalk 150,000
5. Center City 32-52 FSP Building Restoration 67,000
6. Center City Crocker Theater Acquisition 150,000
7. Center City 31 FSP Building Restoration 130,000
8. Centro Bilingual Youth Program 26,913
9 . City Property ADA Elevator Modifications 37 , 148
10. City Property ADA Barrier Free Entrance
Option I 65,000
Option II 190,000
11. City Property Neighborhood Home Restoration
Restoration I 150,000
Restoration II 150,000
12. Community Crisis Center Exterior Repairs 45,000
13. Ecker Center Computor Equipment 72,000
14 . Elgin Academy Entryway and Parking
Option I 140,000
Option II 178,000
15. Elgin Area Child Care Initiative Remod & Equip 39,925
16. Elgin Fire Barn No. 5 Museum ADA Modifications 33,725
17 . FRVCIL Accessible Home Modifications 31,500
18. Gifford Park Association Neighborhood Plan 50,000
19 . HAE Central Park Towers Improvements
Fire Protection Sprinklers 110,000
Elevator Control System 125,000
Plumbing System 78,919
Stairway Treads 33,500
Stairway Handrails 3,338
Emergency Lights 8,000
Building Renovations 84,500
20. HAE Youth Program & Stairwell Modification 37,000
21. Heritage Commission Preservation Guidelines 30,000
22. Human Resources Translation of Publications 15,000
23. Larkin Center Building Restoration 45, 100
24 . Neighborhood Housing Services Rental Rehab 165,000
25. Operation Outreach Relocation and Operation 134, 186
26 . Parks and Recreation
Huff School 90,000
Douglas Avenue Park 60,000
Grolich Park 90,000
Wing Street/HAE Playground 60,000
27 . Planning Department Residential Rehab Rebate 150,000
28. Planning Department Planning and Management 100,000
29. Police Department ROPE Rent and Utilities 21,820
I }
.
30 . Public Works Department Street Reconstruction 300,000
Barret Street Area
Barret Alternate A 80,000
Barret Alternate B 55,000
George Street Area 358,000
George Alternate A 50,000
George Alternate B 45,000
31. Senior Center Building Renovations 17,710
32 . YWCA Sign Repair, Pool Cover, Building Renovation16,418
TOTAL REQUESTED EXPENDITURES $3,944,502
RECONCILIATION OF NET REVENUE TO REQUESTED EXPENDITURES
Comparison of Revenue to Expenditures
1. Total Requested Expenditures $3,944,502
2 . Less Net Revenue (Available Funds) -977,089
Requested Expenditures $2,967,413
in Excess of Available Funds
• ,Proposed Reconciliations
Requested Add/Deduct Proposed
1. Catholic Charities
Computor Equipment 2,500 ; ( -2,500) 0
2 . Center City
Riverwalk Business Kiosks 65,000 ( -65,000) 0
3. Center City
Exterior Decor Projects 12,300 ( -12,300) 0
4 . Center City
Enginrg FSP & Riverwalk 150,000 (-150,000) 0
5. Center City
32-52 FSP Bldg Restoration. . . .67,000 ( -67,000) 0
6 . Center City •
Crocker Acquisition 150,000 (-150,000) 0
7 . Center City
31 FSP Bldg Restoration 130,000 (-130,000) 0
8. Centro
Bilingual Program 26,913 ( -26,913) 0
9 . City Property
ADA Elevator Modification 37, 148 ( -37, 148) 0
10. City Property
ADA Barrier Free Entrance
Option I . . .65,000
Option II 190,000 (-190,000) 0
Proposed Reconciliations
Requested Add/Deduct Proposed
11 . City Property
Home Restoration
Restoration I 150,000 (-150,000) 0
Restoration II 150,000 (-150,000) 0
12 . Community Crisis Center
Exterior Repairs 45,000 ( -45,000) 0
13. Ecker Center
Computor Equipment 72,000 ( -72,000) 0
14 . Elgin Academy
Entryway and Parking
Option I . . . 140,000
Option II 178,000 (-178,000) 0
15 . Elgin Child Care Initiative
Remod & Equip 39,925 ( -39,925) 0
16 . Elgin Fire Barn No. 5 Museum
ADA Modifications 33,725 ( +5,059 ) 38,784
17 . FRVCIL
Accessible Home Mods 31,500 ( -31,500) 0
18. Gifford Park Association
Neighborhood Plan 50,000 ( -50,000) 0
19. HAE
Central Park Towers Imprvmts
Sprinkler System Funded @ ( 117,227)
Elevator Control 125,000 ( +18,750) 143,750
Plumbing System 78,919 ( -78,919) 0
Stairway Treads 33,500 ( -33,500) 0
Stairway Handrails 3,338 ( -3,338) 0
Emergency Lights 8,000 ( -8,000) 0
Bldg Renovation 84,500 ( -84,500) 0
/0. HAE
Youth Program
& Stair Mods 37,000 ( -37,000) 0
21. Heritage Commission
Preservation Guidelines 30,000 ( -30,000) 0
22 . Human Resources
Translation of Pubs 15,000 ( -15,000) 0
23. Larkin Center
Building Restoration 45, 000 ( -45,000) 0
24 . Neighborhood Housing Services
Rental Rehab 165,000 (-165,000) 0
25. Operation Outreach
Relocation and Operation 134, 186 (-134 , 186) 0
26 . Parks and Recreation
Huff School 90,000 ( +13,500) 103,500
Douglas Avenue Park 60,000 ( -60,000) 0
Grolich Park 90,000 ( -90,000) 0
Wing St/HAE Playground 60,000 ( -60,000) 0
Clara Howard Park 60,000 ( +61,055) 61,055
A
Proposed Reconciliations
Requested Add/Deduct Proposed
27 . Planning Department
Res Rehab Rebate 150,000 ( -20,000) 130,000
28. Planning Department
Planning and Management 100,000 (+100,000) 100,000
29. Police Department
ROPE Rent and Utilities 21,820 ( -21,820) 0
30. Public Works Department
Street Reconstruction
Barret Street Area 300,000 ( +45,000) 345,000
Barret Alternate A 80,000 ( -80,000) 0
Barret Alternate B 55,000 ( +55,000) 55,000
George Street Area 358,000 (-358,000) 0
George Alternate A 50,000 ( -50,000) 0
George Alternate B 45,000 ( -45,000) 0
31 . Senior Center
Building Renovations 17,710 ( -17,710) 0
32 . YWCA
Sign Repair, Pool Cover,
Building Renovation 16,418 ( -16,418) 0
TOTAL REQUESTED EXPENDITURES $3,944,502
REQUESTED EXPENDITURES NOT FUNDED $2,967,413
TOTAL PROJECTS FUNDED $977,089
II
I
yfrylp
150 Dexter Court • Elgin, Illinois 60120-5555 • 708-695-6500
siour11l `UI$i4 h t.
Proposed Reconciliations
Requested Add/Deduct Proposed
27 . Planning Department
Res Rehab Rebate 150,000 ( -20,000) 130,000
28 . Planning Department
Planning and Management 100,000 (+100,000) 100,000
29 . Police Department
ROPE Rent and Utilities 21,820 ( -21,820) 0
30. Public Works Department
Street Reconstruction
Barret Street Area 300,000 ( +45,000) 345,000
Barret Alternate A 80,000 ( -80,000) 0
Barret Alternate B 55,000 ( +55,000) 55,000
George Street Area 358,000 (-358,000) 0
George Alternate A 50,000 ( -50,000) 0
George Alternate B 45,000 ( -45,000) 0
31. Senior Center
Building Renovations 17,710 ( -17,710) 0
32 . YWCA
Sign Repair, Pool Cover,
Building Renovation 16,418 ( -16,418) 0
TOTAL REQUESTED EXPENDITURES $3,944,502
REQUESTED EXPENDITURES NOT FUNDED $2,967,413
TOTAL PROJECTS FUNDED $977,089
Proposed Reconciliations
Requested Add/Deduct Proposed
11 . City Property
Home Restoration
Restoration I 150,000 (-150,000) 0
Restoration II 150,000 (-150,000) 0
12. Community Crisis Center
Exterior Repairs 45,000 ( -45,000) 0
13 . Ecker Center
Computor Equipment 72,000 ( -72,000) 0
14 . Elgin Academy
Entryway and Parking
Option I . . . 140,000
Option II 178,000 (-178,000) 0
15. Elgin Child Care Initiative
Remod & Equip 39,925 ( -39,925) 0
16 . Elgin Fire Barn No. 5 Museum
ADA Modifications 33,725 ( +5,059) 38,784
17 . FRVCIL
Accessible Home Mods 31,500 ( -31,500) 0
18. Gifford Park Association
Neighborhood Plan 50,000 ( -50,000) 0
19. HAE
Central Park Towers Imprvmts
Sprinkler System Funded @ ( 117,227)
Elevator Control 125,000 ( +18,750) 143,750
Plumbing System 78,919 ( -78,919) 0
Stairway Treads 33,500 ( -33,500) 0
Stairway Handrails 3,338 ( -3,338) 0
Emergency Lights 8,000 ( -8,000) 0
Bldg Renovation 84,500 ( -84,500) 0
/0. HAE
Youth Program
& Stair Mods 37,000 ( -37,000) 0
21. Heritage Commission
Preservation Guidelines 30,000 ( -30,000) 0
22. Human Resources
Translation of Pubs 15,000 ( -15,000) 0
23. Larkin Center
Building Restoration 45,000 ( -45,000) 0
24. Neighborhood Housing Services
Rental Rehab 165,000 (-165,000) 0
25. Operation Outreach
Relocation and Operation 134, 186 (-134, 186) 0
26 . Parks and Recreation
Huff School 90,000 ( +13,500) 103,500
Douglas Avenue Park 60,000 ( -60,000) 0
Grolich Park 90,000 ( -90,000) 0
Wing St/HAE Playground 60,000 ( -60,000) 0
Clara Howard Park 60,000 ( +61,055) 61,055
This situation arises at a particularly inopportune time.
