13-86 Resolution No. 13-86
RESOLUTION
AUTHORIZING EXECUTION OF A COMMUNITY DEVELOPMENT
BLOCK GRANT SUB-RECIPIENT AGREEMENT WITH THE
COMMUNITY CRISIS CENTER, INC. FOR INTERIOR
RENOVATIONS AND IMPROVEMENTS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Sean R. Stegall,City Manager,and Kimberly A.Dewis,City Clerk,be and are hereby authorized and
directed to execute a community development block grant agreement on behalf of the City of Elgin
with the Community Crisis Center,Inc.for interior renovations and improvements,a copy of which
is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: May 22, 2013
Adopted: May 22, 2013
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
BETWEEN THE CITY OF ELGIN AND
THE COMMUNITY CRISIS CENTER INC.
This AGREEMENT is entered into as of the 22nd day of May , 2013,by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter called "GRANTEE" or
"CITY") and the COMMUNITY CRISIS CENTER, INC., a not-for-profit corporation incorporated
pursuant to the laws of the State of Illinois, (hereinafter called "SUB-RECIPIENT") having a principal
place of business at 37 South Geneva Street, Elgin, Illinois 60120.
I. 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.
H. 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 projects descriptions dated
July 15, 2010, and January 12, 2011, submitted by the SUB-RECIPIENT entitled"Lower
Level Ventilation Improvements" and "2011 Shelter Renovations - Community Crisis
Center'', respectively, copies of which are attached hereto as Exhibits "A-1" and "A-2''
and incorporated herein by this reference (hereinafter referred to as the "PROJECT").
The SUB-RECIPIENT was awarded a grant for Fiscal Year(FY) 2011-2012.
B. All funding provided to SUB-RECIPIENT shall be used solely for interior renovations
and improvements of the SUB-RECIPIENT's facility, located at 37 South Geneva Street,
Elgin, Illinois. About 6,500 low and moderate income individuals will benefit from the
SUB-RECIPIENT's program in its 2011-2012 fiscal year. The subject building will
serve 90 percent low and moderate income persons as defined by 24 CFR 570.208 (a) (2)
(i) (A). Such funding shall be used only for the (i) replacing HVAC units, (ii) upgrading
the ADA bathroom, (iii) upgrading the security system, (iv) replacing damaged ceiling
tiles, (v) installing new ventilation system in basement, and (vi) other repairs and costs
associated with the above activities as are consistent with the scope and intent of the
PROJECT and are pre-approved by CITY staff.
C. The SUB-RECIPIENT shall comply with administrative and procurement requirements
as applied-to the Community Development Block Grant program in accordance with 24
CFR 85:
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I. 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 Minority Business Entity/Women
Business Entity(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. Quarterly Progress Reports
1. The SUB-RECIPIENT shall provide a Quarterly Progress Report to the CITY
each quarter, reporting on the status of the PROJECT in relation to the Project
Implementation Schedule. The quarterly progress reports shall begin upon the
signing of this Agreement, and be based on the CDBG program year, beginning
on June 1" and ending on May 31" of the following year. The quarterly progress
report shall be submitted until the completion of the PROJECT or until directed
to discontinue such reports in writing by the CITY.
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2. Quarterly progress reports shall be due on the 10"' day of the month following,
the end of the quarter, for the previous quarter's activities.
3. 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 quarter (by race, income, and the number of
female headed households).
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. 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 the CITY without the required
documentation.
H. SUB-RECIPIENT shall record and report monthly to the CITY all program income (as
defined in 24 CFR 570.500(a)) generated by activities carried out with CDBG funds
made available under this Agreement. Any such program income shall be returned to the
CITY. Written request for an exception to this section must be made in writing to the
CITY's Community Development Department. Such request shall describe 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 income and
expenditures to the CITY. A written response to the request will be provided to the SUB-
RECIPIENT from the CITY. The use of any program income by the SUB-RECIPIENT
shall comply with the requirements set forth at 24 CFR 570.504. By way of further
limitations, to the extent any such income is used during the Agreement period for
activities permitted under this Agreement, SUB-RECIPIENT shall reduce requests for
additional funds by the amount of any such program income balances on hand. All
unexpended program income shall be returned to the CITY at the end of this Agreement
period. Any interest earned on cash advances from the U.S. Treasury and from funds
held in a revolving fund account is not program income and shall be remitted promptly to
the CITY.
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111. AMOUNT AND TERMS OF GRANT
A. The CITY shall distribute to SUB-RECIPIENT, as SUB-RECIPIENT'S portion of the
total grant received by the CITY and in consideration of SUB-RECIPIENT'S undertaking
to perform the PROJECT, a maximum of$54,730.00 (hereinafter "Grant Funds"), to be
paid in the manner set forth herein at Section VII, that amount comprising of$42,850.00
from the city's Program Year 2011 CDBG budget and $11,880.00 from the city's
Program Year 2009 CDBG budget, for a total of$54,730.00.
B. This PROJECT shall be identified by the following project and account numbers: Project
No. 154752 and Account No. 230-0000-791.93-36 in the amount of$54,730.00, 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 SUB-RECIPIENT's main building, located 37 South Geneva
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
project 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 CITY from
asserting any claims against the SUB-RECIPIENT 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 CITY 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 CITY all funds used for ineligible
activities.
E. A minimum of 51 percent of the persons served on an annual basis shall be at or below
80 percent 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 percent threshold
shall require SUB-RECIPIENT to reimburse the CITY for funds expended, in whole or in
part, for project 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 CITY.
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.
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C. SUB-RECIPIENT shall, upon request of CITY, (1) assist in the completion of an
environmental review and (2) complete certifications showing equal employment
opportunity compliance 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 HUD 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.
I. 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 this
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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. Without limiting the foregoing, the SUB-RECIPIENT shall comply with the
regulations, policies, guidelines and requirements set forth in Exhibit B, attached hereto
and incorporated herein by this reference.
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
the PROJECT. All claims of SUB-RECIPIENT, whether for reimbursement or
advancement, shall comply with the following requirements:
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I. 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 11.13, incurred by SUB-RECIPIENT
under this Agreement.
VIII. ADMINISTRATION AND REPORTING REQUIREMENTS
A. SUB-RECIP ENT shall administer the Grant Funds in conformance with the regulations,
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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 tenth day of the month following the
activity being reported. SUB-RECIPIENT shall comply with all reporting and other
requirements as 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 this 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 herein above in paragraph A and B of this Section IX, it shall notify the.
