07-300 Resolution No. 07-300
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
WAYSIDE CENTER OF ELGIN
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 Wayside Center of Elgin for
daytime shelter, food, counseling, life skill training, and mentoring services to homeless and
disadvantages clients, 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
WAYSIDE CENTER
\OF ELGIN
This AGREEMENT is entered into as of the i� day of , , 2007, by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter called "GRANTEE" or
"CITY") and WAYSIDE CROSS MINISTRIES, a not-for-profit corporation incorporated pursuant to the
laws of the State of Illinois, and operating under the name WAYSIDE CENTER OF ELGIN, (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, as defined in the Project Application dated December 15, 2006 and Addendum
dated February 20, 2007 and submitted by the SUB-RECIPIENT entitled "Wayside
Center/PADS of Elgin Transportation Project", a copy of which is attached hereto as
Exhibit"A"and incorporated herein by this reference(hereinafter called "PROJECT").
B. All funding provided to SUB-RECIPIENT shall be used solely to purchase a van to
support public service activities that will aid homeless families and individuals to become
self-sufficient members of society. 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). Use of the van will be consistent with the scope and intent of the PROJECT.
The SUB-RECIPIENT agrees that the van shall only be used for eligible activities under
the ACT and any applicable federal regulations.
C. The SUB-RECIPIENT shall develop and submit to the CITY an Outcome Performance
Measurement Statement that establishes project goals and objectives, identifies
performance indicators, and estimates the number of clientele to be served. The SUB-
RECIPIENT shall provide a quarterly Progress Report 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 termination of the Agreement 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-RECIPIENT'S
undertaking to perform the PROJECT, a maximum of $25,000 (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. SUB-RECIPIENT shall submit, to the
CITY, quarterly progress reports, by the 10`h day following the end of the preceding
quarter. The amount to be paid to SUB-RECIPIENT will be based upon the vehicle
purchase price.
B. This PROJECT shall be identified as Agreement No. 154350 and Account No. 230-
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.
D. SUB-RECIPIENT, in performing under this Agreement, shall:
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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.
K. SUB-RECIPIENT shall transfer to the CITY any unused CDBG funds and submit all
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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 acquired and/or improved in whole or in part with CDBG funds is used
exclusively for the benefit of low and moderate income persons as defined by HUD, for a
period of five (5)years after the expiration of this agreement
M. If during the five (5) 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, 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.
N. SUB-RECIPEINT hereby warrants and represents that neither the PROJECT, including
but not limited to the utilization of any funds provided thereto and any property acquired
therewith, shall not engage in inherently religious activities, such as worship, religious
instruction, or proselytization, as part of the programs and services funded under this
Agreement, in accordance with 24 CFR 570.200(j).
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 a
disbursement to the SUB-RECIPIENT as either reimbursement for advances made by
SUB-RECIPIENT, as advances for specific cash requirements of SUB-RECIPIENT, or as
direct payment of invoices for the PROJECT. All claims of SUB-RECIPIENT, whether
for reimbursement or advancement, shall comply with the following requirements:
I. SUB-RECIPIENT shall submit a listing of all disbursements of CDBG Funds, on
a form provided by the CITY;
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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 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 CITY later than twenty-one (21) days after SUB-
RECIPIENT'S 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, 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, 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
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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 quarterly progress reports, by the 10t 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.
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 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, 2013.
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
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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
HUD, directly or indirectly, 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 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.
Xl. 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.
Milestones Date
1. Submit Outcome Performance Measurement Statement 10/07
2. Perform purchasing process for vehicle 3/08
3. Submit vehicle purchase information and invoice to CITY 5/08
B. SUB-RECIPIENT shall complete the PROJECT by May 31, 2008.
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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 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
BY: `4111 ` - —
Olufem orarin
City Man.:-
DATE:
ATTEST: \ �
Diane Robertson
City Clerk
SUB-RECIPIENT: Wayside Center of Elgin
1730 Berkley Street, Elgin, Illinois, 60123
BY: `'Of ' &alai-debt
Wayne reenawalt
Waysid- Center of Elgin, Executive Director
DATE:
ATTEST:
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PROJECT APPLICATION
CITY OF ELGIN CDBG PROGRAM
2007-2008 PROGRAM YEAR
Date of Submittal: December 15, 2006
Project Name WAYSIDE CENTER TRANSPORTATION
Project Address 1730 Berkley St.