Recently, we learned that an element of the Clinton
Administration ' s economic stimulus package may include additional
CDBG funding for Elgin in an amount estimated at $569, 000 . Lack
of progress in the implementation of the existing CDBG program
could jeopardize the city' s chances of participation in this
special one-time funding program.
SUMMARY:
The difficulties outlined above would be compounded with another
demanding CDBG program budget in 1993 . Given the required time
frame for improved performance and the workload associated with
any purchase of service agreements ( federally or locally funded) ,
another funding "trade" to reorganize the FY-92 CDBG budget will
not improve the existing situation. Basically, it appears that
the city must pursue one of, or some combination of, actions as
follows :
1 . Reallocate staff time within the Long Range section of the
Planning Department to provide additional CDBG
administration . This action would effectively eliminate all
other planning projects from the FY- 1993 work program. The
items deleted from the work program would include , at a
minimum, the completion of the West Area Growth Plan (an
update to the land use component of the Comprehensive Plan) ,
the application for a Facility Planning Area (FPA) amendment
in support of the West Area Growth Plan, the production of a
Zoning Ordinance User ' s Guide, and consideration of the
;, Center City Plan by the Planning & Development Commission.
2 . Take steps to immediately add a Planning Department staff
position in CDBG administration . This action would require
an amendment to the Planning Department budget. Given the
nature of the majority of the outstanding projects , this
position would need to be filled with an experienced
administrator . If the City Council wishes to fund social
service activities in the future, this type of experience
should be considered in staff selection.
3 . The city could choose to fund a FY-93 CDBG program
consisting of only a few straightforward projects . This
type of program would consist of four to five major capital
improvement projects with construction specifications
prepared or soon to be completed. It should be noted that
this type of program will not relieve the challenging
administrative workload already in place. However, it would
preclude further deterioration of the city' s CDBG
performance levels .
RECOMMENDATION:
I cannot recommend Options 1 . or 2 . above . Although the burden
of the existing CDBG program may impair our ability to complete
all work items planned for the Long Range section in 1993 ,
progress on the listed planning projects should not be delayed
for an entire year .
It is doubtful that Option 2 . would add sufficient staff
expertise soon enough to make a substantial difference in CDBG
expenditures prior to the submission of the next Grantee
Performance Report (GPR) . Additionally, I do not believe that
such an action would represent a prudent use of city funds .
Administrative costs for the existing CDBG program already exceed
the annual CDBG budget line item for administration. As a
result, the general fund must now subsidize administration of the
CDBG program.
The staff recommends Option 3 . and the attached FY-93 CDBG Budget
Review (Attachment 3 ) reflects this recommendation. The
individual project review forms provide further detail in support
of the FY-93 CDBG budget recommendation. Further, it should be
noted that the recommended FY-93 CDBG program attempts to retain
consistency with the City Council ' s policy direction as expressed
in the 1993 CDBG Program - Requests for Proposals and Comments
document as follows :
The City Council has established a policy of directing
all or most of the Community Development Block Grant
allocation to capital improvement projects designed to
stabilize and improve the city' s neighborhoods . As a
result, these types of projects are specifically
encouraged.
Capital improvement based assistance for social service
agencies may be considered for funding only under
unique circumstances relating to a one-time need. Any
proposal for this form of funding assistance may be
subject to review by Elgin Area United Way
representatives . Proposals for social service
programmatic assistance will not be considered for
funding.
RKD
ATTACHMENT #1
1992
COMMUNITY DEVELOPMENT BLOCK GRANT
CITY OF ELGIN
EIGHTEENTH YEAR
COST AMOUNT OF
CENTER PROJECT NAME FUNDING
15-4808 Planning & Management $105,000
15-4899 Rehabilitation Rebate Program 180,000
15-4801 NHS Rental Rehabilitation Program 78,500
15-4803 Habitat for Humanity Acquisition 25,000
15-4804 Kairos Family Center Rehabilitation 7,600
15-4806 Senior Center Roof 10,000
15-4807 Mother Goose Facility Renovation 41,000
15-4809 EACI Children Summer\Fall Care 60,000
15-4810 Youth Center Rehabilitation 40,000
15-4811 YMCA Computer & Game Room Equipment 26,000
15-4812 Energy Conservation/Housing Repair 20,000
15-4813 Health Center Medications 13,400
15-4805 Prairie Street Driveway Approaches 9,682
15-4814 Crisis Center Renovations . 20,000
15-4802 Handicapped Accessible Curb Ramps 25,000
15-4815 HAE Smoke Alarms & Sprinkler System 100,000
15-4816 HAE Youth Center Improvements 14,000
15-4817 HAE Clifford Water Meter Vaults 5,500
15-4819 Beverly Lake Renovation 25,000
15-4018 Grant Administration 50,000
15-4820 Center City Place 32,500
15-4821 Fremont Street Rehabilitation 25,000
15-4822 HAE Illinois Court Retaining Wall 17,000
TOTAL $946,183
February 10, 1993 V. Bell
ATTACHMENT #2
---. -
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A _ CHAPTER 3 .
SIJBRECIPIEN'T AGREEMENTS
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CHAPTER 3: SUBRECIPIENT AGREEMENTS
INTRODUCTION - . . . . . . . 3-1
MINIMUM HUD REQUIREMENTS S . . . .3.2
WRITTEN AGREEMENT AS A MANAGEMENT TOOL _ . . 3-4
WRITTEN AGREEMENT AS A TRAINING TOOL . . _ . • . . . . 3-5
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�36
- COMMON PROBLEMS WITH SUBRECIPIENT AGREEMENTS . •�. -
SUMMARY . , x . - -
ICHAPTER 3: APPENDIX
Model Agreements (Abstract) and Basic Elements . - -y i.. 3-10
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Sandra Parker couldn't sleep. As the City's third Community Development Director in as many years,
she faced the prospect of an unpleasant confrontation the next morning with Reverend Peter Nelson about
supporting New Hope's Family Services Center in a building owned by the church. As New Hope's 70-
year-old founder and Executive Director,the Reverend had been deeply involved in community work ever
since the Model Cities days. He was highly regarded by the community and the press as a champion of
the lower income neighborhoods around Park Square, and every year he would find some new activity
to be partially funded by the Community Development Agency. The City Council couldn't say no,-even
when New Hope was unable to document how it had spent Us previous year's funds or demonstrate its
capacity to staff and operate the proposed Family Services Project.
i
- Sandra's dilemma centered around securing a new Subrecipient Agreement for the coming year. The old
one, which hadn't been changed in four years, was 15 pages of boilerplate from the City's legal
4 depa m-ent. There were only two vague paragraphs describing New Hope's community service objectives,
limited references to applicable Federal reg:-.ations, and a wry sketchy statement of work and
performance schedule for activities funded three years ago. It was clearly not adequate to assure that
funding objectives would be met by New Hope, or that CDBG program regulations would be observed.
+.
The Reverend indicated he did not see the need to sign a new Agreement with the City, and wanted only
to amen('the original one to reflect funding for the new project. But amending the original Agreement
was hardly appropriate, especially given the complexity of the Family Services Project. If she couldn't
- get a new Agreement,Sandra was worried that funds might be wasted,and she would be held accountable
- --for(he waste by both she City and the HUD Field lice- i - _
INrItODUCTION . • Subrecipie t Agreements are a central part of the subrecipient
1 - -. - requirements -of the CD�G program for Entitlement
`
Communities. Though they govern the funding and activities of
t -'' .- '�subrecipients,they are not referenced nearly enough except when
. -they are signed or modified. _ Despite this, the written
_ - x _• Subrecipient Agreement can be one of your most important tools
• - - -- because it serves three key purposes:
- - 1.--It fulfills a legal requirement by presenting a concise
_ 'It--; statement of the rules of the CDBG program and the
- _ -!:.-1-i" 47= =conditions under which funds are provided;
_ . - • A f-° -It -provides a yardstick for -monitoring subrecipient
�, performance•. 1
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`� - ��' _ I' �,-3. 'tB provides an essential vehicle for tcaink&your staff and
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This chapter addresses the principal issues Involved in drafting
Subrecipient Agreements or modifying old ones. The central
- - - theme of the chapter is that the Agreement should not be seen as
a weapon, but rather as a management tool useful to both
grantees and subrecipients for measuring progress.
