04-256 Resolution No. 04-256
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
THE HOUSING AUTHORITY OF ELGIN
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
David M.Dorgan,City Manager,and Dolonna Mecum,City Clerk,be and are hereby authorized and
directed to execute an agreement on behalf of the City of Elgin with the Housing Authority of Elgin
for improvements to its building located at 120 S. State Street,a copy of which is attached hereto and
made a part hereof by reference.
s/Ed Schock
Ed Schock,Mayor
Presented: September 22, 2004
Adopted: September 22, 2004
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
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AGREEMENT
BETWEEN THE CITY OF ELGIN AND
HOUSING AUTHORITY OF ELGIN
This AGREEMENT is entered into as of the_p ..day of , 2004, by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter c ed "GRANTEE" or"CITY")
and the HOUSING AUTHORITY OF ELGIN, a public body established pursuant to the U.S. Housing Act of
1937 and authorized to engage in or assist in the development or operation of housing for lower income
families, (hereinafter called "SUB-RECIPIENT") having a principal place of business at 120 S. State
Street, Elgin, Illinois 60120.
RECITALS
A. CITY has applied for Community Development Block Grant funds (hereinafter referred to as
CDBG funds)from the United States Department of Housing and Urban Development(hereinafter
called "HUD")as provided by the Housing and Community Development Act of 1974, as amended
(P.L. 93-383)hereinafter called "ACT").
B. CITY has considered and approved the application of SUB-RECIPIENT for CDBG funds allotted
to CITY for distribution to SUB-RECIPIENT.
C. The CITY and SUB-RECIPIENT enter into this Agreement pursuant to their respective powers to
enter into such Agreements, as those powers are defined in the Illinois Constitution and applicable
statutes.
II. SCOPE OF THE PROJECT
A. SUB-RECIPIENT hereby agrees to perform, in a timely fashion, the following activities, and those
previously defined in the application and project description dated December 18, 2003, submitted
by the SUB-RECIPIENT entitled "Housing Authority of Elgin", a copy of which is attached hereto
as Exhibit"A"(hereinafter called "PROJECT").
B. All funding provided to SUB-RECIPIENT shall be used solely to install wall mounted air
conditioners in approximately 60 units, for the property located at 120 S. State St., Elgin Illinois.
The aforementioned project provides housing to senior citizens. The subject building will serve
100% low and moderate income persons as defined by 24 CFR 570.208 (a) (2) (b). Such funding
shall be used only for the labor and materials required for the installation of wall mounted air
conditioners and other costs associated with the above activities that are consistent with the
scope and intent of the PROJECT and are pre-approved by the City staff.
C. The SUB-RECIPIENT shall comply with administrative and procurement requirements as applied
to the Community Development Block Grant program in accordance with 24 CFR 85:
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1. The Bid Specifications, shall include all specifications and pertinent attachments and shall
define the items or services in order for the bidder to properly respond.
2. The SUB-RECIPIENT shall submit the Bid Specifications and plans to the City's
Community Development Department for staff's approval prior to advertising in a
newspaper and the Dodge Construction News.
3. The SUB-RECIPIENT shall include in the invitation for bids,the statement"Minorities and
women contractors are encouraged to submit bids." The SUB-RECIPIENT shall
purchase a 1"x 3"space in the Dodge Construction News Classified Section
specifically inviting MBE/WBE firms to submit bids.
4. All bids will be publicly opened at the time and place prescribed in the invitation for bids.
5. The SUB-RECIPIENT shall provide the City's Community Development Department office
with a copy of the classified advertisement and the results from the bid opening.
6. The contract award will be made, in writing, to the lowest responsive and responsible
bidder. Any or all bids may be rejected, if there are sound documented reasons.
D. The SUB-RECIPIENT shall comply with the Federal Labor Standards and Prevailing Wage Rates
as applied to the Community Development Block Grant Program in accordance with Title 29 of the
Code of Federal Regulations, Part 5:
1. After the start of construction, the SUB-RECIPIENT shall provide to the City's Community
Development Department staff, weekly reports of the contractor and/or
subcontractors at the job site. The SUB-RECIPIENT shall conduct employee
interviews of the contractor and/or subcontractors at the job site.
2. Originals of all documents required for compliance with the Federal Labor Standards shall
be supplied to the City's Community Development Department.
3. SUB-RECIPIENT shall erect a sign in a prominent place at the job site crediting the
City of Elgin and HUD for funding of the PROJECT by including the following
statement:
"Funding for the Project has been provided, in part, by the City of Elgin from the
U.S. Department of Housing and Urban Development's Community Development
Block Grant Program."
E. The SUB-RECIPIENT shall provide a Progress Report to the CITY each month, reporting on the
status of the PROJECT in relation to the project target dates. The progress reports shall begin
upon the signing of the Agreement and shall continue until the expiration of this agreement or until
directed to discontinue such reports in writing by CITY.
F. Request for Payment
1. The SUB-RECIPIENT shall provide the City's Community Development Department, prior
to the start of construction,with an itemized list of all estimated expenditures. This list(on
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a State of Illinois Engineer's Pay Estimate form BLR-283 or equivalent)shall show
expected quantities and unit prices for each item.
2. Request for payments shall be submitted on a timely basis. Each request for payment
sent to the CITY shall be accompanied by said payment estimate form signed by the
SUB-RECIPIENT'S authorized representative and showing the work completed. Changes
to items on the pay estimate form must be authorized, in writing, by the SUB-RECIPEINT
(on a State of Illinois Request for Approval of Change in Plans Form BLR-228 or
equivalent), and a copy of such authorization shall be submitted to the Community
Development Department before payment pursuant to such changes is made.
G. The SUB-RECIPIENT shall provide a Progress Report to the City's Community Development
Department each month, reporting on the status of the PROJECT in relation to the
Implementation Schedule. The progress reports shall begin upon the signing of the Agreement
and shall continue until the PROJECT is closed out. The SUB-RECIPIENT shall use a form
provided by the City's Community Development Department and shall include all required
information about the number of clients served each quarter (by race and the number of female
headed households)and the number of calls received.
H. Prior to the expenditure of CDBG funds, the SUB-RECIPIENT shall meet with the City's
Community Development Department staff to establish acceptable documentation and guidelines
regarding requests for payment for the activities described in the Scope of Work. No CDBG
payment will be made without the required documentation.
SUB-RECIPIENT shall return to the CITY any program income, as defined in 24 CFR Part
570.500(a), which is generated as a result of this PROJECT. Written request for an Exception to
this Agreement must be made, in writing, to the Planning and Neighborhood Services office
explaining why the SUB-RECIPIENT needs the income, the specific activities the SUB-
RECIPIENT will undertake with the funds and how the SUB-RECIPIENT will report the income
and expenditures to the CITY. A written response to the request will be provided to SUB-
RECIPIENT from the CITY.
III. AMOUNT AND TERMS OF GRANT
A. The CITY shall distribute to SUB-RECIPIENT, as SUB-RECIPIENT'S portion of the total grant
received by the CITY and in consideration of SUB-RECIPIENT'S undertaking to perform the
PROJECT, a maximum of $50,000 (hereinafter "GRANT FUNDS"), to be paid in the manner set
forth herein Section II. D. and in Section VII.
B. This PROJECT shall be identified as Agreement No. 154069and Account No. 230-0000-791.93-
36,which identifying numbers shall be used by SUB-RECIPIENT on all payment requests.
IV. SUB-RECIPIENTS'S COMPLIANCE WITH THE ACT
A. CITY shall assist SUB-RECIPIENT'S making application for CDBG funds.
B. SUB-RECIPIENT shall abide by the Act, and all HUD rules and regulations promulgated to
implement the Act.
C. SUB-RECIPIENT shall, upon request of CITY, (1) assist in the completion of an environmental
review and (2) complete certifications showing equal employment opportunity compliance
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including equal employment opportunity certification with reference to the PROJECT, as set forth
in Exhibit"C"attached hereto and made a part hereof.
D. SUB-RECIPIENT, in performing under this Agreement, shall:
1. Not discriminate against any worker, employee, or applicant, or any member of the public,
because of race, creed, color, sex, age or national origin, nor otherwise commit an unfair
employment practice; and
2. Take affirmative action to insure that applicants are employed without regard to race,
creed, color, sex, age or national origin, with such affirmative action including, but not .
limited to the following: Employment, upgrading, demotion or transfer, termination, recruit-
ment or recruitment advertising, layoff or termination, rates of pay or other forms of
compensation, selection for training, including apprenticeship.
E. SUB-RECIPIENT shall permit CITY and the Department of Housing and Urban Development to
conduct on-site reviews, examine personnel and employment records and to conduct any other
procedures or practices to assure compliance with the provisions of this agreement. SUB-
RECIPIENT agrees to post in conspicuous places available to employees and applicants for
employment notices setting forth the provisions of this non-discriminatory clause.
F. SUB-RECIPIENT shall not to violate any laws, state or federal rules or regulations, including but
not limited to those regarding a direct or indirect illegal interest on the part of any employee or
elected official of the SUB-RECIPIENT in the PROJECT or payments made pursuant to this
Agreement.
