03-47 Resolution No. 03-47
RESOLUTION
AUTHORIZING EXECUTION OF A GRANT AGREEMENT
WITH THE DEPARTMENT OF COMMERCE AND COMMUNITY AFFAIRS
FOR A FIRE TRUCK
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that Ed Schock, Mayor, be and is hereby authorized and directed to
execute a grant agreement from the State of Illinois Department of
Commerce and Community Affairs for the costs associated with the
purchase of a fire truck, a copy of which is attached hereto and
made a part hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: February 26, 2003
Adopted: February 26, 2003
Omnibus Vote : Yeas : 6 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
707 W Chicago St. Fire Station 1/15/2003
Historical Perspective
In 1997, Fire Chief John Henrici selected a team to research and evaluate all delivery
systems within the organization. At that time, the City Of Elgin was completing its' five
(5) year"Capital Improvement Plan" (CIP) and its' Far West Area Plan. The team was
identified as the "Risk and Hazard Analysis Leadership Team". The first responsibility
of this Project Leadership Team was to research and identify potential models that
could be used as an evaluation instrument. Various models were examined that
focused on specific areas (such as suppression or EMS). The only model that provided
a comprehensive examination of the entire organization was the Commission on Fire
Accreditation International (CFAI). This model is a comprehensive system evaluation
that is jointly sponsored and endorsed by the International City Managers Association
(ICMA) and the International Association of Fire Chiefs (IAFC).
Station Need
An analysis of the Risk and Hazard report showed some areas of concern or weakness
in regards to emergency response time. The most significant area that would not be
addressed by additional resources in the western growth area was an area titled "Area
77". This is located in the near, central west side and accounts for nearly 20% of the
Fire Department's emergency alarms. A combination of the population, housing stock,
and business use rou .cause this area to be categorized as a high risk group in
a 9 P
regards to fire and emergency medical services (EMS). All three methods of data
analysis confirmed this. While multiple measurement standards were considered, Area
77 still maintained a consistent and significantly higher response time for the first in
suppression unit for a full still alarm. For example, using a five minute total response
time standard, the following data was documented:
Entire city—60% of full still alarms, 1St unit on scene under 5 minutes
Area 77 —26% of full still alarms, 1St unit on scene under 5 minutes
All of city minus Area 77 —68% of full still alarms, 1St unit on scene under 5
minutes
Computerized projections were then performed to study the impact that a fire station
would have if located in Area 77. The following objectives would be attained (based on
projections)with an Area 77 fire station:
1. The first due suppression unit in Area 77 would be on scene under five (5)
minutes approximately 86% of the time.
2. Response time in all five (5) current response districts will experience
improved response times.
3. The level of EMS service will improve.
4. The response time performance would improve to 100% of the maximum
hazard buildings within the city. 1
i
Proiect Timeline
The timeline for this project identifies the projected dates and significant events for the
construction of a new fire station at 707 West Chicago Street. The timeline is based on
available information to date.
Item Completion Date
1. Request for Proposal (RFP) sent out 1/23/03
2. Architect Selection 2/26/03
3. Station Design 4/28/03
4. Award Construction Bid 7/23/03
5. Demolition of Existing Building 5/1/03—8/1/03
6. Break Ground 8/1/03
7. Facility Operational and Move in *4/01/04 —8/1/04
*Depending on size of facility
Project Budqet
The budget for this project is divided into six (6) areas. Specifically, the areas that will
require funding are as follows:
1. Site purchase—completed January 2003 $465,000
2. Building demolition $50,000 (estimate)
3. Architect fees $200,000
4. Station construction $2,000,000
5. Station Furnishings $100,000
6. Apparatus $400,000
The site purchase has already been accomplished. It is suggested in the proposed
timeline to have building demolition occur after the architect has been selected. The
amounts for budget categories 3, 4, 5, & 6 are dependent on the size, purpose and
specific functions of the station. These costs are closely associated with square foot
estimates. Cost projections from various architects for recently constructed fire stations
in the region show construction costs ranging from $150/sq. ft. to $200/sq. ft. Current
estimates are for a 10,000 sq. ft. station at$200/sq. ft. That assumption provides for
the construction, architect, and furnishings cost projections. The architect fee is roughly
expected to be no more than 10% of construction costs.
