97-107 Resolution No . 97-107
RESOLUTION
AUTHORIZING EXECUTION OF A GRANT AGREEMENT
WITH THE ILLINOIS DEPARTMENT OF NATURAL RESOURCES
BE TT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS , that Robert O. Malm, Interim City Manager, be and is
hereby authorized and directed to execute a Grant Agreement on
behalf of the City of Elgin with the Illinois Department of
Natura] Resources for the 1996 Urban and Community Forestry
Assistance Grant, a copy of which is attached hereto and made
a part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: April 9 , 1997
Adopted : April 9 , 1997
Omnibus Vote : Yeas 6 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
sit
o•�y ���
City of Elgin
Mayor
`•• ,Vil
Kevin Kelly
Council Members
Terry Gavin
March 20, 1997 Robert Gilliam
John T. McKevitt
Ed Schock
John Walters
TO: Mayor and Members of the City Council Marie Yearman
FROM: Robert 0. Malm, Interim City Manager
SUBJECT: Grant Agreement for Forestry Tree
Inventory and Software
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider
entering into an agreement with the Illinois Department of
Natural Resources to inventory street trees and purchase
forestry software.
BACKGROUND
From a 10 percent street tree sampling inventory conducted
during the spring of 1990, it was estimated there are approxi-
mately 40, 000 street trees for which the Forestry Division is
responsible. The trees under City responsibility include all
those located in the public right-of-way, parks, cemetery and
golf courses . The large number of trees in Elgin' s urban
forest represent a significant responsibility which a com-
plete street tree inventory can help manage.
The Illinois Department of Natural Resources Urban Forestry
is offering a grant which will give the Forestry Division the
tools it needs to begin to conduct and computerize a
City-owned tree inventory. The grant is a 50/50 matching
grant totalling $17 ,500. At the end of the project, the City
will be reimbursed $8,750 .
After the forestry software has been purchased with part of
the grant money, the remaining grant funding will go towards
inventorying as many street trees as funds will allow (approx-
imately 6 , 000 trees) . Additionally, staff will be trained in
proper tree inventory technique so it can continue inventory-
ing .trees this summer in-house with the Forestry Intern.
The data collected during the inventory will include location
information, treebank and utility configuration, species,
diameter, spread, height, International Society of
Arboriculture condition ratings, planting space, defects and
maintenance actions. The database structure will be compati-
ble with the City' s current Arcview GIS system.
150 Dexter Court • Elgin, IL 60120-5555 • Phone 847/931-6100 • Fax 847/931-5610 • TDD 847/931-5616
Pnnled on recycled paper
Grant Agreeement for Forestry Tree Inventory
March 20, 1997
Page 2
Since the Forestry Division consists of only one staff per-
son, the City Arborist, the purchase of this forestry soft-
ware is important for processing Elgin resident service
requests efficiently. Currently, the Forestry Division
receives approximately 1,500 tree requests per year. The new
forestry software will also enable tree requests to be record-
ed and tracked to help improve the response standard and data
tracking.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
MIS Committee.
Parks and Recreation Board.
FINANCIAL IMPACT
$17, 500 is available in the Forestry budget, Account No.
010-5021-763 . 45-05, Tree Service, for this expenditure. At
the end of the project, the City will be reimbursed $8, 750.
LEGAL IMPACT
None.
ALTERNATIVES
None.
RECOMMENDATION
It is recommended that the City Manager be requested to enter
into a contract agreement with the Illinois Department of
Natural Resources to purchase forestry software for the
inventorying of City trees .
Respectfully submitted,
AAA
Monica Bates
Director of Parks and
Recreation
;44j &if/1447‘71
Robert 0. Malm
Interim City Manager
do
OF-96-115
A GRANT AGREEMENT
between
ILLINOIS DEPARTMENT OF NATURAL RESOURCES AND THE
CITY OF ELGIN
hereinafter referred to as UNIT OF GOVERNMENT,
for the
1996 URBAN AND COMMUNITY FORESTRY ASSISTANCE GRANT
This Agreement is made between the Department of Natural Resources, hereinafter referred to as the
Department, and the Unit of Government No obligation or expenditure shall be made prior to the
effective date.
1. This Agreement shall be effective on the date of execution by the Director of the Department
of Natural Resources and shall terminate on June 30, 1998.
. This Agreement may be terminated by either party upon written notice. Upon termination,
by the Department, the Unit of Government shall cease all work under this Agreement and
shall cancel all obligations outstanding and cancelable. The Unit of Government shall be paid -
for work satisfactorily completed, delivered and accepted by the Department.