MINIMUM HUD / HUD CDBG regulations (24 CFR 570.503) require that
REQUIREMENTS J grantees have written Agreements in effect for each
subrecipient before giving out any CDBG funds. The written
I, Agreement must remain in effect for as long as the subrecipient
I has control over any CDBG funds, including program income.
ic
f`= The regulations specify that the written Agreement must include
- at least the following provisions:
t
0 Required EIements of k: a description of the work to be
Written Agreements performed, a schedule for completion of the w,irk, and a
. budget, all in sufficient detail for you to monitor
See Chec=.list for Written -, performance.
Agreements in Appendix 3
• 1111111111101111. the grantee must specify the records
_ the subrecipient must maintain (including how long it must
*_. .- _-_ - keep them) and the reports the subrecipient must submit
- t`' �;: _ (including dates for submitting them).
- *• • 0211111MNARIP the Agreement must set forth the•
... . .- _-program income requirements, detailed in 24 CFR
= , i : ,-570.304(c),that address whether program income received
_ --_--is to be returned to the grantee or retained by the
subrecipient. If the latter, the Agreement must specify
•_ ,.: , ;_ _how the subrecipient is to use the program income,that all
r , `- .provisions of the agreement apply to the activities carried
tt - ' _ out with program income, that program income must be
- - _ - - : substantially expended before any transfers of additional
31,;:!..,1;---....:v::::.--
2 ` grant funds from the
�; r-} .:=s grantee to the subrecipient (per 24
:� -CFR 570.504 (b)(2X) and (i), and 570.504(c)), and that
F any remaining program income is to be returned to the
t4_'- _ 1- t .. si "1.N_ '1£rj ;;7 ��.,h-x f
- - t -:3C1.' ��grantee at the expiration Of tlC
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- - e 1.011111PIMPEVIIIIMIIF the Aggreeme t must specify
- that(according to 24 CFR 85.43)Suspension or termination
--- = - ..may occur if the subrecipient materially fails to comply
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- ;_ with any term of the Agreement.The Agreement may also
ti _ - = be terminated for the grantee's convenience,consistent with
24 CFR 85.44. ._
+ when the Agreement ends,- the
subrecipient must give the grantee any CDBG funds on
hand and accounts receivable attributable to the use of
CDBG monies. The Agreement must also specify how the
subrecipient will continue to use or dispose of any real
property it bought with CDBG funds.
Uniform Administrative Requirements: The Agreement must
also state that subrecipients will comply with the following
jr. additional requirements and standards:
For governmental subrecipients, including public agencies...
• OMB Circular A-87, "Principles for Determining Costs
Applicable to Grants and Contracts with State, Local and
Federally Recognized Indian Tribal Governments."
• 24 CFR Part 85, °Uniform Administrative Requirements
for Grants and Cooperative Agreements with State and
Local Governments," as modified by 24 CFR 570.502(a).
- _ • OMB Circular A-128, 'Audits of State and -Local
Governments," 24 CFR.S70.204.
. , _yll'L; IIIII=tiI IiM.111V1:�1� . , II .,�� t Ul' I'• ,'-. ...
; , ._ . , Cost Principles for-Non-Profit
,- Organizations' or OMB Circular A-21 'Cost Principles
---for Educational Institutions.' - •
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:,, n ,r tr l#' •systems,-monitoring and reporting-program performance,
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'prope�rtymanagement standards,and�c�rem m-
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1 modified by 24 CFR 570.502(b),
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- - - - = 7 Other ''Program Requirements: 'The ;Agreement must also
- specify that the subrecipient will carry'out its activities in
compliance with the requirements of Subpart K of 24 CFR 570.
t- ;-Conditions for Rfligious Organizations: Where applicable,•uirements a� HUD rules regarding the use of CDBG funds by religious
B organizations (24 CFR 570.200(jj)) must also be included in the
activates involving
Religious Organizations Agreement.
are spelled out in
24 CFR 570.200(j) and
: 570.503(b)(6)
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Not just red tape... -
'. it is tempting to view the fine print of the written Agreement as
1 a bureaucratic and legalistic effort to protect you and HUD and
"?he written agreement to undermine the autonomy of the subrecipient. It is not.
should be a -concise Rather, the Agreement should represent a concise, explicit
statement c'rhe relationship statement of all the rules governing the relationship of the
between .grantee' and grantee and the subrecipient and the conditions under which
subrecipient_ end the funds are provided. There's no such thing as a free lunch, and
: conditions ruder iCh -playing by the rules is one of the conditions for receiving
T _ ,w � � Federal funds.
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WRITTEN AGREEMEWF ASA ``-'-If Properly written and executed,the subrecipient Agreement can
MANAGEMENT TOOL -..,.., . ..:;_c -:-'be both an indispensable management tool for you and an
. '`;..orientation and educational document for the subrecipient.
` i _- `.' ,:1 x ,� •- ' -:' As a management Tool,the written Agreement provides you with
• ,4 i - 1•n ?s -:t.-;.. .4; t�anismTorverifying regulatory compliance and monitoring
,E- 4---.-t- '` -} ;> .-. program perfornsance. In particular, the 'Statement of Work"
-i,: -iff'=:a. ..,1-;-.-,f,-_, ç ,_ 4- . ; gor'Soope-ofSecvices") section should describe the objectives
' : '- � :: < j-":'-ii; r., °=,for each activity and the specific .b:Abet -need to be
::(F alt,r . accomplished to achieve those objectives -tor example, if a
. - :subrecipient will be operating programs to.provide child care
'i 1_1S - 47/0 : r T
t i.-.,4 F -' services to:l ow-income families, the Statement of Work should
, .: . R�>l Yl y A L :• S.sacify: t y-y } - - __ _
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-
-• `The purpose and nature of the different services to be
?� - .: :_,offered and where they will be provided,
'4': ; ; ti:7: ; •• The tasks to be performed (outreach,intake or enrollment,
'ho 4 eWr, rleurty I ottt o,�`:3 day care services, family child care classes);
, _1�e `�robleins e�,fol7c�ng
their*.m�isivns - • The level of service that will be provided for each activity
(identified in some quantifiable unit of service— for
example, children cared for per month, parents to receive
instruction, courses to be taught);
- • The schedule for performance of the work—in terms of
overall duration and cumulative units of service per
month during the contract period (for example, 12-15
children per month or at least 48 children by the end of
month 4).
" 4-..4 ''`} Federal regulations make •ou responsible for monitoring whether
- i 1 tw th b cipient ac 'eves the objectives and does so accord�g t -
schedule` here1ore, in dra inC i his section,be sure to write in
tile u—`"cuts of measure and deadlines that will allow you to
c. '� i determine whether the promised services have been delivered, as
- • - -well as whether they were delivered on time.
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:W*ITrEN AGREEMENT AS A For grantee and subrecipient staff who are not familiar with
._7tAINING TOOL HUD's administrative and fiscal requirements, OMB circulars,
- ind,Executive Orders, use the Agreement to teach them how to
�•` -.comply with these key administrative provisions.
Whether you are drafting Agreements for new subrecipients or
.�s t*.*`." "• `; t s "' tensing and extending old ones for current subrecipients, the
,,, ,r.cptei occasion provides an opportunity for you to explain to them how
laid rtgtc arc al CDBG requirements apply to their -work. Reviewing the
-- `? r_°' - Y ,,° g "` provisions of the document with a subrecipient at the beginning
' .- J� °: ' ;<+; - f the program year is especially important if the organization
'has experienced any:operational difficulties in the past. You
t` . '''4'-'4 . ''z- .Z . -:thonld incorporate as part of the new or amended Agreement the
specific steps the subrecipient must taken solve its earlier
.problems and specify a schedule for implementing these actions.
i "--- -'---::-:.,-- -'-':''S''ample Writter Agreements - A sample written Agreement is included in the-Appendix to this
_- - apter. 'You may use this sample .s a -starling point for _
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_ _ developing your own subrecipient Agreement or as a benchmark
• _ for evaluating the adequacy of your editing Agreements. Keep
in mind, however, that because state and io al laws differ, any
'model` Agreement needs to be customized to fit your local
requirements.
in addition, no matter how carefully you craft your Agreement,
be prepared to revise the document to address loopholes or
problem situations with subrecipients that you may not have
anticipated. Many times, these changes can be incorporated in
the form of amendments during the term of the existing
Agreement, or by revising the Agreement before executing a
. new one. •
t` COMMON PROBLEMS W`iTH The two most dangerous problems you can make with
f SUBRECIPIENT AGREEMENTS subrecip:ents Agreements that are violations of the CDBG
regulations in and of themselves are:
1. Failing to have any formal, signed subrecipient
Agreement in place, and
t
- 2. Using Agreements that fail to cover all the regulatory
and legal requirements that apply to the CDBG activities
-
being carried out.
t ,......, . —
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If you aft subrecipients m conduct CDBG activities without
adequate written Agreements, you are courting disaster.
if one of your subrecipieats, for example, upends CDBG funds
r r. *. •.. A improperly and your Agreement is silent on the matter,then you
s , _ may have no legal recourse for recovering those funds that HUD
- has disallowed.