• $400,000
Station 6
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ILLINOIS DEPARTMENT OF COMMERCE AND COMMUNITY AFFA_ IIr '
George H. Ryan, Governor Pam McDonough, Director
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Member Initiative Grant Survey
IMPORTANT GRANT INFORMATION
• The grant award may not be finalized,and grant funds may not be disbursed,until all necessary approvals have
been obtained and a Grant Agreement has been executed between DCCA and the Grantee.All sections of the
attached survey are required to be completed The time required to finalize this process depends largely upon
the completeness and accuracy of the information submitted in the attached survey.
• The grant term should begin no earlier than July 1,2002.The grant term cannot exceed two years.All project
activities must be completed within this time.
• All project activities and all expenditures of grant funds must be consistent with the Scope of Work and Budget
included in the Grant Agreement. The Scope of Work and the Budget will be developed based upon the
information provided in the Grantee's completed survey.
• All environmental approvals must be submitted and cleared by the appropriate state agency prior to payment
of costs related to renovation of a building/structure or"dirt-moving"costs.*
• Payment provisions will be specified in the Grant Agreement.Payment for bond fund projects will be disbursed
on a reimbursement basis,unless otherwise approved by DCCA.
• Any contractual agreement between the Grantee and another party(being paid with grant funds)must include
special language to allow DCCA access to the other party's records, relative to the grant. This includes
construction subcontractors,consultants who provide services,and any other entity with which the grantee
has a legal agreement to expend grant funds. Please contact your grant manager if you need a copy of this
language(to incorporate into your legal subcontracts)prior to receiving your grant agreement.
• If required by the Grant Agreement,the Grantee must provide an audit relating to its compliance with the terms
of the Grant Agreement.
NOTE: Please be aware that until a Grant Agreement has been executed by the Grantee and DCCA,the Grantee is at risk for any costs
incurred that it intends to be paid for from grant funds.Thus,recipients of grant appropriations are advised not to begin project activities
and not to incur costs until they have received a fully executed Grant Agreement reflecting the agreed upon Scope of Work and Budget.
PLEASE SUBMIT THE FOLLOWING SUPPORTING DOCUMENTATION ALONG WITH THE SURVEY(If Applicable)
SUBMITTED
N/A Proof of Good Standing Status -Non-governmental Grantees only(see page 3 for details).
N/A List of Principal Individuals and Board Members—Non-governmental Grantees only.This list must
include each individual's name,home address,home phone number and(if different)daytime phone
number.
WA Job Descriptions of Staff Positions to be Funded by Grant Funds
N/A Public Hearing Information Related to Project or Newspaper Articles Related to Project
MIA Pamphlets or Other Materials that Explain the Organization and its Programs/Services
*Dirt-moving"costs are costs incurred in activities that disturb or alter the project site.
page 1
Member Initiative Grant Survey
1) GRANTEE/PROJECT INFORMATION Project No.:
(Provided on survey cover memo.)
Legal Name of Grantee:_may of El gin
Name and Title of Person Authorized to Sign Legal Documents for Grantee(see Appendix 2):
Ed Schock-Mayor
Address: 150 Dexter Court
City: Elgin State: I�, ZIP+4: 6g 12 5555
(Mandatory)
County: a n P Business Phone: (__84;_)
ext.
Fax:( 847 ) 9-31-96 t-0 E-mail address:
Web site Address: www c U34of-eLgI er^
Name of Project Contact/Administrator of Grant(if other than listed above):
Sean R. Stegall
Tide: Assistant City ManngPr Contact's Phone:(_84_7)_ga1_-_ ext.
Address: 150 Dexter co„rt
State: ZIP+4:4:
City: F.1 gin IL 60120 K&S
(Mandatory)
Fax:( 847)-943-� 56l 9 E-mail address: - *_.a.ga 1 1T4ritye€elg1ne
FEIN: 3 ' - 6 (9 digit federal taxpayer identification number)
Legal Name of Owner of FEIN: City e€ l31:g 4:R
(NOTE You must provide the FEIN number of the entity that will directly receive the grant funds from DCCA.Do not use the FEIN number of any
Subgrantee or affiliate of the Grantee.Providing an incorrect FEIN will cause a delay in grant processing.)