2. The Unit of Government, during the period of this Agreement, shall complete the project
outlined as specified in the grant proposal application submitted to the Department. Said
grant application proposal is specifically incorporated as part of this Agreement. In accor-
dance with their 1996 Grant Application the Unit of Government shall conduct a tree
inventory during the period of this Agreement. All documents, including reports and all other
work products produced by the Unit of Government under this Agreement, with funds
provided by this Agreement, shall become and remain the joint property of the State and Unit
of Government.
3. Pursuant to the grant proposal application, the total funds necessary to complete this project
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are $17,500.00. In consideration of the services rendered under the terms of this Agreement,
the Department shall reimburse the Unit of Government up to a maximum amount of one half
('/_)of the project cost or $8,7500.00, which ever is less. The Unit of Government agrees to
provide all funds necessary to complete the project and to cover project costs. Said cost
should be at least 50% expenditure of funds and a minimum of 50% local contribution. No
in-kind contributions will be reimbursed by the Department.
The project contribution from the Unit of Government shall be from funds other than state
or federal funds.
No equipment purchases shall be made with either the funding provided through this
Agreement or from the local 50% match.
The Unit of Government, unless approved by the Department in writing prior to the
expenditure, shall not be reimbursed for travel expenses incurred in fulfilling obligations under
this Agreement.
4. An Interim Report shall be submitted to the Department on or before June 30, 1997. The
report shall include a description of accomplishments to date and schedule for project
completion.
5. The Reimbursement Request must be submitted before August 1, 1998. In consideration of
the services rendered under this Agreement, the Department shall make one payment to the
Unit of Government upon the completion of the project and submittal of appropriate
documentation.
To apply for reimbursement, the Unit of Government shall submit to the Department, the
following: a report including evidence of project completion (such as a completed
management plan, a map showing location of trees planted or removed, a completed
inventory and summary of data results and/or copies of educational public relations materials
developed with the funds from this project), and an itemized list of expenditures outlining
costs.
If in-kind personal services are charged, cost contribution showing project expenditures must
be provided. No more than 50% of the project can be for in-kind services. A copy of the
paid invoices along with a copy of the canceled checks (front and back) make in payment for
all approved purchases to contractors and vendors must be provided.
6. Any requests for changes to the approved project shall be submitted in writing to the
Department. If approved by the Department, the change shall be included as an amendment
to this Agreement. Changes not having prior approval will not be reimbursed by the
Department.
7. If the Unit of Government determines that they can no longer utilize all or part of the grant
funds, they shall contact the Department in writing.
8. The work of tree planting, when a part of the project and when done under contract with or
on behalf of the Unit of Government is subject to the Illinois Prevailing Wage Act. The Act
requires that employees be paid a the current established prevailing rate of pay for each
classification of work in the locality where the work is performed. The Act requires that the
call for bids specify the project is subject to the Act, that the bid specifications and contract
contain a reference to the coverage of the Act; and a copy of the most recent prevailing rates
of pay; and that any labor bonds also contain a reference to the applicability of the Act.
9. The Unit of Government understands and agrees that it shall be fully responsible for and
assume all operation and maintenance costs and responsibilities associated with the herein
specified project. It shall be understood that the Department is in no way responsible for any
operation and maintenance costs associated with the herein specified project. The Unit of
Government shall indemnity, protect and hold harmless the State of Illinois and its agents
from any and all liabilities, costs damages and claims arising as a direct or indirect result of
activities, operation and maintenance, or equipment usage under the terms of this contract.
Neither the Unit of Government nor its employees shall be considered employees or agents
of the Department.
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10. This Agreement and the obligations of the State will cease immediately, without penalty of
further payment being required, if in any fiscal year the State fails to be appropriated or
otherwise make available sufficient funds for this Agreement or if the Unit of Government
fails to utilize the funds in a manner which complies with the state reimbursement system.
1 1. All financial records, supporting documents and all other records pertinent to this Agreement,
must be retained by the Unit of Government and made available to the Department at any
r- reasonable time, for possible audit by the Department for a five (5) year period after the grant
period ends, which would be on or before June 30, 2003.
12. The Department representatives shall have access to the specified project at any reasonable
time during development and after completion to assess progress or to ensure continuing
compliance with program requirements.
13. Units of Government that receive a total amount of Federal Financial Assistance which is
equal to or in excess of 525,000 must obtain an audit in accordance with the requirements
of the Single Audit Act of 19S4.