SUB-RECIPIENT, in writing, of such action, specifying the particular deficiency, at least
five (5) working days in advance of any such action and establishing a time and a place
for the SUB-RECIPIENT to refute the alleged deficiency at a time prior to CITY'S taking
such action. After allowing the SUB-RECIPIENT the opportunity to refute or correct the
alleged deficiency, if the alleged deficiency continues to exist, in the opinion of the
CITY, the CITY may withhold payment of the Grant Funds until such time as the
violation or breach is remedied. No action taken or withheld by the CITY under this
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paragraph shall relieve the SUB-RECIP ENT 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.
D. In 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, or if SUB-
RECIPIENT otherwise fails to comply with any term of this award or Agreement, the
SUB-RECIPIENT shall repay, upon demand by the CITY, such amount of Grant Funds
previously disbursed or allegedly due to the SUB-RECIPIENT.
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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.
Actions Date
1. Prepare Bid Specification August 1, 2013
2. Bids Solicited September 1, 2013
3. Select Contractor October 1,2013
4. Construction Begins November 1, 2013
5. Construction Completed December 31, 2013
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.
XII. MISCELLANEOUS PROVISIONS
A. AMENDMENTS - This Agreement constitutes the entire Agreement between the parties
hereto. There are no other agreements, either oral or implied, between the parties hereto
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regarding the subject matter hereof. 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 Sections V and 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 ism 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
1
BY:
Sean R. Stegall
City Manager
DATE: May 22, 2013
ATTEST:
Kimberly Dfewis
City Clerk
SUB-RECIPIENT: Community Crisis Center, Inc
37 South Geneva Street, Elgin, Illinois 60120
BY:
Gretchen S. Vapnarf
Executive Director
DATE:
ATTEST:
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EXHIBIT A-1
SUB-RECIPIENT'S CDBG APPLICATION
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PROPOSAL APPLICATION FOR CDBG FUNDING: D v L
THE COMMUNITY DEVELOPMENT BLOCK GRANT(CDBG) JAN 12 2011
ENTITLEMENT PROGRAM
FISCAL YEAR 2011 By
JUNE 1,2011 THROUGH MAY 31,2012
Organization Name: Community Crisis Center, inc.
Project Name: 2011 Shelter Renovations–Community Crisis Center
Project Address: 37 S. Geneva Street Elgin IL 60120
Exec Director Name: Gretchen S.Vapnar
Address: 37 S. Geneva Street
Elgin, IL 60120
Telephone#: 847-742-4088 Fax#: 847-742-4182
Email Address: gvapnar @crisiscenter.org Website (if applicable):www.crisiscenter.orQ
Employer(IRS) ID#: 36-2855797 DUNS#: 607208477
Contact Name: Lisa Sampson Title: Resource Development/Facility Coor
Contact Telephone#: 847-742-4088 x 130 Fax#: 847-742-4182
Contact Email: Isampson @crisiscenter.orR Website (if applicable): www.crisiscenter.org
PROJECT FUNDING REQUEST
CDBG Funds Requested 549,950 Funding Leveraged from other Sources SO
Check the category,which describes the type of funding, requested:
❑Housing Public Facility ❑ Infrastructure
❑Economic Development ❑ Public Service ❑ Other
_BRIEF PROJECT DESCRIPTION:
Please provide a one-sentence statement about you r rp oject—not your organization.
Interior renovations and improvements to our non-profit facility that include HVAC, ADA bathroom,security
system upgrade, painting and ceiling repairs.
City of Elgin CDBG Application FY 2011 Application Page 1.5
CONSTRUCTION PROJECTS ONLY
` 2. Project Location:
a. Project Address/Location: (Include photographs)
37 S. Geneva Street Elgin, IL 50120
Census Tract(s):8512 I Block Group(s):3
b. Indicate if the project is located in, or will have any impact on,the following: (Please indicate Yes or No)
(i) National Register Historic District (ii) Designated Wetlands Area NO Land Use/Zoning Change
Yes No Yes 9f No Yes ff No
If yes, explain: Facility is located in If yes, explain: If yes, explain:
Elgin Historic District—Gifford Park
Association
(iv) Environmental Hazards
Yes No
if yes, explain:_
c. Provide a time line for the project and current status of project progression:
Construction Bid Period: Jul-Aug 2011 Start Date:Sept 2010 Completion Date: Dec 2011
Status: N/A
3. Project Benefit: (Attach additional sheets as necessary.)
a. Describe the existing problems or conditions to be corrected by the proposed activity. Identify the
persons affected by these conditions. Explain how the project benefits low and moderate income people.
The overall project deals with the maintenance and/or improvement to the facility in order to maintain a
safe, accessible, efficient, clean and comfortable environment for residents, clients, guests and staff. The 2
HVAC units that serve the 7 shelter bedrooms are 10 years old and starting to fail; the 3`d floor office,
Information Systems server room and public bathroom have inadequate heat and/or cooling; the ADA shower
for shelter residents is in need of a new seat to be compliant and we need to address the water that spills from
the shower to the floor that then drains through the ceiling tiles below causing significant damage;the security
camera at the main entrance needs to be replaced; 7 shelter bedrooms are in need of painting; and the 3`d
floor office ceiling has sustained minor water damage from water or condensation from roof, which needs to
be addressed.
These repairs/renovations affect all persons (clients, guests and staff members) that enter the facility. The
benefit to low and moderate income people is that we provide and maintain a safe, accessible, efficient facility
that provides essential services to individuals dealing with homelessness, domestic violence, sexual assault and
economic crisis.
b. Describe in'quantifiable terms the goals to be achieved by your project during the proposed funding
period,and how the recipients of your services will be benefited or changed.
This capital project does not lend itself to performance measurement or quantifiable terms other than to make
sure that the project is started and finished in a timely manner and is done properly. The project objective is to
maintain an accessible, efficient, safe facility for staff, clients and guests while preserving a building of historic
significance. We can measure the success by keeping to the implementation schedule and finishing on time.
Records will be kept of all work done.
City of_Igin CDBG Application FY 2011 Application Page 17
CONSTRUCTION PROJECTS ONLY
1. Construction Procurement Guidelines for private non:profit construction projects
All construction contracts in excess of$2,000 will be subject to federal Davis-Bacon Wage Rates and Labor
Standards provisions.A schedule of current prevailing wage rates and fringe benefits is available at the Illinois
Department of Labor at.www. state.il.us\aeency\idol\rates\evenmo\kane9999.htm .
$25,000-$99,999
Projects over $25,000 require Newspaper Advertisement Public Solicitation of Contractor Bids in Elgin
Standard Times. Federal requirements for Davis -Bacon and Minority and Women Business Enterprise
Participation (MBE/WBE) compliance will be applicable.
Federal Section 3 and City of Elgin Minority Workforce Requirements are not applicable for contracts
under$100,000.