G. SUB-RECIPIENT hereby warrants and represents that neither the project, including but not limited
to any funds provided pursuant thereto, nor any personnel employed in the administration of the
program shall be in any way or to any extent engaged in the conduct of political activities in
contravention of Chapter 15 of Title 5, United States Code, referred to as the Hatch Act.
H. SUB-RECIPIENT shall maintain records to show actual time devoted and costs incurred, in
relation to the PROJECT, and shall prepare and submit monthly progress reports which describe
the work already performed and anticipated during the remaining time of the PROJECT. Upon
fifteen (15)days notice from the CITY, originals or certified copies of all time sheets, billings, and
other documentation used in the preparation of said progress reports shall be made available for
inspection, copying, or auditing by the CITY at any time during normal business hours, at 150
Dexter Court, Elgin, Illinois.
SUB-RECIPIENT shall adopt the audit requirements of the Office of Management and Budget
(hereinafter"OMB")Circular A-133, "Audits of Institutions of Higher Learning and Other Non-Profit
Institutions." SUB-RECIPIENT shall submit to the CITY one copy of said audit report. SUB-
RECIPIENT shall permit the authorized representatives of the CITY, HUD and the Comptroller
General of the United States to inspect and audit all data and reports of the SUB-RECIPIENT
relating to its performance under the Agreement.
J. SUB-RECIPIENT and CITY shall at all times observe and comply with Title 24 CFR Part 570 and
all applicable laws, ordinances or regulations of the Federal, State, County, and local government,
which may in any manner affect the performance of this Agreement.
K. SUB-RECIPIENT shall transfer to the CITY any unused CDBG funds and submit all billings
attributable to this Project at the time this Agreement expires.
L. SUB-RECIPIENT will ensure that any real property under the SUB-RECIPIENT'S control that was
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acquired and/or improved in whole or in part with CDBG funds in excess of $25,000 is used
exclusively for the benefit of low and moderate income persons as defined by HUD,for a period of
15 years after the expiration of this Agreement
M. If during the 15 year period after the expiration of this Agreement, the SUB-RECIPIENT disposes
of any property under the SUB-RECIPIENT'S control that was acquired and/or improved in whole
or in part with CDBG funds in excess of $25,000, then the SUB-RECIPIENT will reimburse the
CITY in the amount of the current fair market value of the property less any portion of the value
attributable to expenditures of non-CDBG funds for acquisition of, or improvement to, the property
in accordance with 24 CFR 570.503(b)(8)and 24 CFR 570.505.
V. RIGHTS TO SUBCONTRACT
A. SUB-RECIPIENT is herewith granted authority to subcontract all or any portion of the PROJECT
to such engineers, architects, independent land use consultants, professional land planner,
construction contractors or other entities as SUB-RECIPIENT shall deem appropriate or
necessary and upon such terms as may be acceptable to SUB-RECIPIENT.
B. Administration of any subcontracts by the SUB-RECIPIENT shall be in conformance with 24 CFR
Part 570.200(d)(2)and Part 85.36.
VI. SUB-RECIPIENT'S AUTHORIZATION TO ACCEPT PROPOSALS
A. After the CITY has received notification that funds for the PROJECT have been released by HUD,
the SUB-RECIPIENT shall be authorized to accept the proposal of any subcontractor for the
PROJECT.
VII. BILLING PROCEDURE
A. Upon release of CDBG funds by HUD for the PROJECT, the CITY shall make disbursements to
the SUB-RECIPIENT as either reimbursement for advances made by SUB-RECIPIENT or as
advances for specific cash requirements of SUB-RECIPIENT for the PROJECT. All claims of
SUB-RECIPIENT, whether for reimbursement or advancement, shall comply with the following
requirements:
1. SUB-RECIPIENT shall submit a listing of all disbursements of CDBG funds, on a form
provided by the CITY;
2. Any claim for advancement of CDBG funds shall be limited to an amount necessary for
SUB-RECIPIENT to meet specific cash requirements for the PROJECT and shall be
disbursed by SUB-RECIPIENT within three (3) working days of receipt by SUB-
RECIPIENT;
3. Any request for reimbursement or advancement pertaining to work under contracts from
the SUB-RECIPIENT shall include the following:
a. For interim payments to contractors and subcontractors, certification that the
work for which payment is requested has been performed and is in place and to
the best of SUB-RECIPIENT'S knowledge, information and belief that, the quality
of such work is in accordance with the contract and subcontracts, subject to: (i)
any evaluation of such work as a functioning PROJECT upon substantial comple-
tion; (ii) the results of any subsequent tests permitted by the subcontract; and (iii)
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any defects or deficiencies not readily apparent upon inspection of the work; and
b. For final payment, that the work has been performed in a satisfactory manner and
in conformance with the contract.
4. Processing of all requests for payment shall be contingent upon the submission of the
required documentation by the contractor and subcontractor to the CITY that fully
complies with federal labor standards, uniform relocation act or any other applicable
federal, state, or local statutes, rules or regulations.
5. SUB-RECIPIENT shall forward to CITY all billings, vouchers, and other documents
representing any accounts payable, in such timely and reasonable manner as both parties
shall determine.
6. SUB-RECIPIENT shall cooperate with the CITY to facilitate the maintenance of financial
records by the CITY as required by Title 24 CFR 85.
B. Upon submission of an acceptable claim for CDBG funds, CITY shall process such claim and
shall approve such claim for payment following approval by the City's Community Development
Department,for compliance with this Agreement and applicable HUD requirements.
C. Except as provided for in Section IX and X herein, CITY shall pay all required payments against
eligible project costs, as described in Section II.B, incurred by SUB-RECIPIENT under this Agree-
ment.
VIII.ADMINISTRATION AND REPORTING REQUIREMENTS
A. SUB-RECIPIENT shall administer the Grant Funds in conformance with the regulations, policies,
guidelines and requirements of OMB Circular numbers A-110, A-122, and A-133, as they relate to
the acceptance and use of federal funds for the PROJECT.
B. SUB-RECIPIENT shall submit all required information to show compliance with applicable laws,
rules and regulations, as specified in this Agreement and shall submit to CITY a quarterly
progress report no later than the fifth day of the month following the activity being reported. Other
reporting requirements are specified in Exhibit "B" attached hereto and made a part of this
Agreement.
C. Relocation of Tenants
SUB-RECIPIENT shall comply with the requirement under the Uniform Relocation Assistance an
Real Property Acquisition Policies Act of 1970. SUB-RECIPIENT shall maintain a separate
relocation file for each displaced person/business for at least three years after the project has
been completed or the person/business has received final relocation payments,whichever is later.
Relocation costs must be paid to any tenant (residential or nonresidential) who occupies any
building being acquired and is forced to move without cause. Waiver of rights to relocation costs
can only be done by a single family homeowner.
D. Management Plan and Operating Budget of the Facility
SUB-RECIPIENT shall maintain, and keep current, a management plan and operating budget
stating policies governing the operation of the facility and shall keep this plan and budget on file
with the CITY.
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IX. TERMINATION OF AGREEMENT OR SUSPENSION OF PAYMENT
A. During the implementation of the PROJECT, CITY may terminate this Agreement or may suspend
payment of Grant Funds to SUB-RECIPIENT for SUB-RECIPIENT's substantial breach of the
Agreement, abandonment of the PROJECT or occurrence rendering impossible the performance
by SUB-RECIPIENT of this Agreement.
B. During the implementation of the PROJECT, the CITY may suspend payments of Grant Funds,
due to use of funds in a manner unrelated to SUB-RECIPIENT's performing the PROJECT,failure
by SUB-RECIPIENT in submitting supporting information or documentation for a claim,
submission by SUB-RECIPIENT of incorrect or incomplete reports, or SUB-RECIPIENT's
suspension of its pursuit of the PROJECT.
C. In the event CITY elects to terminate this Agreement or to suspend payments, for any reason
stated hereinabove in paragraph A and B of this Section IX, it shall notify the SUB-RECIPIENT, in
writing, of such action, specifying the particular deficiency, at least five (5) working days in
advance of any such action and establishing a time and a place for the SUB-RECIPIENT to refute
the alleged deficiency at a time prior to CITY's taking such action. After allowing the SUB-
RECIPIENT the opportunity to refute or correct the alleged deficiency, if the alleged deficiency
continues to exist, in the opinion of the CITY, the CITY may withhold payment of the Grant Funds
until such time as the violation or breach is remedied. No action taken or withheld by the CITY
under this paragraph shall relieve the SUB-RECIPIENT of its liability to the CITY for any funds
expended in violation of any of the terms of this Agreement.
D. SUB-RECIPIENT shall transfer to the CITY any unused CDBG funds and submit all billings
attributable to this Project at the time this Agreement terminates or is suspended.