14. The Agreement shall be governed in all respects by the laws of the State of Illinois.
15. This Agreement is funded with monies of the Federal Government and the Unit of
Government, which is considered to be the Vendor, and must adhere to the applicable Federal
and State requirements including the two (2) attached documents.
a. Assurances/Non-Construction Programs/SF424B
b. Certifications
Unit of Government FEIN #
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TYPED Name of Authorized Representative PHONE #
Address
City State Zip
Signature of Authorized Representative Date
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DIRECTOR-IL Department of Natural Resources Date
rik This agency is requiring disclosure 01 ort +i oration that is necessary to accomplish the statuton purpose as outline under 30 II,CS
505,1-13 Disclosure of this inti+rmauon is hl:Ot;IRIiL). I ailuie to pros ide;m\ information\s ill result in this information not
being processed. This form has been approved bthe Forms Management Center.
CERTIFICATIONS
I. The Vendor certifies that it is not barred from being awarded a contract or subcontract under Section 10.1 or 10.3 of the
Illinois Purchasing Act (30 ILCS 505/10.1, 30 ILCS 505/10.3).
II. The Vendor certifies that it has not been barred from contracting with a unit of State or local government as a result of
a violation of Section 33-E3 or 33-E4 of the Criminal Code of 1961 (720 ILCS 5/33E-3, 720 ILCS 5/33E-4).
III.The Vendor certifies that it is not in default on an educational loan as provided in Public Act 85-827 (5 ILCS 385/1) (a
partnership shall be considered barred if any partner is in default on an educational loan).
IV. The Vendor is not prohibited from selling goods or services to the State of Illinois because it pays dues or fees on
behalf of its employees or agents or subsidizes or otherwise reimburses them for payment of their dues or fees to any
club which unlawfully discriminates (775 ILCS 25/1).
V. Under penalties of perjury, I certify that the name,taxpayer identification number, and legal status listed below are correct.
Name:
Taxpayer Identification Number:
Social Security Number
or
Employer Identification Number
(If you are an individual, enter your name and SSN as it appears on your Social Security Card. If completing this certifica-
tion for a sole proprietorship, enter the owner's name followed by the name of the business and the owner's SSN. For all
other entities, enter the name of the entity as used to apply for the entity's EIN and the EIN.)
Legal Status (Check one):
❑Individual
❑Owner of Sole Proprietorship ❑Governmental Entity
❑Partnership ❑Nonresident alien individual
❑Tax-exempt hospital or extended care facility ❑Estate or legal trust
0 Corporation providing or billing 0 Foreign corporation, partnership, estate, or trust
medical and/or health care services ❑Other:
❑Corporation NOT providing or
billing medical and/or health care service
VI. This certification is required by the Drug Free Workplace Act (30 ILCS 580/1) for contracts and grants effective
January 1, 1992. The Drug Free Workplace Act requires that no grantee or contractor shall receive a grant or be consid •
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ered for the purposes of being awarded a contract from the State for the procurement of any property or services unless
that the grantee or contractor will provide a drug free workplace and that individuals must not engage in the unlawful
manufacture, distribution, dispensation, possession or use of a controlled substance in the performance of the contract or
grant. False certification or violation of the certification may result in sanctions including, but not limited to, suspension of
contract or grant payments, termination of the contract or grant and debarment of contracting or grant opportunities with
the State for at least one (1) year but not more than five (5) years.
CONTRACTOR/GRANTEE: For the purpose of this certification, "grantee"or"contractor means a corporation; part-
nership, or other entity with twenty-five (25) or more employees at the time of issuing the grant, or a department,
division, or other unit thereof, directly responsible for the specific performance under a contract or grant of$5,000 or
more from the State.
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The contractor/grantee certifies and agrees that it will provide a drug free workplace by:
(a) Publishing a statement:
(1) Notifying employees that the unlawful manufacture, distribution, dispensation, possession, or use of a con-
- . trolled substance, including cannabis, is prohibited in the grantee's or contractor's workplace.
(2) Specifying the actions that will be taken against employees for violations of such prohibition.
(3) Notifying the employee that, as a condition of employment on such contract or grant,the employee will:
(A) abide by the terms of the statement; and
(B) notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no
later than five (5) days after such conviction.
(b) Establishing a drug free awareness program to inform employees about:
(1) the dangers of drug abuse in the workplace;
(2) the grantee's or contractor's policy of maintaining a drug free workplace;
(3) any available drug counseling, rehabilitation, and employee assistance programs;
(4)the penalties that may be imposed upon employees for drug violations.
(c) Providing a copy of the statement required by subparagraph (a) to each employee engaged in the performance
of the contract or grant and to post the statement in a prominent place in the workplace.
