07-301 Resolution No. 07-301
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
THE YWCA 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 the YWCA of Elgin for building
improvements, 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
YWCA OF ELGIN
This AGREEMENT is entered into as of the day of Nk(2.4 n , 2007, by
and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter called "GRANTEE" or
"CITY") and YWCA OF ELGIN., 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 220 E.
Chicago Street, Elgin, Illinois 60120.
RECITALS
A. CITY has applied for Community Development Block Grant funds (hereinafter referred
to as "CDBG funds") from the United States Department of Housing and Urban
Development (hereinafter called "HUD") as provided by the Housing and Community
Development Act of 1974, as amended(P.L. 93-383) (hereinafter called "ACT").
B. CITY has considered and approved the application of SUB-RECIPIENT for CDBG
funds allotted to CITY for distribution to SUB-RECIPIENT.
C. The CITY and SUB-RECIPIENT enter into this Agreement pursuant to their respective
powers to enter into such Agreements, as those powers are defined in the Illinois
Constitution and applicable statutes.
II. SCOPE OF THE PROJECT
A. SUB-RECIPIENT hereby agrees to perform, in a timely fashion, the activities provided
for herein, and those previously defined in the application and project description dated
December 16, 2006, submitted by the SUB-RECIPIENT entitled "YWCA Boiler
Replacement Project", a copy of which is attached hereto as Exhibit "A" and
incorporated herein by this reference. The SUB-RECIPIENT was awarded grants for FY
2005 and FY 2007 which will be combined to comprise one project.
B. All funding provided to SUB-RECIPIENT shall be used solely to remove and replace the
YWCA's boiler system at the property located at 220 E. Chicago Street, Elgin, Illinois.
The aforementioned project serves at least 51% low and moderate income persons as
defined by 24 CFR 570.208 (a) (2) (i) (A). Such funding shall be used as defined herein.
The work items are listed in the Project Application and attached as part of Exhibit "A".
The work shall include; 1) the removal of the existing boiler and asbestos insulation on
existing piping, 2) the purchase and installation of 2 new high efficiency boilers
including valves, piping, and expansion tanks, 3) the insulation of piping, 4) the
interconnect of the new boiler to existing controls, and 5) other costs associated with the
above activities as are consistent with the scope and intent of the PROJECT and are pre-
approved by CITY staff.
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C. The SUB-RECIPIENT shall comply with administrative and procurement requirements
as applied to the Community Development Block Grant program in accordance with 24
CFR 85:
1. The Bid Specifications shall include all specifications and pertinent attachments
and shall define the items or services in order for the bidder to properly respond.
2. The SUB-RECIPIENT shall submit the Bid Specifications and plans to the
City's Community Development Department for staff's approval prior to
advertising in a newspaper and the Dodge Construction News.
3. The SUB-RECIPIENT shall include in the invitation for bids, the statement
"Minorities and women contractors are encouraged to submit bids." The SUB-
RECIPIENT shall purchase a 1" x 3" space in the Dodge Construction News
Classified Section specifically inviting MBE/WBE firms to submit bids.
4. All bids will be publicly opened at the time and place prescribed in the invitation
for bids.
5. The SUB-RECIPIENT shall provide the City's Community Development
Department with a copy of the classified advertisement and the results from the
bid opening.
6. The contract award will be awarded, in writing, to the lowest responsive and
responsible bidder. Any or all bids may be rejected, if there are sound
documented reasons.
D. The SUB-RECIPIENT shall comply with the Federal Labor Standards and Prevailing
Wage Rates as applied to the Community Development Block Grant Program in
accordance with Title 29 of the Code of Federal Regulations, Part 5:
1. After the start of the described work, the SUB-RECIPIENT shall provide to the
City's Community Development Department staff, weekly reports of the
contractor and/or subcontractors at the job site. The SUB-RECIPIENT shall
conduct employee interviews of the contractor and/or subcontractors at the job
site.
2. Originals of all documents required for compliance with the Federal Labor
Standards shall be supplied to the City's Community Development Department.
3. SUB-RECIPIENT shall erect a sign in a prominent place at the job site
crediting the City of Elgin and HUD for funding of the PROJECT by including
the following statement:
"Funding for the Project has been provided, in part, by the City of Elgin from the
U.S. Department of Housing and Urban Development's Community
Development Block Grant Program."
E. The SUB-RECIPIENT shall provide a Progress Report to the CITY each month,
reporting on the status of the PROJECT in relation to the project target dates. The
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monthly progress reports shall begin upon the signing of the Agreement and shall
continue until the completion of the project. Quarterly progress reports, due on the 10`h
of the following month, shall be submitted until the expiration of this agreement or until
directed to discontinue such reports in writing by CITY.