-_ , Noted below are four other difficulties commonly associated with
subrecipient Agreements. . Although none of the problems
i . - . _.represent violations of the regulations per se, they do exhibit
r -i- -0 Y:: - _ i, =inadequate aunagement controls and/or business practices.
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-13 Subrecipient Compe cation -CI Solution: Tie Payment to Performance Measures
Is Not Tied to Measurable ,
- .Performance _ =It is critical that your reimbursements to subrecipients reflect
timely performance in accomplishing measurable objectives(such
as numbers of housing units inspected,buildings rehabilitated,or
clients assisted). Otherwise, you run a significant risk of the
subrecipient spending.all of its CDBG funds before it has
achieved its work objectives. .
` 0 Subrecipients Are Not 0 Solution: Review Terms and Conditions
Familiar with Agreement
Conditions It is not uncommon for grantees to hear subrecipient staff excuse
k: their failure to comply with program requirements by saying they
did not understand the terms and conditions of the written
Agreement. Boards of Directors frequently offer this explanation
c after an organization has experienced a turn-over in its CDBG-
= related staff. However, lack of understanding excuses neither
you nor your subrecipients from the consequences of a mistake.
You should -review the -document line by line with the
K subrecipient's key officials and staff as part of an orientation at
• ,, , - - the beginning of each program year—particularly with the Board
' of Directors who,depending on the organization's by-laws, may
,.., be the only individuals legally empowered to sign the written
` R Agreement and who have the responsibility compliance
` .- - � � -� ponsibili to ensure co fiance
} r regardless of changes in the organization's staff.
rt. . D --Written Amendments Are D Solution: Make Written Amendments
Not Executed when - -
t ., -• ' Conditions Change - Even if you have an excellent subrecipient Agreement in place,
_ . - - amendments may occasionally be if there are changes
_ _ Y Y necessary sages
`4:; t an the scope or schedule of work. Although you and the
- . subrecipient may enjoy an excellent relationship, neglecting to
, � • ,, 7: amend the Agreement to reflect the current understanding of
-{-. , A :_ .F=x - subrecipient responsibilities places both of you at risk:
44. S , l'- 4 7.-.',• -n. - S `' irom 3 •
- atandpomt,'the unameoded .Agreeareat is no
.-_ ``-. • t -".$4 ., longer an effective tool for monitoring and enforcing
performance standards. _ _
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I A Guidebook for CDBG Grantees on Subreciplent Oversight } . ? •_,AsuBRECIP$EN T AGREEMENTS
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s aso longer.a responsibility Of.the:recipient.-ftlarifying or
correcting these misunderstandingi Siftetilielfact can be
_ - - - -,• =both disruptive and costly.
❑ New Written Subrecipient ---0 -'Solution: 'Update for Current Year
Agreements Are Not
Executed or Updated for - Over time, there may be changes in the regulation governing a
Each Program Year particular activity being undertaken by a subrecipient. With each
new program year, a subrecipient may also be funded to take on
new eligible activities, involving additional regulatory
- requirements. 'Moreover, experiences with other subrecipients
may have revealed inadequacies in, the basic Agreement
"boilerplate" being used by your program. All of these
possibilities suggest that it is a good practice to update and
execute written agreements with each subrecipient on an annual
basis.
SUMMARY -The program application materials outlined in Chapter 2 and the
subrecipient Agreements discussed here provide you with the
primary documentation that your CDBG program needs in order
to monitor subrecipient activities. If these documents are weak,
missing,or out of date, you may not be able to administer your
r- ,i , program effectively. Adequate written Agreements are required
-
by HUD regulations.`They are essential management tools for
Ns - measuring your subrecipients' performance and regulatory
- " ‘ - - - compliance. --=`They are also useful in teaching or reminding
.- ' ■subrecipients about their performance objectives, methods and
administrative -responsibilities. By -consulting the sample
- _ - Agreement in Appendix 3, and-by referring to the relevant
- - _ . regulations,you can avoid the problems outlined above.
ti ":glee a rontathon with Peter Nelson did not turn ow to be the nightmare Sandra had expected She had
a -placed the issue of the new subrecipient Agreement squarely on the table,and Reverend Nelson had been
. - - -_,forced to admit that the old one left out a great Many details that could wind hw hurting both the City and
-
New Hope. Over a period of rsu weeks,Sandra's shad wwrked with New Hope's Board of Directors
:and sthf to layout in detail the objecilves,scope of wive*, and schedule for the Family Services Phojea.
- -In the process,;die New Hope Board became fully aware*how inadequate their present record-keeping
:` ►stuns were, and how little they knew about the com.of activities that were currently being funded by
CDBG. Sandra was pleased to give them an Introduction to the requirements�of0JIB.Orcdar A-110.
-At the same time, she felt happy that she understood much more dearly what-404s -New Hope
:.s zntad m achieve,and how the achievement of its goals could be accomplished undert1ie new Agreement.
She
M/�B�/'i}�e�(t�_'vreP agreed n i, )ase-their �BG,fia>di> by -$15,000 prm�de�d ices for
■eco_- �T in J " ng• cc -,.:::eo t' i.. ,f. ;. - -' .-ic ,r<• ....-
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1. CHAPTER 3: APPENDIX
• Model Agreements (Checklist) and Basic Elements
• Example of Subrecipient Agreement (Adapted from Form Used by Greater
Minneapolis Department of Community Affairs)
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k Model Agreements
The recommended provisions for a basic model agreement between grantees and subrecipients
(subgrantees) include the following provisions (irrespective of activity):
1. Meets National Objectives/Eligible Activity
2. Scope of Work
3. Time of Performance
4. Compensation and Method of Payment
5. Program Income
6. Record Keeping Requirements
7. Reporting Requirements
8. Public Access to Program Records
9. Grant Closeout Procedures
10. Uniform Administrative and Program Management Standards
11. Reversion of Assets
12. Real Property
13. Other Program Requirements
14. Termination
15. Compliance with Laws/Regulations
16. Antidiscrimination/Affirmative Actir and Equal Employment Opportunity
17. Financial Management
18. Audits
19. Religious and Political Activities
20. Budget Modifications
21. Monitoring
22. -Conflict of Interest
23. Procurement Standards and Methods
,.24. -$udget
- ;,t5., Project Schedule/Milestones
26. Environmental Review
27. Personnel Assigned to Scope of Work ---
The format'and specific language of each agreement could vary substantially depending on the legal
requirements of each state.
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I
BASIC ELEMEN'TS OF A SUBRECIPIENT AGREEMENT
_
,
Provisio for
n: - for Non-Gov't. 4 Other References
, Regulations* sabre:jowl - - -,-!--4Govit. -
Subrecipienb
1 ■ 4
1.Meets National Objective/Eligible Activity 570.200(aXl)+(2),
570.201 thru
570.208,570.506
2.Scope of Work 570303
3.Time of Performance 570.503
4. Compensation and Method of Payment 570.502 A-122, A-21 A-87
'.. 5. Program Income 570.500(a),570.504 A-lb 24 CFR 85**
. ._
-..
* 6. Recordkeeping Requirements 570.506 A-110 24 CFR 85**
„
7.Reporting Requirements 570,502,570.507 A-110 - 24 CFR 85** 1
8. Public Acc;css to Program Records 570302,570.508 A-110 24 CFR 85** 1
t 1
9. Grant Closeout Procedures 570.509 A-110 24 CFR 85**
r10. Uniform Athornistrative and F-ogram 570.502,570.610 A-110, A-122, , A-El, A-128 24 CFR 85** I
L.
Management Standards A-21, A-133 24 CFR 44** I
' 24 CFR 45***
i
. , 11. Reversion of Assets • 570.502,570.503 A-I10 24 CFR 855* 1
..
12.Real Prnperty 570.502,570.505 A-110 24 CFR 85**
13.-ptvh,..er Pfogram Requirements S 570.600 thru "
15.compliance with Laws/Regulations - -
570.612 -...-
14.7.1,‘nnination k
[
,..- 570302 570303 A-110
,..,.