(d) Notifying the contracting or granting agency within ten (10) days after receiving notice under part (B) of para-
graph (3) of subsection (a) above from an employee or otherwise receiving,actual notice of such conviction.
(e) Imposing a sanction on, or requiring the satisfactory participation in a drug abuse assistance or rehabilitation pro-
gram by, any employee who is so convicted as required by section 5 of the Drug Free Workplace Act. •
(f) Assisting employees in selecting a course of action in the event drug counseling, treatment, and rehabilitation is
required and indicating that a trained referral team is in place.
(g) Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free
Workplace Act.
INDIVIDUALS: If vendor is an individual, or an individual doing business in the form of a sole proprietorship, the indi-
vidual certifies that the individual will not engage in the unlawful manufacture, distribution, dispensation, possession
or use of a controlled substance in the performance of the contract. Vendor certifies that it will not engage in the
unlawful manufacture, distribution, dispensation, possession or use of a controlled substance in the performance of
the contract. This requirement applies to contracts of more than$5,000.
VII. In compliance with the State and Federal Constitutions, the Illinois Human Rights Act, the U.S. Civil Rights Act, and
Section 504 of the Federal Rehabilitation Act, the Department of Central Management Services does not unlawfully dis-
criminate in employment, contracts, or any other activity.
Vendor, its employees and subcontractors, agree not to commit unlawful discrimination and agree to comply with applica-
ble provisions of the Illinois Human Rights Act, the Public Works Employment Discrimination Act, the U.S. Civil Rights Act
and Section 504 of the Federal Rehabilitation Act, and rules applicable to each. The equal employment opportunity
clause of the Department of Human Rights'rules is specifically incorporated herein.
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'he Americans with Disabilities Act (42 U.S.C. 12101 et seq.) and the regulations thereunder (28 CFR 35.130) (ADA)
prohibit discrimination against persons with disabilities by the State, whether directly or through contractual arrange-
ments, in the provision of any aid, benefit or service. As a condition of receiving this contract, the undersigned vendor
certifies that services, programs and activities provided under this contract are and will continue to be in compliance with
the ADA.
VIII. Vendor certifies he/she has informed the director of the agency in writing if he/she was formerly employed by that
agency and has received an early retirement incentive under Section 40 ILCS 5/14-108.3 or 40 ILCS 5/16-133.3 of the
Illinois Pension Code. Vendor acknowledges and agrees that if such early retirement incentive was received, this con-
tract is not valid unless the official executing the contract has made the appropriate filing with the Auditor General prior to
execution.
IX. RETENTION OF RECORDS: Vendor shall maintain, for a minimum of five years after completion of the contract, ade-
quate books, records and supporting documents to verify the amounts, recipients and uses of all disbursements of funds
passing in conjunction with the contract; that the contract and all books, records, and supporting documents related to
the contract shall be available for review and audit by the Auditor General pursuant to PA 87-991; and that the contractor
agrees to cooperate fully with any audit conducted by the Auditor General and to provide full access to all relevant mate-
rials. Failure to maintain books, records, and supporting documents required by this Section shall establish a presump-
tion in favor of the State for the recovery of any funds paid by the State under the contract for which adequate books,
records, and supporting documentation are not available to support their purported disbursement.
X. SEXUAL HARASSMENT: Pursuant to 775 ILCS 5/2-105(A)(4), vendor shall have written sexual harassment policies
that shall include, at a minimum, the following information: (i)the illegality of sexual harassment; (ii) the definition of sexu-
al harassment under State law; (iii) a description of sexual harassment, utilizing examples; (iv) the vendor's internal com-
plaint process including penalties; (v) the legal recourse, investigative and complaint process available through the
rDepartment of Human Rights and the Human Rights Commission; (vi) directions on how to contact the Department and
Commission; and (vii) protection against retaliation as provided by Section 6-101 of the Illinois Human Rights Act. A copy
of the policies shall be provided to the Department upon request.
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Xl. For contracts exceeding $ 10,000, the vendor certifies that neither it nor any substantially-owned affiliated company is
participating or shall participate in an international boycott in violation of the provisions of the U.S. Export Administration
Act of 1979 or the regulations of the U.S. Department of Commerce promulgated under that Act.
The undersigned acknowledges and agrees that each of the certifications or amendments shall be incorporated into and
made a part of the invitation for bids, request for proposals, agreement, contract, amendment, renewal or other similar
document to which these certifications are attached.