The lowest qualified bid representing the complete scope of work from a QUALIFIED
CONTRACTOR will be considered.
$100,000+
Projects over $100,000 require Newspaper Advertisement Public Solicitation of Contractor Bids in Elgin
Standard Times. Federal requirements for Davis -Bacon and Minority and Women Business Enterprise
Participation (MBE/WBE)compliance will be applicable.
Federal Section 3 and City of Elgin Minority Workforce Requirements will be applicable for contracts over
$100,000.
Bond Requirement—100% Payment and Performance Bonds.
The lowest qualified bid representing the complete scope of work from a QUALIFIED CONTRACTOR will be
considered.
City of Elgin CDBG Application FY 2011 Application Page 19
❑ Slum or Blighted Area: the project is in a designated slum/blight area and the result of
this project addresses one or more of the conditions that qualified the area.
❑ Spot Blight: the project will prevent or eliminate specific conditions of blight or
physical decay outside a slum area. Activities are limited to clearance, historic
preservation, rehabilitation of buildings, but only to extent necessary to eliminate
conditions detrimental to public health and safety. Examples: historic preservation of a
public facility threatening public safety, demolition of a deteriorated, abandoned
building.
D. Project Category(check one]:
❑ Acquisition of Real Property
❑ Disposition of Real Property
_ Public Facilities and Improvements (e.g., homeless shelter, water and sewer
facilities, flood and drainage improvements, fire protection
facilities/equipment, community, senior and health centers, parking, streets,
curbs,gutters and sidewalks, parks and playgrounds.)
❑ Privately-Owned Utilities
❑ Public Service(i.e., a new service or an increase in the level of a service)
❑ Relocation Payments and Assistance to Displaced Persons
❑ Removal of Architectural Barriers, Handicapped Accessibility
❑ Housing Rehabilitation
❑ Historic Preservation
❑ Commercial or Industrial Rehabilitation, including facade improvements and
correction of code violations.
❑ Special Economic Development or assistance to micro-enterprises.
City of Elgin CDBG Application FY 2011 Application Page 2 i
4. ACTIVITY DESCRIPTION:
Please answer the following questions in the space provided.
A. Provide a detailed description of the proposed activity including how the activity will address the
community need you have indicated. Identify whether the activity is new, ongoing, or expanded
from previous years.
The overall project addresses the community need of maintaining a public facility and homelessness. Our project
deals with the ongoing maintenance and/or improvement to the facility in order to maintain a safe, accessible,
efficient, clean and comfortable environment for residents, clients, guests and staff. The 2 HVAC units that serve
the 7 shelter bedrooms are 10 years old and starting to fail; the 3`d floor office, Information Systems server room
and public bathroom have inadequate heat and/or cooling; the ADA shower for shelter residents is in need of a
new seat to be compliant and we need to address the water that spills from the shower to the floor that then
drains through the ceiling tiles below causing significant damage; the security camera at the main entrance needs
to be replaced; 7 shelter bedrooms are in need of painting; and the 3rd floor office ceiling has sustained minor
water damage from water or condensation from roof,which needs to be addressed.
B. Identify who will benefit from the proposed activity (e.g. homeless, youth, seniors, disabled, et
cetera). If designed to benefit persons of L/M income, describe the process you will use to identify
these persons and ensure that the activity meets this objective. (An LMl certification form is
included in the RFP Packet).
These repairs/renovations affect all persons (clients, guests and staff members) that enter the facility. The
benefit to low and moderate income people is that we provide and maintain a safe, accessible, efficient
facility that provides essential services to individuals dealing with homelessness, domestic violence,.sexual
assault and economic crisis. The Crisis Center collects income information from clients and the facility is
located in a census tract where at least 51%of the residents are LML
The Community Crisis Center is required by a majority of fenders to collect and record statistics in regard to
services provided and clientele. Information is processed daily and the database can be manipulated to
extract the above requested information. The Crisis Center will submit the information monthly or
quarterly in a one-page format with all required information; statistics will reflect an unduplicated
accounting of clients.
C. Identify the accomplishments you intend to achieve with this activity. Provide an activity
timeframe/schedule(include start,completion dates,and other significant stages).
It is anticipated that the project will take 6 months or less to complete once the sub-recipient agreement
is signed and processed. The timeframe is dependent upon the date that the sub-recipient agreement is
signed.
Activity timeframe:
1. Bid Spec Manual completed August-September 2011
2. Go out to bid October 2011
3. Award contract October 2011
4. Start of project November 2011
5. Project completion January 2012
City of Elgin CDBG Application FY 2011 Application Page 23
D. Identify any other agencies/partners in this activity and define the roles and responsibilities of
these partners.
N/A
E. Demonstrate that the proposed activity is economically feasible and can be implemented in a
timely cost effective manner within the proposed program year.
The Community Crisis Center is familiar with the CDBG process and will abide by all rules and
regulations mandated by CDBG. The Crisis Center will prepare a bid package and publish an open bid
and will award the project to the lowest appropriate bidder. See page 23 for activity
timeframe/schedule.
The proposed project consists of a variety of smaller projects, HVAC improvements, painting & wall
repair, security upgrade and a new shower that are not difficult to implement. This project does'not
involve multiple funding sources. .
F. Oftentimes projects that receive an award of CDBG funding are actually awarded less than the
amount originally requested. This requires the submission of a revised budget and a description of
how it will carry out the proposed activity with reduced funding prior to the commitment of any
funding. Please indicate here whether your proposed activity could be undertaken with a reduced
commitment of funding and if so, please highlight how that would affect the scope of services you
are proposing.
Yes,this proposed project could be altered to accommodate the amount of the award. The scope of work
is flexible enough that we would prioritize based upon our greatest need.
City of Elgin CDBG Application FY 2011 Application Page 25
BUDGET DETAIL
This section provides back=up for each line item shown in the Budget Summary Chart. Please make certain this
detailed breakdown is consistent with the Program Budget. Round up to the nearest hundred.
Please note: A job description for each person must be provided.
A Note about the Staff/Salary Breakdown: Please show all proposed staff positions funded with CDBG funds
that relate to the proposed activity. If multiple staff members have the same position/title, list separately(For
example: Counselor 1, Counselor 2). Use an additional sheet if necessary. You must submit iob descriptions
with your application for each position title identified below.
Is this a
Position current or Annual Annual Total x %Time Spent on _ Total Position
Title proposed Salary Fringe Annual this CDBG Cost Requested
position? Benefits Salary Project/Program from CDBG
Example: Current $25,000 $5,000 $30,000 x 40% _ $12,000
Case
manager
X =
X =
X =
X =
X =
X =
A. Oftentimes projects that receive an award of CDBG funding are actually awarded less than the
amount originally requested. This requires the submission of a revised budget and a description of
how it will carry out the proposed activity with reduced funding prior to the commitment of any
funding. Please indicate here whether your proposed activity could be undertaken with a reduced
commitment of funding and if so, please highlight how that would affect the scope of services you
are proposing.