CERTIFICATION: As of this submittal date,the information provided herein is accurate,and the individual
signing below is authorized to submit this document.
Mayor 3/5/03
Authorized Official(signature) Title Date
Ed Schock
Typed Name
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Member Initiative Grant Survey
TYPE OF ORGANIZATION (Checkonlyone):
❑ Individual ❑ Other:
❑ Sole Proprietor ❑ Not-for-profit Corporation
❑ Partnership/Legal Corporation ❑ Charitable/Not-for-profit entity
❑ Tax-exempt ❑ Tax exempt entity
❑ Corporation providing or billing medical and/or health 13 If your organization or entity is not named above,
care services please identify or describe the type of.
❑ Corporation NOT providing or billing medical and/or organization/entity that will be receiving grant
health care services funds:
® Governmental
❑ Nonresident alien
❑ Estate or legal trust
❑ Pharmacy(Non-Corp.)
❑ Pharmacy/Funeral Home/Cemetery(Corp.)
Entities that are not governmental entities MUST provide the following information:
Indicate the year that the organization was legally established:
Attach documentation of Good Standing Status:
❑ Entities that are incorporated as a not-for-profit corporation under the General Not For Profit Corporation Act of
1986(805 ILCS 105/101.01 et seq.)are required to submit a certificate of good standing from the Illinois Secretary
of State's Office,Department of Business Services,217/782-7880 or 217/782-6961 (TDD:800/252-2904).
❑ Entities that are organized as a Charitable/Not-For-Profit entity,which includes any person,individual,group of
individuals,association,not-for-profit corporation,or other legal entity under the Charitable Trust Act(760 ILCS
55/1 et seq.)are required to submit a letter of good standing from the Charitable Trust Bureau,Office of the Illinois
Attorney General,100 W.Randolph Street,3-400,Chicago,Illinois 60601,312/814-2595(TTY 312/814-3374).
❑ Entities that are neither of the above,but are exempt from paying sales/use tax under Use Tax Act(35 ILCS 105/1
et seq.)are required to submit a copy of the tax exemption certificate issued by the Illinois Department of Revenue,
Central Registration,P.O.Box 19030,Springfield,Illinois 62794-9030,217/785-3707(TDD: 800/544-5304).
page 3
Member Initiative Grant Survey
2) SCOPE of Wom Please use the space below to describe what you intend to do with the funding.This must include a
detailed narrative description of the activities which will be funded by the grant(e.g.,land,property,easement,right-of-
way acquisition; construction/renovation activities; equipment; development/delivery of programs and services [including
administrative activities],or other activities).This information will be included in the Grant Agreement as the Scope of Work.
The grant monies will be utilized for the purchase of an aerial ladder truck.
This piece of apparatus will be located at the to be constructed station #6
on the City's Near—West Side.
a) Provide details to identify the items that will be included in each line of the budget(attach information as needed).
b) If the grant activities involve purchase of land/structure and/or construction activities,provide the address of the
location(s)being purchased or improved.
N/A
c) If the grant-funded activities are a component of a larger project(that is being funded through other sources),please
provide a general description of the overall project.
Please refer to Attachment A
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If your organization is a non-governmental entity,please provide the answers to questions 3 through 5 as an attachment to this
survey.*If not,please skip to question 6.
3) YOUR ORGANIZATION: a)What is your organization's mission statement? b)What are the primary goals of your
organization? (Attach pamphlets or flyers explaining your organization and its programs/services,if necessary.)
4) YOUR PROGRAWSERvias: a)Provide a detailed description of the goals of your programs(if additional information
can be provided beyond the response to 3b,above),and state how long each program has been in existence. b)Describe
the services provided to eligible participants. c) If there are different levels of eligibility(such as ranges of income,or
membership or other affiliation),please describe the services provided to each level if they are not identical. d) State the
cost to participants for these programs and services,and specify whether a sliding scale(i.e.,cost for services is reduced
or waived,based on income or ability to pay)is enacted. e) Describe the manner in which services are advertised or
made available to the public. f) If the services are available at reduced cost and/or are free to those who are unable to
pay,describe the manner in which the public is notified.If services are not available in such a manner,explain why not.
g) Detail any assistance your organization receives from other state agencies to support these programs/services.