VENDOR:
BY:
TITLE:
r (Revised 8/96)
Approved by DNR Legal Counsel August 1996
OMB Approval No.0348-0C40
ASSURANCES — NON–CONSTRUCTION PROGRAMS
ute: Certain of these assurances may not be applicable to your project or program. If you have questions,
please contact the awarding agency. Further,certain Federal awarding agencies may require applicants
to certify to additional assurances. If such is the case,you will be notified.
s the duly authorized representative of the applicant I certify that the applicant:
Has the legal authority to apply for Federal (e) the Drug Abuse Office and Treatment Act-of
assistance, and the institutional, managerial and 1972 (P.L. 92-255), as amended, 'relating to
financial capability (including funds sufficient to nondiscrimination on the basis of drug abuse; (f)
pay the non-Federal share of project costs) to the Comprehensive Alcohol Abuse and Alcoholism
ensure proper planning, management and com- Prevention, Treatment and Rehabilitation Act of
pletion of the project described in this application. 1970 (P.L. 91-616), as amended, relating to
nondiscrimination on the basis of alcohol abuse or
Will give the awarding agency, the Comptroller alcoholism; (g) §§ 523 and 527 of the Public Health
General of the United States, and if appropriate, Service Act of 1912 (42 U.S.C. 290 dd-3 and 290 ee-
the State, through any authorized representative, 3), as amended, relating to confidentiality of
access to and the right to examine all records, alcohol and drug abuse patient records; (h) Title
books, papers, or documents related to the award; VIII of the Civil Rights Act of 1968 (42 U.S.C. §
and will establish a proper accounting system in 3601 et seq.), as amended, relating to non-
accordance with generally accepted accounting discrimination in the sale, rental or financing of
standards or agency directives.
housing; (i) any other nondiscrimination
Will establish safeguards to prohibit employees provisions in the specific statute(s) under which
from using their positions for a purpose that application for Federal assistance is being made:
constitutes or presents the appearance of personal and (j) the requirements of any other
organizational conflict of interest, or personal nondiscrimination statute(s) which may apply to
ain. the application.
Will initiate and complete the work within the 7. Will comply, or has already complied, with the
applicable time frame after receipt of approval of requirements of Titles II and III of the Uniform
the awarding agency. Relocation Assistance and Real Property
Will comply with the Intergovernmental Acquisition Policies Act of 1970 (P.L. 91-646)
Personnel Act of 1970 (42 U.S.C. §§ 4728-4763) which provide for fair and equitable treatment of
relating to prescribed standards for merit systems persons displaced or whose property is acquired as
for programs funded under one of the nineteen a result of Federal or federally assisted programs.
statutes or regulations specified in Appendix A of These requirements apply to all interests in real
OPM's Standards for a Merit System of Personnel property acquired for project purposes regardless
Administration(5 C.F.R. 900, Subpart F). of Federal participation in purchases.
Will comply with all Federal statutes relating to 8. Will comply with the provisions of the Hatch Act
nondiscrimination. These-include but are not (5 U.S.C. §§ 1501-1508 and 7324-7328) which limit
limited to: (a) Title VI of the Civil Rights Act of the political activities of employees whose
principal employment activities are funded in
1964 (P.L. 88-352) which prohibits discrimination whole or in part with Federal funds.
on the basis of race, color or national origin; (b) -
Title IX of the Education Amendments of 1972, as 9. Will comply, as applicable, with the provisions of
amended (20 U.S.C. §§ 1681-1683, and 1685-1686), the Davis-Bacon Act (40 U.S.C. §§ 276a to 276a-
which prohibits discrimination on the basis of sex; 7), the Copeland Act (40 U.S.C. § 276c and 18
(c)Section 504 of the Rehabilitation Act of 1973, as U.S.C. §§ 874), and the Contract Work Hours and
amended (29 U.S.C. § 794), which prohibits dis- Safety Standards Act (40 U.S.C. §§ 327-333),
crimination on the basis of handicaps; (d) the-Age regarding labor standards for federally assisted
Discrimination Act of 1975,. as amended (42 construction subagreements.
"`".S.C.§§ 6101-6107), which prohibits discrim-
&nation on the basis of age;
Standard Farm x249 (4 881
Prescribed by OMB Circular A-102
Authorized for Local Reproduction
10. Will comply, if applicable, with flood insurance 13. Will assist the awarding agency in assuring
purchase requirements of Section 102(a) of the compliance with Section 106 of the National
Flood Disaster Protection Act of 1973 (P.L. 93-234) Historic Preservation Act of 1966, as amended (16
which requires recipients in a special flood hazard U.S.C. 470), EO 11593 (identification and
area to participate in the program andto purchase protection of historic properties), and the
flood insurance if the total cost of insurable Archaeological and Historic Preservation Act of
construction and acquisition is$10,000 or more. 1974(16 U.S.C. 469a-1 et seq.).