City: Elgin State Illinois Zip Code 60123
Census Tract: Homeless and disadvantaged come from multiple areas of Elgin
Submitting Agency/Organization: Wayside Center of Elgin
Contact Person:
Name Gary Jenkins, Director
Address (current) 441 Dundee Ave. --- (Spring 2007) see address above
City Elgin State Illinois Zip Code 60120
Telephone 847-695-4405
Fax/E-Mail FAX 847-695-4657 E-MAIL gienkins(a�waysidecross.orcq
Amount of CDBG Funding Request:
$25,000 toward the purchase of transportation vouchers, a van and first year's
insurance, gas and maintenance
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TABLE OF CONTENTS
Section Page
Application Form 2
Statement of Purpose 4
Low & Moderate Income Benefit Statement 4
Eligible Activity 5
National Objective 5
Project Cost Estimate 5
Other Project Funding Sources and Amounts 5
Project Implementation 5
Outcome Measures 6
Documentation and Reporting 6
Other Information
• Background 6
• Hours, Services & Policies 7
Organizational Structure
• Mission Statement 7
ATTACHMENTS:
• Tax exemption letters
• Articles of Incorporation
• Board of Directors
• Organization Chart
Resumes
• Director Gary Jenkins
• CFO Dale A. Lutz
• Financial Statement and Audit Report
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1. STATEMENT OF PURPOSE
Need
In working with many homeless and disadvantaged men, women and children, we know
the transportation dilemma they face. Most don't have cars and a few have bikes, which
provide limited mobility(especially in the winter). In order to address the issues that
brought them to us, our clients usually need to get to multiple locations where services
are provided. Critical services/locations include medical, social service, government and
businesses with jobs. While some of these entities are on public transportation lines,
many are not. We must meet our clients unique, individual transportation needs to help
them regain self-sufficiency. We also require the ability to transport clients to our Center
when bus lines are not running.
Anticipated benefit
Transportation solutions that include a van, cab and bus vouchers will help clients
address the circumstances that brought them to us.
Examples of positive outcomes as a result of providing transportation include guests who:
- Are able to get from downtown Elgin (or other locations) to the Center when public
transportation is not available
- Attend rehabilitation programs
- Can easily access other social services and support programs
- Receive timely medical attention
- Begin reconnecting with their families (who may not reside near bus lines)
- Have the opportunity to attend special training or events with other clients
- Learn how to "earn" transportation vouchers through personal action plan
implementation
2. LOW & MODERATE INCOME BENEFIT STATEMENT
Those who are disadvantaged have usually run out of options and have lost hope,
caseworker data indicates most of them don't have sufficient funds to be fully self-
sufficient.
Area Benefiting from proposed project:
Census Tract Homeless come from multiple areas of Elgin Block Group(s)
Population Benefiting from proposed project:
• Approximately 40 individuals per day may benefit from transportation support
• Over 98% of our clients are likely to be at extremely low income levels
• The methods used to calculate the benefits of transportation support will include:
- Guest feedback
- Number of clients served
- Types of support offered (i.e.,job interview, medical...)
- Successful personal outcomes
- Types and value of special event/activity transportation
- Benefits from PADS usage of van
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3. ELIGIBLE ACTIVITY
This project falls under the "Public Services"category as a service that is being started as
a result of Wayside's move from the center of Elgin to a more remote location (shared
facility with the new PADS shelter).
4. NATIONAL OBJECTIVE
This project benefits low and moderate income persons, with approximately 98% of
recipients at extremely low-income levels.
5. PROJECT COST ESTIMATE:
Total cost for a"start-up"transportation solution would be $40,000 in 2007-8
Bus and cab vouchers $ 3,000
Van estimate $30,000
Insurance $ 2,000
Gas/maintenance $ 5,000
Total $40,000
6. OTHER PROJECT FUNDING SOURCES AND AMOUNTS
In addition to $25,000 CDBG funding, the transportation costs would be covered as
follows:
Source Amount Date
Church Donations $ 5,000 Summer-Fall 2007
Individual Donations $ 5,000 Summer-Fall 2007
Friendship Dinner fund-raiser $ 5,000 Fall 2007
Total funding from other sources $15,000
7. PROJECT IMPLEMENTATION
TASK TIME-FRAME
1. Purchase cab and bus passes June 2007, Sept. 2007, Jan. 2008
2. Research van requirements and options May 2007
3. Prepare request for bids June 2007
4. Bids out June 2007
5. Select vendor and order vehicle July 2007
6. Accept delivery July 2007
7. Purchase insurance and initiate van July 2007
transportation services
8. Provide gas and maintain van July 2007—June 2008
Total number of months required to complete Purchases: 2 months, Implement 10 months
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8. OUTCOME MEASURES:
GOALS MEASUREMENTS
July 2007-June 2008
Reach out to a significant number of Number of non-duplicated clients and
Elgin area disadvantaged individuals guests transported to and from the city
by providing them transportation to and
from the Center.
Wayside: 175 non-duplicated clients
PADS: 250 non-duplicated guests
Offer transportation to meet additional Individual transportation will be
client needs (as listed in Benefits reported by types of services accessed
section) for a total of 400 "service by clients:job-related, medical, social
units" (duplicated clients included in services/government agencies, goal
count) completion trips, other.
Successful personal outcomes for 40% of Data from case history files
clients where transportation contributed to
meeting their goals.
9. DOCUMENTATION AND REPORTING
All federal regulation data will be gathered during caseworker sessions and tracked. Data
will be retained and aggregated as part of permanent Center records.
10. OTHER INFORMATION
Background
Wayside Cross Ministries was incorporated in 1934 and is a nonprofit 501(C)3 agency.
The Wayside center in Elgin was opened in 1993 on Dundee Avenue. Wayside serves
from 40-60 clients per day. Activities include: providing food, daytime shelter, showers,
lockers, laundry, counseling, life skill sessions, mentoring, and caseworker support for
developing action plans.