F. Request for Payment
1. The SUB-RECIPIENT shall provide the City's Community Development
Department, prior to the start of construction, with an itemized list of all
estimated expenditures. This list (on a State of Illinois Engineer's Pay Estimate
form BLR-283 or equivalent) shall show expected quantities and unit prices for
each item.
2. Request for payment shall be submitted on a timely basis. Each request for
payment sent to the CITY shall be accompanied by said payment estimate form
signed by the SUB-RECIPIENT'S authorized representative and showing the
work completed. Changes to items on the pay estimate form must be authorized,
in writing, by the SUB-RECIPEENT (on a State of Illinois Request for Approval
of Change in Plans Form BLR-228 or equivalent), and a copy of such
authorization shall be submitted to the City's Community Development
Department before payment pursuant to such changes is made.
G. The SUB-RECIPIENT shall provide a Progress Report to the City's Community
Development Department each month, reporting on the status of the PROJECT in
relation to the Implementation Schedule. The progress reports shall begin upon the
signing of the Agreement and shall continue until the PROJECT is closed out. The SUB-
RECIPIENT shall use a form provided by the Community Development Department and
shall include all required information about the number of clients served each month (by
race, income, and the number of female headed households).
H. Prior to the expenditure of CDBG funds, the SUB-RECIPIENT shall meet with the
City's Community Development Department staff to establish acceptable documentation
and guidelines regarding requests for payment for the activities described in the Scope of
Work. No payment of CDBG funds will be made by City without the required
documentation.
SUB-RECIPIENT shall return to the CITY any program income, as defined in 24 CFR
Part 570.500(a), which is generated as a result of this PROJECT. Written request for an
Exception to this Agreement must be made, in writing, to the 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 SUB-RECIPIENT'S undertaking
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to perform the PROJECT, a maximum of$91,000 (hereinafter "Grant Funds"), divided
into two fiscal year accounts to be paid in the manner set forth herein at Section II D and
in Section VII.
B. This PROJECT shall be identified by the following project and account numbers:
Project No. 154151 and Account No. 230-0000-791.93-36 in the amount of$35,000,
and Project No. 154347 and Account No. 230-0000-791.93-36 in the amount of
$56,000, which identifying numbers shall be used by SUB-RECIPIENT on all payment
requests.
C. In the event the services identified in Section II, Scope of the Project of this Agreement
or other eligible services for low and moderate income individuals and households are no
longer provided at the YWCA of Elgin, located at 220 E. Chicago Street Elgin, due to
actions by the SUB-RECIPIENT, the SUB-RECIPIENT shall reimburse the U.S.
Department of Housing and Urban Development or the CITY for renovation activities
undertaken in whole or in part with CDBG funds at a rate of 6.7% for each year and
portion of each year remaining on the ten-year useful life of the Facility improvements.
The ten-year compliance period shall begin on the commencement date of this
Agreement. This provision shall not be construed as limiting the Grantee from asserting
any claims against YWCA of Elgin for the breach of any other terms of this Agreement.
D. Upon project completion as specified in Section II, Scope of the Project, any remaining
CDBG project funds shall be available for reallocation by the Grantee to another eligible
CDBG project. If Sub-recipient materially fails to comply with any term of this award,
the Sub-recipient shall repay to the Grantee all funds used for ineligible activities.
E. A minimum of 51% of the persons served on an annual basis shall be at or below 80% of
the Median Family Income in order for the Sub-recipient to maintain eligibility for the
CDBG funds provided for herein. Said income levels shall be updated and revised
annually to conform to levels set by the U. S. Department of Housing and Urban
Development. Failure to meet the aforementioned minimum 51% threshold shall require
Sub-recipient to reimburse Grantee for funds expended, in whole or in part, for
renovation activities.
F. Changes in the scope of services, budget, or method of compensation contained in this
Agreement, unless otherwise noted, may only be made through a written amendment to
this Agreement, executed by the Sub-recipient and Grantee.
IV. SUB-RECIPIENT'S COMPLIANCE WITH THE ACT
A. CITY shall assist SUB-RECIPIENT'S making application for CDBG funds.
B. SUB-RECIPIENT shall abide by the Act, and all HUD rules and regulations promulgated
to implement the Act.
C. SUB-RECIPIENT shall, upon request of CITY, (1) assist in the completion of an
environmental review and (2) complete certifications showing equal employment
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opportunity compliance including equal employment opportunity certification with
reference to the PROJECT, as set forth in Exhibit "C" attached hereto and made a part
hereof.