11. Will comply with environmental standards which 14. Will comply with P.L. 93-348 regarding the
may be prescribed pursuant to the following: (a) protection of human subjects involved in research,
institution of environmental quality control development, and related activities supported by
measures under the National Environmental this award of assistance.
Policy Act of 1969 (P.L. 91-190) and Executive 15. Will comply with the Laboratory Animal Welfare
Order (EO) 11514; (b) notification of violating Act of 1966 (P.L. 89-544, as amended, 7 U.S.C.
facilities pursuant to EO 11738; (c) protection of 2131 et seq.) pertaining to the care, handling, and
wetlands pursuant to EO 11990; (d) evaluation of treatment of warm blooded animals held for
flood hazards in floodplains in accordance with EO research,teaching,or other activities supported by
11988; (e) assurance of project consistency with this award of assistance.
the approved State management program
developed under the Coastal Zone Management 16. Will comply with the Lead-Based Paint Poisoning
Act of 1972 (16 U.S.C. §§ 1451 et seq.); (f) Prevention Act (42 U.S.C. §§ 4801 et seq.) which
conformity of Federal actions to State (Clear Air) prohibits the use of lead based paint in
Implementation Plans under Section 176(c) of the construction or rehabilitation of residence
Clear Air Act of 1955, as amended (42 U.S.C. § structures.
7401 et seq.); (g)protection of underground sources 17. Will cause to be performed the required financial
of drinking water under the Safe Drinking WaterPik and compliance audits in accordance with the
Act of 1974, as amended, (P.L. 93-523); and (h) Single Audit Act of 1984.
t protection of endangered species under the
Endangered Species Act of 1973,as amended,(P.L. 18. Will comply with all applicable requirements of all
93-205). other Federal laws, executive orders, regulations
12. Will comply with the Wild and Scenic Rivers Act and policies governing this program.
of 1968 (16 U.S.C. §§ 1271 et seq.) related to
protecting components or potential components of
the national wild and scenic rivers system.
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SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL TITLE
APPLICANT ORGANIZATION DATE SUBMITTED
SF 2=9 (.•88) Back
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ILLINOIS
DEPARTMENT OF
NATURAL RESOURCES
524 South Second Street, Springfield 62701-1787 Jim Edgar, Governor•Brent Manning, Director
March 4, 1997
Monica Bates
31 S. Grove
Elgin, IL 60120
Dear Monica Bates:
Enclosed is a copy of the fully executed agreement between your community and the Department
of Natural Resources.
We are looking forward to working with you on this project. If you have any questions please
call.
Sincerely,
Stewart Pequignot, 1 ief I
Division of Forest Resources •
SP:amb
Enclosure: Agreement
cc: Nina Branum
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Department of
if Natural Resources
URBAN AND COMMUNITY FORESTRY
GRANT APPLICATION .
r
Contact:
Illinois Dept. •of Natural. Resources
Division of Forest Resources
600 North Grand Avenue West
P.O. Box 19225
Springfield, IL 62794-9225
Phone: (217) 782-2361
DUE DATE: June 26, 1996 .
rimb' • .
UFM-FY96 .
ft..- AND COMMUNITY FORESTRY GRANT CHECKLIST
DID YOU ENCLOSE:
T- The completed official URBAN AND COMMUNITY FORESTRY GRANT
application?
'• 11 Appendix A - The urban and community forestry ordinance.
�I Appendix B - The local unit of government's required
Urban and Community Forestry Management Document (unless
it will be product of this application) ?
4k
Appendix C - If applicable, Summary of Tree Inventory. NJ, �
(L'
Ip' endix D - If applicable, Municipal Budget'-1 aL
. Appendix E - Project Description. 1
Appendix F - Maps indicating the location of the project
(if applicable) ? In addition to the general location
maps, include maps that show the specific details of the
project. Soil types and utility locations must be
Y identified. For tree plantings and tree removals include
a list of species by location.
N___. Appendix G - Documentation of the need for an urban and
community forestry project?
Other supportive documents as deemed necessary to fully
describe your proposal?
It:
Letters of inter-municipality cooperation, if applicable?
Is the application signed? Unsigned applications will
not be considered or graded.
