07-299 Resolution No. 07-299
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
P.A.D.S. OF ELGIN, INC.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that
Olufemi Folarin,City Manager, and Diane Robertson, City Clerk,be and are hereby authorized and
directed to execute an
agreement on behalf of the City of Elgin with P.A.D.S. of Elgin, Inc., for emergency shelter and
support services to homeless individuals and families,a copy of which is attached hereto and made a
part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: December 5, 2007
Adopted: December 5, 2007
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
AGREEMENT
BETWEEN THE CITY OF ELGIN, AND
P.A.D.S. OF ELGIN, INC.
This AGREEMENT is entered into as of the '--3-4\ day of - -Q.Ce , 2007, by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter called "GRANTEE" or
"CITY") and P.A.D.S. OF ELGIN, Inc., a not-for-profit corporation incorporated pursuant to the laws of
the State of Illinois, (hereinafter called "SUB-RECIPIENT") having a principal place of business at 1730
Berkley Street, Elgin, Illinois, 60123.
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 activities provided for
herein, and those previously defined and identified in the Project Application and project
description submitted by the SUB-RECIPIENT, dated July 11, 2007, and entitled
"P.A.D.S. Public Service Project", a copy of which is attached hereto as Exhibit "A" and
incorporated herein by this reference.
B. All funding provided to SUB-RECIPIENT shall be used solely to reimburse SUB-
RECIPEINT for monthly rental costs associated with the lease of the facility at 1730
Berkley. This facility is to be used exclusively for the provision of support services and
counseling activities that aid homeless families and individuals to become self-sufficient
members of society. Services provided at the facility are to be consistent with the scope
and intent of the PROJECT. All individuals served by Sub-recipient pursuant to this
agreement will be low and moderate income persons as defined by 24 CFR 570.208
(a)(2)(i)(A).
C. The SUB-RECIPIENT shall develop and submit to the CITY an Outcome Performance
Measurement Statement that establishes project goals and objectives, identifies
perfoimance indicators, and estimates the number of clientele to be served. The SUB-
RECIPIENT shall provide quarterly Progress Reports to the CITY, reporting on the status
of the PROJECT in relation to the percent of project completion, accomplishments,
effectiveness of the project as related to the goals and objectives, and the clientele served,
including number served, client access to the service (either new or improved access), and
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demographics. The progress reports shall begin upon the signing of the Agreement and
shall continue until the completion of this project or until directed to discontinue such
reports in writing by the CITY.
D. Prior to the expenditure of CDBG funds, SUB-RECIPIENT shall meet with the City's
Community Development Group staff to establish acceptable documentation and
guidelines regarding requests for payment for the activities described in the Scope of
Work. No payment of CDBG funds will be made by City without the required
documentation.
E. 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. All written requests for
an exception to this agreement shall be made, in writing, to the City's Community
Development Department 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 the SUB-RECIPIENTS
undertaking to perform the PROJECT, a maximum of $95,000 (hereinafter "Grant
Funds"), to be paid in the manner provided for herein at Sections II (D) and VII. Prior to
the initial payment of Grant Funds, Sub-recipient shall submit, to the CITY, their
Outcome Performance Measurement Statement and progress report indicating client
demographics and program status. SUB-RECIPIENT shall submit quarterly progress
reports, by the 10th day following the end of the preceding quarter, to the CITY. The
amount to be paid to SUB-RECIPIENT will be based upon the work completed and the
submittal of employee work reports in support of the invoiced amount.
B. This PROJECT shall be identified as Agreement No. 154911 and Account No. 23°-
0000-791.30-99, which identifying numbers shall be used by SUB-RECIPIENT on all
payment requests.
IV. SUB-RECIPIENT'S COMPLIANCE WITH THE ACT
A. CITY shall assist SUB-RECIPIENT in 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 the CITY, (1) assist in the completion of an
environmental review and (2) complete certifications showing equal employment
opportunity compliance including equal employment opportunity certifications with
reference to the PROJECT, as set forth in Exhibit "C" attached hereto and made a part
hereof.
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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, recruitment or recruitment advertising, layoff or termination,
rates of pay or other forms of compensation, selection for training, including
apprenticeship.