X. REMEDIES
A. To the fullest extent permitted by law, SUB-RECIPIENT agrees to and shall indemnify, defend and
hold harmless the CITY, its officers, employees, boards and commissions from and against any
and all claims, suits, judgments, costs, attorneys fees, damages or any and all other relief or
liability arising out of or resulting from or through, or alleged to arise out of, any breach of this
agreement; misuse or misapplication of funds derived pursuant to this agreement by SUB-
RECIPIENT; violation of any statutes, rules and regulations, directly or indirectly, by SUB-
RECIPIENT and/or any of its agents or representatives; or any negligent acts or omissions of
SUB-RECIPIENT or of SUB-RECIPIENT'S officers, employees, agents or subcontractors. In the
event of any action against the CITY, its officers, employees, agents, boards or commissions
covered by the foregoing duty to indemnify, defend and hold harmless, such action shall be
defended by legal counsel of CITY'S choosing. The provisions of this paragraph shall survive any
termination and/or expiration of this agreement.
B. In the event of loss of approved Grant Funds for the PROJECT as a result of any violation or
breach of this Agreement by the CITY, misuse or misapplication of funds received from HUD
unrelated to the PROJECT, or any violation of the statutes, rules and regulations of HUD, directly
or indirectly, by CITY and/or any of its agents or representatives, CITY'S liability to SUB-
RECIPIENT shall be limited to any funds which have previously been provided to sub-recipient
pursuant to this agreement. SUB-RECIPIENT hereby waives and releases CITY from any and all
other liability pursuant to any such breach, misuse, misapplication or violation of statutes, rules or
regulations.
C. In the event HUD, or any other federal agency, makes any claim which would give rise to invoking
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the remedy provisions, as set forth in paragraph A or B of this Section X, then the CITY or SUB-
RECIPIENT shall immediately notify the other party, in writing, providing the full details of the
alleged violation. Venue for the resolution of any disputes or the enforcement of any rights arising
out of or in connection with this agreement, shall be in the Circuit Court of Kane County, Illinois.
To the extent that any such matter is not subject to exclusive federal jurisdiction. In the event of
such exclusive federal jurisdiction, venue shall be in such forum in the State of Illinois as may be
provided by applicable federal law.
D. If CITY has lost or been prevented from receiving any federal funds, other than the Grant Funds,
as a result of any alleged violation subject to the remedy provisions hereof, the SUB-RECIPIENT
shall repay, upon demand by the CITY, such amount of Grant Funds allegedly due, as a result of
the alleged breach.
XI. TIMELINESS
A. Time is of the essence of this agreement. SUB-RECIPIENT shall meet the schedule deadlines
listed below. Any milestone which the SUB-RECIPIENT does not achieve within two months of
the date listed will result in the SUB-RECIPIENT submitting a revised implementation schedule for
approval by the City's Community Development staff. Failure to achieve these deadlines may
result in the loss or reduction of grant funds at CITY'S discretion.
Target Dates Date
1. Prepare Bid Specification 06/04
2. Approve Bid Specification 06/04
3. Advertise for Bid 06/04
4. Award a Contract 08/04
5. 50%of funds expended 01/05
6. 100%of funds expended 07/05
B. SUB-RECIPIENT. Shall complete the PROJECT within twelve (12) months from the date of this
Agreement. However, in the event of any alterations or additions or of circumstances beyond the
control of SUB-RECIPIENT, which in the opinion of the Community Development Director will
require additional time for completion of said expenditures, then in that case, the time of
completion shall be extended by the Community Development Director by a period of time not to
exceed six(6) months.
C. If SUB-RECIPIENT is delayed in the completion of the PROJECT by any cause legitimately
beyond its control, as determined by the CITY, such that it cannot complete the PROJECT within
eighteen (18) months of the date of this Agreement, it shall immediately give written notice to the
CITY of the anticipated delay, the reasons therefor and request an extension of time for
completion of the PROJECT. CITY'S Community Development Director shall consider any such
request and shall make a recommendation to CITY'S City Council as to whether in his sole
discretion he considers such an extension to be reasonable and necessary, under the totality of
circumstances to be required for completion of the PROJECT due to the particular circumstances.
The CITY'S City Council shall act upon the extension request and recommendation of the
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Community Development Director and notify the SUB-RECIPIENT whether the time extension is
granted or denied, and the CITY'S intention to exercise the remedies available herein, including
but not limited to suspension of further payments. A revised implementation schedule shall be
submitted by SUB-RECIPIENT if an extension is granted by the CITY.
XII. MISCELLANEOUS PROVISIONS
A. AMENDMENTS - This Agreement constitutes the entire Agreement between the parties hereto.
Any proposed change in this Agreement shall be submitted to the other party for prior approval.
No modifications, additions, deletions, or the like, to this Agreement shall be effective unless and
until such changes are executed, in writing, by the authorized officers of each party.
B. SUBJECT TO FINANCIAL ASSISTANCE AGREEMENT - This Agreement is made subject to
financial assistance agreements between the CITY and the United States Department of Housing
and Urban Development, with the rights and remedies of the parties hereto being in accordance
with any such agreements.
C. ASSIGNMENT - except as provided in Section VI hereof, SUB-RECIPIENT shall not assign this
Agreement or any part thereof and SUB-RECIPIENT shall not transfer or assign any Grant Funds
or claims due or to become due hereunder, without the written approval of the CITY having first
been obtained.
D. ATTORNEY'S OPINION - If requested, SUB-RECIPIENT shall provide an opinion of its attorney,
in a form reasonably satisfactory to the CITY, that all steps necessary to adopt this Agreement, in
a manner binding upon SUB-RECIPIENT, have been taken by SUB-RECIPIENT, and that SUB-
RECIPIENT is in compliance with applicable local, state and federal statues, rules and regulations
for the purpose of complying with this Agreement.
E. HEADINGS -The section headings of this Agreement are for convenience and reference only and
in no way define, limit, or describe the scope or intent of this Agreement, and should be ignored in
construing or interpreting this Agreement.
F. The terms of this agreement shall be severable. In the event any of the terms or provisions of this
agreement are deemed to be void or otherwise unenforceable for any reasons, the remainder of
this agreement shall remain in full force and effect.
G. This agreement shall not be construed to create a joint venture, partnership, employment or other
agency relationship between the parties hereto.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the dates recited below.
CITY OF ELGIN, an Illinois Municipal Corporation
BY: I
David Dorgan
City Manager
DATE: 2F .a.O O
ATTEST: -
Dolonna Mecum
City Clerk
SUB-RECIPIENT: HOUSING AUTHORITY OF ELGIN
Sandra A. Freeman
Executive Director
DATE: - I3 _ c ociq
ATTEST: ,+J 11 • /) 111) "�
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RECEIVED
4.3 PROJECT APPLICATION DEC 19
CITY OF ELGIN CDBG PROGRAM
2003-2004 PROGRAM YEAR
Date of Submittal 12-18-2003
Project Name 2004-2005 Com amity Development Block Grant (CDBG)
Project Address 120 South State Street
City Elgin State II' Zip Code 60123
Census Tract 8516 Block Group 1
Submitting Agency/Organization Housing Authority of Elgin
Contact Person:
Name Sandra A. Freeman / Linda Dorsey
Address 120 South State Street
City Elgin State IL Zip Code 60123
Telephone (847) 742-3853
Fax/E-mail safreeman2 @aol.com
LDorsey@haelgin.org
Amount of CDBG Funding Request:
S 92,344.00
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OU�R1T1'aF
Coomaiss* ion=
LGINShinn Palmer,Vire Chair
Sandra A.Freeman Robert Gilliam
Executive Director Lorraine MontgonerY
Nubani Morales
Everett Woods
November 10, 2003 Orimar Gum
City of Elgin
150 Dexter Court
Elgin, IL 60120
Letter of Intent
2004 Community Development Block Grant Funds
The Housing Authority of Elgin of was created by an action of the Elgin Common
Council in 1969 on the Authority of the United State Housing Act of 1937 and Chapter
207, Acts of Illinois General Assembly in 1937. The Housing Authority of Elgin is under
the legal framework of Chapter 67 '/z of Illinois Status. We provide housing assistance to
255 low to moderate families within the Elgin and the surrounding areas making them
affordable and comfortable for family living.
Priority One
150 Energy efficient window coverings- The covering will be installed in the senior high
rise building to keep the heat inside in the winter season for extra warmth and sun out in
the summer season to keep cool the elderly seniors age 50 and above with low to
moderate income. A quote was received for the amount of$37,000.00, including
installation.
Priority Two
100 air conditioner units—The air conditioners will help unify the high rise building and
completely replace all the units for the seniors, age 50 and above, with low to moderate
income persons. A quote was received for the amount of$39,954.00, including
installation.
Total project costs including markup- $92,344.00
We are very appreciative of the financial and moral support given by the City of Elgin to
enable us to continue to upgrade the living conditions of the citizens we serve
San a A. Freeman
Executive Director
120 South State Street•Elgin.IL 60123•(847)742-3853•(847)742-1496 Fax•Section 8 Cr
STATEMENT OF PURPOSE: Provide below or attach a detailed written statement that describes the
scope of the proposed project, the need for this project, and the anticipated benefits resulting from this
project.
(See Letter of Intent)
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LOW & MODERATE. INCOME BENEFIT STATEMENT: Explain how the proposed project
benefits low and moderate income persons, households or neighborhoods. Provide supporting material,
as necessary.