D. SUB-RECIPIENT, in performing under this Agreement, shall:
1. Not discriminate against any worker, employee, or applicant, or any member of
the public, because of race, creed, color, sex, age or national origin, nor
otherwise commit an unfair employment practice; and
2. Take affirmative action to insure that applicants are employed without regard to
race, creed, color, sex, age or national origin, with such affirmative action in-
cluding, 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 CITY and the Department of Housing and Urban
Development to conduct on-site reviews, examine personnel and employment records
and to conduct any other procedures or practices to assure compliance with the
provisions of this agreement. SUB-RECIPIENT agrees to post in conspicuous places
available to employees and applicants for employment notices setting forth the
provisions of this non-discriminatory clause.
F. SUB-RECIPIENT shall comply with all laws and state and federal rules and regulations,
including but not limited to those regarding a direct or indirect illegal interest on the part
of any employee or elected official of the SUB-RECIPIENT in the PROJECT or
payments made pursuant to this Agreement.
G. SUB-RECIPIENT hereby warrants and represents that neither the project, including but
not limited to any funds provided pursuant thereto, nor any personnel employed in the
administration of the program shall be in any way or to any extent engaged in the
conduct of political activities in contravention of Chapter 15 of Title 5, United States
Code, referred to as the Hatch Act.
H. SUB-RECIPIENT shall maintain records to show actual time devoted and costs incurred,
in relation to the PROJECT, and shall prepare and submit monthly progress reports
which describe the work already performed and anticipated during the remaining time of
the PROJECT. Upon fifteen (15) days notice from the CITY, originals or certified
copies of all time sheets, billings, and other documentation used in the preparation of
said progress reports shall be made available for inspection, copying, or auditing by the
CITY at any time during normal business hours, at 150 Dexter Court, Elgin,Illinois.
SUB-RECIPIENT shall adopt the audit requirements of the Office of Management and
Budget (hereinafter "OMB") Circular A-133, "Audits of Institutions of Higher Learning
and Other Non-Profit Institutions." SUB-RECIPIENT shall submit to the CITY one copy
of said audit report. SUB-RECIPIENT shall permit the authorized representatives of the
CITY, HUD and the Comptroller General of the United States to inspect and audit all
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data and reports of the SUB-RECIPIENT relating to its performance under the
Agreement.
J. SUB-RECIPIENT and CITY shall at all times observe and comply with Title 24 CFR
Part 570 and all applicable laws, ordinances or regulations of the Federal, State, County,
and local government, which may in any manner affect the performance of this
Agreement.
K. SUB-RECIPIENT shall transfer to the CITY any unused CDBG funds and submit all
billings attributable to this Project at the time this Agreement expires.
L. SUB-RECIPIENT will ensure that any real property under the SUB-RECIPIENT'S
control that was acquired and/or improved in whole or in part with CDBG funds is used
to meet the benefit of low and moderate income persons as defined by HUD, for a period
of 10 years after the commencement of this Agreement.
M. If during the 10 year period after the commencement 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.
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
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the PROJECT. All claims of SUB-RECIPIENT, whether for reimbursement or
advancement, shall comply with the following requirements:
1. SUB-RECIPIENT shall submit a listing of all disbursements of CDBG funds, on
a form provided by the CITY;
2. Any claim for advancement of CDBG funds shall be limited to an amount
necessary for SUB-RECIPIENT to meet specific cash requirements for the
PROJECT and shall be disbursed by SUB-RECIPIENT within three (3) working
days of receipt by SUB-RECIPIENT;
3. Any request for reimbursement or advancement pertaining to work under
contracts from the SUB-RECIPIENT shall include the following:
a. For interim payments to contractors and subcontractors, certification that
the work for which payment is requested has been performed and is in
place and to the best of SUB-RECIPIENT'S knowledge, information and
belief that, the quality of such work is in accordance with the contract
and subcontracts, subject to: (i) any evaluation of such work as a
functioning PROJECT upon substantial 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, certification that the work has been performed in a
satisfactory manner and in conformance with the contract.
4. Processing of all requests for payment shall be contingent upon the submission
of the required documentation by the contractor and subcontractor to the CITY
that fully complies with federal labor standards, uniform relocation act or any
other applicable federal, state, or local statutes, rules or regulations.
5. SUB-RECIPIENT shall forward to CITY all billings, vouchers, and other
documents representing any accounts payable, in such timely and reasonable
manner as both parties shall determine; 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 Section IX and X herein, CITY shall pay all required payments
against eligible project costs, as described in Section II.B, incurred by SUB-RECIPIENT
under this Agreement.
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VIII. ADMINISTRATION AND REPORTING REQUIREMENTS
A. SUB-RECIPIENT shall administer the Grant Funds in conformance with the regulations,
policies, guidelines and requirements of OMB Circular numbers A-110, A-122, and A-
133, as they relate to the acceptance and use of federal funds for the PROJECT.
