13-15 Resolution No. 13-15
RESOLUTION
AUTHORIZING EXECUTION OF A NEIGHBORHOOD IMPROVEMENT GRANT
PROGRAM AGREEMENT-SUSTAINABLE NEIGHBORHOOD PROJECT FUND WITH
JUDSON UNIVERSITY IN CONNECTION WITH THE NEW VISIONS IN TEACHING
SUSTAINABILITY DOCUMENTARY VIDEO PROJECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that
Sean R. Stegall, City Manager,be and is hereby authorized and directed to execute a Neighborhood
Improvement Grant Program Agreement-Sustainable Neighborhood Project Fund with Judson
University on behalf of the City of Elgin in connection with the New Visions in Teaching
Sustainability Documentary Video Project,a copy of which is attached hereto and made apart hereof
by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: January 23, 2013
Adopted: January 23, 2013
Vote: Yeas: 6 Nays: 1
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
NEIGHBORHOOD IMPROVEMENT GRANT
PROGRAM AGREEMENT—SUSTAINABLE NEIGHBORHOOD PROJECT FUND
THIS AGREEMENT is made and entered into this Wk day of 2013 by and
between the City of Elgin, Illinois, a municipal corporation, (hereinafter referred t as the"City")
and Judson University(hereinafter referred to as the"Applicant").
WITNESSETH:
WHEREAS, the Applicant's representative, Keelan Kaiser has been duly authorized by
the Applicant to enter into this Agreement; and
WHEREAS, the Applicant desires the City to provide financial assistance for a
neighborhood improvement project to take place within the boundaries of that neighborhood as
established by the City; and
WHEREAS, the.City has agreed to provide a Neighborhood Improvement Grant to the
Applicant to provide financial assistance and incentives for neighborhood groups and
organizations in the development and implementation of projects benefiting their respective
neighborhoods.
NOW, THEREFORE, for and in consideration of the mutual promises and undertakings
contained herein, and other good and valuable consideration, the sufficiency of which is hereby
mutually acknowledged.:
1. That the foregoing recitals are incorporated into and made a part of this Agreement as if
fully recited herein in their entirety.
2. That the Applicant represents and warrants that he/she complies with the Applicant
eligibility guidelines for the Sustainable Neighborhoods Project Fund of the City's
Neighborhood Improvement Grant Program including but not limited to the following:
a. The Applicant represents a neighborhood-based organization of residents or
businesses registered with the City of Elgin Neighborhood Liaison office.
b. The Applicant represents an ad-hoc group of residents who have formed a
committee solely-for the purpose of the specific project. The applicant group
must be sponsored by a registered neighborhood-based organization.
c. The neighborhood group or organization's meeting dates and times must be
publicized within the geographic area of the city represented by the group or
organization and the meetings must be open to the public.
3. Projects requiring physical improvements or additions to the neighborhood shall be
located on publicly owned property. All projects must be compatible with the
Sustainability Action Plan adopted and established by the City. All projects involving
physical improvements or additions shall be approved by the City's Director of Code
Administration and by the City's Engineer. Any such projects requiring physical
improvements .or additions shall be constructed and maintained by the Applicant.
Maintenance of such physical improvements or additions shall be at the sole expense of
Applicant.
4. Projects or activities requiring services to be rendered shall be provided to all members of
the public without charge.
5. Applicant shall use its best efforts to encourage residents of the neighborhood to be active
participants.
6. All projects or activities shall be completed a period of twelve (12)months from the date
of execution of this Agreement. For projects delayed by unforeseen or unanticipated
circumstances outside of control of Applicant, a.twelve (12) month extension may be
granted by the City Manager or his designee on or before nine (9) months from the date
of the award as provided for herein.
7. That the Applicant has been approved for a grant request for the following:
■ "New Visions in Teaching Sustain ability" documentary video in accordance with
the scope of work outlined in Attachment A, Sustainable Neighborhood Project
Fund Application, reviewed and approved by the Elgin Sustainability
Commission, December 18, 2012, and revised to reflect elimination of all budget
items presented on page 3,and replaced with a budget of$4,000 to be used solely
for professional video filming and editing services.