The project will benefit 100% of the low to moderate income seniors in
subsidized housing located at 120 South State Street which is managed
by the Housing Authority of Elgin
Area Benefiting from proposed project:
Census Tract 8516 Block Group(s) 1
Population Benefiting from proposed project:
• Number of persons or households expected to benefit from this project 150
• Number of low/moderate income population benefiting from project
• Please describe the method used to calculate the benefit.
ELIGIBLE ACTIVITY: Identify the eligible activity that qualifies the project for CDBG funding.
Please refer to the list of activities in Section 2.3:Program Requirements of this document.
Rehabilitation assistance to a privated owned residential property for
seniors (age 50 and above) which will unify the building in a housing
residency.
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NATIONAL OBJECTIVE: Identify the National Objective that is met to qualify the project for CDBG
funding. Please refer to the list of objectives in Section 2.3:Program Requirements of this document.
The project benefit low to moderate persons with 51% of them within the
income requirements. The project will unifty the building exteriors.
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PROJECT COST ESTIMATE: Provide cost information below and/or attach additional cost estimate
summaries. Ten percent (10%) of the cost subtotal must be added for both federal labor standards and
project contingency costs.
Project Cost Elements Estimated Cost
1. Energy efficient Window Covering $37,000.00
2. Air Conditioner Units $39,954.00
3.
4.
5. Estimated Cost Subtotal $76,954.00
6. Add 10%of line 5 for 7,695.00
federal labor standards
7. Add 10%of line 5 for 7,695.00
project contingency
8. Total Estimated Cost $92,344.00
OTHER PROJECT FUNDING SOURCES AND AMOUNTS:
Funding Source Amount of Funding
1.
2. $
'3. $
4. $
Total Funding From Other Sources $ 0
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PROJECT IMPLEMENTATION: List of major tasks to implement project and a time-frame (length
of time needed)for the completion of each task.
Task Time frame
1. Window Coverings 30-45 days
2. A/C Units 60-70 days
3.
4.
5.
6.
7.
8.
9.
10.
Total number of months required for project completion: 3 1/2 Months
DOCUMENTATION AND REPORTING: During the course of this project, you are required by federal
regulations to report on the clientele served by this project. Describe the method you will use to collect and
maintain information on the:
• Number of persons/households being served 150
• Number of low and moderate income persons/households being served
• Household size and household income of clientele served 1 — 2
• Race/ethnicity of clientele served
• Number of female-headed households served 66
• 18
•
SK/RMONT MECHANICAL CONTRACTORS, INC,
i?Strong Tradition In Service
Housing Authority of Elgin November 12, 2003
120 South State Re: 120 S. State, Elgin
Elgin, Illinois 60123 Page 1 of 2
Ms. Linda Dorsey See attachment A
AIR CONDITIONER INSTALL PROPOSAL
ITEM I
Furnish labor and material to install fify (50) sleeve air conditioners, all for the total amount
of$39 954.00.
ITEM II
We propose to furnish labor, material, to install a second fifty(50) sleeve air conditioners in
conjunction with ITEM I. For the additional amount of$29,850.00.
Skirmont Mechanical Contractors Standard Terms and Conditions are to be included as part
of this agreement. See attachment A.
Acceptance: The above prices, scope of work, terms and conditions are satisfactory and are
hereby accepted. You are authorized to do the work as specified.
Signature (s) and
Item(s) accepted Date of acceptance ,
Ja,', . i ; •nt
if
I
kirmo Mechanical Contractors, Inc.
Please Sign
and Return
•
is
THE HOUSING AUTHORITY OF ELGIN
450 HAMMOND AVE. • ELGIN, ILLINOIS 50120 PHONE: (547) 098-5292 • FAX: (547) 580-9304
TERMS AND CONDITIONS
GENERAL TERMS AND CONDITIONS: The following terms and conditions apply to all negotiations, quotations,
orders,acceptance sales and deliveries which shall be deemed to have merged herein. No terms and conditions or other
understanding,oral or written,in any way purporting to vary or add to these terms and conditions,whether contained in
buyer's forms or elsewhere, shall be binding on Skirmont Mechanical Contractors, Inc. A purchase order will be
considered by Skirmont Mechanical Contractors,Inc. to be an acceptance of its terms as contained herein. Buyer may
accept this offer only on the terms set forth herein. By acceptance of performance by Skirmont Mechanical Contractors,
Inc.buyer agrees to the following terms,whether or not buyer has signed the front thereof.
QUOTATIONS: Written quotations automatically expire thirty(30)days from the date of the quotation and are subject
to termination by notice from Skirmont Mechanical Contractors, Inc. within that period. Skirmont Mechanical
Contractors,Inc.shall have no liability with respect to any oral quotations unless confirmed in writing.
INSURANCE: This quotation includes coverage for workers compensation, public liability, umbrella, and auto
insurance. Any additional insurance requirements will increase the price accordingly.
PERMITS/LICENSESBONDS: This quotation does not include the cost of permit(s),license(s)or bonding. If these
are requested additional amounts will be due to Skirmont Mechanical Contractors,Inc.to cover costs associated with
providing same.
OVERTIME: Quotation(s)does not include the cost of overtime labor unless so stated in proposal. All labor is to be
performed during normal business hours 7:00 AM to 3:30 PM Monday thru Friday(excluding holidays). Any request for
labor to be performed outside of normal business hours will be billed as an additional labor charge at appropriate
overtime rates.
SPECIAL HANDLING: Work is based on the assumption that no hazardous products or conditions exist. If special
handling to comply with governmental regulations(i.e.)employee protection and/or testing,etc.becomes necessary the
CUSTOMER agrees to pay the additional costs associated with such compliance.
UTILITIES: Unless otherwise specified the CUSTOMER will provide, free of charge, to Skirmont Mechanical
Contractors, Inc. heat, 110/220V single phase power for lights and 220/440V three phase power for equipment and
potable water within 100 feet of the work area.
STORAGE SPACE: The CUSTOMER will provide adequate secured storage and parking adjacent to the work site.
Any additional cost will be billed accordingly.
TECHNICAL ADVICE: Technical advice is furnished as an accommodation to the CUSTOMER. Skirmont Mechanical
Contractors,Inc.assumes no liability and therefore CUSTOMER accepts such advice at CUSTOMER's sole risk.
WARRANTY: Skirmont Mechanical Contractors,Inc.Warranties that its work has been performed in a workmanlike
manner and that the completed work will be free from defects in workmanship for a period of six(6)months following
installation. This warranty does not include coverage for the negligence of others, including the CUSTOMER,and is
subject to a right of inspection by Skirmont Mechanical Contractors,Inc. prior to honoring any claim made hereunder.
The liability of Skirmont Mechanical Contractors,Inc. for all warranties,express or implied,shall not exceed the gross
contract price.Further Skirmont Mechanical Contractors,Inc.shall not be liable for CUSTOMER's misuse and will not
be liable for any consequential or special damages associated with the use or non-operation of the subject equipment. It
is understood that a defect in any part of material(s)and/or workmanship furnished by Skirmont Mechanical Contractors,
Inc. shall not constitute a defect in the whole. Skirmont Mechanical Contractors, Inc. warranty does not include the
product itself, but only the installation of the product. The CUSTOMER receives only the manufacturer's limited
warranties on the product which may vary according to the terms given by each manufacturer. Partial repair work does
not carry a warranty.
PAYMENT TERMS: The terms of payment set forth shall govern. All invoices are due upon presentation. If the
CUSTOMER does not pay said invoice within thirty days,the CUSTOMER agrees to pay interest at a rate of 1-1/2%a
month(18%per annum). If collection of the CUSTOMER's unpaid invoice(s)by Skirmont Mechanical Contractors,Inc.
or its agent becomes necessary,the CUSTOMER agrees to pay the cost of collection and any reasonable attorney fees
associated with the collection of the unpaid debt.
ounow
• Quotation
•
•
• To:
Quotation #:SI-001
169 Lovell Street Date: October 2,2003
• Elgin, IL 60120 Customer ID:
• (847) 622-8735
• (847) 841-1343 (Fax)
•
•
•
•
•
M-001 David Harris 1!2 Down Net 30
•
•
•• 100 0 Bedroom Energy/ 21,145.00
• Efficient
• Window
• Covering
• 45 1 Bedroom 3,212.12
•
•
•
• 2 Bedroom 12,642.88
Subtotal $37,000.00
•• Tax
711V• Sh ni
Miscellaneous
Balance Due $37,000.00
Quotation valid for 6 days.
Quotation prepared by: ,
This is a quotation on the g named,subject to the conditions noted below:
Describe any conditions pertaining to these prices and any additional terms of the agreement.
You may want to indude contingencies that will affect the quotation.
To accept this quotation, sign here and return:
SHIRAH INTERIORS
Material: Energy efficient PVC vinyl with valance
Fire Rating: Flame Retardant
Opacity: 16,000 fc/ 16 fc(+/- 10%)
1/10 of 1%Light Transmission
Duplexed: Color chosen
Type: Duplexed co-extrusion with a print.