B. SUB-RECIPIENT shall submit all required information to show compliance with
applicable laws, rules and regulations, as specified in this Agreement and shall submit to
CITY a monthly progress report no later than the fifth day of the month following the
activity being reported. Other reporting requirements are specified in Exhibit "B"
attached hereto and made a part of this Agreement.
C. Relocation of Tenants
SUB-RECIPIENT shall comply with the requirement under the Uniform Relocation
Assistance and Real Property Acquisition Policies Act of 1970. SUB-RECIPIENT shall
maintain a separate relocation file for each displaced person/business for at least three
years after the project has been completed or the person/business has received final
relocation payments, whichever is later. Relocation costs must be paid to any tenant
(residential or nonresidential) who occupies any building being acquired and is forced to
move without cause. Waiver of rights to relocation costs can only be done by a single
family homeowner.
D. Management Plan and Operating Budget of the Facility
SUB-RECIPIENT shall maintain, and keep current, a management plan and operating
budget stating policies governing the operation of the facility and shall keep this plan and
budget on file with the CITY.
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 or in breach of this agreement
relative 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
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SUB-RECIPIENT, in writing, of such action, specifying the particular deficiency, at least
five (5) working days in advance of any such action and establishing a time and a place
for the SUB-RECIPIENT to refute the alleged deficiency at a time prior to CITY'S taking
such action. After allowing the SUB-RECIPIENT the opportunity to refute or correct the
alleged deficiency, if the alleged deficiency continues to exist, in the opinion of the
CITY, the CITY may withhold payment of the Grant Funds until such time as the
violation or breach is remedied. No action taken or withheld by the CITY under this
paragraph shall relieve the SUB-RECIPIENT of its liability to the CITY for any funds
expended in violation of any of the terms of this Agreement.
D. SUB-RECIPIENT shall transfer to the CITY any unused CDBG funds and submit all
billings attributable to this Project at the time this Agreement terminates or is suspended.
X. REMEDIES
A. To the fullest extent permitted by law, SUB-RECIPIENT agrees to and shall indemnify,
defend and hold harmless the CITY, its officers, employees, boards and commissions
from and against any and all claims, suits,judgments, costs, attorneys fees, damages or
any and all other relief or liability arising out of or resulting from or through, or alleged
to arise out of, any breach of this agreement; misuse or misapplication of funds derived
pursuant to this agreement by SUB-RECIPIENT; violation of any statutes, rules and
regulations, directly or indirectly, by SUB-RECIPIENT and/or any of its agents or
representatives; or any negligent acts or omissions of SUB-RECIPIENT or of SUB-
RECIPIENT'S officers, employees, agents or subcontractors. In the event of any action
against the CITY, its officers, employees, agents, boards or commissions covered by the
foregoing duty to indemnify, defend and hold harmless, such action shall be defended by
legal counsel of CITY'S choosing. The provisions of this paragraph shall survive any
termination and/or expiration of this agreement.
B. In the event of loss of approved Grant Funds for the PROJECT as a result of any
violation or breach of this Agreement by the CITY, misuse or misapplication of funds
received from HUD unrelated to the PROJECT, or any violation of the statutes,rules and
regulations of HUD, directly or indirectly, by CITY and/or any of its agents or
representatives, CITY'S liability to SUB-RECIPIENT shall be limited to any funds
which have previously been provided to sub-recipient pursuant to this agreement. SUB-
RECIPIENT hereby waives and releases CITY from any and all other liability pursuant
to any such breach, misuse,misapplication or violation of statutes,rules or regulations.
C. In the event HUD, or any other federal agency, makes any claim which would give rise
to invoking the remedy provisions, as set forth in paragraph A or B of this Section X,
then the CITY or SUB-RECIPIENT shall immediately notify the other party, in writing,
providing the full details of the alleged violation. 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.
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D. hi addition to any remedies available to the CITY, if 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 Funds
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 CITY's discretion.
Target Dates Date
1. Prepare Bid Specification 1/08
2. Advertise for Bid 2/08
3. Award a Contract 3/08
4. 100% of funds expended 9/08
B. SUB-RECIPIENT. Shall complete the PROJECT within twelve (12) months from the
date of this Agreement. However, in the event of any alterations or additions or of
circumstances beyond the control of SUB-RECIPIENT, which in the opinion of the
Community Development Director will require additional time for completion of said
expenditures, then in that case, the time of completion shall be extended by the
Community Development Director by a period of time not to exceed six (6) months.