Yes,this proposed project could be altered to accommodate the amount of the award. The scope of work
is flexible enough that we would prioritize based upon our greatest need.
City of Elgin CDBG Application FY 2011 Application Page 27
B.STATEMENT OF APPLICANT
The undersigned acknowledges the following:
1. That, to the best of its knowledge and belief, all.factual information provided is true and correct and all
estimates are reasonable.
2. That no revised proposals/applications may be made in connection with this application once the deadline for
applications has passed.
3. That the City of Elgin may request or require changes in the information submitted, and may substitute its
own figures, which it deems reasonable for any or all figures provided. That the applicant will participate in
required interview for project assessment and cooperatively assist in the review process.
4. That, if the project(s) is recommended and approved by the Mayor and City Council,the City reserves the right
to reduce and/or cancel the allocation if federal entitlements are cancelled, reduced, or rescinded.
5. The City of Elgin reserves the right not to fund any submittals received.
6. By submission of this application, the organization agrees to abide by the federal regulations applicable to this
program..
7. That, if the project(s) is funded, the organization agrees to abide by the City's locally established policies and
guidelines
8. That past program and financial performance will be considered in reviewing this application.
9. That services are to be provided at no cost to citizens during the grant period. All program income (i.e: fees,
repayments,foreclosures,etc.) must be remitted to the City.
10. That, if the project(s) is funded, the City or a designated agency may conduct an accounting system inspection
to review internal controls, including procurement and uniform administrative procedures, prior to issuance
of payments for projected expenditures.
11. That, if project(s) is funded, the City will perform an environmental review prior to the obligation of funds.
12. That, if a project is funded, a written agreement that includes a statement of work, records retention and
reporting, program income procedures, local and federal requirements, circumstances that would trigger
grant suspensions and terminations, and reversions of assets would be required between the organization and
the City.
13. That a project's funding does not guarantee its continuation in subsequent action plans.
14. Provide written signatory authority from the organization's governing body indicating who can execute
contracts and amendments on its behalf.
Statement of Applicant continued on following page.
City of Elgin CDBG Application FY 2011 Application Page 29
C. SIGNATURE AUTHORIZATION FORM
The Board of Directors of Community Crisis Center, Inc does hereby resolve that on 11/21/2010 (Date), the
Board reviewed the Application for Community Development Block Grant Funds to be submitted to the City of
Elgin Community Development Department for funding consideration for the fiscal year 2011 and in a proper
motion and vote approved this application for submission.
The Board further certifies that the organization making this application has complied with all applicable laws
and regulations pertaining to the application and is a non-profit organization, tax-exempt and incorporated in
the State of Illinois.
Community Crisis Center, Inc (Name of organization requesting CDBG funds) hereby proposes to provide the
services or project identified in the Scope of Services in accordance with this application for Community
Development Block Grant Funds. If this application is approved and this organization receives CDBG funding
from the City of Elgin, this organization agrees to adhere to all relevant Federal, State and local regulations
and other assurances as required by the City. Furthermore, as the duly authorized representative of the
organization, I certify that the organization is fully capable of fulfilling its obligation under this application as
stated herein.
I further certify that this application and the information contained herein are true, correct and complete.
i also authorize the following person(s)to have signatory authority regarding this grant:
Susan Travis Business Manager
Name Title
Lisa Sampson Resource Development/Facility Coordinator
Name Title
Gretchen S.Va nar Executive Director
President/Board of Directors(or other authorized person)
021 ►c7
Date
PENALTY FOR FALSE OR FRAUDULENT STATEMENT
U.S. Code Title 18, Section 1001, provides that a fine of up to $10,000 or imprisonment
for a period not to exceed five years, or both, shall be the penalty for willful
misrepresentation and the making of false, fictitious statements, knowing some to be
false.
i
City of Elgin CDBG Application FY 2011 Application Page 31
Community Crisis Center, Inc
City of Elgin
In
FY 2011 CDBG Application
1/12/2011
Project Cost Estimates
a $18,000 Replacement of 2 HVAC units that are 10-years-old that serve the shelter's 7
bedrooms (E-mail quote: Mechanical Services Associates—Jeff Leverenz)
a $16,500 Improved HVAC in the Executive Directors' office, public bathroom and
Information Systems server room(E-mail quote: Mechanical Services Associates—Jeff
Leverenz)
a $6,000 Replacement and improvement to ADA bathroom in shelter, specifically the
shower stall that needs a door to abate water damage to floor and an ADA compliant seat
(Phone quote—Shales .McNutt Construction—John Shales)
a $550 Security System upgrade: replacement of camera at front door(Fox Valley Fire&
Safety—Toni Wandell)
$7,100 Painting of 7 shelter bedrooms and hallways (Phone quote—Shales McNutt
Construction—John Shales)
9 51,800 Ceiling repair and roof repair as needed to 3`d floor Executive Director's office
that has suffered water damage(Singles Roofing Co., Inc—Charles Karmalita)
Total: $49,950
L'LLANUH IS. JUNGELS - RECORDER OF KARS COUNTY
AFFIDAVIT - PLAT ACT
STATE OF ILLINOIS )
COUNTY OF KANE SS.
FREDERICK J. STEFFEN
being duly
sworn on oath, states that he resides at 41W168 Creekview Drive,
Elgin, Illinois
That the attached deed is
nbt in violation.of Section 1 of Chapter 109 of the Illinois Revised Statutes'
f or one of the following reasons:
The sale or exchange is of an entire tract of land not being
C
larger tract of land. a Part of a
2- The division or subdivision of land is into
more in size which does not involve more or tracts of 5 acres or
aay new streets or easements of access.
3. The division is of lots or blocks of less than 1 acre in any recorded
subdivision which does not involve any new streets or easements of ac ess.
4- The sale or exchange of
contiguous land. parcels of land is between owners of adjoiniN anc0"
ZC2
5. The conveyance is of parcels of land or interests therein for use Q'rq
s.)ightA
of-way for railroads or other public utility facilities, which doe�a�it z�
involve any new streets or easements of access. a (h
6. The conveyance is of land owned by a railroad or other public utili �whig 0
does not involve any new streets or easements of access. 0 .
7. The conveyance is of land for highway or other public purpose or grants or
r conveyances relating to the dedication of land for public use or instruments
relating to the vacation of land impressed with a public use.
8- The conveyance is made to correct descriptions in prior conveyances.