Care: Clean with mild soap and water, rinse with mild soap and
waters. Allow soap film to dry on louver. Do not rinse
with clear water or wipe dry
Warranty: Blind - Guaranteed for 3 years against cracking, warping
and yellowing. See warranty for details and limitations.
Track-lifetime warranty
Installation: 5 —7 business days
Clean-Up: All scrap with be hauled away
SIRRAH INTERIORS
Energy Efficient Window Covering
NUMBER OF WINDOWS AND SIZES
2 BEDROOM-5 UNITS
5 @103X64
5@ 50X64
10@ 56X64
1 BEDROOMS-45 UNITS
90 @50X64
90 @56X64
0 BEDROOMS- 100 UNITS
100 @ 134 X64
Report HERMWDET Run 2229 ELGIN HOUSING AUTHORITY 17 NOV 2003 Page 2
INCOME MIXING - DETAIL for CV program
NAME CLIENT UNIT ADDRESS CITY, STATE ZIP FAM INCOME 30% 50% 80% >80%
RAYFIELD, CARMEN C 002650 200249 3 CLIFFORD COURT C ELGIN,IL 60123 3 15906 X
MCBRYDE, KANEESHA M 004448 200254 5 CLIFFORD COURT A ELGIN,IL 60123 3 0 X
WHITE, ZONYA R 004703 200251 4 CLIFFORD A ELGIN,IL 60123 3 18472 X
MCCULLUM, BANIKA P 004784 200240 1 CLIFFORD COURT A ELGIN,IL 60123 3 0 X
SPATES, DOLLY Y 004841 200256 6 CLIFFORD COURT A ELGIN,IL 60123 3 16188 X
TENNER, ERICA C 005233 200268 1 CLIFFORD COURT B ELGIN,IL 60123 3 0 X
JOY, ANGIE N 005977 200269 PO BOX 5200 ELGIN,IL 60121 3 12584 X
JOHNSON, LATOSHA M 006074 200245 2 CLIFFORD COURT C ELGIN,IL 60123 3 0 X
DOUGLAS, SHAUNA L 006445 200253 4 CLIFFORD COURT D ELGIN,IL 60123 3 0 X
SANDERS, TEKELIA S 007559 200255 5 CLIFFORD COURT C ELGIN,IL 60123 3 0 X
WATKINS, DEBRA A 007824 200242 1 CLIFFORD D ELGIN,IL 60123 3 2392 X
MITCHELL, SHANTA M 009277 200250 3 CLIFFORD COURT D ELGIN,IL 60123 3 20800 X
BALDWIN, JULIANNE M 009509 200270 6 CLIFFORD COURT D ELGIN,IL 60123 3 0 X
WESTBROOK, MELISSA A 009613 200252 4 CLIFFORD COURT B ELGIN,IL 60123 3 16380 X
ABRAHAM, LUZ N 011067 200258 6 CLIFFORD COURT C ELGIN,IL 60123 3 8940 X
MOTTLEY, KIMIATA C 011885 200257 6 CLIFFORD COURT B ELGIN,IL 60123 3 9100 X
SHARPE, GEORGIA 005004 200266 5 CLIFFORD D ELGIN,IL 60123 4 6406 X
COLLINS, NICOLE R 005351 200263 4 CLIFFORD COURT C ELGIN,IL 60123 4 0 X
STANFORD, HATTIE L 006422 200248 3 CLIFFORD COURT B ELGIN,IL 60123 4 1284 X
HILL, ELEANOR J 007694 200243 2 CLIFFORD COURT A ELGIN,IL 60123 4 0 X
PINEDA, MARIA S 012139 200244 2 CLIFFORD COURT B ELGIN,IL 60123 4 4020 X
TOTAL COUNT FOR PROJECT 003
21 2 0 0
PROJECT - 004
NAME CLIENT UNIT ADDRESS CITY, STATE ZIP FAM INCOME 30% 50% 80% >80%
MOORE, IRENE 001468 200265 583 OWASCO C ELGIN,IL 60123 2 6540 X
REAL, EDUVIGES 006207 200261 PO BOX 7174 ELGIN,IL 60121 2 0 X
SMITH, OLLIE M 007491 200262 591 OWASCO AVE D ELGIN,IL 60123 2 14496 X
SALINAS, MARIO 010561 200267 583 OWASCO B ELGIN,IL 60123 2 0 X
SKINNER, EDMUND C 007508 200264 591 OWASCO B ELGIN,IL 60123 4 26478 X
SMITH, LISA A 012085 200259 583 OWASCO A ELGIN,IL 60123 5 21642 X
TOTAL COUNT FOR PROJECT 004 =___ _=__ __- 'i.m..=
6 0 0 0
PROJECT` - 005
NAME* CLIENT UNIT ADDRESS CITY, STATE ZIP FAM INCOME 30% 50% 80% >80%
LANDT, EDWARD A 001126 500388 120 S STATE 813 ELGIN,IL 60123 0 6444 X
BOENING, FRED 001312 500413 120 S. STATE STREET 1008 ELGIN,IL 60123 0 13462 X
COTTS, NICOLASA 001402 500289 120 S STATE 204 ELGIN,IL 60123 0 6132 X
STEWART, MARY 001419 500317 120 S STATE STREET 402 ELGIN,IL 60123 0 7920 X
WILLEY, PAM 001420 500411 120 S STATE 1006 ELGIN,IL 60123 0 13301 X
AUSTIN, AGNES 001425 500303 120 S STATE 303 ELGIN,IL 60123 0 8220 X
FALKES, ANN 001441 500328 120 S STATE 413 ELGIN,IL 60123 0 7812 X
GALL, FLORENCE 001474 500345 120 S STATE 515 ELGIN,IL 60123 0 8576 X
PRUSAK, JAMES 001475 500346 120 S STATE 601 ELGIN,IL 60123 0 8567 X
MYERS, LAVERNE 001480 500349 120 S STATE 604 ELGIN,IL 60123 0 7932 X
SMITH, CYRENE 001533 500321 120 S STATE 406 ELGIN,IL 60123 0 9348 X
MEDRANO, LUIS 001547 500403 120 S STATE 913 ELGIN,IL 60123 0 6864 X
MIX-WAIT-DET-REP Release CCSHE 4.8 By pts9 CCSHE for pts9 EUNICE on 11:02:14 NOV 17 2003
Report HERMWDET Run 2229 ELGIN HOUSING AUTHORITY 17 NOV 2003 Page 3
INCOME MIXING - DETAIL for CV program
NAME CLIENT UNIT ADDRESS CITY, STATE ZIP FAM INCOME 30% 50% 80% >80%
MORRIS, FERN P 001557 500407 120 S. STATE STREET 1002 ELGIN,IL 60123 0 8052 X
ACEVEDO, BERNARDA 001752 500363 120 S. STATE STREET 703 ELGIN,IL 60123 0 6864 X
PEREZ, BRUNO 002266 500301 120 S. STATE STREET 301 ELGIN,IL 60123 0 6864 X
BROWN, MARY K 002396 500401 120 S STATE 911 ELGIN,IL 60123 0 5976 X
ANDERSON, RICHARD N 002427 500382 120 S STATE 807 ELGIN,IL 60123 0 6048 X
BAUMGARTEN, KAREN 002432 500305 120 S. STATE STREET 305 ELGIN,IL 60123 0 8189 X
NEAL, KEVIN 002493 500299 120 S STATE 214 ELGIN,IL 60123 0 6930 X
ZIEGERT, BARB 002502 500354 120 S STATE 609 ELGIN,IL 60123 0 8772 X
MARTIN, ANDERSON E 002523 500294 120 S STATE 209 ELGIN,IL 60123 0 6540 X
JONES, BETTY L 002627 500292 120 S STATE 207 ELGIN,IL 60123 0 7027 X
SANTANA, JUAN 002718 500282 120 S STATE 112 ELGIN,IL 60123 0 6870 X
BARNES, ROGER 002737 500389 120 S STATE 814 ELGIN,IL 60123 0 22440 X
REED, VELMA 003128 500368 120 S. STATE STREET 708 ELGIN,IL 60123 0 0 X
DIRKS, DAVE 003364 500404 120 S STATE 914 ELGIN,IL 60123 0 7860 X
JENSEN, SHIRLEY A 003422 500274 120 S STATE 104 ELGIN,IL 60123 0 12896 X
MILLER, ABRAHAM 003590 500326 120 S STATE 411 ELGIN,IL 60123 0 11364 X
DORSEY, DOROTHY 003698 500273 120 S STATE 103 ELGIN,IL 60123 0 10728 X
WHEELER, MILES E 003719 500316 120 S STATE 401 ELGIN,IL 60123 0 7027 X
STARR-BRESETTE, GEORGE 004033 500320 120 S STATE 405 ELGIN,IL 60123 0 7384 X
ANDERSON, CLIFFORD C 004064 500286 120 S STATE 201 ELGIN,IL 60123 0 10892 X
STALEY, WANDA M 004069 500357 120 S STATE 612 ELGIN,IL 60123 0 7224 X
THOMAS, MARY L 004164 500351 120 S. STATE STREET 606 ELGIN,IL 60123 0 6864 X
FARBACK, KAY M 004207 500392 120 S STATE 902 ELGIN,IL 60123 0 9348 X