E. SUB-RECIPIENT shall permit the 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 shall post in conspicuous places available to
employees and applicants for employment notices setting forth the provisions of Section
IV (D) above.
F. SUB-RECIPIENT shall not 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,
commonly known 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 quarterly 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.
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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-RECIPIENTS control
that was 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 Grant 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.
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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 completion; (ii) the results of any subsequent
tests permitted by the subcontract; and (iii) 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 the CITY all billings, vouchers, and other
documents representing any accounts payable, in such timely and reasonable
manner as both parties shall determine; provided, however, that in no event shall
such documents be forwarded to the CITY later than twenty-one (21) days after
SUB-RECIPIENTS receipt of such documents.
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 Grant Funds, the 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 Sections IX and X hereof, the CITY shall pay all required
payments against eligible project costs, as described in Section II.B, incurred by SUB-
RECIPIENT under this Agreement.
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, and A-122, 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
the CITY a quarterly progress report, by the 10th day following the end of the preceding
quarter. Other reporting requirements are specified in Exhibit "B" attached hereto and
made a part of this Agreement.
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IX. TERMINATION OF AGREEMENT OR SUSPENSION OF PAYMENT
A. During the implementation of the PROJECT, the 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 the 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 the 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 reasonable 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. Unless terminated pursuant to the provisions of paragraph IX herein, this agreement shall
terminate on May 31, 2009.
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 of 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
the 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
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HUD, directly or indirectly, the CITY and/or any of its agents or representatives, the
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 the 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 the remedy provisions, as set forth in paragraphs 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. To the extent that any such matter is not
subject to exclusive federal jurisdiction, venue for the resolution of any disputes or the
enforcement of any rights arising out of or in connection with this Agreement between the
CITY and SUB-RECIPIENT shall be in the Circuit Court of Kane County, Illinois.
D. In addition to any other remedies available to the CITY, if the CITY has lost or been
prevented from receiving any federal funds, other than the Grant Funds, as a result of any
alleged violation of law or other breach of this Agreement by SUB-RECIPIENT, the SUB-
RECIPIENT shall repay, upon demand by the CITY, such amount of Grant Finds
previously disbursed or allegedly due to the SUB-RECIPIENT.
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 the CITY'S discretion.
Milestones Date
1. Submit Outcome Performance Measurement Statement 11/07
2. Perform services consistent with Project scope and purpose.
Expend 50% of program funds (submit invoice) 6/08
3. Perform services consistent with Project scope and purpose.
Expend remaining program funds (submit invoice) 1/09
B. SUB-RECIPIENT shall complete the PROJECT by January 31, 2009.
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.
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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 he ignored in construing or interpreting this Agreement.
F. The tei Ms 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 reason, 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
fib 146
BY: -oz.
Olufemilla
City Mana.t:
DATE:
ATTEST:
Diane Robertson
City Clerk
SUB-RECIPIENT: P.A.D.S. of Elgin, Inc.
1730 iirii Street, Elgin, Illinois, 60123
27LiBY:
Dennis Hewitt
P.A.D.S. of Elgin, Inc., Executive Director
DATE: I (
ATTEST:
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EXHIBIT A
SUB-RECIPIENT'S AMENDED CDBG APPLICATION
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P.A. D.S. of Elgin
August 28, 2007
Janice Ward, Senior Planner
City of Elgin, IL.
Dear Jan,
Enclosed please fmd a new project description and other information that you may find
pertinent. We have used the standard City of Elgin CDBG format. I hope that this is
acceptable.
We would like to use this grant to reimburse rental costs for the facility if possible. Our
current rent cost is$7066 per month(3%escalation per year.) This does not include
utilities which are an unknown at this point; however,we are using a$2000.00 per month
estimate for the first year.
In response to your request for information as to building use, I offer the following:
1.) The building is approximately 22000 sq. ft. We are using about 13000 sq. ft.
2.)Approximate use factors are—Dormitory (sleeping, shower and laundry) 5000 sq ft,
meeting and education rooms—4000 sq. ft., office space—2500 sq ft , and storage -
1500 sq ft.
Also, I have reviewed the timetable within the subrecipient agreement and fmd the
timetable acceptable.
I believe that this will serve as a complete response to all of your previous requests;
however, I am available at any time to respond to questions or concerns.