CM
9. The sale or exchange is of parcels or tracts of land following the division p
into no more than two parts of a particular parcel or tract of land existing p
on July 17, 1959, and not involving any new streets or easements of access.
10. The sale is of a single lot of less than N2
5 scree from a larger tract, the N
dimensions and configurations of said larger tract having been determined �
by the dimensions and configuration of said larger tract on October 1, 1973, W
and no sale prior to this sale, or any lot or lots from. said larger tract
having taken place since October 1, 1973, and a survey of said single lot
.having been made by a registered land surveyor.
CIRCLE NUMBER ABOVE WHICH IS APPLICABLE TO ATTACHED DEED.
AFFIAHT further stat2a.that he makes this affidavit for the purpose of
inducing. the Recorder of Rana County, Illinois, to accept the attached deed for
recording, and that all local requirements applicable to the subdivision of land
are met by the attached deed and the tract described therein.
SUBSCRIBED and SWORN to before me this
_ day of A.D., 194
OFFICIAL SEA�►�L..��'
� KATHERINE T. HOLZE 0 L
/NOTARY PUBLIC, STATE OF ILLINOISO
My Commission Expires May 23,1994 notary Publ1
Community Crisis Center,Inc.
Audited Financial Statements
Years Ended June 30,2010 and 2009
T[GH E. KRESS&OR-R
Independent Auditor's Report
To the Board of Directors
Community.Crisis Center, Inc.
Elgin, Illinois
We have audited the accompanying statements of financial position of Community Crisis Center, Inc, (a
nonprofit organization) as of June 30, 2010 and 2009, and the related statements of activities and changes
in net assets, functional expenses and cash flows for the years then ended. These financial statements are
the responsibility of the Organization's management. Our responsibility is to express an opinion on these
financial statements based on our audit.
We conducted our audit in accordance with auditing standards generally accepted in the United States of
America and the standards applicable to financial audits contained in Government Auditing Standards,
issued by the Comptroller General of the United States. Those standards require that we plan and perform
the audit to obtain reasonable assurance about whether the financial statements are free of material
misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and
disclosures in the financial statements. An audit also includes assessing the accounting principles used
and significant estimates made by management, as well as evaluating the overall financial statement
presentation. We believe that our audit provides a reasonable basis for our opinion.
In our opinion, the financial statements referred to above present fairly, in all material respects, the
financial position of Community Crisis Center, Inc. as of June 30, 2010 and 2009; and the changes in its
net assets and its cash flows for the years then ended in conformity with accounting principles generally
accepted in the United States of America.
In accordance with Government Auditing Standards, we have also issued our report dated November 12,
2010, on our consideration of Community Crisis Center, Inc.'s internal control over financial reporting
and on our tests of its compliance with certain provisions of laws, regulations, contracts, and grant
agreements and other matters. The purpose of that report is to describe the scope of our testing of internal
control over financial reporting and compliance and the results of that testing, and not to provide an
opinion on the internal control over financial reporting or on compliance. That report is an integral part of
an audit performed in accordance with Government Auditing Standards and should be considered in
assessing the results of our audit.
-1-
1595 WELD ROAD•SUITE • ELGIN,IL 60123•P:847.695.2709•F:847.6952743•WWW.TKOCPA.COM
Community Crisis Center, Inc.
Statements of Financial Position
Years ended June 30,2010 and 2009
Assets
June 30; 2010 June 30, 2009
Current Assets:
Cash and cash equivalents(Note 1) S 285,867 $ 169,642
Investments (Note 9) 123,802 100,314
Grants receivable(Note 1) 410;802 153,438
Prepaid expenses 7.046 6,669
Total current assets 827.517 430.063
Property and Equipment; at cost(Note 2):
Land 15,000 15,000
Building 60,000 60,000
Building improvements 3;316,178 3;312,754
Furniture and equipment 477,124 . 465,275
Less accumulated depreciation (1,496,472) (1,401,311)
Net property and equipment 2,371.830 2.451,718
Total Assets $ 3,199.347 $ 2,881,781
Liabilities and Net Assets
Current Liabilities:
Accounts payable $ 15,261 $ 11,768
Accrued expenses (Note 4) 109;262 86,573
Current portion of long-term debt(Note 3) 10.744 9.238
Total current liabilities 135,267 107,579
Long-Term Liabilities:
Long-term loans and notes payable(Note 3) 534,998 546.623
Total long-term liabilities 534.998 546.623
Net Assets:
Unrestricted 2;336,378 2,111,702
Temporarily restricted(Note 6) 192,704 115,877
Permanently restricted - -
Total net assets 2.529.082 2.227.579
Total Liabilities and Nets Assets $ 3,199;347 $ 2,881,781
The accompanying notes are an integral part of the financial statements.
-3-
Community Crisis Center,Inc.
Statements of Functional Expenses
Years Ended Jm►e 30,2010 and 2009
Domestic Sexual Economic Total General and 'Total Expenses `Dotal Expenses
Expesses: Violence Assault Crisis Program Ach►►inisd-ative Jw►e 30,2010 Ruie 30,2009
Personnel
Salatics S 711,273 S 185,711 S 252,995 S 1,149,979 S 232,207 S 1,382,186 S 1,504,918
Payroll taxes 64,348 16,788 22,871 104,007. 20,992 124,999 99,499
Employee insurance 64,719 30,363 30,458 .125,540 25,713 151,253 175,970
In-kind contributions 100,842 28,812 30,413 160,067 8,424 168,491 186,757
Agency consulting fees 9,597 2,659 3,499 15,755 2,979 18,734 27,986
'Travel and workshops 9,652 5,172 463 15,287 1,660 16,947 2 3,5 84
Rent 2,573 338 401 3,312 - 3,312 3,062
Utilities 22,883 6,360 7,552 36,795 5,112 41,907 32,279
Insurance 10,219 2,516 2,987 1.5,722 2,906 18,628 23,209
Repairs and maintenance 19,929 4,906 5,825 30,660 4,300 34,960 34,652
Equipment leases 11,633 2,864 3,400 17,897 1,965 19,862 19,316
Computcrizat.i.on 4,880 1,201 1,426 7,507 1,325 8,832 5,724
Interest expense 21,794 5,365 6,371 33,530 - 33,530 32,943
Postage 2,500 2,119 679 5,298 860 6,158 5,572
Advertising 2,072 510 606 3,188 168 3,356 2,945
Dues and membership 2,166 1,750 250 4,166 280 4,446 5,884
Telephone 8,618 3,650 3,460 15,728 2,775 18,503 19,752
Printing - 1,509 - 1,509 - 1,509 3,649
Food andhousehold supplies 3,073 575 2,6112 6,290 331 6,621 7,871
Client assistance 992 521 398,789 400,302 - 400,302 194,416
Toy giveaway - - 5,970 5,970 - 5,970 5,950
Program supplies 2,564 16,824 29 19,417 - 19,417 17,588
Office supplies 6,613 2,867 2,224 11,704 2,065 13,769 10,763
General supplies 2,675 658 782 4,115 217 4,332 5,62.7
Miscellaneous 3,230 972 985 5,187 273 5,460 5,882
Fundraising - - - - 46,274 46,274 52,841
Depreciation andaniortization 46,115 13,522 35,524 95,161 - 95,161 96,974
Total Expenses $ 1,134,960 S 338,532 S 820,601 S 2,294,093 S 360,826 S 2,654,919 S 2,605,613
The accompanying holes are an integral pail of the financial statements.