570.501 - t. - 24 CFR 85.43**
A-110.A-122 , 24 CFR 85.43**
t, 16.Antidiscrimination/Affirmative Action 570.601,570.602,
and EEO 1 570.607
17. Financial Management - ' 570.502,570.610 A-HO ' 24 CFR 85.20**,
Treasury '
18.Audits - , 570.502,570.610 ORIN, - A428 24 CFR 85.26**
, • 24 CFR 44
_ **
. . ,
24 CFR 45***
19. Religious and Political Activities 570.200(j),570.207
t- ' - - ,
20.Budget Modificari'ons ' , - -- ' - A-HO ' - -":::::::1-r. •-• - 24 CFR 85**
21.Monitoring : - - - - .,-- -2*--111 570.501(b). -....: ' A-HO -- - ' _st-i-1.4-_-.;-----. 24 CFR 85**
' •1 570-503(15X1) :-
22.Conflict of 1nOsrest - - '- -j- 570.611 - -- A-110 = . -I Z.-.7f-i.-1-..- - 24 CFR 85**
--
23.Po:comment Methods . - •.-1 570.502 - :-"- : A-HO -
-.... - .
-- .
.. . 24 CFR 85.36**
-",:tlitArt.;., - .,. __-_ ..-- . . > . ... .., 3- 11
4fOR 17tAINING PURPOSES ONLY ''..:1:C1 C/Ca." v4itrc''.' '1. lithapter 3
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BASIC FERMENTS OF A SUB AGREEMENT (Continued)
rt
OMB C:irculan OMB
Provisions R� �* for Non-Gov't G ,�. Other References for
Subrecipients Subrecipients
1 4
25. Project Schedule/Milestones . 570.503 -
26. Environmental Review 570.503(bx5)(i), 24 CFR 58
570.604
• Unless otherwise noted, citations are from Title 24 of the Code of Federal Regulations(CFR).
** For governmental subrceipients.
*** For non-governmental subrecipients.
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Special Program Areas*
Housing Rehabilitation and Development -
Federal . k.. `
Housing Rehabilitation and Development Provisions • `:*Other References
1. Eligibility - - -- - - 24 CFR 570.202 - - -
2. Federal Labor Standards .- _ _ 24 CFR 570.603 Section 110, Housing and
—Davis Bacon Community Devi. Act of
--Copeland Act(Anti-kickback) 1974(HCD);
—Contract Work Hours and Safety Standards 40 USC 276a-276a-5;
40 USC 327 (et. seq.)
3. Equal Employment Opportunity 24 CFR 570.607, Executive Orders 11246 and
41 CFR 60 12086; 12 USC 1701 j
4. List of debarred or ineligible contractors 24 CFR 570.609,
i
24 CFR 24
F 5. Non-Discrimination 24 CFR Part a'; Section 504 of Rehab Act of
ti 24 CFR 570.601, y 1973; Americans with
24 CFR 570.602.. Disabilities Act of 1990; ,
c Exec. Order 11063.
6. Fice Safety Codes 24 CFR 570.202
7. Building, Housing and Zoning Codes; Housing Quality Standards 24 CFR 570.202,
. 24 CFR 570.606
8. Lead-Based Paint 24 CFR 570.608; 42 USC 4831(b)
24 CFR 35
■
c
9. lump Sum Drawdowns 24 CFR 570.513
i
10:. Environmental/Historic Preservation .. 24 CFR 570.604, . Sec. 104(g),BCD
t..: s „� 570.02
Fish and Wildlife Protection - _ _
= —Flood Disaster Protection 24 CFR 570.605, 42 USC 4001
1,- • Flood Plain 44 CFR 59-79
.
k- National Environmental Policy Act 24 CFR 58
- National Historic Preservation - - - 36 CFR 800 ...
Noise Abatement do Control Act 24 CFR 51 � < h
• . : Wetlands .
- - .—Ai arty F _ .-
Water Quality - - t: .
;. - —Solid Waste Disposal n -
, -
},, �-:d. Arms -s:--, i.:•- =--j- -r w_. - y- x - -. -
. ThermaUExplosive Hazards - - • - • ; .
=: 11—Relocation/Anti-Displacement _ 24 CFR 570.606,',- Secs. _104(d), 104(k),
1 570.201, • ---;,•,- 105(aXll)of HCD;
• -- - 24 CFR 42 ' t 42 USC 4601
' `ote: items :_,.,• .t.:,t ., - , ;•Ca o ., , ,, on „ previous page.
.- z _ _ _
-: -: RAPT.. C•R TRAINING PURPOSES ONLY _ V �• _ L�apter 3 :13
'ti ara?ve btasmciare g
ACQULSITION AND DEMOLITION_
-' Relevant Laws: The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as amended(42 USC 4601),
and Section 104(d)of the Housing and Community Development Act of 1974(Ha)),as amended. ;;,R7 =-R.. -.
S
- Acquisition/Demolition Provisions Section of CFR Other References
1. Eligibility 24 CFR 570.201(a),
(1,),and(d)
2. Relocation 24 CFR 570.201; Sect. 104(d),
—Uniform Relocation Act 570.606,24 CFR 42 104(k), and
—Residential antidisplacement and relocation assistance. 105(ax11)of
HCD
3. One-for-one replacement 24 CFR 570.606(cX1)
:7_,-!-
4. Federal Labor Standards 24 CFR 570.603 Sec. 110, HCD;
—Davis Bacon 40 USC 276(a)to
1F. —Copeland Act I 276a-5;
—Contract Work Hours and Safety Standards 40 USC 327
(et• seq.)
Pl-- f t
5. Equal Employment Opportunity 24 CFR 570.601,
602;24 CFR 570.607
6. List of debarred or ineligible contractors 24 CFR 570.609;
24 CFR 24
•,• - 7. Environmeatal/Historic Preservation 24 CFR 570.604, -
Sec. 104(g),HCD
. 570.202
-Fih and Wildlife Protection -
i - , i,i'lood Yl�ter Pmte lion - -� c - 24 CFR 570.65;.' '-!•. 42 USC 4001
'Flood Plain 44
- .= National Environmental Policy Act 24 CFR SS -
. National Historic Preservation 36 CFR 800 "'-
4
Noise Abatement&Control Act .`- 24 CFR 51
'
` ` " � ti .i Water Quality ? - ,. .P .
Solid Waste Disposal -
-Coastal Areas
Endangered species `
x:
' .}. Thermal/Explosive Hazards
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Public and Hunan Sepias Provision Section of CCR „ °'Other References
— ______i
1. Eligibility 24 CFR 570.201(e)
i
2. Definition of Computation of Units of Service 24 CFR 570.503(bx1) -
3. Non-Discrimination 24 CFR Part 8; Sec. 504,Rehab. Act of 1973;
24 CFR 570.601,602 _ Americans with Disahi;pies
- • Act of 1990.
4. Religious Activities - 24 CFR 570.200(j),
24 CFR 570.503(bX6)
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PUBLIC FACILITIES AND INFRASTRUCTURE
, ..... .
,.. -
Public Facilities and Infrastructure Provisions - -- --Section of CFR ' - '''-Other References
4 -
I. Eligibility _
' 24 CFR 570.200(b), - - -
570.201(c), . . . -
570.207(aX1)
2. Federal Labor Standards 24 CFR 570.603 Sec. 110, Housing and
-Davis Bacon Community Devl. Act of
-Copeland Act (Anti-kickback) 1974(HCD);
-Contract Work Hours and Safety Standards 40 USC 276a-276a-5;
40 USC 327(et. seq.)
3. Non-Discrimination/EEO 24 CFR 570.601, Executive Orders 11246 and
i, 570.602 570.607; 12086; 12 USC 1701w; Sec.
•i 24 CFR Fart 8; 564 of the Rehab Act of
t* 41 CFR 60 1973; The Americans with
.f. Disabilities Act of 1990
P 4. List of debarred or ineligible contractors 24 CFR 570.609;
24 CFR 24
5. Fire Safety Codes Local
6. Building, Housing and Zoning Codes Local
■
7. Lead-Based Paint 24 CFR 570.608; 42 USC 4831(b)
24 CFR 35; ,
8. "Enviroinaentabliistoric Preservation protvesttic: ... ... 24 CFR,570.604, Sec. 104(g),HCD
,
570.202
wish and Wildlife
lood Drsam er Protection - - 24 CFR 570.605; 42 USC 4001
-Flood Plain 44 CFR 59-79
, -National Environmental Policy Act 24 CFR 58
= -National Historic Preservation 1 36 CFR 800
-Noise Abitement&Control Act ' , 24 CFR 51
. , -Wetlands
-Air Quality
,.._ -Water Quality
..- -Solid Waste Disposal
. _
- - coastal)k
-con
_ .
-Thennal/Explosi've Hazards
_ . .
.•-- _
- .