Thank you, again, for all of your help in this matter.
incerely,
41
'qv
s He tt
Executive Director
1730 Berkley Dr • Elgin. Illinois 60123 • Phone 847.608 9744 • Fax 847 608 9746
1. STATEMENT OF PURPOSE: Provide below a detailed written statement that describes the
scope of the proposed project, how CDBG funds will be spent, the need for this project, and the
anticipated benefits resulting from this project.
PADS of Elgin is an 18 year old non-profit organization that exists to support homeless men,
women, and families with the majority of them coming from the Dundee, Elgin, and Hanover
townships. Our mission is to break the cycle of homelessness by comprehensively addressing
the needs of the local homeless population.
PADS of Elgin will provide assistance to homeless individuals by operating a nightly shelter
program, maintaining a full time case management program offering support services such as
counseling, life skills training, advocacy, money management and asset building, as well as job
placement assistance. As part of our case management program, PADS also writes referrals for
clients to our partner agencies which include The Community Crisis Center, Renz Addiction
Center, and The Ecker Center for Mental Health.Also the Greater Elgin Family Care Center
operates a bi-monthly clinic providing primary physician care to PADS clients on a sliding scale
basis.
PADS will operate an emergency shelter 7 days a week from 7:OOpm-7:OOam year round. Case
management and support services will be available nightly until 9:30pm and by appointment
from 9:OOam-4:30pm Monday thru Friday. PADS will provide shelter and services to
approximately 425 unique unduplicated clients per year, an average of 40-60 individuals per
night. In addition to our shelter and case management services, PADS will also operate a van
program to provide necessary transportation to our clients.
Funds will be used to cover costs associated with rent. The facility has a monthly lease rate of
$7,066. Over a 16 month period, this totals to $113,056.
2. LOW & MODERATE INCOME BENEFIT STATEMENT: Explain how the proposed
project benefits low and moderate income persons, households or neighborhoods. Provide supporting
material,as necessary.
All PADS clients are homeless; therefore 100%of our clients are considered low income. PADS benefits
these clients by providing safe shelter and support services including case management, life skills
training,advocacy and referrals to our network of partner agencies.
Area Benefiting from proposed project:
Census Tract,Block Group(s): ???
Population Benefiting from proposed project:
• Number of persons or households expected to benefit from this project 425 people per year,
approximately 16,425 nights of stay per year.
• Number of low/moderate income population benefiting from project 425 people per year,
approximately 16,425 nights of stay per year.
• Please describe the method used to calculate the benefit.
Registering clients allows us to calculate the number of individuals served per year. Intake interviews
allow us to determine that all of our clients are low income. To determine the approximate nights of stay
per year we multiply the average number of clients per evening(45)by the number of nights in a year.
3. 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.
Public Services
4. 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.
Benefit low income individuals/prevent slums
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5. PROJECT COST ESTIMATE: Provide cost information below and/or attach additional cost
estimate summaries.
Project Cost Elements Estimated Cost
A._See Attached
B.
C.
D.
Total Cost
6. 0[HER PROJECT FUNDING SOURCES AND AMOUNTS:
Funding Source Amount of Funding
A.
B. $
C. $
D. $
Total Funding From Other Sources $
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7. PROJECT IMPLEMENTATION: List the major tasks and a time-frame (length of time
needed)for the completion of each task.
Task Time-frame
A.
B.
C.
D.
E.
F.
G.
H.
I.
Total number of months required for project completion:
8. OUTCOME MEASURES: Explain how your organization will accomplish the goal(s) identified in
your Statement of Purpose and how your achievements will be measured or quantified.
A. Identify project goals and objectives:
• To provide shelter to about 425 unique individuals per year
• Provide case management services to all guests
• Require guests who are staying over 30 days to participate in "action plans" which may include job
training, mental health services, money management, etc. as needed to effectively facilitate integration
B. Identify how you will measure your achievements:
• By registering all individuals who stay in our shelter to determine number of clients served
• By performing intake assessments on all registered PADS guests and using the information to create
action plans
• Progress is discussed with both guests and management on a regular basis.
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9. DOCUMENTATION AND REPORTING: During the course of this project, you are required by
federal regulations to provide a monthly or quarterly report on the clientele served by this project. Describe
the method you will use to collect and maintain the following information on the clientele you serve.