Return your application by June 26, 1996 to:
Illinois Department of Natural Resources
Division of Forest Resources
Urban Forestry Program
P.O. Box 19225
Springfield, IL 62794-9225
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UFAA-FY96 •10
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Department of
".K#A".K# Natural Resources
URBAN AND COMMUNITY FORESTRY GRANT APPLICATION
APPLICATION DEADLINE - CLOSE OF BUSINESS June 26, 1996
Do not use this application for tree planting or tree care requests. Use the attached
supplemental form.
PART I APPLICANT INFORMATION
Unit of Government:"City of Elgin
ri". Contact Person: Mnnica Bates
Address: 31 q rrnvP
City: Flgin State: IL Zip Code: 6144 0
Phone(847 ) A�1 - 6177 FAX (847 ) 931- 6
County Rane Community Size 77 , 010 199-11
Please list co-applicant below:
Contact Person Organization/Agency Address Phone
State Legislative District (House) 66 th
State Senatorial District 11• rd
Federal Congressional District 14 th
Federal Employee Identification Number (FEIN) 36 - 6005862
• Is this a multiple applicant project?
Yes x No If yes, please list cooperating unit of govern-
ments below and designate which community will be the lead
applicant if awarded a grant. Attach letters to acknowledge .
• cooperation and indicate mutual commitment for the project
with the application.
PLEASE NOTE: According to the UFAA the State can only execute
contracts with local units of government.
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UFAA-FY96 A-1
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(00°- PART II - PROJECT DESCRIPTION
1. Project title: Elgin Street Tree Inventory
- 2. Please check the box that describes how the funds will be
used:
x To create a new urban and community forestry program.
To expand or enhance an existing urban and community
forestry program.
• 3 . Please attach the required Urban and Community Forestry .
Ordinance, unless it will be a product of this application,
and other supportive documents as deemed necessary to fully
describe your proposal. See page 3 PROCEDURE #2 for more
instructions.
4 . Provide a description of your urban forest project proposal
including goals, objectives and tangible outcomes below.
Attach additional sheets if necessary behind Appendix E.
Descriptions must be specific. (Remember if the project is a
tree planting or tree care project use the Supplemental
Application Form. )
} 5. In the blank provided in front of the components listed below,
please provide a budget estimate for the items that will be
part of this project as described on Part II, page 4, number
4 . In the left column, provide the budget for the project
components that will be accomplished with grant, money and for
which you will request reimbursement. In the right hand
column, please indicate the amount of funding you anticipate
will be spent by the local unit of government.
Elgin is an older community with many older trees. At the same time our
forestry program is only five years old. The goal of this inventory is to
help us • assess how best of manage this valueable asset.
Tangible outcomes will include better hazard tree abatement, regular . trimming
in a systematic manner, better projected planting plans and greater control
over our budget.
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UFAA-FY96 A-2
BUDGET PROGRAM COMPONENT
Grant/Local
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/5 Develop a comprehensive urban forestry
management plan (a document that includes
background, current management, inventory
information, management objectives, and a
five year management plan for systemati-
cally managing the tree resources) .
SR ,75n /S8 . 750 Conduct a tree inventory that at a mini-
mum includes data on ee location, size,
and condition on tpublic lands or
private lands (Please check type
of land ownership) .
S /$ Establish or designate a tree board (a
group of volunteers or officials who will
advise the city officials or the city
arborist concerning tree related issues) .
S /S Develop or enhance the efforts of a re-
gional urban forestry council (multiple
communities and/or counties) that focuses
on urban forestry related issues.
S /S Develop and implement an urban and commu-
nity' forestry tree ordinance (that ad-
dresses tree selection, care, and mainte-
nance or trees on public lands) , or a
landscape ordinance (that addresses tree
preservation, aesthetics, design, and
open space requirements for developments
on public and/or private lands) .
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S /S Train municipal employees in proper tree
care practices such as planting, pruning,
fertilizing, cabling and bracing.
S -0-/S -0- Develop an education, information, aware-
ness and/or appreciation program for the
general public. (Quarterly articles in the
dept. brochure and city newsletter/see "H")
S
/5 Develop a tree risk management program to
inventory high risk nuisance trees and/or
dead trees on public property and develop
a risk reduction management plan.
S JS Develop an insect and disease management
strategy.
UEAA-FY96 A-3
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BUDGET PROGRAM COMPONENT
Grant/Local
'S /S Create an urban residual wood utilization
program that can address but is not lim-
ited to: recycling of wood products and
Christmas trees, mulching programs that
utilize both wood chips and compost, or
developing alternative uses or markets
for woody landscape waste.
S /S Urban Forestry Disaster Recovery Plan or
implementation project.