L---:----- -4TIRA1171,..10R TRAINING PURPOSES ONLY l'")-43-tcle_ :_l thapter3-16
7--.Pepttred by Abt Ats- tidates - - -
- _ - -- - -
- - - - -
1993 CDBG PROGRAM
CITY OF ELGIN
REQUEST FOR PROPOSALS
AND COMMENTS
Planning Department
JANUARY 14, 1993
REQUEST FOR PROPOSALS AND COMMENTS
1993 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
CITY OF ELGIN
PLANNING DEPARTMENT
CITY OF ELGIN
January 14, 1993
REQUEST FOR PROPOSALS AND COMMENTS
1993 Community Development Block Grant Program
CONTENTS PAGE
Introduction 1
Program Goal, Objectives, and Policies 2
Eligible Activities 3
Required Documentation 5
Citizen Participation Plan 6
REQUEST FOR PROPOSALS AND COMMENTS
1993 Community Development Block Grant Program
INTRODUCTION
The 1993 Community Development Block Grant (CDBG) Program is un-
derway.
In 1992, the City of Elgin received $761,000. 00 in Community De-
velopment Block Grant funds from the U.S. Department of Housing
and Urban Development. This year, the city is scheduled to re-
ceive $884 ,000 .00 in funding through the block grant program.
As much as an additional $98,943 . 00 may be available through in-
come from previous programs . Therefore, an estimated total of
$982,943 .00 in funding may be available for the 1993 Community
Development Block Grant Program.
For cities with a population of 50,000 or more persons, Communi-
ty Development Block Grant funds are distributed through "auto-
matic entitlement" based on a statistical formula of local need
criter- ia. Simply, this means that the federal government has
made an estimate of the relative need for Community Development
Block Grant funds, assigning each eligible community "shares" .
While the shares have been set aside for an eligible community' s
use, a community can reject the offer of federal assistance by
failing to file an application to claim its entitlement. Nation-
wide, approximately 1, 100 local political jurisdictions are eli-
gible to particpate in the CDBG Program. The annual allocation
of funds may be spent in a variety of ways, as determined by lo-
cal priorities and CDBG regulations .
While the Community Development Block Grant is a flexible pro-
gram, the allocation and use of funds, and project administra-
tion are subject to certain requirements . These requirements
encompass adherence to numerous procedural regulations, compli-
ance with various federal acts and programs, and the submission
of a Comprehensive Housing Affordability Strategy (CHAS) .
The Planning Department offers technical assistance to any per-
son or organization interested in developing a funding proposal .
Additional information regarding the Community Development Block
Grant Program, as well as information on past projects, may be
obtained by contacting Patricia A. Andrews, Planner/CDBG Admin-
istrator, Planning Department, City of Elgin, 150 Dexter Court,
Elgin. Office hours are from 8 : 00 A.M. to 5: 00 P.M. , Monday
through Friday. The telephone number is (708) 931-5910.
1
REQUEST FOR PROPOSALS AND COMMENTS
1993 Community Development Block Grant Program
PROGRAM GOAL, OBJECTIVES, AND POLICIES
The primary goal of the Community Development Block Grant (CDBG)
Program is the development of viable urban communities. This is
to be accomplished through the provision of decent housing with
a suitable environment and through the expansion of economic ac-
tivities, principally for persons of low and moderate income.
Pursuant to the primary goal, at least 60 percent of CDBG funds
must be used for activities that benefit persons of low and mod-
erate income.
The community objectives for achieving the primary goal are list-
ed as follows :
1 . The elimination and prevention of slums and blighting
influences on the community.
2 . The elimination of conditions detrimental to the public
health, safety, and welfare.
3. The conservation and expansion of housing for all persons,
especially persons of low and moderate income.
4 . The expansion and improvement of community services, princi-
pally for persons of low and moderate income.
5 . The rational utilization of land and natural resources and
an improved relationship among land uses.
6 . The promotion of neighborhood revitalization, diversity, and
vitality, while actively discouraging the isolation of
persons by income.
7 . The promotion of the restoration and preservation of
architecturally or historically significant properties .
8 . The stimulation of private investment and community
revitalization through an improved local economy.
9 . The conservation and improvement of energy resources, and
the provision of alternate and renewable sources of
energy.
The City Council has established a policy of directing all or
most of the Community Development Block Grant allocation to capi-
tal improvement projects designed to stabilize and improve the
city's neighborhoods . As a result, these types of proposals are
specifically encouraged.
2
REQUEST FOR PROPOSALS AND COMMENTS
1993 Community Development Block Grant Program
Capital improvement based assistance to social service agencies
may be considered for funding only under unique circumstances
relating to a one time need. Any proposal for this form of
funding assistance may be subject review and recommendation by
Elgin Area United Way representatives . Proposals for social
service programatic assistance will not be considered for
funding.
ELIGIBLE ACTIVITIES
Eligible projects for funding under the Community Development
Block Grant Program include the following activities :
1. Acquisition of Property. The acquisition, in whole or in
part, by purchase, lease, donation, of otherwise of real
property for any public purpose.
2. Disposition of Property. The disposition of property
through sale, lease, donation, or otherwise of any real
property acquired.
3. Public Facilities and Improvements. The acquisition, con-
struction, reconstruction, rehabilitation, or installation
of public faciliities .
4. Clearance Activities. Clearance, demolition, and removal
of buildings and improvements .
5. Public Services. The provision of public services which
are directed toward improving the community' s public
services or facilities . The public service must be either
a new service or there must be a quantifiable increase in
the level of service provided by or in the behalf of the
City of Elgin.
6. Interim Assistance. Interim assistance to alleviate
harmful conditions where immediate public action is
determined by the City of Elgin to be necessary.
7. Payment of Nonfederal Share. Payment of the nonfederal
share required in connection with a federal "grant in aid"
program undertaken as part of the community development
program.
8. Urban Renewal Completion. Payment of the cost of
completing an Urban Renewal project funded under Title I of
the Housing Act of 1949 .
3
REQUEST FOR PROPOSALS AND COMMENTS
1993 Community Development Block Grant Program
9. Relocation. Relocation payments and assistance for
individuals, families, businesses, organizations, and farm
operations displaced by assisted activities .
10. Loss of Rental Income. Payments to housing owners for loss-
es of rental income incurred by holding housing units for
temporary periods to be utilized for the relocation of
individuals and families displaced by program activities.
11. Removal of Architectural Barriers. Projects directed to
the removal of material and architectural barriers, which
restrict the mobility and the accessibility of elderly and
disabled persons .
12. Privately Owned Utilities. Acquisition, construction,
reconstruction, rehabilitation, or installation of
distribution lines and facilities of privately owned
utilities .
13. Construction of Housing. Construction of housing assisted
under Section 17 of the United States Housing Act of 1937 .
14. Homeownership Assistance. Direct home ownership assistance
for low and moderate income persons encompassing subsidy of
interest rates and mortgage principle amounts, acquisition,
acquire gurantees for mortgage financing, 50 percent of
down payments, reasonable closing costs .
15. Rehabilitation and Preservation. Rehabilitation activities
encompassing rehabilitation of public residential
structures, public housing modernization, rehabilitation of
private properties through acquisition and/or the provision
of financing or materials, temporary relocation assistance,
code enforcement, historic preservation, and the renovation
of closed school buildings .
16. Special Economic Development. Economic development activi-
ties which carry out an economic development project.
Activities encompass acquisition of real property for
economic development; acquisition, construction, or
reconstruction of commercial and industrial facilities; and
the provision of assistance to private, for profit
businesses .
17. Special Activities. Activities by private, not for profit
neighborhood and local development organizations, necessary
to implement strategies for economic development or
neighborhood revitalization.
4
•
REQUEST FOR PROPOSALS AND COMMENTS
1993 Community Development Block Grant Program
18. Planning. Activities necessary to develop a comprehensive
community development plan, functional plans, and other
plans, studies, and programs including improved policy,
planning, and management capacity.
19. Program Administration. Payment of reasonable administra-
tive costs and carrying charges related to the planning and
execution of community development and housing activities .
REQUIRED DOCUMENTATION
Proposals for funding under the 1993 Community Development Block
Grant Program shall include the following documents :
1. Statement of Purpose. A specific written statement
addressing the nature of and the reasons for the proposed
project or activity, indicating whether the proposal
qualifies under low and moderate income benefit or as the
elimination of blighting influences .
2. Cost Estimates. An estimate of the cost of the proposed
project or activity, indicating the methodology used in
preparing the estimate.
3. Plans and Specifications. Plans and specifications for
construction and equipment, if available.
4. Other Funding Sources. A list of potential and actual
sources of funding for the proposed project or activity
other than the CDBG Program, specifying the amount of
funding for each.
5. Other Information. Other information as necessary
including photographs, letters of support, etc. No videos,
slides, or recordings will be accepted.