ROBOTHAM, LILLIAN M 004273 500314 120 S STATE 314 ELGIN,IL 60123 0 9048 X
BEATHEA, ELIZA 004274 500302 120 S STATE 302 ELGIN,IL 60123 0 9096 X
CREEL, HELEN J 004376 500318 120 S. STATE STREET 403 ELGIN,IL 60123 0 12800 X
RODRIGUEZ, RICARDO M 004378 500362 120 S. STATE STREET 702 ELGIN,IL 60123 0 10872 X
MAXWELL, LIN L 004433 500341 120 S STATE 511 ELGIN,IL 60123 0 11208 X
MOELLER, WILBERT J 004498 500414 120 S STATE 1009 ELGIN,IL 60123 0 6816 X
HURSEY, JAMES W 004582 500307 120 S STATE 307 ELGIN,IL 60123 0 11292 X
MORSTADT, CHRISTINA L 004670 500330 120 S STATE 415 ELGIN,IL 60123 0 6624 X
BENNETT, PATRICIA 004771 500272 120 S STATE 102 ELGIN,IL 60123 0 9155 X
BASKIN, ALTON 004956 500386 120 S. STATE STREET 811 ELGIN,IL 60123 0 6936 X
LEWANDOWSKI, CYNTHIA M 005059 500348 120 S STATE 603 ELGIN,IL 60123 0 11580 X
SANTSCHI, KATHLEEN J 005149 500290 120 S. STATE STREET 205 ELGIN,IL 60123 0 5112 X
LAZENBY, STEVE M 005238 500398 120 S. STATE STREET 908 ELGIN,IL 60123 0 8763 X
FELICIANO, MARIA 005309 500279 120 S STATE 109 ELGIN,IL 60123 0 7056 X
LIU, HANG-CHUN 005410 500342 120 S STATE 512 ELGIN,IL 60123 0 7127 X
RUSSELL, JANE 005602 500364 120 S. STATE STREET 704 ELGIN,IL 60123 0 4716 X
SZYPER, FAY C 005673 500371 120 S STATE 711 ELGIN,IL 60123 0 6624 X
CORTINAS, ANTHONY D 005763 500355 120 S STATE 610 ELGIN,IL 60123 0 7152 X
BROZNY, DIANE 006049 500304 120 S STATE 304 ELGIN,IL 60123 0 13244 X
GRABOW, MATTHEW J 006060 500376 120 S. STATE STREET 801 ELGIN,IL 60123 0 9348 X
ZOLTS, BARBARA R 006143 500323 120 S. STATE STREET 408 ELGIN,IL 60123 0 9372 X
HILL, BILLY J 006417 500399 120 S STATE 909 ELGIN,IL 60123 0 6624 X
ARTHUR, JAMES N 006480 500419 120 S STATE STREET 1014 ELGIN,IL 60123 0 7104 X
NORRIS, ALVINO 006608 500288 120 SOUTH STATE STREET 203 ELGIN,IL 60123 0 6540 X
CLARKE, AMELIA S 006668 500390 120 S STATE 815 ELGIN,IL 60123 0 6474 X
FECK, KEITH A 006743 500324 120 S STATE 409 ELGIN,IL 60123 0 7904 X
BOLTON, PATRICIA G 006759 500297 120 S STATE 212 ELGIN,IL 60123 0 6552 X
STARK, LINDA M 006761 500300 120 S STATE 215 ELGIN,IL 60123 0 5840 X
KOCH, KAY A 006816 500410 120 S STATE 1005 ELGIN,IL 60123 0 3528 X
CLEMENSON, BONNIE L 006837 500385 120 S STATE 810 ELGIN,IL 60123 0 8232 X
MIX-WAIT-DET-REP Release CCSHE 4.8 By pts9 CCSHE for pts9 EUNICE on 11:02:14 NOV 17 2003
Report HERMWDET Run 2229 ELGIN HOUSING AUTHORITY 17 NOV 2003 Page 4
INCOME MIXING - DETAIL for CV program
NAME CLIENT UNIT ADDRESS CITY, STATE ZIP FAM INCOME 30% 50% 80% >80%
POLASH, JAMES M 006898 500406 120 S STATE 1001 ELGIN,IL 60123 8604 X
KOZLOWSKI, MICHAEL E 006899 500356 120 S STATE 611 ELGIN,IL 60123 7812 X
MILLS, CLARA L 006900 500372 120 S. STATE STREET 712 ELGIN,IL 60123 6864 X
NORMAN, SOO 0 006919 500335 120 S STATE 505 ELGIN,IL 60123 9504 X
MORRELL, KENNETH 007376 500408 120 S STATE 1003 ELGIN,IL 60123 15152 X
GILKEY, WILL T 007435 500380 120 S. STATE STREET 805 ELGIN,IL 60123 13846 X
LUCENA, MARIA B 007503 500369 120 S STATE 709 ELGIN,IL 60123 0 X
NEWBROUGH, DEBORAH A 007506 500373 120 S STATE 713 ELGIN,IL 60123 7080 X
ACEVEDO, MAXIMINO 007526 500313 120 S STATE 313 ELGIN,IL 60123 6864 X
SCARBROUGH, CHARLES 007533 500381 120 S. STATE STREET 806 ELGIN,IL 60123 6624 X
SALGADO, MARIA A 007537 500329 120 S STATE 414 ELGIN,IL 60123 0 X
ELDRIDGE, HELEN M 007555 500418 120 S STATE 1013 ELGIN,IL 60123 6624 X
JONES, RENNIE 007619 500387 120 S STATE 812 ELGIN,IL 60123 6624 X
SMITH, LILLIAN 007623 500375 120 S. STATE STREET 715 ELGIN,IL 60123 8160 X
SAYTHANY, BOUNMY B 007645 500391 120 S STATE 901 ELGIN,IL 60123 12187 X
GREEN, AMANDA M 007684 500331 120 S STATE 501 ELGIN,IL 60123 6780 X
LUTZ, JUDITH A 007847 500383 120 S STATE STREET 808 ELGIN,IL 60123 6264 X
PASHOLK, PEARL D 007872 500378 120 S STATE 803 ELGIN,IL 60123 12493 X
BURHELL, SANDRA J 007883 500377 120 S STATE 802 ELGIN,IL 60123 7136 X
MARTINEZ, PAULA 007888 500315 120 S STATE 315 ELGIN,IL 60123 6816 X
RODRIGUEZ, HERLINDA 008117 500353 120 S STATE 608 ELGIN,IL 60123 6624 X
HARVELL, ZENOBIA L 008668 500312 120 S. STATE STREET 312 ELGIN,IL 60123 5784 X
ARMOUR, JOE C 008724 500409 120 S. STATE STREET 1004 ELGIN,IL 60123 15344 X
SMITH, DOROTHY 008835 500412 120 S STATE 1007 ELGIN,IL 60123 7136 X
RODRIGUEZ, VIRGILIO G 008841 500325 120. S. STATE STREET 410 ELGIN,IL 60123 8688 X
SONKESAK, BOUNTANH 008882 500417 120 S STATE 1012 ELGIN,IL 60123 6540 X
RANCE, LEE B 009083 500284 120 S. STATE STREET 114 ELGIN,IL 60123 6624 X
CORDER, ALBERT 009163 500287 120 S. STATE STREET 202 ELGIN,IL 60123 6780 X
WEST, SAVANNA L 009187 500285 120 S STATE 115 ELGIN,IL 60123 8604 X
AGUIRRE, GUADALUPE C 009192 500278 120 S. STATE STREET 108 ELGIN,IL 60123 7136 X
XOUMPHONPHAKDY, NOUNE 009654 500337 120 S. STATE STREET 507 ELGIN,IL 60123 6540 X
MARCY, DOROTHY L 009702 500395 120 S. STATE STREET 905 ELGIN,IL 60123 3900 X
MAKINDE, BOLAJOKO 009752 500295 120 S. STATE STREET 210 ELGIN,IL 60123 8112 X
MAKINDE, BABATUNDE A 009755 500309 120 S. STATE STREET 309 ELGIN,IL 60123 6760 X
NAPPIER, GOVNEOR 009819 500298 120 S. STATE STREET 213 ELGIN,IL 60123 24164 X
THOMPSON, JAMES J 009924 500352 120 S. STATE STREET 607 ELGIN,IL 60123 9024 X
SIYAVONG, JOHN B 010415 500343 120 S. STATE STREET 513 ELGIN,IL 60123 8201 X
SENESAC, JOYCE M 010860 500293 120 S. STATE STREET 208 ELGIN,IL 60123 8448 X
LIMOS, SEGUNDINO Y 010868 500283 120 S. STATE STREET 113 ELGIN,IL 60123 6413 X
BLUE, ROSE L 011088 500367 120 S. STATE STREET 707 ELGIN,IL 60123 6239 X
PHOMMAHASAY, NOUANECHA 011410 500400 120 S. STATE STREET 910 ELGIN,IL 60123 6540 X
LEMON, HERBERT 011531 500319 120 S. STATE STREET 404 ELGIN,IL 60123 17992 X
BORING, PATRICIA A 011892 500370 120 S. STATE STREET 710 ELGIN,IL 60123 9236 X
DEAN, WILLIAM J 011980 500277 120 S. STATE STREET 107 ELGIN,IL 60123 27902 X