8. Applicant shall present paid receipts or copies of paid receipts to City specifically
designating actual expenses incurred for the project or activity described in the
application with any request for reimbursement from City. Such requests for
reimbursement and paid receipts shall be limited to and shall specifically designated
actual expenses incurred for the project or activity described in the application, and
reimbursements shall not exceed the amounts approved at the time of the execution of the
grant agreement. No funding shall be provided or approved by City for expenses
incurred prior to the execution of the grant agreement.
9. City shall distribute the grant payment of$4,000 to the Applicant in accordance with the
provisions of the City's Neighborhood Improvement Grant Program policies. Partial
payments and direct billing from vendors shall also be allowed during the course of the
grant project if the activities under the grant program relate to discrete and separate items
and the Applicant's financial ability to participate in the program is dependent upon
partial payments throughout the program of work as determined by the City's Director of
Planning and Neighborhood Services or his designee in his sole discretion.
10. That in the event that the Applicant fails to perform any of its/his obligations under this
Agreement, remedies to the City shall include forfeiture of the grant as prescribed by the
Neighborhood Improvement Grant Program policies of the City and requiring the
Applicant to repay any and all grants in full in the event payments have previously been
made by the City.
11. That this agreement shall not be deemed or construed to create an employment, joint
venture,partnership or other agency relationship between the parties hereto.
12. To the fullest extent permitted by law, Applicant agrees to indemnify, defend and hold
harmless the City, its officers, employees, boards and commissions from and against any
and all claims, suits,judgments, costs, attorney's fees, damages or other relief arising out
of or resulting from or through or alleged to arise out of any reckless or negligent acts or
omissions of Applicant's officers, members, employees or agents in the performance of
this Agreement. In the event of any action against the City, its officers, employees,
agents, boards or commissions covered by the foregoing duty to indemnify, defend and
hold harmless, such action shall be defended by legal counsel of the City's choosing.
13. Applicant shall keep legible accounting records, and the City shall have the right to
review any and all such records upon reasonable notice. Failure to keep such accounting
records shall constitute a material breach of this agreement. In the event of any material
breach of this agreement by the Applicant, City shall be entitled to an immediate refund
of all funds provided to Applicant within thirty(30)days written notice by City.
14. In the event this Agreement is terminated or in the event the program for which the City
funds provided herein are to be applied is discontinued or if the Applicant ceases
operations prior to December 31, 2013, the Applicant shall refund to the city any funds
paid by the City hereunder within thirty(30)days of written demand by City.
15. This Agreement shall be subject to and governed by the law of the State of Illinois.
Venue for the resolution of any disputes or the enforcement of any rights pursuant to this
Agreement shall be in the Circuit Court of Kane County, Illinois.
16. Signatory hereto on behalf of Applicant hereby personally warrants and represents that he
has legal authority to sign on behalf of Applicant, and that he and Applicant have the
legal capacity to enter into grant agreements.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on
the date and year first written above.
CITY OF ELGIN,a municipal Applica
Corporation
BY d• By
Seanotegall, City Manager
V 1!9!4Xg
City of Elgin -Sustainability Project Application
Sunday,November 25,2012
8:42 PM
City of Elgin-SLISTAINABILITY PROJECT APPLICATION Revised-Jon.2012
Persons interested in proposing a sustainability project sanctioned by the Elgin Sustainability Commission can
complete and submit an application for evaluation and approval.
On a monthly basis, the Elgin Sustainability Commission will review and evaluate Sustainability Applications
received since the previous meeting.
Applications can be submitted throughout the year. However,projects that are proposed to be funded
exclusively by the Elgin Sustainability Commission should be submitted by March 310,2012,as these limited funds
will be awarded on or about May 1,2012.
Project Name: New Visions in Teaching Sustainability:Fourth Year Architecture Design Date November 26,2012
Name(s)of persons submitting request Robin R.Randall,Professor of Architecture,Judson University
Working Group: IFourth Year Architecture Design Studio at Juds4 Group Goal# Objective#
Email Address rrandall@edlabinc.org Phone# 630-913-0283
Project Description-Provide a summary of the project.