5) YOUR PARTICIPANTS: a)Describe any eligibility criteria for participation in your program(s)(i.e.,income level,age,
employment status,etc.). b)Describe how participants are identified or recruited,or describe who refers participants to
your organization for services. c)If services cannot be provided to all that apply,describe the manner in which
participants are selected(i.e.,standardized testing first-come,first served).
6) PUBLIC PURPOSE: What is the public purpose? Why is this project necessary? What is the expected benefit of this
project(i.e.,city will no longer be on IEPA restricted status list;unemployed persons will receive job training,etc.)?
The purchase of this piece of equipment will. provide for enhanced Fire Safety
on the City's Near-West Side.
7) PUBLIC BENEFIT. Estimate the number of persons to benefit or be served by the proposed project: 9 7,000. State the
percentage of current or projected participants who are disadvantaged or low-income: 36% State the
percentage of participants who receive(or will receive)services at no cost or a reduced fee: N/A
* Note: If your program is viewed to be consistent with the goals of the Federal Personal Responsibility and Work Opportunity Reconciliation Act of 1996
(PRWORA),further information may be requested.
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Member Initiative Grant Survey
8) LOCAL SUPPORT: Attach copies of any public hearings,newspaper articles,or other documents that would evidence local
support for this project(if available).
9) LOCAL OPPOSITION: Do you anticipate any opposition to this project? ❑Yes ❑R No If yes,please describe:
10) ESTIMATED TIMETABLE FOR COMPLETION: Start Date: / / Completion Date:
If you are providing a program or service,please be specific about the length of the program or service delivery,
whether it is a one-time offering or an ongoing program/service,how many times it will be provided,etc.
(NOTE: Grant funded activities must be competed within a two-year time frame. The start date should reflect the date the Grantee
anticipates incurring costs against this grant award or,if costs have already been incurred,the date that the Grantee actually started to
incur costs. The grant manager will work with the Grantee to establish the appropriate grant term).
ONLY for capital projects(i.e.,real property purchase/acquisition,construction or renovation),please complete
questions 10a through log.
a) Provide an estimated.monthly expenditure of grant funds once the project starts(NOTE BOND-FUNDED PROTECTS oNLY):
Month 1: $ Month 13: $
Month 2: Month 14:
Month 3: Month 15:
Month 4: Month 16:
Month 5: Month 17:
Month 6: Month 18:
Month 7: Month 19:
Month 8: Month 20:
Month 9: Month 21:
Month 10: Month 22:
Month 11: Month 23:
Month 12: Month 24:
(NOTE: Include ggl funds in this estimated monthy cash flow.Do not include funds from other sources.)
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Member Initiative Grant Survey
1 1 CI) BUDGET FOR NON-CONSTRUCTION PROJECTS
ACTIVITY LINE ITEM GRANT AMOUNT
1. Personnel** $ —0-
2. Fringe Benefits —0-
3. Travel —0-
4. Equipment(must itemize in#2,Scope of Work) $400,000
5. Commodities/Printing/Postage —0-
6. Rent/Utilities(list address in#2,Scope of Work) —0-
7. Contractual/Consultant(including service contracts)t —0-
8. Audit/Accounting —0-
9. Traininl;/Conferencestt —0-
10. Marketing/Advertising/Web Site —0-
11. Other(please specify) —0—
TOTAL $ $400,000
* Grant amount column must total the grant amount to be received from DCCA.Please be as accurate as possible when specifying
line item amounts.If actual spending varies by more than 10 percent,a grant modification will be required.
** For all personnel being paid in-full or in-part with Illinois FIRST Grant Funds,a complete job description must be included.
Please also include details on the number of persons to be hired in each job title,and specify the number of months each person
is expected to be paid with grant funds.
t Provide details in#2,Scope of Work,regarding the type of contractor/consultant and the services to be provided by each.
tt Provide details in#2,Scope of Work,regarding how many events are planned,how many people will participate in each,
location(s),etc.
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Member Initiative Grant Survey
b) If applicable,describe any actions/approvals that must be completed prior to the start of this project,with corresponding
time frames for completion.Examples of such actions/approvals may include: hiring staff to implement the project,
securing a location from which to operate the program,approval by your organization's board of directors,etc.