MARKHAM, JULY L 012023 500322 120 S. STATE STREET 407 ELGIN,IL 60123 0 X
KRAUS, ELIZABETH S 012323 500339 120 S. STATE STREET 509 ELGIN,IL 60123 18009 X
MCKEE, DONNIE R 012450 500397 120 S. STATE STREET 907 ELGIN,IL 60123 6864 X
ATWOOD, PAUL B 012555 500280 120 S. STATE STREET 110 ELGIN,IL 60123 8508 X
PRANDO, STEVEN F 012556 500359 120 S. STATE STREET 614 ELGIN,IL 60123 2676 X
MERTES, ELIZABETH H 012584 500360 120 S. STATE STREET 615 ELGIN,IL 60123 5436 X
MCCUTCHEON, ANABEL J 012597 500338 120 S. STATE STREET 508 ELGIN,IL 60123 6624 X
BRUCKNER, IRENE 012669 500415 120 S. STATE STREET 1010 ELGIN,IL 60123 0 X
FORMER, JAMES 012672 500310 120 S. STATE STREET 310 ELGIN,IL 60123 14776 X
MIX-WAIT-DET-REP Release CCSHE 4.8 By pts9 CCSHE for pts EUNICE on 11:02:14 NOV 17 2003
Report HERMWDET Run 2229 ELGIN HOUSING AUTHORITY 17 NOV 2003 Page 5
INCOME MIXING - DETAIL for CV program
NAME CLIENT UNIT ADDRESS CITY, STATE ZIP FAM INCOME 30% 50% 80% >80%
AGUINA, DAVID 001274 500366 120 S STATE 706 ELGIN,IL 60123 1 17784 X
ROSARIO, OSCAR 001768 500276 120 S STATE 106 ELGIN,IL 60123 1 13584 X
BURTON, HARRIET 001830 500332 120 S. STATE STREET 502 ELGIN,IL 60123 1 10824 X
MOORE, ROBERT 002123 500327 120 S. STATE STREET 412 ELGIN,IL 60123 1 19184 X
REED, ALBERT J 003454 500281 120 S. STATE STREET 111 ELGIN,IL 60123 1 6540 X
GOMEZ, TIMOTHY J 003746 500306 120 S. STATE STREET 306 ELGIN,IL 60123 1 26000 X
HALL, STEVEN M 008853 500396 120 S. STATE STREET 906 ELGIN,IL 60123 1 21610 X
WYATT, EARL K 009005 500336 120 S. STATE ST 506 ELGIN,IL 60123 1 15060 X
DO, DOMINIQUE D 010788 500296 120 S. STATE STREET 211 ELGIN,IL 60123 1 9804 X
CASH, BOBBY R 010854 500291 120 S. STATE STREET 206 ELGIN,IL 60123 1 13914 X
PECORARO, COSMO F 011246 500311 120 S. STATE STREET 311 ELGIN,IL 60123 1 0 X
WARDA, MARIAM Y 011406 500393 120 S. STATE STREET 903 ELGIN,IL 60123 1 9948 X
CARLSON, ROBERT S 011807 500334 120 S. STATE STREET 504 ELGIN,IL 60123 1 8088 X
LOKO, OLANDA 011866 500333 120 S. STATE STREET 503 ELGIN,IL 60123 1 0 X
YOUSEF, CRESTINA Y 011458 500340 120 S. STATE STREET 510 ELGIN,IL 60123 2 6540 X
TOTAL COUNT FOR PROJECT 005
125 7 1 0
PROJECT - 006
NAME CLIENT UNIT ADDRESS CITY, STATE ZIP FAM INCOME 30% 50% 80% >80%
GEBRETENSAI, ABREHET 002736 400431 621 WING STREET L ELGIN,IL 60123 2 11262 X
MITCHELL, CYNTHIA M 001087 400429 621 WING STREET J ELGIN,IL 60123 3 11180 X
PHAN, KY T 001645 400426 621 WING STREET F ELGIN,IL 60123 3 5720 X
VELAZQUEZ, DENISE C 004013 400424 621 WING STREET D ELGIN,IL 60123 3 17854 X ,
OHARA, JANICE L 004371 400422 621 WING STREET B ELGIN,IL 60123 3 10200 X
KIRBY, MARISSA S 008000 400425 621 WING STREET E ELGIN,IL 60123 3 0 X
STEWART, ALICIA A 008340 400421 621 WING STREET A ELGIN,IL 60123 3 0 X
GONZALEZ, BRENDA C 009161 400430 621 WING STREET K ELGIN,IL 60123 3 0 X
NELSON, TIFFANY T 010744 400423 621 WING STREET C ELGIN,IL 60123 3 0 X
TOTAL COUNT FOR PROJECT 006
9 0 0 0
PROJECT - 007
NAME CLIENT UNIT ADDRESS CITY, STATE ZIP FAM INCOME 30% 50% 80% >80%
CORTEZ, LUCY 000398 400451 951 ELIZABETH A ELGIN,IL 60123 3 26478 X
RODRIGUEZ, GENEROSA 000947 400452 951 ELIZABETH B ELGIN,IL 60123 3 7908 X
DOMINGUEZ, MARIA C 004728 400455 951 ELIZABETH E ELGIN,IL 60123 3 22506 X
BRYANT, ROSIE N 007592 400454 951 ELIZABETH STREET D ELGIN,IL 60123 3 27352 X
WORDLAW, SHARON L 009479 400453 951 ELIZABETH STREET C ELGIN,IL 60123 3 936 X
TOTAL COUNT FOR PROJECT 007
3 2 0 0
PROJECT - 008
NAME CLIENT UNIT ADDRESS CITY, STATE ZIP FAM INCOME 30% 50% 80% >80%
CHEEKS, OLIVIA 000358 400434 270 NORMAN NELSON B ELGIN,IL 60123 2 7380 X
HARRIS, KENYA T 007805 400436 270 NORMAN NELSON D ELGIN,IL 60123 2 24502 X
SAYANTO, NOVI 007823 400442 280 NORMAN NELSON D ELGIN,IL 60123 2 15600 X
MIX-WAIT-DET-REP Release CCSHE 4.8 By pts9 CCSHE for pts9 EUNICE on 11:02:14 NOV 17 2003
RESOLUTION NUMBER#961
APPROVAL TO SUBMIT APPLICATION FOR
COMMUNITY DEVELOPMENT BLOCKS GRANT FUNDS
FYE 2004-2005
WHEREAS, The Housing Authority of Elgin to submit an application for the 2004-
2005 Community Development Block Grant Funds
WHEREAS, The City of Elgin accepts application until December 30, 2003 for
the Community Development Block Grant
WHEREAS, The quote of 150 energy efficient window coverings for$37,000.00 and
50 air conditioner units for$39,954.00 plus markup cost for a Total of
$92,344.00.
WHEREAS, The window coverings for 150 units and air conditioner units for
50 units at Central Park Towers
NOW THEREFORE BE IT RESOLVED
Upon adoption of this resolution,The Board of"
Commission hereby submits application for the
CBDG Grant Fund through the City of Elgin.
r
Present this 16th day of December,2003
Adopted this 16th day of December.2003
Jessi .Jones, C •
ATTEST:
I dra A.Freeman
Secretary/Treasurer/Executive Director
EXHIBIT B
ASSURANCES
The SUB-RECIPIENT hereby warrants and represents that it will comply with the regulations, policies,
guidelines and requirements with respect to the acceptance and use of CDBG funds in accordance with
the ACT and the City of Elgin policies. Also, the SUB-RECIPIENT certifies with respect to the grant that:
1. It possesses legal authority to make a grant submission to the City and to execute a community
development and housing program;
2. Its governing body has duly adopted or passed as an official act, a resolution, motion or similar
action authorizing the person identified as the official representative of the SUB-RECIPIENT to
execute the Agreement, all understandings and assurances contained herein, and directing the
authorization of the person identified as the official representative of the SUB-RECIPIENT to act in
connection with the execution of the Agreement and to provide such additional information as may
be required.