C. If SUB-RECIPIENT is delayed in the completion of the PROJECT by any cause
legitimately beyond its control, as determined by the CITY, such that it cannot complete
the PROJECT within eighteen (18) months of the date of this Agreement, it shall
immediately give written notice to the CITY of the anticipated delay, the reasons
therefore and request an extension of time for completion of the PROJECT. CITY's
Community Development Director shall consider any such request and shall make a
recommendation to CITY's City Council as to whether in his sole discretion he considers
such an extension to be reasonable and necessary, under the totality of circumstances to
be required for completion of the PROJECT due to the particular circumstances. The
CITY's City Council shall act upon the extension request and recommendation of the
Community Development Director and notify the SUB-RECIPIENT whether the time
extension is granted or denied, and the CITY's intention to exercise the remedies
available herein, including but not limited to suspension of further payments. A revised
implementation schedule shall be submitted by SUB-RECIPIENT if an extension is
granted by the CITY.
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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.
H. Venue for the resolution of any disputes or the enforcement of any rights between the
parties hereto arising out of or in connection with the terms and provisions of this
agreement shall be in the Circuit Court of Kane County, Illinois.
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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
��014111
BY: . • arin
• , -r
DATE: —
ATTEST:
Diane Roberts
City Clerk
SUB-RECIPIENT: YWCA
220 E. Chicago Street, Elgin, Illinois 60120
BY:
• Julia McClendon
CEO
DATE: 11/..D..„1 l67
ATTEST:
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guarantee under Section 108 of the ACT by assessing any amount against properties owned and
occupied by persons of low and moderate income, including any fee charged or assessment made
as a condition of obtaining access to such public improvements, unless: (1) funds received under
Section 106 of the ACT are used to pay the proportion of such fee or assessment that relates to
the capital costs of such public improvements that are financed from revenue sources other than
under Title I of the ACT; or (2) for purposes of assessing any amount against properties owned
and occupied by low and moderate income persons, the SUB-RECIPIENT certifies that it lacks
sufficient funds received under Section 106 of the ACT to comply with the requirements of
subparagraph (1)above.
10. The SUB-RECIPIENT certifies that it will provide a drug-free workplace by:
(A) Publishing a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession or use of a controlled substance is prohibited in the SUB-
RECIPIENT's workplace and specifying the actions that will be taken against employees
for violation of such prohibition;
(B) Establishing a drug-free awareness program to inform employees about:
(1) The dangers of drug abuse in the workplace;
(2) The SUB-RECIPIENT's policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation, and employee assistance
programs; and
(4) The penalties that may be imposed upon employees for drug abuse violations
occurring in the workplace.
(C) Making it a requirement that each employee to be engaged in the performance of the
grant be given a copy of the statement required by paragraph(A);
(D) Notifying the employee in the statement required by paragraph(A) that, as a condition of
employment under the grant, the employee will:
(1) Abide by the terms of the statement; and
(2) Notify the employer of any criminal drug statute conviction for a violation
occurring in the workplace no later than five days after such conviction;
(E) Notifying the City of Elgin's Planning and Neighborhood Services Department within
ten (10) days after receiving notice under subparagraph (D)(2) from an employee or
otherwise receiving actual notice of such conviction;
(F) Taking one of the following actions, within 30 days of receiving notice under
subparagraph(D)(2), with respect to any employee who is so convicted:
(1) Taking appropriate personnel action against such an employee, up to and
including termination; or
(2) Requiring such employee to participate satisfactorily in a drug abuse assistance
or rehabilitation program approved for such purposes by a Federal, State, or
local health, law enforcement, or other appropriate agency;
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(G) Making a good faith effort to continue to maintain a drug-free workplace through
implementation of paragraphs (A), (B), (C), (D), (E) and (F).
11. It has adopted and is enforcing a policy prohibiting the use of excessive force by law
enforcement agencies within its jurisdiction against any individuals engaged in nonviolent civil
rights demonstrations.
12. In regards to lobbying, the SUB-RECIPIENT certifies:
(A) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
SUB-RECIPIENT, to any person for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with the awarding of any Federal
contract, the making of any Federal grant, the making of any Federal loan, the entering
into of any cooperative agreement, and the extension, continuation, renewal, amendment,
or modification of any Federal contract, grant, loan, or cooperative agreement.
(B) If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member
of Congress in connection with the Federal contract, grant, loan, or cooperative
agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure
Form to Report Lobbying," in accordance with its instructions.
(C) The SUB-RECIPIENT shall require that the language of this certification be included in
the award documents for all subawards at all tiers (including subcontracts, subgrants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients
shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this certification is a
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.
27
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 apprentice-
ship.
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
28
•
following actions: cancel, terminate or suspend, in whole or in part, this grant, refrain from
extending any further assistance to the SUB-RECIPIENT until satisfactory assurance of future
compliance has been received; and refer the case to the Department of Housing and Urban
Development for appropriate legal proceedings.