N/A
c) Has your organization secured all necessary federal,state and local permits and approvals to proceed with this project?
N/A If not,please identify permits/approvals to be obtained and provide a reasonable,
estimated timetable to secure such permits/approvals.
d) If grant funds are to be utilized to make capital improvements to real property(structures/land)that your
organization floes not own,please provide a copy of the lease or other agreement(i.e.,easements,rights-of-way,etc.)
between your organization and the property owner that will allow your organization to continue to use the improved
premises,for an appropriate length of time,consistent with applicable state law and rules.
N/A
If the project involves the purchase of land or building(s),you must answer questions IOe-IOg and attach
supplementary explanatory materials as needed.
e) Does your organization have an executed contract for the purchase/acquisition of the land/building in question?
N/A If not, when do you expect to have an executed contract?
Q If your organization is a governmental entity,is it acquiring the land/building through an outright purchase,or
through eminent domain/condemnation proceedings? N/A
If acquiring through eminent domain/condemnation,when do
you realistically expect to finalize the acquisition?
g) Is your organization aware of any existing(or reasonably anticipated)legal proceedings such as zoning issues,
objections of nearby property owners,etc.,relating to the proposed use of the land/building being purchased with grant
funds? No If yes,please attach a detailed explanation.
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Member Initiative Grant Survey
1 1 b) BUDGET FOR CONSTRUCTION PROJECTS
(NOTE:BOND FUNDED PROJECTS MUST COMPLY WITH APPENDIX I:BONDABILITY GUIDELINES.)
ACTIVITY LINE ITEM GRANT AMOUNT
1. Plans&Specs $ N/A
2• Architectural/Engineering Fees N/A
3. Printing(Construction Documents) N/A
4. Equipment(must itemize in#2,Scope of Work) N/A
5. Land Purchase N/A
6. Labor N/A
7. Excavation N/A
8. Wiring/Electrical N/A
9. Materials N/A
10. Paving/Concrete/Masonry N/A
11. Construction Management and Oversight N/A
12. Mechanical System N/A
13. Site Preparation/Demolition N/A
14. Building/Structure Purchase N/A
15. Plumbing N/A
16. New Construction"Bid as a Whole'" N/A
17. Other Construction Expenses N/A
18. Contingency N/A
TOTAL $ N/A
Grant amount column must total the grant amount to be received from DCCA.Please be as accurate as possible when specifying
line item amounts.If actual spending varies by more than 10 percent,a grant modification will be required.
** No line item detail must be provided if 1)the project is bid as a whole,and 2)the grant is for construction of anew structure(i.e.,
this line item cannot be used for renovation).
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Member Initiative Grant Survey
1 Z) OTHER FUNDING:
a) Are other funds necessary to complete the grant scope of work(i.e.,the activities for which this grant is being used)?
❑Yes ® No
b) Are other funds necessary to complete the overall project(of which this grant is just one component)?
M Yes ❑ No
If"yes"to either question above,please indicate the source,status and amount of those funds below. This information
MUST correlate with your answers to 2a) through 2c)on page 4.
Activities in Grant Scope Overall Project—see
of Work—see page 4 of page 4 of survey,
survey,questions 2a) question 2c)
SOURCES OF FUNDING 2, A and 2b)
a
:) `°b
Federal Funds(1 �
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1St .' :�•�' ;;
r'if F:
$ $
$ $
$ $
Other State Funds(list funds `M
from any state source/program:) r
$ $286 200
HR30472 $ $
Is $
Other Funds(list your
organization's funds bank and
other loan
s,fundraising, ;��. >• AK;. ���.`r, :gig�� < '>
Bona
tions,etc.:) : :
Is $
Is $
Is $
TOTALS .`. $ $
13) PREVIOUS(Non-Illinois FIRST)GRANTS: In order to be eligible to receive the anticipated grant(s),Grantee must
be in compliance with requirements of all grants previously received from DCCA. List any other grants this Grantee
received from DCCA(other than Illinois FIRST)within the last three years(i.e.,CDAP,Tourism Attraction Program,
etc.). Provide DCCA Grant Number: GOV 20128,01-127184,01-122150 and 02-120523
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Member Initiative Grant Survey
APPENDIX 1 : BONDABILITY GUIDELINES
TYPE OF PROJECT BONDABLE EXPENDITURES NON-BONDABLE EXPENDITURES
Planning ■A/E design for construction or installation(from Long-range development plans,facility surveys,
schematic design to working drawings). feasibility studies,eta
■ Construction management and observation. ■ Energy audits.