S /5 Other (Please specify)
S /5 Other (Please specify) •
S /5 Other (Please specify)
S8 . 750 /S8 ,750 Total Budget Cost NOTE: This dollar
amount should match "Total Project Costs"
under Part III #1
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UFAA-F196 A-4
PART III - FINANCIAL DESCRIPTION
1. PROJECT COST Dollar Amount Percent
Local Matching Share $ :8 ,750 . 00 50%
State Share Requested* $ 8 ,750. 00 50%
Total Project Costs $ 17 , 500. 00 100%
* Must not exceed more than 50% of the total or the maximum
amount of $8, 750. 00
NOTE: NO FEDERAL FUNDS CAN BE USED TO MATCH STATE DOLLARS.
2 . Please check the source(s) of the applicant's share below:
x Local appropriation
Local bonds
In-kind contributions
Other (Please explain )
3. Are there other state grants, federal grants or loan programs
that will be or may be involved in this project? YES
NO x . If yes, please explain (Attach additional sheets
if necessary) .
4 . Please indicate the total amount of funds used for personnel
and consultants as listed below:
S Hire urban forestry personnel or interns as a part
of the municipal staff or;
s13 , 000 . 00 Hire consultants or tree care companies contractu-
ally.
5. Was your community impacted by a major windstorm or tornado in
1995 or 1996? YES NO x
6. If YES, what was the extent of the wind damage to trees?
DON'T KNOW $0-$1, 000 $1, 000-$10, 000
$10, 000-5100, 000 $100, 000-$1, 000, 000
< $1, 000, 000
7. Was your community within an area designated as a natural .
disaster by IEMA? YES NO X .
8. Was your community within an area designated as a natural
disaster by FEMA? YES NO X
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UFAA-FY96 A-5
PART IV. LOCAL PROGRAM INFORMATION.
Please describe your organizations current level of urban forestry
planning.
1.
Describe .what impact this project will have on the urban
forestry resources in your unit of government and indicate how
this project will help you reach future program goals.
This grant would allow us to double the amount that we would normally be able
to spend on this. This program will help us short term by identifying what our
Urban forest is, and long term by using that knowledge to better manage what we
have.
2 . After project completion, describe your next step in meeting
your urban forestry needs. (Attach additional sheets if
necessary. )
The next step is to evaluate the information recieved from this inventory.
This information will enable us to project future costs and maintenance needs.
It will also allow us to address problem trees in a more timely manner.
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3. Describe (if applicable) how the project will• be maintained.
For projects producing plans, ordinances, inventories, and
training describe how they will be evaluated and updated.
(Attach additional sheets if necessary. )
All information gathered will be updated as cyclical work is completed.
All information will be evaluated in a quarterly report to the City Council.
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4. a) Identify the department, board, committee or commission
that has the legal authority to develop and administer
the program.
The Parks and Recreation Board.
b) Does the department, board, committee or commission
support this proposal? Attach a letter of support.
x YES . NO
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UFAA-rr96 A-6
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5. Does your unit of government have an approved urban and
community forestry ordinance or resolution addressing your
commitment to urban and community forestry? (See Eligibility
Guidelines, page 2)
Yes Include a copy with application.
x No If no, is your municipality willing to implement an
urban and community forestry ordinance or resolu-
tion that addresses their commitment to urban and
community forestry as a part of this grant realiz-
ing that reimbursement of funds will be contingent .
upon the above mentioned implementation?
x Yes No
PART V - DOCUMENTATION OF NEED
Under the cover of Appendix G, with attachments, please document
the need for the proposed urban and communityforestry project.
Need can be identified by citizen support, business and
organization support, management plan documented needs and other .
supporting documents you feel will strengthen your proposal.
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PART VI - APPLICANT SIGNATURE
As designated representative of said applicant, I hereby agree to
implement this project according to the attached application. To
the best of my knowledge and belief, all data in this application
are true and correct. The application has been approved by the
governing body of the applicant. The applicant will accommodate
inspections and audits by the Illinois Department of Natural
Resources or its representatives.
co / zs/c
Signature of Authorized Person Date
Return your application by June 26, 1996 to:
Illinois Department of Natural Resources
Division of Forest Resources
Urban Forestry Program
P.O. Box 19225
Springfield, IL 62794-9225
This state agency is requesting disclosure of information that is necessary to accomplish the statutory
purpose as outlined under 30ILCS 735. Disclosure of this information is REQUIRED. Failure to provide
any information will result in this form not being processed. This form has been approved by the Forms
Management Center.
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uraa-rvos A-7