3. Prior to submission of its application to the City, the SUB-RECIPIENT has:
(A) Met the citizen participation requirements of 570.301(b)and has provided citizens with:
(1) The estimate of the amount of CDBG funds proposed to be used for activities that
will benefit persons of low and moderate income; and
(2) Its plan for minimizing displacement of persons as a result of activities assisted
with CDBG funds and to assist persons actually displaced as a result of such
activities;
(B) Prepared its application in accordance with the policies of the City of Elgin and made the
application available to the public;
4. The grant will be conducted and administered in compliance with:
(A) Title VI of the Civil Rights Act of 1964 (Pub. L. 88-352 42 U.S.C. Sec 2000d et seq.) and
implementing regulations issued at 24 CFR Part I;
(B) Title VIII of the Civil Rights Act of 1968 (Pub. L. 90-208), as amended; and that the
SUBGRANTEE will administer all programs and activities related to housing and commu-
nity development in a manner to affirmatively further fair housing;
(C) Section 109 of the Housing and Community Development Act of 1974, as amended; and
the regulations issued pursuant hereto;
(D) Section 3 of the Housing and Urban Development Act of 1968, as amended;
(E) Executive Order 11246-Equal Opportunity, as amended by Executive Orders 11375 and
12086, and implementing regulations issued at 41 CFR Chapter 60;
(F) Executive Order 11063-Equal Opportunity in Housing, as amended by Executive Order
12259, and implementing regulations at 24 CFR Part 107;
(G) Section 504 of the Rehabilitation Act of 1973 (Pub. L. 93-112), as amended, and
implementing regulations when published in effect;
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(H) The Age Discrimination Act of 1975 (Pub. L. 94-135), as amended, and implementing
regulations when published for effect;
(1) The relocation requirements of Title II and the acquisition requirements of Title III of the
Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as
amended, and the implementing regulations at 24 CFR Part 42, as required under 24
CFR 570.606;
(J) The labor standards requirements as set forth in 24 CFR Part 570, Subpart K and HUD
regulations issues to implement such requirements;
(K) Executive Order 11988 relating to the evaluation of flood hazards and Executive Order
11738 relating to the prevention, control and abatement of water pollution;
(L) The flood insurance purchase requirements of Section 102(a) of the Flood Disaster
Protection Act of 1973 (Pub. L. 93-234);
(M) The Fair Housing Act(42 U.S.C. 3601-20);
5. Its notification, inspection, testing and abatement procedures concerning lead-based paint will
comply with 570.608; and
6. When a grant is in excess of $100,000 it will comply with all applicable standards, orders, or
requirements issued under Section 308 of the Clean Air Act (42 U.S.C. 1857(h), Section 508 of
the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and Environmental Protection
Agency regulation (40 CFR Part 15), which prohibit the use under nonexempt Federal contracts,
grants or loans, of facilities included on the EPA list of Violating Facilities. The provision shall
require reporting of violations to the County, HUD, and to the AESOP Assistant Administrator for
Enforcement(EN-329).
7. It has developed its application so as to give maximum feasible priority to activities which benefit
low and moderate income families or aid in the prevention or elimination of slums or blight; (the
application may also include activities which the SUB-RECIPIENT certifies are designed to meet
other community development needs having a particular urgency because existing conditions
pose a serious and immediate threat to the health or welfare of the community, and other financial
resources are not available);
8. It is following the current City of Elgin Consolidated Plan which has been approved by HUD
pursuant to 570.306; and
9. It will not attempt to recover any capital costs of public improvements assisted in whole or in part
with funds provided under Section 106 of the ACT or with amount resulting from a guarantee
under Section 108 of the ACT by assessing any amount against properties owned and occupied
by persons of low and moderate income, including any fee charged or assessment made as a
condition of obtaining access to such public improvements, unless: (1) funds received under
Section 106 of the ACT are used to pay the proportion of such fee or assessment that relates to
the capital costs of such public improvements that are financed from revenue sources other than
under Title I of the ACT; or (2) for purposes of assessing any amount against properties owned
and occupied by low and moderate income persons, the SUB-RECIPIENT certifies that it lacks
sufficient funds received under Section 106 of the ACT to comply with the requirements of
subparagraph (1)above.
10. The SUB-RECIPIENT certifies that it will provide a drug-free workplace by:
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(A) Publishing a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession or use of a controlled substance is prohibited in the SUB-
RECIPIENT's workplace and specifying the actions that will be taken against employees
for violation of such prohibition;
(B) Establishing a drug-free awareness program to inform employees about:
(1) The dangers of drug abuse in the workplace;
(2) The SUB-RECIPIENT's policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation, and employee assistance programs;
and
(4) The penalties that may be imposed upon employees for drug abuse violations
occurring in the workplace.
(C) Making it a requirement that each employee to be engaged in the performance of the
grant be given a copy of the statement required by paragraph (A);
(D) Notifying the employee in the statement required by paragraph (A) that, as a condition of
employment under the grant,the employee will:
(1) Abide by the terms of the statement; and
(2) Notify the employer of any criminal drug statute conviction for a violation occurring
in the workplace no later than five days after such conviction;
(E) Notifying the City of Elgin's Planning and Neighborhood Services Department within ten
(10) days after receiving notice under subparagraph (D)(2) from an employee or
otherwise receiving actual notice of such conviction;
(F) Taking one of the following actions, within 30 days of receiving notice under
subparagraph (D)(2),with respect to any employee who is so convicted:
(1) Taking appropriate personnel action against such an employee, up to and
including termination; or
(2) Requiring such employee to participate satisfactorily in a drug abuse assistance
or rehabilitation program approved for such purposes by a Federal, State, or local
health, law enforcement, or other appropriate agency;
(G) Making a good faith effort to continue to maintain a drug-free workplace through
implementation of paragraphs (A), (B), (C), (D), (E)and (F).
11. It has adopted and is enforcing a policy prohibiting the use of excessive force by law enforcement
agencies within its jurisdiction against any individuals engaged in nonviolent civil rights
demonstrations.
12. In regards to lobbying, the SUB-RECIPIENT certifies:
(A) No Federal appropriated funds have been paid or will be paid, by or on behalf of the SUB-
RECIPIENT, to any person for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with the awarding of any Federal
contract, the making of any Federal grant, the making of any Federal loan, the entering
into of any cooperative agreement, and the extension, continuation, renewal, amendment,
or modification of any Federal contract, grant, loan, or cooperative agreement.
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(B) If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member
of Congress in connection with the Federal contract, grant, loan, or cooperative
agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure
Form to Report Lobbying," in accordance with its instructions.
(C) The SUB-RECIPIENT shall require that the language of this certification be included in
the award documents for all subawards at all tiers (including subcontracts, subgrants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients
shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when
this transaction was made or entered into. Submission of this certification is a prereq-
uisite for making or entering into this transaction imposed by section 1352, title 31, U.S.
Code. Any person who fails to file the required certification shall be subject to a civil
penalty of not less than $10,000 and not more than $100,000 for each such failure.
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EXHIBIT C
EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION
Community Development Block Grant Program
City of Elgin
The undersigned understands and agrees that it is a SUB-RECIPIENT of the Community Development
Block Grant Program of the City of Elgin. The undersigned also agrees there shall be no discrimination
against any employee who is employed in carrying out work from the assistance received from the City of
Elgin and the Department of Housing and Urban Development, or against any applicant for such
employment, because of race, color, religion, sex, age or national origin, including but not limited to
employment, upgrading, demotion or transfer; recruitment or recruitment advertising; lay off or termination;
rates of pay or other forms of compensation; and selection for training, including apprenticeship.
The SUB-RECIPIENT further agrees to the following:
(1) It will incorporate or cause to be incorporated into any grant contract, loan, grant insurance or
guarantee involving Federally assisted construction work, or modification thereof,which is paid for
in whole or in part with funds obtained from the Community Development Block Grant program,
the language contained in HUD Equal Employment Opportunity Regulations at 42 CFR 130.15(b),
in Executive Order 11246, as amended by Executive Orders 11375 and 12006, and implementing
regulations issued in 41 CFR Chapter 60.
(2) It will be bound by said equal opportunity clause with respect to its own employment practices
when it participates in any Community Development Block Grant Program construction.
(3) It will assist and cooperate actively with the City of Elgin, the Department of Housing and Urban
Development and the Secretary of Labor in obtaining the compliance of contractors and
subcontractors with the equal opportunity clause and the rules, regulations and relevant orders of
the Secretary of Labor.
(4) It will furnish the City of Elgin, the Department of Housing and Urban Development and the
Secretary of Labor such information as they may require for the supervision of such compliance,
and will otherwise assist the County of DuPage and the Department of Housing and Urban
Development in the discharge of primary responsibility for securing compliance.
(5) It will refrain from entering into any contract or contract modification subject to Executive Order
11246 of September 24, 1965, with a contractor debarred from or who has not demonstrated
eligibility for government contracts and Federally assisted construction contracts pursuant to the
Executive Order.
(6) It will carry out such sanctions and penalties for violation of the equal opportunity clause as may
be imposed upon contractors and subcontractors by the Secretary of Labor, the City of Elgin or
the Department of Housing and Urban Development.
(7) In the event that SUB-RECIPIENT fails or refuses to comply with the undertaking, the City of
Elgin, or the Department of Housing and Urban Development may take any or all of the following
actions: cancel, terminate or suspend, in whole or in part, this grant, refrain from extending any
further assistance to the SUB-RECIPIENT until satisfactory assurance of future compliance has
been received; and refer the case to the Department of Housing and Urban Development for
appropriate legal proceedings.
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SUB-RECIPIENT: Housing Authority of Elgin
ADDRESS: 120 S. State Street
Elgin, Illinois 60123
BY:& Gt./!,(.l A. PG
Sandra A. Freeman, Executive Director
DATE:
ATTEST: A Ad • MI 3 :� —•
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