• Number of persons/households
• Number of low and moderate income persons/households
• Household size and household income
• Race/ethnicity of clientele
• Number of female-headed households
Each PADS guest goes through an intake process providing us valuable information about the needs and
demographics of the homeless in Elgin. PADS was the first group in Kane County to utilize the HMIS program,
and PADS currently reports information about demographics to HUD as well as the Illinois Department of
Human Services. PADS uses this reporting system to track information about household size,income,gender,
ethnicity and more.
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07-08 Budget
INCOME
Fundraisers
Parking Messiah 2,000
ECRC Fundraising 3,000
Dinner Dance 58,000
Preview 3,000
Garage Sale 1,500
Thomas 13,000
Total Fund Raisers 80,500
Contribution Income
Individual Contributions 27,000
Business/Corporations 15,000
Churches 48,000
Organizations 4,500
Other Income 2,000
Interest Income 4,000
Memorials 500
Oth Contrib. (Fndtns/Trsts) - (GVF) 16,000
Sub-Lease Income (Wayside) 51,600 _
Total Contribution Income 168,600
Grants
DCEO 23,400
CDBG Kane Co 30,000
---- ---- ---------- --------
Elgin Township 10,000
City of Elgin 30,400
United Way of Elgin 13,000
Other(qov't)
DHS 36,700
- -------- -------_FEMA ----_ 8,100
Hanover Township 10,000
Elgin CDBG 47,500
Total Grants 209,100
TOTAL INCOME $ 458,200,00
07-08 Budget
EXPENSES
5000 • Shelter Services
5101 • Auto Transportation expense 1,500.00
5102 • Client Assistance
5102.01 • Misc Medical 1,500.00
5102.02 • Transportation 3,000.00
5109 • Program Supplies
5109.10 • Site Supplies 4,500.00
5112 Site Maintenance 5,000.00
5109.12 • DHS Check Off
5109.13 • DCEO
6.0.00 • Management & General
6104 • Utilities 24,000.00
6100 • Advertising expenses 5,000.00
6101 • Bank Fees 100.00
6102 • Equipment Rental + Purchases 7,000.00
6103 • Salary &Wages 226,000.00
Total 6103 • Salary & Wages
6105 • Telephone expenses 4,500.00
6106 • Dues and Subscriptions 200.00
6119-1 Employee Health Benefits 15,000.00
6108 • Office Expense 3,000.00
6110 • Accounting/Bookkeeping Servicef. 18,500.00
6111 • Rent 84,000.00
6114 • Meetings & Meals 1,000.00
6115 • Printing and Reproduction 2,000.00
6116 • Donations 750.00
6117 • Education & Seminars 1,000.00
6118 • Postage and Delivery 2,000.00
6113 . Miscellaneous 1,300.00
6119-2 Other Insurance Expense 16,000.00
7000 • Special Events
7000.05 • Auction Expenses 10,000.00
7000.02 • Outside Services 7,500.00
7000.04 • Food Expenses 7,000.00
7000.09 • Garage Sale Expenses 100.00
7000.10 • Preview 750.00
7113.10 • Thomas the Train 6,000.00
TOTAL EXPENSES $ 458,200.00
EXHIBIT B
AS SURANCES
The SUB-RECIPIENT hereby assures and certifies 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 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
SUB-RECIPIENT will administer all programs and activities related to housing and
community 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;
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(G) Section 504 of the Rehabilitation Act of 1973 (Pub. L. 93-112), as amended, and
implementing regulations when published in effect;
(H) The Age Discrimination Act of 1975 (Pub. L. 94-135), as amended, and implementing
regulations when published for effect;
(I) 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 24 CFR Part 35; 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 City, 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
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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:
(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 Community Development 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.
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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.
(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 sub-recipients 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 prerequisite
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 City of Elgin 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
23
been received; and refer the case to the Department of Housing and Urban Development for
appropriate legal proceedings.
SUB-RECIPIENT: P.A.D.S. of Elgin, Inc.