Costs of the following are eligible only if done as part of ■ Program or scope statements.
a larger(grant funded)bondable project ■ Archeological digs.
■ Environmental assessments,wetland delineations,
archeological surveys,historical properties
studies/surveys.
Land and Building Acquisition ■ Acquisition costs of all improved or unimproved real ■ Acquisition of leasehold interests through rental of real
property including appraisal fees,title opinions, property.
surveying fees,real estate fees,title transfer taxes, ■ Relocation costs.
condemnation and related legal expenses.
Utilities Installation or replacement of Minor changes such as repairing or replacing:
• Potable,high temperature or domestic water systems. ■ Leaking corroded wiring or pipes.
• Electrical systems including components or ■ Radiators,coils,fans,motors,retubing boilers,central
telecommunications equipment. valves,thermostats,timers or meters.
• Steam and condensate return systems. ■ Installing energy management control computers.
• Fire hydrants,standpipes and central fire and security ■ Duct work,return air systems,heat reclamation systems.
alert systems. ■ Solar heating or cooling systems.
• Lighting systems and tap ons or extensions of existing ■ Telephone or communications systems.
utility systems.
• Automated temperature or environmental control systems ■ Paging systems,lines for television or computer
and air or water pollution control systems,including
monitoring for security or energy management.
installing energy management control computers. ■ Installation of energy conservation equipment or
• Waste disposal systems for contaminated radioactive, changes to existing systems to reduce energy
hazardous or surgical waste.
consumption.
• Solar heating associated with a larger bondable project.
■ Installation of insulation.
■ Sewage and water treatment facilities.
■ Earth moving to create artificial lakes,reservoirs or for
utility or other related conservation purposes.
■ Restoration to original condition of natural or man-
made features at the site of any utility installation.
■ Trenches or ditches dug for the purpose of laying tile or
providing ducts to remove excessive rainfall and prevent
erosion.
■ Storm and sanitary sewers.
Buildings,Additions or ■ New construction of buildings or structures. ■ Normally anticipated exterior repairs(e.g.,patching
Structures ■ New additions to existing buildings or structures. concrete,filling or sealing cracks,painting caulking
■ Reconstruction of an existing building or structure insulation,plastering etc.)
(including installation of new structural or interior walls, ■ Roof repairs,patching,replacing shingles,spot
floors,ceilings,utilities,interior finished carpeting treatment,adding gravel or other materials,replacing
furnishings and equipment along with demolition). gutters,fascia,downspouts,etc.
■ Exterior work to surface,structure or foundation to
extend useful life.
■ Roof Work limited to removal of the system to the
decking as well as stone,metal or other work to control
water damage or ice formation.
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Member Initiative Grant Survey
APPENDIX 1 : BONDABILITY GUIDELINES (continued)
TYPE OF PROJECT BONDABLE EXPENDITURES NON-BONDABLE EXPENDITURES
Buildings,Additions or Costs of the following are eligible only if done as part of
Structures,coned. a larger bondable(grant funded)project.
■ Interior work such as painting or plastering,sanding,
replacing electrical and light fixtures,decorative
remodeling,paneling,handicapped accessibility
improvements,moving toilets,water fountains,
telephone,etc.
■ Fire alarms,smoke detectors,fire doors and hall
partitions,vent dampers,automatic door closers,etc.
Site Improvements ■ Demolition ■ Repairs or resurfacing of existing roads to preserve or
■ Grading sidewalks,terracing,exterior lighting, extend useful life.
seeding/sodding if part of a larger bondable project. ■ Repairs to existing bridges such as sandblasting,
■ Replacement of bridges,ramps,curbs,overpasses,and painting,sealing or resurfacing.
underpasses. ■ Seeding or sodding for erosion control,installation of
■ Landscaping,installation of plant material if associated plans or landscaping not a part of a larger bondable
with a bondable project. project.
■ Construction of a new road,parking lot or campground; • Archeological digs,research or exploration.
extension of a road,parking lot or campground.