The Project is to create a short documentary educational video capturing the muttiple layers of teaching sustainability as
explored through design,planning and execution.
The fall 2012 Fourth Year Architecture Design Studio ARC 451 is the working group at Judson University's School of Art.
Design and Architecture. The student's research will become visible in video format as well as personal reflections from
key students and projects.
The syllabus for the class requires the students to design the ultimate learning environment for 500 students in a private.
interfaith Pre K through eighth grade school and community outreach facilities. The project must meet or exceed the Living
Building Challenge and provide community education for sustainable practices.
An outline of the video is as follows:
Describe how the project will promote and enhance sustainability within Elgin.
In your response,please describe the outcomes/results of the project and how they can be measured.
New Visions in Teaching Sustainability"documentary video will have many applications to promote,enhance and leach
sustainability.
First,within the Judson University community our class project can work to enhance discussions and provide resources for
the university master plan. Outcomes and Results can be measured through improved sustainable goals for the university
and implementation of new projects,both large and small.
Second,the video can be presented to the Elgin Sustainability Commission and Community Outreach to educate and
motivate.Living Building Challenge reaches beyond LEED to meet a zero net energy use and processes all water use on
site. Regenerative Architecture creates more energy than is used on site and gives back to the community. These are lofty
goals but can be achieved with the right support and education.Outcomes and Results can be measured through improved
partnerships and resources to the Elgin Sustainability Commission and Community.
IThird,the video can be used for education within the E public schools stem Boys and Girls Club,Community ColleQe.n
City of Elgin-Sustainability Commission
..........
Unfiled Notes Page 1
SUSTAINABILITY PROJECT APPLICATION,page 2
i
i
Describe how the project educates the community or raises public awareness about sustainability.
'New Visions in Teaching Sustainability"documentary video will have many applications to teach sustainability.
s
i
First,within the Judson University community our class project can work to enhance discussions and provide resources for
the university master plan.
J Second,the video can be presented to the Elgin Sustainability Commission and Community Outreach to educate and
I motivate.Living Building Challenge reaches beyond LEED to meet a zero net energy use and processes all water use on
site. Regenerative Architecture creates more energy than is used on site and gives back to the community. These are lofty
goals but can be achieved with the right support and education.
Third,the video can be used for education within the Elgin public school system.Boys and Girls Club,Community College,
Gail Borden Library and beyond. Architecture has the ability to inspire and this particular design studio is reaching beyond I
the current norms to challenge and educate.
Describe how the project promotes opportunities to form partnerships with other groups or organizations.
t j
Judson University School of Architecture has formed partnerships with the Elgin School District U46,The Gail Borden j
( Library,and the Boys and Girls Club to create mutually beneficial educational opportunities. These organizations acted as 1
J clients for our programming and planning Gass last summer and are interested in learning more about sustainability. i
! Possibilities exist to provide outreach through our studio video and then expand to team on curriculum development and
impact teaming environment design.
I{
I
� J
i
List major milestones or tasks to complete the project j
August 29,2012-December 10,2012-Collect Data,Photograph and Record presentations and projects I
December 2012-Create background information,interview students
January 2012-Edit footage,create draft video
I February 2012-Add music and narration
i March 1,2012-Complete Video
March 27-30,2012-ARCC 2013 Architectural Research Conference.University of North Carolina.Charlotte. Travel and
Presentation j
Future Presentations as scheduled by Elgin Sustainability Commission and other Partnerships
i
i
I 'I
i
I
i
Project Duration,please choose one:
r One time event Short(less than 3 months) 9 Medium(3 to 12 months) ( Long(more than 12 months) 1
}
J
City of Elgin-SustainobilityCommission j
I
Unfiled Notes Page 2
SUSTAINABILITY PROJECT APPLICATION,page 3
Project Resources(select all that apply)
❑Sustainability Working Group Members ❑Elgin area business resources
❑Elgin area citizen volunteers ❑City of Elgin municipal staff
R Elgin area organizations ❑Governmental agency resources
lyg Elgin area educational institution C:]Consultants,SMEs,or Project Managers
Please identify any groups other than the sustainability working groups. Example, if you checked "Elgin area
business resources,please identify which businesses and how they will assist in the project.