6. Organizations - Addtional Requirements. A summary of the
purposes of the organization, the by-laws of the organiza-
tion, the names of the board of directors, and a letter
from the board of the organization authorizing the
submission of a request for funding.
5
REQUEST FOR PROPOSALS AND COMMENTS
1993 Community Development Block Grant Program
CITIZEN PARTICIPATION PLAN
Introduction. The purpose of the Citizen Participation Plan is
to establish procedures for providing citizens with the
oppor-tunity to participate in the development of the 1993
Community Development Block Grant (CDBG) Program. Additionally,
citizens are given the opportunity to comment on previous and
future CDBG Program years . The 1993 CDBG Program review and
development process is comprised of two public hearings held by
the City Council and one City Council work session.
First Public Hearing. The first public hearing is comprised of
a presentation from the Planning Department, providing a general
overview of the CDBG Program; the receipt of comments from citi-
zens regarding the CDBG Program, its activities and projects;
and the presentation of proposals by individuals and organiza-
tions for funding under the 1993 CDBG Program. Proposals submit-
ted after the first public hearing will not be considered for
funding in the 1993 program.
Time: 7:00 P.M. Day: Wednesday Date: March 3, 1993
Place: City Council Chambers, Second Floor, North Tower
Elgin Municipal Building, 150 Dexter Court, Elgin, Il
City Council Work Session. During the work session, the City
Council will review and consider all comments regarding the CDBG
Program and all proposals for funding under the 1993 CDBG Pro-
gram, as well as select projects for funding. At this meeting,
public comments are limited to responses to questions from mem-
bers of the City Council regarding aspects of individual propos-
als for funding.
Time: 7:00 P.M. Day: Wednesday Date: March 31, 1993
Place: City Council Conference Room, Second Floor, North Tower
Elgin Municipal Building, 150 Dexter Court, Elgin, Il
Final Public Hearing. The final public hearing is comprised of
the announcement of the projects selected by the City Council
for funding under the 1993 CDBG Program; the receipt of any addi-
tion-al comments regarding the CDBG Program; and the adoption of
a resolution authorizing an application for CDBG funds for 1993 .
The final public hearing is the last opportunity for public
comments prior to the application for funds under the 1993 Com-
munity Development Block Grant Program.
6
REQUEST FOR PROPOSALS AND COMMENTS
1993 Community Development Block Grant Program
Time: 8:00 P.M. Day: Wednesday Date: April 28, 1993
Place: City Council Chambers, Second Floor, North Tower
Elgin Municipal Building, 150 Dexter Court Elgin, I1
Additional Information. All written comments received regarding
the Community Development Block Grant Program, as well as all
pertinent information, records, and regulations, are kept on
file in the Planning Department and are available for public •
examin- ation during regular working hours . Written responses
to any question or complaint regarding the CDBG Program will be
made within fifteen days of their receipt.
The Planning Department offers technical assistance to any
person or organization interested in developing a funding
proposal . Additional information regarding the Community
Development Block Grant Program, as well as information on past
projects, may be obtained by . contacting Patricia A. Andrews,
Planner/CDBG Administrator, Planning Department, City of Elgin,
150 Dexter Court,
7
t
El in
Agenda Item No. (::) /
(Ii74:0)1
r
August 16, 1994
TO: Mayor and Members of the City Council
FROM: Richard B. Helwig, City Manager
SUBJECT: A Public Hearing Regarding the Transfer of
Community Development Block Grant Funds
PURPOSE
The purpose of this memorandum is to conduct a Public Hearing
to amend the Community Development Block Grant Program.
BACKGROUND -
At the City Council meeting of August 10, 1994 the City Coun-
cil received bids for the Fire Barn Museum handicapped acces-
sibility. The award of bids was deferred and staff asked to
proceed with the transfer of Community Development Block
Grant (CDBG) funds from the 1993 Planning and Management
project to the 1993 Fire Barn Museum Handicap Accessibility
project. It is proposed that a total of $34,000 be trans-
ferred to the Fire Barn Museum project.
The proposed amendment to the CDBG Program and notice of the
public hearing is to be published in the Courier News on
August 19, 1994 .
The purpose of the Public Hearing is to hear and consider any
comments concerned citizens may have regarding the proposed
amendment to the CDBG Program.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
Fire Barn Museum representative Brigid Trimble, project archi-
tect John Roberson, and contractor John Kohler.
FINANCIAL IMPACT
Fire Barn Museum Allocation $38,784
(230-0000-791. 92-32-154903)
Proposed Transfer from Planning & Mgmt. $34,000
(230-0000-791 .69-10-154908)
Proposed Total Funding $72,784
Transfer of CDBG Funds
August 16, 1994
Page 2
The proposed transfer of $34,000 to the Fire Barn Museum
project would provide sufficient funding for a bid award in
the amount of $64,581 and contingency funds equalling 12% of
the bid award amount.
LEGAL IMPACT
None.
RECOMMENDATION
It is recommended that the City Council hold the required
public hearing, consider any public comments, close the public
hearing and move to transfer $34,000 of CDBG funds from the
Planning and Management project to the Fire Barn Museum Handi-
cap Accessibility project.
Respectful y_,submitted,
Rol K. Dahlstrom
P1- ' ing Director
.
Richard B. Helwwig g
City Manager
PAA/paa
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4 Cbt-g-4 -`46', 6‘11
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ct 416
D
State of Illinois)
County of Kane ) ss .
City of Elgin
CERTIFICATION OF MINUTES
I, Dolonna Mecum, DO HEREBY CERTIFY that I am the City
Clerk of the City of Elgin, in the Counties of Kane and Cook in
the state of Illinois, and that as such City Clerk I am the
keeper and custodian of the official journal of proceedings,
books, records, minutes, and files of said City of Elgin and the
seal thereof.
I DO FURTHER CERTIFY that the attached is a full,
true, and correct transcript of that portion of the minutes of
the regular City Council meeting held on April 28, 1993, insofar
as the same relates to the Community Development Block Grant
(CDBG) Program and Budget for Fiscal Year 1993 .
IN WITNESS WHEREOF I have hereunto affixed my official
signature and the seal of the City, this 12th day of May, 1993.
Dolonna Mecum, City Clerk
EXTRACT OF MINUTES of the regular public
City Council Meeting of the City Council of
the City of Elgin, Kane and Cook Counties,
Illinois, held in the Council Chambers at
the Elgin City Hall, 150 Dexter Court,
Elgin, Illinois, at 8:00 p.m. on April 28,
1993.
The City Council meeting was called to order by Mayor
VanDeVoorde at 8 : 05 p.m. in the Council Chambers . Present:
Councilmembers Fox, Popple, Schock Walters, and Mayor
VanDeVoorde. Absent: Councilwoman Yearman.
PUBLIC HEARING REGARDING COMMUNITY DEVELOPMENT BLOCK GRANT
(CDBG) PROGRAM AND BUDGET FOR FISCAL YEAR 1993
The following projects are to be funded from the 1993-1994
Community Development Block Grant Program:
Fire Museum Handicap Access Improvements $ 38, 784
Housing Authority of Elgin, 220 South State,
Elevator Control 143,750
Huff School Handicap Access Play Equipment 103,500
Clara Howard Park Handicap Access Play
Equipment 61,055
Residential Rehabilitation Rebate Program 130, 000
Barrett Street Reconstruction 400,000
Planning and Management 100,000
Administration 75,000
TOTAL $1,052, 089
Councilman Fox stated that he believes that the Council ' s policy
regarding the Community Development Block Grant program should
be clearly conveyed to the various community agencies at the
time the request for proposals are sent out.
Councilwoman Popple made a motion, seconded by Councilman Fox,
to close the public hearing. Yeas: Councilmembers Fox,
Gilliam, Popple, Walters, and Mayor VanDeVoorde. Nays : None.
Abstain: Councilman Schock.
RESOLUTION ADOPTED APPROVING SUBMISSION OF AN APPLICATION FOR
FEDERAL FUNDING UNDER THE HOUSING AND COMMUNITY DEVELOPMENT ACT
OF 1974
Councilman Fox made a motion, seconded by Councilman Walters, to
adopt the aforementioned resolution. Yeas : Councilmembers Fox,
Gilliam, Popple, Walters, and Mayor VanDeVoorde. Nays : None.
Abstain: Councilman Schock.
runding Approval U.s.Department of Housing
and Urbarr Development ��
Title I of the Housing and Community Oftice of Community Planning
Development Act (Public Law 93-383) and Development
HI-00515R Community Development Block Grant Program
•
1.Name of Grantee 2.Project/Grant No.
City of Elgin B-93-MC-17-0011
3.Grantee's Address(Include Street,City,County,State and Zip Code) 4.Date of Submission
150 Dexter Court
Elgin, Illinois 60120 May 12, 1993
Kane & Cook Counties 5. a. Date of HUD Receipt of Submission: 14, 1993
b. Date Grantee Notified:JUN 1 7 i�
c. Start of Program Year: June 13, 1993
3a.Grantee's Tax Identification Number(TIN) 6. ® Original Funding Approval
366005862 f Amendment Amendment No. 1
All section references below are to the Housing and Community Development Act of 1974,as amended,unless otherwise indicated.