■ Upgrade of road or parking lot.
Durable Movable Equipment ■ Art-In-Architectural Art. ■ Commodities
■ Heavy Duty Fire Protection Apparatus. ■ Library books,maps and paintings other than those
purchased with the Art-In-Architecture Program.
Acquisition,transportation and installation of initial ■ Livestock
movable equipment associated with a larger bondable ■ Rolling stock including cars,trucks,boats and related
(grant-fu"ded)praject. items.
• Office and household equipment and furniture. ■ Spare and replacement parts.
• Machinery and implements. ■ Items such as glassware,crockery,etc.
• Scientific instruments and apparatus with the exception 0 Computers,related equipment and software.
of those with short useful life.
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APPENDIX 2: AUTHORIZED SIGNATORIES
Grantees may encounter difficulty in determining who is legally authorized to sign the Grant Agreement and the
necessary reports for the grant.Here are the common types of grantees and a listing of who is generally considered to be
an authorized signatory.If your circumstances vary from these general guidelines,it is best to include written supporting
documentation.If your organization is not mentioned below,please contact your grant manager to discuss who the
authorized signatory can be.
GRANTEE WHO IS AUTHORIZED TO SIGN SPECIAL CIRCUMSTANCES
County(or the County for the Sheriff's County Board Chairman County Executive,if authorized by
Department,Health Department,etc.) ordinance provided to DCCA
City(or the City for the Police Mayor City Manager,if authorized by
Department,Fire Department,etc.) ordinance provided to DCCA
Village(or the Village for the Police Village President Village Manager,if authorized by
Department,Fire Department,etc.) ordinance provided to DCCA
Township Township Supervisor
Fire Protection District President
Municipal Library or Library District President of the Library Board
Park District President of the Park District Board
School District Superintendent of Schools
University President or Chancellor
Community College President For the University of Illinois,the
Comptroller has authorization
Nonprofit Executive Director or Chief Executive
Officer
Nonprofit Volunteer Fire Department Fire Chief
with its own FEIN
page 13
Agenda Item No.
City of Elgin
February 7, 2003
TO: Mayor and Members of the City Council
ECONOMIC GROWTH
FROM: Olufemi Folarin, Interim City Manager
SUBJECT: Illinois First Grants in the amount of $286, 200 and
$400, 000 for the to-be-constructed Fire Station #6
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider
completing a grant agreement with the Illinois Department of
Commerce and Community Affairs (DCCA) in order to provide
funding for the construction of Station #6 on the City' s Near
West Side.
BACKGROUND
In order to assist with the construction and operation of a new
Fire Station on the City' s Near-West Side (Fire Station #6) , the
late Representative Douglas Hoeft secured a grant for $286, 200
for the development of the station. Additionally, Senator
Steven Rauschenberger has been awarded $400, 000 toward the
purchase an aerial ladder truck for the station. There are no
audit or reporting requirements . Furthermore, no matching
dollars are necessary in order to receive the monies .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
The "Area 77" issue has been discussed at length with numerous
community groups .
FINANCIAL IMPACT
The DCCA grants will total $686, 200 . These monies will be used
toward the larger project of constructing and providing the
necessary equipment for the station. The total cost of the
project is unknown at this time. However, in addition to the
monies provided by the State, the City has available $2, 539, 018
Fire Station #6 DCCA Grants
February 7, 2003
Page 2
in account number 275-0000-791 . 92-31, project #289505 . At this
time, no additional personnel are anticipated for the operation
of the station. This is due to the fact the realignment of
existing personnel will provide for the necessary staffing;
however, this is based on a limited station design premise .
Should the City Council elect to staff a full station, a funding
source will need to be identified.
Staff time devoted to the execution of the development
agreement' s terms and conditions will be absorbed as a part of
their normal duties and responsibilities .
,,/LEGAL IMPACT
None .
ALTERNATIVES
1 . Authorize the Mayor to execute the grant applications .
2 . Do not proceed with the applications .
RECOMMENDATION
It is recommended that the City Council proceed as identified in
Alternative One above .