We could collaborate with the Elgin Sustainability Commission and identify businesses and community organizations that
would be interested in viewing the video and discussing Living Building Challenge as a building standard.
Estimated project costs(quantifiable if possible)
Printing(e.g.signs,posters,brochures,mail inserts) [$7500.00 Signs and Brochures
Postage 1$100.00
Travel(bus,fuel,tolls,etc.) $6000.00 4 persons to conference and lectures
Equipment rental fees
1$1000.00 Recording and editing equipment rental
Capital expenditures 1$1000.00 Estimate for budget
Consulting,projects manager or legal fees 1$8000.00 One part time Professor Project Manage
Other 1$8000.00 Four part time students stipend
Total 1 $24,600.00
Funding Source
Please list any additional funding sources that can help complete this project(e.g.grant,donation,etc.)
Students and Professors have been and will continue to volunteer a portion of their time. We are currently
investigating other granting sources but many of the organizations including Living Building Challenge are
currently underfunded.
Thank you.You can print or save this form by clicking"File-Save As...'
Please submit this form to sustainabilitvLZcityofelitin.org or via mail to City Hall,150 Dexter Court,Elgin,IL 60120
Attn:Aaron Cosentino
The following pages contain the evaluation criteria the Sustainability Commission uses to score project proposals.
If you have any quLntions please contact Aaron Cosentino,Sustainability Coordinator at cosentino a0cityofelizin.
"r or(847)214-5861
Unfiled Notes Page 3
I
Project Evaluation Criteria s
I I
! Municipal Compatibility
Project integrates with the goals and objectives of Elgin's Sustainability Action Plan(0 to 20 points)
Arguably related,but not Tied_ directly to a goal or
directly tied to an : objective of the "
I Not at all objective of the plan sustainability plan
I
0 points (' 10 points ( 20 points -
3 i
I Community Benefit
Project results in outcomes that address a community need(0 to 20 points) S
Project_provides no Project somewhat results` Project includes j
measurable or defined in an outcomes that measurable;defined
i outcome and does not'' 'addresses a community outcomes that address a- i
I address a community.need need clear community need i
j r 0 points (' 10 points f 20 points it
i Project includes a communication element that either educates the community or-raises public awareness of Elgin's l
Sustainability Action Plan;or sustainability in general(0 to 20 points)
!f 1
Project includes
`' sig ,
No educational result nificant opportunity May result in increased . for education and
awareness elements education or awareness
awareness "
r O points. (' . 10 points r 20 points
; .
1
i
Participation i
Project promotes opportunities to.include and form partnerships with other'groups or organizations(0 to 10 i
points) , i
Project provide no 'Project includes`
opportunity for . May result in significant opportunities 1
Partnerships partnerships -for partnerships. j
r. 0 points r 5 points r 10 points 1
i
II
City of Elgin_Sustoinability Commission
i
Unfiled Notes Page 4
Project Evaluation Criteria(cont.) i
f
Project Feasibility j
The proposal demonstrates excellence in design,planning,and execution of the proposed project or activity(0 to
10 points) -
Project Is poorly Project is reasonably i
I designed and not organized and seems Project is well designed,
feasible feasible _ organized and feasible i
1 i
i r 0 points (' 5 points (' 10 points = I
Budget reliably represents the projects expenses and revenue(0 to 10 points)
Budget is missing or
Budget,reasonably Budget is detailed and
I inaccurate represents associated accurate +
i costs
1 (' .0 points (' 5 points> ('. 10 points
t
i
Cost Effectiveness
Project funding is spent efficiently and leverages volunteer labor or outside funding (0 to 10 points)
Project is efficient with
i Project includes some matching outside dollars
i Not at all volunteer labor or 'or equivalent value In
outside funding labor. E
r, 0 points (' 5 points' (' 10 points
Additional Comments
i
i
Total Points
Decision
Meeting Date i
❑ Approved to proceed ❑ Tabled ❑ Denied I
i ❑ Tentatively approved for future implementation City of Elgin-SustoinabilityCommission
Unfilled Notes Page 5