1730 Berkley Street, Elgi , Illinois, 60123
BY:
D1117<1ewin
Executive Director
DATE:
ATTEST:
24
November 21, 2007
TO: Mayor and Members of the City Council
FROM: Olufemi Folarin, City Manager
Janice Ward, Senior Planner
SUBJECT: Community Development Block Grant Program Sub- "`
Recipient Agreements
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information regarding the Sub-Recipient Agreements between the City of Elgin and Bethesda
Community Development Center, PADS of Elgin Inc., YWCA of Elgin, and Wayside Center of
Elgin.
RECOMMENDATION
It is recommended that the City Council approve the Sub-Recipient Agreements between the
City of Elgin and Bethesda Community Development Center ($47,000), PADS of Elgin Inc.
($95,000), YWCA of Elgin ($91,000), and Wayside Center of Elgin ($25,000).
BACKGROUND
Bethesda Community Development Center (CDC), located at 453 Fremont Street, has provided
affordable childcare for low and moderate income families in Elgin for over five years. The City
Council has allocated Community Development Block Grant (CDBG) funds to Bethesda CDC
on an annual basis since 2001. In 2007, Bethesda CDC applied for CDBG funds to continue
their traditional and extended child care programs. In April 2007, the City Council awarded the
Center $47,000 in CDBG funds for the Bethesda Child Care Subsidy Program. However, in
September 2007, Bethesda CDC closed their child care center. The CDBG funding allocation is
to be used to pay staff salaries associated with the operation of the Center's child care program
from June 1, 2007 through September 7, 2007. Therefore, the final reconciliation may be less
than $47,000.
Public Action to Deliver Shelter (P.A.D.S.), located at 1730 Berkley, is a not-for-profit
organization providing emergency shelter and support services to homeless individuals and
families. In May 2007, the City Council approved an Amendment allowing P.A.D.S. to redirect
their$95,000 CDBG allocation from land acquisition to the P.A.D.S. Public Service Project.
CDBG Program Sub-recipient Agreements
November 21, 2007
Page 2
The CDBG funding allocation is to be used to reimburse monthly rental costs associated with the
lease of the facility at 1730 Berkley.
Wayside Center of Elgin, located at 1730 Berkley, is a not-for-profit organization providing
daytime shelter, food, counseling, life skill training, and mentoring services to homeless and
disadvantaged clients. In April 2007, the City Council awarded the Center $25,000 in CDBG
funds for the Wayside Center Transportation Project. The CDBG funding allocation is to be
used to purchase a van to support their public service activities.
YWCA of Elgin, located at 220 E. Chicago Street, is a not-for-profit organization providing
programs and services that improve the physical, mental and social well-being of individuals and
families. In April 2007, the City Council awarded the YWCA $56,000 in CDBG funds for the
YWCA Boiler Replacement Project. These funds are to be combined with the YWCA's 2005
CDBG allocation ($35,000) for building renovations. The resulting $91,000 CDBG allocation is
to be used to replace an existing boiler with two new high efficiency boilers.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
Sufficient funds have been allocated and are available in the Community Development Block
Grant Fund, account number 230-0000-791.30-99, Professional Services Miscellaneous, for the
following projects:
• $47,000, project number 154349, for the Bethesda Child Care Subsidy Program.
• $95,000, project number 154911, for the P.A.D.S. Public Service Project.
• $25,000, project number 154350, for the Wayside Center Transportation Project.
Sufficient funds have been allocated and are available in the account number 230-0000-791.93-
36, Major Repairs, Buildings and Structures, for the following projects:
• $35,000, project number 154151 and $56,000, project number 154347, for the YWCA
Boiler Replacement Project.
LEGAL IMPACT
The Sub-Recipient Agreements have been reviewed by the City of Elgin's Legal Department.
Each sub-recipient must enter into a Sub-Recipient Agreement with the City of Elgin in order to
use allocated CDBG funds.
CDBG Program Sub-recipient Agreements
November 21, 2007
Page 3
ALTERNATIVES
1. Approve the Sub-Recipient Agreements between the City of Elgin and Bethesda
Community Development Center, P.A.D.S. of Elgin Inc., YWCA of Elgin, and Wayside
Center of Elgin.
2. Do not approve the Sub-Recipient Agreements between the City of Elgin and Bethesda
Community Development Center, P.A.D.S. of Elgin Inc., YWCA of Elgin, and Wayside
Center of Elgin.
Respectfully submitted for Council consideration.
jaw
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