-5-
Community Crisis Center,Inc.
Notes to Financial Statements
June 30, 2010
Note 1-Significant Accounting Policies
Nature of Activities:
The Community Crisis Center, Inc., a not-for-profit, located in EIgin, Illinois, was founded to help
those in crisis due to domestic violence, sexual assault, or economic circumstances. The Organization
offers the following, services: a 24-hour crisis hotline for information and referral; emergency shelter;
individual and group counseling; medical, legal and welfare advocacy; emergency assistance with
food, clothing, rent and utilities; and transitional housing. Except for the Batterer Intervention program,
all services are provided at no cost to the Organization's clients.
Community Crisis Center, Inc. is functionally organized under three major programs, defined_ as
follows:
Domestic Violence:
The philosophy of the domestic violence program is that every person has a right to live in a safe
environment and to make their own decisions about their life. The Organization's role is to support the
client, to provide information about resources that will help the client move forward, to advocate for
the client, when systems are blocking the clients progress, and to provide a safe place for the client to
stay when home is not safe. The Organization provides: a 24-hour crisis hotline, group counseling,
legal advocacy, and service for information and referrals.
Sexual Assault:
The Community Crisis Center, works to help victims of sexual assault/abuse regain control of their
lives, explore their options and choices, and deal with the effects of the trauma. The Organization
strives to empower survivors and help them move through the crisis to develop and pursue their own
goals. The Organization provides; individual, family and group counseling, medical and legal
advocacy, and prevention education services.
Economic Crisis:
The Community Crisis Center, Inc. recognizes a need for assistance within the community for
individuals and families facing an economic crisis. The Organization provides emergency assistance
with food, clothing,rent and utilities.
The following is a summary of significant accounting policies of Community Crisis Center, Inc.
applied by management in the preparation of the accompanying financial statements:
-7-
Community Crisis Center,,Inc.
Notes to Financial Statements
June 30, 2010
Note 1'—Significant Accounting Policies (continued)
Use of Estimates:
In preparing financial statements in conformity with United States Generally Accepted Accounting
Principles, management makes estimates and assumptions affecting the reported amounts of assets and
liabilities and disclosures of contingent assets and liabilities as of the date of the financial statements,
as well as the reported amounts of revenue and expenses during the reporting period. Actual results
could differ from those estimates.
Functional Expenses:
The Organization classifies expenses into functional programs and supporting services (administration
and development). The program service function includes all expenses directly related to the
organization's objective described in the nature of activities. Expenses directly identified with the
programs are charged to that program and where those expenses affect more than one program or
supporting service, they are allocated on the basis of estimates by management.
Grants Receivable:
Grants receivable are stated at the amount management expects to collect on outstanding balances.
Management provides for probable uncollectible amounts through a provision for bad debt expense
based on its assessment of the current status of individual receivables. Balances that are still
outstanding after management has used reasonable collections efforts are written off to bad debt
expense. There were no bad debt write-offs or accounts deemed uncollectible for the years ended June
30, 2010 and 2009.
Property and Equipment:
Property and equipment are recorded at cost, if purchased, or if donated, at fair market value at the date
of receipt. Depreciation is provided on a straight-line basis over the estimated useful lives of the
respective assets. Expenditures for major renewals and betterments that extend the useful lives of assets
are capitalized in excess of 5500.
Income Taxes:
Community Crisis Center, Inc. is a not-for-profit organizations that is exempt from income taxes under
Section. 501(c)(3) of the Internal Revenue Code and is classified by the Internal Revenue Service as
other than a private foundation. Accordingly, a provision for income taxes has not been made on the
financial statements.
-9-
Community Crisis Center, Inc.
Notes to Financial Statements
June 30,2010
Note 3—Mortimes and Notes Pavable
Mortgages and notes payable consisted of the following at June 30, 2010 and 2009:
The Mortgage requires monthly payments of$3.637, with a balance due on January 21, 2012. Interest
rate of 6% based on a twenty-five year amortization schedule. The balance at June 30; 2010 and 2009
was $545,742 and $555,861 respectively.
The Organization has a margin.account with their investment broker. The interest rate and approved
credit amount are variable. The Organization has not used the margin account during the years ended
June 30. 2010 and 2009,
Principal payments due on long-term debt during each of the next five years are as follows:
2011 S 10,744
2012 534,998
Total loans and notes payable $ 5_4�742
Total interest expenses for the periods ending June 30, 2010 and 2009 was 533,530 and $32;943
respectively.
Note 4-Accrued Expenses
Accrued expenses include the following at June 30,2010 and 2009:
June 30. 2010 June 30.2009
Accrued wages 8 11,388 8 10,113
Accrued unemployment&taxes 4,909 -
Accrued vacation 91,944 75,494
Accrued sales taxes 335 280
Accrued retirement benefits 686 686
Total accrued expenses 8 109,262 8 86,573
-11-
Community Crisis Center, Inc.
Notes to Financial Statements
June 30, 2010
Note 7—Operating Leases (continued)
The aggregate future minimum lease commitment on these leases as of June 30, 2010 is as
follows:
2011 S 30,969
2012 30,240
2013 16.208
Total future minimum lease payments S 77,417
Note 8—Reruns Thrift Shop
As part of its overall mission, the Organization has a thrift shop for the sale of donated used household
goods. The shop is run by volunteers and has normally been self-sufficient. Any proceeds in excess of
expenses (rent, utilities, etc.) revert back to the Organization's unrestricted funds. For the years ended
June-30, 20I0 and 2009 the shop had income of 511,425 and incurred a loss 58,178 respectively,
Note 9 —Investments
Investments consist of common stocks, are stated at fair value based on quoted prices in active markets
(all level one measurements), and are summarized as follows,at June 30, 2010 and June 30, 2009:
June 30,2010 June 30,2009
Unrealized Unrealized
Appreciation Appreciation
Cost Fair Value (Depreciation) Cost Fair Value (Depreciation)
S 116,925 123,802 S 6,877 S 106,924 100;314 S (6,610)
Temporarily
Unrestricted Restricted Total
June 30,2010 June 30,2010 June 30,2010
Common stock at fair market value S 22,323 101,+79 S 123,802
-13-
TIGHE, KRESS OR
— _ C.�tifird PvbL'r/rroemurxu
To the Board of Directors
Community Crisis Center, Inc.