Respectfully submitted,
Olufemi larin
In erim y Man er
Attachments
OF/srs
f Illinois Department of Commerce and Communitv Affairs
George H.Ryan Joseph P.Hannon
Governor Acting Director
TO: Sean Stegall
City of Elgin
FROM: Susan Boggs, Illinois FIRST Grant Management Unit
DATE: November 26, 2002
RE: Grant Appropriation
Project No.: HR30472
Appropriation Section No.: 87
Amount: $286,200
Purpose: purchase and development of land for a
new Fire Barn in the "Area 77" of Elgin
Legislative Sponsor: Hoeft
Funding Source: Bond Fund
Please be advised that the Department of Commerce and Community Affairs
has been given the responsibility of administering the above mentioned grant. In order for us to
begin the process, you are being asked to complete the enclosed survey form. The information
supplied on this form will allow us to develop a formal Grant Agreement (legal document).
Once the Grant Agreement process is completed and all documents are in order,
we will begin the payment process. Be aware that there is no set timeline for grant
recipients to receive their funds; however, processing time is largely determined by the
accuracy of the information contained in the survey response. Also, please be aware that
if the Grantee has failed to comply with the requirements of any prior grant issued to it by the
State, the Department may require that the Grantee cure such deficiencies before the current
grant request may be finalized.
Please note that the first page of the survey provides some important points to
keep in mind while filling out the survey. If you have questions, feel free to contact me at
217-782-5346.
Completed surveys may be mailed to: DCCA
Susan Boggs
620 East Adams
Springfield, Illinois 62701
Fax: 217/557-9883
Internet Address http://www.commerce.state.i1.us
620 East Adams Street James R.Thompson Center 607 East Adams Street 2309 West Main,Suite 1 Is
Springfield,Illinois 62701 100 West Randolph Street,Suite 3-400 Springfield,Illinois 62701 Marion,Illinois 62959
Chicago,Illinois 60601
217/782-7500 312/814-7179 217/785-2800 6181997-4394
Fax 217/524-1627.TDD:800/785-6055 Fax 312/814-6732.TDD:800/419-0667 Fax 217/785-2618.TDD.217/785-0211 Fax:618/997-1825 •TDD Relay 800/526-0844
Printed on Recycled and Recyclable Paper
Illinois Department of Commerce and Communitv Affairs
,ieorge H.Ryan Joseph P.Hannon
Governor Acting Director
TO: Olufemi Folarin
City of Elgin
FROM: Susan Boggs, Illinois FIRST Grant Management Unit
DATE: December 16, 2002
RE: Grant Appropriation
Project No.: SR30320
Appropriation Section No.: 53
Amount: $400,000
Purpose: costs associated with the purchase of a
fire truck -
Legislative Sponsor: Rauschenberger
Funding Source: Bond Fund
Please be advised that the Department of Commerce and Community Affairs
has been given the responsibility of administering the above mentioned grant. In order for us to
begin the process, you are being asked to complete the enclosed survey form. The information
supplied on this form will allow us to develop a formal Grant Agreement (legal document).
Once the Grant Agreement process is completed and all documents are in order,
we will begin the payment process. Be aware that there is no set timeline for grant
recipients to receive their funds; however, processing time is largely determined by the
accuracy of the information contained in the survey response. Also, please be aware that
if the Grantee has failed to comply with the requirements of any prior grant issued to it by the
State, the Department may require that the Grantee cure such deficiencies before the current
grant request may be finalized.
Please note that the first page of the survey provides some important points to
keep in mind while filling out the survey. If you have questions, feel free to contact me at
217-782-5346.
Completed surveys may be mailed to: DCCA
Susan Boggs
620 East Adams
Springfield, Illinois 62701
Fax: 217/557-9883
Internet Address http://www.commerce.state.i].us
620 East Adams Street Jaynes R.Thompson Center 607 East Adams Street 2309 West Main,Suite 118
Springfield,Illinois 62701 100 West Randolph Street,Suite 3-400 Springfield,Illinois 62701 Marion,Illinois 62959
Chicago,Illinois 60601
217/782-7500 312/814-7179 217/785-2800 618/997 4394
Fax: 217/524-1627 TDD-800/785-6055 Fax. 312/814-6732.TDU 8001419-0667 Fax 217/785-2618.TDD,2171785-0211 Fax 618/997-1825 .TDD Relay 800/526-0844
Printed on Recycled and Recyclable Paper