SUB-RECIPIENT: YWCA of Elgin
220 E. Chicago Street, Elgin,Illinois 60120
BY: � — c- ,
Ju1iClendon, CEO
DATE: ) ,' a L 0 -7
ATTEST:
29
4.3 PROJECT APPLICATION
CITY OF ELGIN CDBG PROGRAM
2007-2008 PROGRAM YEAR
Date of Submittal December 15, 2006
Project Name YWCA Boiler Replacement
Project Address 220 East Chicago Street
City Elgin State Illinois Zip Code 60120
Census Tract Block Group
Submitting Agency / Organization
Contact Person:
Name Julia McClendon, CEO
Address 220 East Chicago Street
City Elgin State Illinois Zip Code 60120
Telephone 847-742-7930
Fax/E-mail 847-742-8217 JMCCeendon@ywcaelgin.org
Total Project Cost: $94,583.00
Amount of CDBG Funding Request: $94,583.00
. 1. STATEMENT OF PURPOSE: Provide below or attach a detailed written statement that describes
the scope of the project,how CDBG funds will be spent,the need for this project, and the anticipated
benefits resulting from this project.
Scope:
Remove existing boiler. It must be cut up and taken out in pieces. Also it must be removed by a
licensed asbestos removal company. Also remove all other asbestos insulation on existing piping in the
boiler room.
Replace the existing 40 year old boiler with two new boilers. Replace necessary piping, related safety
equipment, piping, valves etc. Replace asbestos insulation with proper non-hazardous insulation.
How CDBG funds will be spent:
To do what is detailed in the Scope outline above.
Need:
As the boiler ages it becomes more and more costly to maintain. Also, we run a higher risk of boiler
failure with each year that goes by, which could result in severe loss in revenue and create the need for
costly repairs to the building. Installing two smaller boilers rather than one large one, gives us increased
insurance that we will always be able to keep the building from freezing due to boiler failure.-
The other need we wish to address is energy savings. The present boiler is very inefficient. In 1965
energy efficiency was not a high priority. The new boilers would help efficiency in two ways. First,
they would be rated at 80% efficiency or higher. Second, we would only need to run one boiler during
moderate weather.
Benefit:
Same as outlined in need above.
2.LOW AND MODERATE INCOME BENEFIT STATEMENT: Explain how the proposed
project benefits low and moderate income persons,households, or neighborhoods. Provide
supporting material, as necessary.
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 for whome we have
income data: 2,406
• Number of low/moderate income population benefiting from project: 2,130
• Please describe the method used to calculate the benefit.
From the data that we provide monthly to Elgin Planning Department to meet the
requirements of other CDBG awards from previous years. This method was developed during a
series of meetings with Amy Coyne and the HUD Supervisor from the Chicago office c. 2002-2003.
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.
This project is eligible per paragraph 2 of 2.3.2 Eligible Activities
"Public Facilities and Improvements...promote energy efficiency"
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.
This project is eligible per paragraph one of 2.3.1 National Objectives
"Benefit low and moderate income persons or households as defined by Section 8 household
income guidelines."
Johnson Controls,Inc.
4415 West Harrison Street
u N soN Suite 248
f� �`� Lts n ��/ PROPOSAL Tel.708-36-97 0 c NT. FAX:708-449-3454
o Alternate Scope of Work:
To optimize the operational efficiency of the hot water heating system,Elgin YWCA may want to give serious
consideration to the installation of two (2)smaller boilers. Operational efficiency is optimized when a boiler operates
near its capacity. For example,during part load operation(moderately warm day outdoors)greater benefit may be
derived from operating a single 1 million btu/hour boiler at 80%capacity versus a 2 miIIion btu/hour boiler at 45%
capacity. To that end,Johnson Controls,Inc.proposes the following alternate:
• Disconnect and remove from the site,one(1)existing American Standard Kewanee Boiler Model 3R101 G
• Furnish and install:
• Two(2)new Thermal Solutions 88%High Efficient Hot Water Heating Boilers(1,000,000 btu/hr each)
• Two(2)new 2 '/2"three-way valves
• Eight(8)new 2 V2"isolation valves
• New piping to connect new boilers to the existing water supply and hot water distribution piping
• Two(2)new expansion tanks(80 gallons each)
• One(1)new backflow preventer and pressure reducing valve for autofill operation
• Insulate newly installed piping and elbows/tees where asbestos has been removed by Elgin YWCA
• Interconnect new boiler to existing pneumatic controls
• Provide any/all necessary permits,fees,taxes and shipping expenses.
Investment:
Johnson Controls,Inc.proposes to complete the above scope of work for the price of:
Eighty Four Thousand Three Hundred Forty Five and 00/100 dollars S84,345.00
Notes/Exclusions:
• All work to be completed during normal working hours,Monday through Friday.