P.O. Box 1390
Elgin, IL 60121
Report on Internal Control over Financial Reporting and on
Compliance and Other Matters Based on an Audit of Financial Statements
Performed in Accordance with Government Auditing Standards
We have audited the financial statements.of Community Crisis Center, Inc. (a nonprofit organization) as
of and for the years ended June 30, 2010 and 2009, and have issued our report thereon dated November
12, 2010. We conducted our audit in accordance with auditing standards generally accepted in the United
States of America and the standards applicable to financial audits contained in Government .4uditing
Standards, issued by the Comptroller General of the United States.
Internal Control Over Financial Reporting
In planning and performing our audit, we considered Community Crisis Center's internal control over
Financial reporting as a basis for designing our auditing procedures for the purpose of expressing our
opinion on the financial statements, but not for the purpose of expressing an opinion on the effectiveness
of the Community Crisis Center, Inc. internal control over financial reporting. Accordingly, we do not
express an opinion on the effectiveness of the Organization's internal control over financial reporting.
A deficiency in internal control exists when the design or operation of a control does not allow
management or employees, in the normal course of performing their assigned functions, to prevent or
.detect and correct misstatements on a timely basis. A material weakness is a deficiency, or combination
of deficiencies, in internal control such that there is a reasonable possibility.that a material misstatement
of the entity's financial statements will not be prevented, or detected and corrected on a timely basis.
Our consideration of internal control over financial reporting was for the limited purpose described in the
first paragraph of this section and was not designed to identify all deficiencies in internal control that
might be deficiencies, significant deficiencies or material weaknesses. We did not identify any
deficiencies in internal control over financial reporting that we consider to be material weaknesses, as
defined above.
-15-
'535 WELD ROAD•SUITE 9•ELGIN,IL 60123•P:847.695.2700•F:847.695.2748•VVWW.TKOCPA.COM
TIGHE, KRESS&ORR
Cinifrd N61-r Arr u( nv
To the Board of Directors
Community Crisis Center, Inc.
P.O. Box 1390
EIgin, IL 60121
Independent Auditor's Report on Compliance with Requirements
Applicable to Each Major Program and on Internal Control over
Compliance in Accordance With OMB Circular A-133
Compliance
We have audited the compliance of Community Crisis Center, Inc. (a nonprofit organization) with the
types of compliance requirements described in the U.S. Office of Management and Budget (OMB)
Circular A-133 Compliance Supplement that are applicable to each of its major federal programs for the
year ended June 30, 20I0. Community Crisis Center's major federal programs are identified in the
summary of auditor's results section of the accompanying schedule of findings and questioned costs.
Compliance with the requirements of laws, regulations, contracts and grants applicable to each of its
major federal programs is responsibility of Community Crisis Center's management. Our responsibility
is to express an opinion on the Community Crisis Center's compliance based on our audit.
We conducted our audit of compliance in accordance with auditing standards generally accepted in the
United States of America; the standards applicable to financial audits contained in Government Auditing
Standards, issued by the Comptroller General of the United States; and OIVIB Circular A-133, Audits of
States, Local Governments, and Non-Profit Organizations. Those standards and OMB Circular A-133
require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance
with the types of compliance requirements referred to above that could have a direct and material effect
on a major federal program occurred. An audit includes examining, on a test basis, evidence about
Community Crisis Center's compliance with those requirements and performing such other procedures as
we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for
our opinion. Our audit does not provide a legal determination of Community Crisis Center's compliance
with those requirements.
In our opinion, Community Crisis Center, Inc. complied, in all material respects, with the requirements
referred to above that are applicable to each of its major federal programs for the year ended-June 30,
2010.
-17-
1595 WELD ROAD•SUITE 9•ELGIN,IL 60123•P:847.695.2700•F:847.6952748•WWW.TKOCPA.CON
Community Crisis Center,Inc.
Schedule of Expenditures of Federal Awards
For the Year Ended June 30,2010
----June 30.2010— —
Federal Pass-through
CFDA Contrail Disbursements or Expenditures
ederal Grantor/Pass-Through Grantor/Program Title Number Number
U.S.Department of Housing and Urban Development
Direct Assistance for Supporive Housing Program;
Transitional Living(CHANGES) 14.235 S 69,091
Outreach(REACH) 14.235 28,226
Total U.S.Department of Housing and Urban Development
Direct Programs 97.317
Pass-through the Illinois Department of Commerce and Economic
Opportunity-Emergency Shelter Grants Program
Emergency Shelter Grants Program 14231 32,875
ARRA-Homelessness Prevention and Rapid Rehousing
Program(Recovery Act Funded)" 14.257 326.530
Total Department of Housing and Urban Development
Pass-Through Programs 359,405
Total Department of Housing and Urban Development S 456,722
U.S.Department of Health and Human Services
Direct U.S.Department of Health and Human Services
TANF` 93.558 10CL002519 369,350
Pass-through the Illinois Department of Human Services
Title XX Block Grant 93.667 10CL002519 S 51,093
Tide XX Block Grant 93.667 10CL002519 144.848
195,941
ARRA-injury Prevention and Control Research and State
and Community Based Programs 93.136 10CL002519 43,048
Family Violence Prevention 93.671 10CL002519 30.912
Total Pass-through Illinois Department of Human Services 269.901
Total U.S.Department of Health and Human Services 639,251
Department of Homeland Security
ARRA-Emergency Food and Shelter Program
Phase 27 97.024 35,800
Phase 28 97.024 30,300
66,100
Emergency Food and Shelter National Board Program(ARRA) 97.114 15.250
61,350
Total Department of Homeland Security
U.S.Department of Justice
ARRA-Recovery Act-Edward Byme Memorial JAG 16.803 S 9,662
Total Department Of Justice Direct
Pass-through the Illinois Coalition Against-Crime Victim Assistance
ARRA-Crime Victim Assistance
Illinois Coalition Against-Children 16.575 9209001-Basic 5.075
Illinois Coalition Against-Legal 16.575 #209001-Leg 21,137
Illinois Coalition,Against-VOCA Advocacy/Counseling Services 16.575 32,123
Illinois Coalition Against-VOCA Member travel 16.575 4B7
VOCA one time grant 16.575 1,407
VOCA Resources 16.575 #206045 555
Total Crime Victim Assistance S 60,784
See accompanying notes to the Schedule of Federal Awards.