Last season (Sept. 2005 —Aug. 2006 in accordance with intake records):
• 320 days of shelter operations
• 203 (non-duplicated) homeless and disadvantaged persons were served 21,398 meals,
including 178 special meals at Thanksgiving and 190 special meals for Christmas
• 89% were men, 11% were women (81% head of household)
• 420 children were served in some capacity, including receiving Christmas gifts
• 51% were Caucasian, 34% African American, and 15% Hispanic
• 33 different services were provided
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Hours. Services and Policies
The Wayside Center operates year-round with daily hours from 7 a.m. to 4 p.m.
• We provide breakfast and lunch, and services listed under background.
• We are interacting with other social service agencies toward a goal of consistent
referral, follow up and support.
• We will require folks to take an active role in the process of improving their lives
by participating in such programs as job training, psychological counseling,
addiction recovery programs or church family adoption, and placing limits of
participation on those who pose a danger to other clients.
• Guests must abide by the established Center rules and regulations.
• The Center is handicap accessible.
• Transportation from downtown Elgin and other sites in Elgin, Hanover and
Dundee Townships will be available through public PACE transportation, cabs or
private vehicles during some hours of Center operation. Transportation vouchers
and a Center van will be required during "off'hours or for special activities. The
van will be used as follows:
- Early morning or weekend transport from designated locations in downtown
Elgin and other sites.
- Transport to medical, government, or social service agency appointments
- Transport to special events or group activities
- Occasional individual transport related to implementing action plans
- Available to PADS of Elgin during evening/night hours to transport their
guests to and from the shelter.
Bus and cab vouchers will be used as follows:
- Will be"earned"by clients who work on personal action plans
- Provide for clients who have special medical,job interview, or other unique
needs
- Provide for clients who need to get to work during the first month of
employment.
11. ORGANIZATIONAL STRUCTURE
Mission
Restore hope, faith and dignity to homeless individuals and the working poor.
This objective is accomplished through the sharing of tangible gifts of goods, clothing
and day shelter and by sharing the intangible gifts of forgiveness, hope, and
empowerment.
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PROJECT APPLICATION ADDENDUM (February 20, 2007)
CITY OF ELGIN CDBG PROGRAM, 2007—2008 PROGRAM YEAR
EXPANDED PROJECT NAME: Wayside Center/PADS of Elgin Transportation
APPLICANT: Wayside Center/PADS of Elgin Transportation
CHANGE OF SCOPE: Wayside and PADS will relocate to 1730 Berkley St. by Summer 2007.
This CDBG grant is for the purchase of a van to transport homeless clientele to/from the 1730
Berkley St. facility and to needed social services. Other transportation needs will be funded by
fund-raisers and donations
RESPONSIBILITY: Both PADS and Wayside Center will utilize the van. However, Wayside
Center will purchase the van and will be responsible for all reporting and audit activities covering
both these agencies.
PADS clients are 100% homeless. Recently, Wayside has recognized that staff resources cannot
fully support both homeless and disadvantaged or working poor clients. Also, the move to the
new location will make it difficult to serve the center-city working poor. Thus, Wayside is
shifting their focus exclusively to homeless clients, the same clients that PADS serves.
Other agencies that provide services to homeless men, women and children are scattered
throughout the area. To facilitate the accomplishment of client's action plans, transportation must
be provided to supplement the limited bus service. Without transportation support, many
Wayside and PADS clients will be unable to effectively implement their plans to overcome the
circumstances that brought them to us. In addition to transporting clients to and from the center-
city to our location, the following are examples of destinations that clients must reach:
Social Services
Vineyard—Homeless Advocacy
Ecker Center—Mental Health
United Way
Elgin Township—services for elderly and homeless individuals
Association for Individual Development—Developmental disabilities
Salvation Army
Centro de Informacion—services for disadvantaged or homeless Hispanics
Larkin Center—low income housing for people in recovery
Renz Center—Substance Abuse
Community Crisis Center—Domestic Violence (women/children's shelter)
U-46 welcome center(school system"help center" for new and/or homeless families)
Senior Services
Government
Housing Authority of EIgin—sliding scale low income housing
State of Illinois Human Services
Illinois Department of Employment Security
Social Security Office
Veteran's Administration
Healthcare
Greater Elgin Family Care Center—Free health care
Aunt Martha's—Free health care
St. Joseph Hospital
Sherman Hospital
REPORTING REQUIREMENTS: PADS and Wayside Center will maintain records on the
clientele served, public services provided and trip-making to various social service agencies.
Reports will be submitted to the City of Elgin on a quarterly basis. Since the homeless population
is presumed to be low/moderate income,no financial records will be required.
EXHIBIT B
ASSURANCES
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;
19
(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
20
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:
(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).
21
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.
(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.
22
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: Wayside Center of Elgin
1730 Berkley Street, Elgin, Illinois, 60123
BY:
(e-/ 1201(. X&
Wayne Gr nawalt
Wayside Center of Elgin, Executive Director
DATE: /0/ 34C
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-
II
"
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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