• Elgin YWCA to disconnect and remove from the site,one(1)existing American Standard Kewanee Boiler Model
3R1010.
• Removal and documented proper disposal of any/all asbestos containing material(including but not limited to the
existing boiler and associated piping insulation),is the responsibility of the owner and not included in this
Proposal.
• This Proposal does not include replacement of the existing pumps.
• The material included in this Proposal is limited to that listed above.
o Addendum
Both the Base and Alternate scopes of work described above are based upon re-use of the existing pum
YWCA prefers installation of new pumps,they can be included for the net additional price of:
Two Thousand Nine Hundred Thirty Eight and 00/100 dollars $2,938.00
Thank you for your consideration of Johnson Controls for this project. Please feel free to contact me at 8-236-9710
with any questions and/or to schedule completion of the above scope of work.
Page 2 of 3
(IMPORTANT: This proposal incorporates by reference the terms and conditions on the reverse
side hereof.)
This proposal is hereby accepted and This proposal is valid until
Johnson Controls is authorized to
proceed with the work; subject, however, April 30, 2006
to credit approval by Johnson Controls, Inc.,
Milwaukee,Wisconsin.
JOHNSON CONTROLS, INC.
Purchaser—Company Name
- .9g
Signature / Signature
Name: 1‘,/me: James G.Wolf
Title: itle: Account Executive
Date:
•
• ..
• HAMPTON
NVIRONMENTAL
SERVICES, INC.
38 WEST END DRIVE
GILBER,TS, IL 60136
847-844-1695
•
Fax 847-844-1696
February 13, 2006
Mr.Don Skelton
YVJGA
2.20 East Chicago Street
Elgin,IL 60120
Regarding:Boiler Room
Asbestos Abatement
Dear Mr.Skelton:
Champion Environmental Services,Inc. "Champion' is pleased to submit the following proposal for
the aforementioned project per instructions on.February 13,2006,We included all necessary
insurance,supervision,labor.material.,equipn ant and disposal to remove the below listed asbestos
containing materials for the lump sum of One thousand three hundred dollars($1.300.00).
Work Areas Type of Material®to be Removed
Basement Gl.ovebag 60 fittings boilers
All work shall be completed in accordance with all current Federal and State Rules and Regulations.
February 13,2006
Mr.Skelton
Page Two
The following clarifications are pertinent;
1. CESI shall utilize local union laborers with.current Illinois accreditation,medical surveillance
and training.
2. CESI shall employ an onsite safety supervisor with necessary training for competent person
status as required by OSHA.
3. CESI has not included any down time or delays in our quote.
4. Restoration and!or Reinsularion is not included in our proposal.
5. The owner shall provide all necessary water and 110 volt electric at no cost to CESI.
6. CESI has included one mobilization to complete this project.
7. CESI has not included the removal of any moveable objects.
8. CESI quote reflects placing an ACM waste container adjacent to the buildings.
9. CESI quote reflects working Monday thru Friday eight hours per work day.
10. CESI anticipates completing the asbestos project in two working days
11. CESI payment terms are net thirty days.
12. This quote is valid for a period of thirty calendar days.
Thank you for the opportunity to quote on this project.Lf any questions should arise,
Please feel free to contact me at 847-844-1695. Thank you for your time and consideration
tf this is acceptable,please sign and fax hack to the corporate office as confir....ation to proceed
(847)844-1696:
Respect Ilyy,
Guido Gorniak
Estimator/Project Manager
!gg Print Name:
Title:
Signature:
Date: 2006
•
OHAMPION
( N N AL
SERVICES, INC.
~�- 38 WEST END DRIVE
GILBERTS, IL 60136
847-844-1695
Fax 847-844-1696
February 16,2006
Mr.Don Skelton
YWCA
•
220 East Chicago Street
Elgin,IL 60120
Regarding: Boiler Room
Boiler Dismantlement
Dear Mr.Skelton:
Champion:Environmental Services, Inc."Champion"is pleased to submit the following proposal for
the aforementioned project per, our phone conversation on February 16,2006,We included all
necessary insurance,supervision,labor,material,equipment and disposal to dismantle the boiler and
remove from site for the lump sum of Six thousand dollars($6.000.00).,
All work shall be completed in accordance with all current Federal and State Rules and Regulations.
•
5. PROJECT COST ESTIMATE: Provide cost information below and/or attach additional
cost estimate summaries.
Project Cost Elements Estimated Cost
1. Remove Existing Boiler S6.000.00
2. Remove Boiler Related Asbestos $1300.00
3. New Boiler $87.283.00
4.