7. Category of Title I Assistance for this Funding Action(Check only one)
a.61 Entitlement(Sec. 106(b)) d.❑ Secretary's Discretionary(Sec. 107)
b.❑ State-Administered(Sec. 106(d)(I)) e.❑ Section 108 Loan Guarantee(Sec. 108)
c. ❑ HUD Administered Small Cities(Sec. 106(d)(2)(B)) f. ❑ Surplus Urban Renewal Funds(Sec. 112(b))
8.Amount of Community Development Block Grant FY 1991 FY 1992 FY 1993
a.Amount of CDBG Funds Currently Reserved for this Grantee $ —0— $ —0— $ 884,000
b.Amount of CDBG Funds Now Being Approved for this Grantee $ —0— $ —0— $ 884,000
c.Amount of Reservation to be Cancelled(Line 8a minus 8b) $ —0— $ —0— $ —0—
HUD Accounting Use Only Date Entered:
— PAS
Batch TAC Program Y A Reg Area Document No. Project Number -S LOCCS
1 5 3
1 7 6 7 0 8 2 Batch No.
— — — Transaction
1 4 9 12 13 14 16 18 23 30 35 Code
— Entered by:
Category Amount 1 Effective Date F Amount 2 Schedule No.
Verified by:
38 41 45 50 54 60- 61 65 70 74 79
9. Amount of loan guarantee commitment now being approved: $ N/A
10.Recipient of loan guarantee(Check applicable box)
a. ❑ Grantee identified in block No. 1 N/A
b. 0 Public Agency designated to receive loan guarantee(Name and address) -'
11.Special conditions(Check applicable box)
a. I I Not applicable b. k I See attachment(s)
form HUD-7082(8/91)
Previous Editions are Obsolete Page 1 of 2 24 CFR 570
„^ c 4 ..
Grant Agreement and U.S:Department of Housing
Loan Guarantee and Urban Development • AS
Office of Community Planning air
Acceptance Provisions and Development '
Community Development Block Grant Program
Grant Agreement
This Grant Agreement between the Department of Housing and Urban Development (HUD) and (name of the Grantee)
the City of Elgin is made pursuant to the authority of Title I of the Housing and
Community Development Act of 1974, as amended, (42 U.S.C.5301 et seq).The Grantee's submissions for Title I assistance,the
HUD regulations at 24 CFR Part 570(as now in effect and as may be amended from time to time),and the attached HUD Funding
Approval,form HUD-7082(the Funding Approval), including any special conditions, constitute part of the Agreement.
Subject to the provisions of this Grant Agreement, HUD will make the funding assistance for Fiscal Year 19 93 specified in the
Funding Approval available to the Grantee upon execution of the Agreement by the parties.
The funding assistance specified in the Funding Approval may be used to pay costs incurred after June 13, 1993 ,provided
the activities to which such costs are related are carried out in compliance with all applicable requirements. Other pre-agreement costs
may not be paid with funding assistance specified in the Funding Approval unless they are authorized in HUD regulations or approved
by waiver and listed in the special conditions to the Funding Approval.
The Grantee agrees to assume all of the responsibilities for environmental review, decision making, and actions, as specified and
required in regulations issued by the Secretary pursuant to Section 104(g)of Title I and published in 24 CFR Part 58.
The Grantee further acknowledges its responsibility for adherence to the Agreement by subrecipient entities to which it makes funding
assistance hereunder available.
U.S.De•a me t , -ousing and Urban Development
tkicA
igna.re TitieACting Regional Administrator-Date JUN 1 7 19 93
Regional Housing Commissioner
T a = .t, a
S•n., r / Title Date
City Manager, City of Elgin June 29, 1993
Loan Guarantee Acceptance Provisions
(Use only for Section 108 Loan Guarantee Assistance to designated public agency)
The public agency hereby accepts the Grant Agreement executed by the Department of Housing and Urban Development on
with respect to grant number ,as Grantee designated to receive loan guarantee
assistance,and agrees to comply with the terms and conditions of the Agreement,applicable regulations,and other requirements of
HUD now or hereafter in effect, pertaining to the assistance provided it.
Name of Public Agency/Grantee
Signature of Authorized Official Tide Date
HUD-7082
Page 2 of 2
A
Attachment to Funding Approval (HUD-7082)
CITY OF ELGIN
Grantee
B-93-MC-17-0011
Grant No.
11. Special Conditions
a. Notwithstanding any other provision of this
agreement, no funds provided under this
agreement may be obligated or expended for
the planning or construction of water or
sewer facilities until receipt of written
notification from HUD of the release of funds
on completion of the review procedures
required under Executive Order (E.O. ) 12372,
Intergovernmental Review of Federal Programs,
and HUD's implementing regulations at 24 CFR
Part 52. The recipient shall also complete
the review procedures required under E.O.
12372 and 24 CFR Part 52 and receive written
notification from HUD of. the release of funds
before obligating or expending any funds
provided under this agreement for any new or
revised activity for the planning or
construction of water or sewer facilities not
previously reviewed under E.O. 12372 and
implementing regulations.
b. The funding assistance authorized hereunder
shall not be obligated or utilized for any
new or revised activities if those activities
require a release of funds by HUD under the
Environment Review Procedure for the
Community Development Block Grant Program
under 24 CFR Part 58, until such release is
issued in writing.
8/91
•
March 19 . 1993
MEMORANDUM
TO: Larry L. Rice . City Manager
FROM: Roger K. Dahlstrom, Planning Director
SUBJECT: Community Development Block Grant (CDBG)
Administration Analysis , Status Report,
and FY-1993 CDBG Program Recommendations
PURPOSE:
To provide information regarding the status of the administrative
workload associated with the existing Community Development Block
Grant (CDBG) program and to provide FY-1993 CDBG program
recommendations .
BACKGROUND:
The existing CDBG program is comprised principally of the FY-92
CDB.G budget along with a number of projects remaining from other ,
past program years . Under normal circumstances , this
administrative workload would not appear to ,be particularly
demanding. However, there are several factors which have created
an 'existing and projected administrative workload that is
becoming unmanageable given existing staff allocations and
commitments .
As you will recall , the FY-91 CDBG budget included a $600 , 000
neighborhood street reconstruction project . The inclusion of
this project in the CDBG budget represented an effort to "trade"
CDBG funds for general revenue funds , thereby "freeing up"
general revenues to pursue more innovative projects with local
service groups as follows :
1 . Centro de Informacion
2 . Elgin Day Care
3 . Neighborhood Housing Services
4 . Elgin Area Childcare Initiative
5 . Well Child Conference
4
6 . Operation Outreach
7 . Ecker Center for Mental Health
8 . Housing Authority of Elgin
9. Mothers Against Gangs
10 . Salvation Army
This procedure was followed in recognition of the substantial
commitments of administrative time and inherent inefficiencies
associated with these types of projects under CDBG regulations .
Overall , the "official " FY-91 CDBG program could be considered a
representative program with respect to administrative complexity.
However, the implementation of the innovative projects associated
with the funding "trade" became the responsibility of the CDBG
administrative staff in the Planning Department. Essentially,
this assignment resulted in a second, full administrative
workload in the form of a series of purchase of service
agreements and associated implementation documentation.
Operation Outreach can be cited as an example of the paperwork
required for one of these purchase of service projects . This
project generated a two-hundred and sixty ( 260 ) page file and
consumed many weeks of staff time . The second, additional
administrative program for FY-91 created serious staff allocation
problems and delayed the implementation of the FY-92 CDBG
program.
'The FY-92 CDBG budget is comprised of an additional twenty-one
_(21) projects as illustrated on Attachment 1. The majority of
these projects will require documentation similar to the purchase
of service agreements as referenced above and will require
federal Subrecipient Agreements including long term monitoring
commitments by the city. An example of the basic elements of a
Subrecipient Agreement is provided as Attachment 2 . Due to the
extraordinary administrative workload associated with the entire
FY-91 CDBG program, little progress has been made on FY-92 CDBG
projects . Further, it should be noted that, due to the nature
and number of the projects , the FY-92 CDBG program represents a
two ( 2 ) year administrative workload equivalent .
A recent monitoring visit by officials of the federal Department
of Housing and Urban Development (HUD) resulted in severe
criticism of the complex nature of the city' s existing FY-1992
CDBG program and the lack of city performance in expenditure of
CDBG funds . The staff was advised that further delays in project
expenditures could result in sanctions against the city including
the possible withholding of additional future funding. Federal
officials indicated that improved program progress and
expenditure rates must be pursued immediately and reflected in
the next required Grantee Performance Report (GPR) due September
13 , 1993 .