Total Cost $94,583.00
6. OTHER PROJECT FUNDING SOURCES AND AMOUNTS:
Funding Source Amount of Funding
1. $
2, $
3. $
4. $
Total Funding From Other Sources $ -0 -
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, Remove existing boiler two weeks
B. Install new boilers and related equipment three weeks
C. Test new boilers and fine tune two weeks
D. Contingencies one week
E.
F.
G.
H.
L
Total number of months required for project completion: two months
8. OUTCOME MEASURES: Explain how your organization will accomplish the goal(s) identified in you
Statement of Purpose and how your achievements will be measured or quantified.
A. Identify project goals and objectives:
1. Reduce risk of boiler failure.
2. Reduce energy costs.
B. Identify how you will measure your achievements:
1. When the work is finished we will automatically have a lower risk of boiler failure.
2. Energy savings will be evident by what our HVAC contractor estimates will be a 20% to 30%
reduction in natural gas consumption.
•
9. DOCUMENTATION AND REPORTING: During the course of this project, you are required by
federal regulations to report on the clientele served by this project. Describe the method you will use to
collect and maintain information on the;
• Number of persons/households being served
• Number of low and moderate income persons/households being served
• Household size and household income of clientele served
• Race/ethnicity of clientele served
• Number of female—headed households served
We are already doing all of the above documentation and reporting for previous CDBG funds awarded to the
Elgin YWCA. The method used is a formula developed by and agreed upon by Amy Coyne and the HUD
supervisor from Chicago during a series of meetings c. 2002-2003.
EXHIBIT B
ASSURANCES
The SUB-RECIPIENT hereby warrants and represents that it will comply with the regulations, policies,
guidelines and requirements with respect to the acceptance and use of CDBG funds in accordance with
the ACT and the City of Elgin policies. Also, the SUB-RECIPIENT certifies with respect to the grant
that:
1. It possesses legal authority to make a grant submission to the City and to execute a community
development and housing program;
2. Its governing body has duly adopted or passed as an official act, a resolution, motion or similar
action authorizing the person identified as the official representative of the SUB-RECIPIENT to
execute the Agreement, all understandings and assurances contained herein, and directing the
authorization of the person identified as the official representative of the SUB-RECIPIENT to act
in connection with the execution of the Agreement and to provide such additional information as
may be required.
3. Prior to submission of its application to the City, the SUB-RECIPIENT has:
(A) Met the citizen participation requirements of 570.301(b) and has provided citizens with:
(1) The estimate of the amount of CDBG funds proposed to be used for activities
that will benefit persons of low and moderate income; and
(2) Its plan for minimizing displacement of persons as a result of activities assisted
with CDBG funds and to assist persons actually displaced as a result of such
activities;
(B) Prepared its application in accordance with the policies of the City of Elgin and made the
application available to the public;
4. The grant will be conducted and administered in compliance with:
(A) Title VI of the Civil Rights Act of 1964 (Pub. L. 88-352 42 U.S.C. Sec 2000d et seq.)
and implementing regulations issued at 24 CFR Part I;
(B) Title VIII of the Civil Rights Act of 1968 (Pub. L. 90-208), as amended; and that the
SUBGRANTEE will administer all programs and activities related to housing and
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;
24
(F) Executive Order 11063-Equal Opportunity in Housing, as amended by Executive Order
12259, and implementing regulations at 24 CFR Part 107;
(G) Section 504 of the Rehabilitation Act of 1973 (Pub. L. 93-112), as amended, and
implementing regulations when published in effect;
(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
6. When a grant is in excess of $100,000 it will comply with all applicable standards, orders, or
requirements issued under Section 308 of the Clean Air Act (42 U.S.C. 1857(h), Section 508 of
the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and Environmental Protection
Agency regulation (40 CFR Part 15), which prohibit the use under nonexempt Federal contracts,
grants or loans, of facilities included on the EPA list of Violating Facilities. The provision shall
require reporting of violations to the County, HUD, and to the AESOP Assistant Administrator
for Enforcement(EN-329).
7. It has developed its application so as to give maximum feasible priority to activities which
benefit low and moderate income families or aid in the prevention or elimination of slums or
blight; (the application may also include activities which the SUB-RECIPIENT certifies are
designed to meet other community development needs having a particular urgency because
existing conditions pose a serious and immediate threat to the health or welfare of the
community, and other financial resources are not available);
8. It is following the current City of Elgin Consolidated Plan which has been approved by HUD
pursuant to 570.306; and
9. It will not attempt to recover any capital costs of public improvements assisted in whole or in
part with funds provided under Section 106 of the ACT or with amount resulting from a
25
November 21, 2007
TO Mayor and Members of the City Council
FROM Olufemi Folarin, City Manager
Janice Ward, Senior Planner
it, fr
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
Attachments