.19-
Community Crisis Center, Inc.
Notes to Schedule of Federal Awards
June 30, 2010
Note 1— Basis of Presentation
The accompanying schedule of expenditures of federal awards includes the federal grant activity of
Community Crisis Center, Inc, for the year ended June 30, 2010 and is presented on the GAAP basis of
accounting. The information in this schedule is presented in accordance with requirements of OMB
Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations. Therefore, some
amounts presented in this schedule may differ from amounts presented in, or used in the preparation of,
the financial statements.
Note 2—Grants to Sub-recipients
Community Crisis Center; Inc. did not provide any Federal awards to sub-recipients during the year ended
June 30, 2010.
Note 3—Non-Cash Awards
Community Crisis Center, Inc. did not have any outstanding Federal loans or loan guarantees or insurance
at June 30, 2010, and did not receive any Federal non-cash awards during the year ended June 30,2010.
-21-
Community Crisis Center, Inc.
Schedule of Findings and Questioned Costs (continued)
For the Years Ended June 30, 2010
Part II- Financial Statement Findinss
No matters of reportable conditions, material weaknesses or instances of noncompliance
related to the financial statements were noted during our audit of the financial statements
of Communit Crisis Center, Inc. for the year ended June 30,20 10.
Part III - Financial Award Findings and Questioned Costs Section
No reportable conditions, material weaknesses, or material instances of noncompliance
were noted during our audit of the financial statements of Community Crisis Center; Inc.
for the year ended June 30, 2010.
-23-
Community Crisis Center, Inc.
Schedule of Illinois Department of Llum►an Services
Grant Revenue and Expenditures
For the Years Ended June 30,2010 and 2009
-----------------------------------------------------June 30, 2010--------------------------------------------
Domestic Partner. Abuse VOCA One-Time Youth
Violence Advocacy. Youth EFS Prevention Tax Grant xx Total
Revenue:
Grain revenue $ 538,000 57,400 52,484 53,399 19,400 3,000 7,893 $ 731,576
Match revenue 88,235 7,464 - 14,469 667 - 2,631 113,466
Total revenue 626,235 64,864 52,484 67,868 20,067 3,000 10,524 845,042
Expenditures
Personnel/fringe 567,609 57,400 44,950 62,735 2,007 - 6,108 740,809
Contractual 32,500 1,483 7,534 512 - - - 42,029
1.11ra.vel 6,500 2,135 - - - - - 8,635
Supplies 5,876 917 - 1,700 - 21 - 8,514
Client assistance 750 - - - 18,060 - 203 19,013
Occupancy 10,500 2,1.04 - 1,972 - - 2,650 17,226
Insurance 1,500 825 - 949 - - 963 4,237
Equipineut - - - - - 2,979 600 3,579
Program 1,000 - - - - - - .l,000
Total expenditures 626,235 64,864 52,484 67,868 20,067 3,000 10,524 845,042
Excess
-24-
{ I
Community Crisis Center,Inc.
Schedule of Illinois Coalition Against Sexual Assault
Grant Revenue and Expenditures
For the Years Ended June 30,2010 and 2009
---------June 30,2010-----------------------------------------------------------------------------
Byrne One-Time
General VOCA VOCA ARRA Byrne/Jag VOCA One-Time One-Time Member
Services -VAWA Advocacy Stimulus SASP Bilingual Stimulus Adv/Cnsing ClothinL Stipend Travel_ "Total
Revenue:
Grant income $ 155,198 43,048 32,123 6,406 10,558 10,585 9,662 1,407 500 375 487 S 270,349
Expenditures
Personnel 98,967 31,992 22,665 4,995 8,260 8,241 7,499 - - - - 182,619
Fringes 31,575 2,642 8,021 411 838 2,344 2,163 - - - 47,994
Contractual 16,035 230 190 - 49 - - 375 - 16,879
"Travel/Conference 1,800 720 417 - - - - - 487 3,Lt24
Supplies 6,821 6,214 830 1,000 911 1,407 500 - - 17,683
Postage 250 - - - 250
Occupancy - 250 - 250
Telephone - 1,000 - - 250 - - - - - 1,250
Total expenditures 155,198 _43,048 32,123 _ 6,406 10,558 10,585 9,662 _ 1,407_ 500 375 487 270,349
Excess
-26-
Community Crisis Center, Inc
City of Elgin
FY 2011 CDBG Application
1/12/2011
Project Cost Estimates
• S18,000 Replacement of 2 HVAC units that are 10-years-old that serve the shelter's 7
bedrooms (E-mail quote: Mechanical Services Associates—Jeff Leverenz)
• $16,500 Improved HVAC in the Executive Directors' office, public bathroom and
Information S}-stems server room (E-mail quote: Mechanical Services Associates—Jeff
Leverenz)
• S6,000 Replacement and improvement to ADA bathroom in shelter, specifically the
shower stall that needs a door to abate water damage to floor and an ADA compliant seat
(Phone quote—Shales McNutt Construction—John Shales)
• $550 Security System Upgrade: replacement of camera at front door(Fox Valley Fire&
Safety—Toni Wandell)
• S7,100 Painting of 7 shelter bedrooms and hallways (Phone quote—Shales McNutt
Construction—John Shales)
• $1,800 Ceiling repair and roof repair as needed to 3rd floor Executive Director's office
that has suffered water damage(Singles Roofing Co., Inc—Charles Karmalita)
COMMUNITY CRISIS CENTER
Budget-FY 11
! I I I
I ! I
I
Revenue ; 1 iEx-penses
United Way of Elgin 1 $95,0001 ISalary Expense $1,396,636
United Way of Elgin, I&R $12,0061 1Employer FICA Expense $106,144
United Way of Metropolitan Chicago $01 !Health Insurance Expense ( $162,554
United Way of Central Kane County $2,5001 IEAP Services 1 $1.200
United Way, Other $6,000! !Unemployment Expense $22,000
! Workers Compensation Insurance ! $18.000
Donations-General $194,0001 1 !
1Household Expense $5,000
Fundraising 1 $225,0001 -1 Shelter Food ; $10,000
1Utilities Expense 1 $41,000
EFSP(formerly FEMA) $60,6001 1Insurance 1 $20,000
! !Repair 1 $12,000
HPRP $325,000 ;Maintenance j $20,000
HUD CHANGES(Transitional Living) $64,981' i j
HUD REACH(Outreach) 1 $30,135 Equipment Purchase 1 $5,000
Attorney General 1 $25,0001 Comouter Maintenance/Supplies i $8,000
ICADV-Advocac $21,1371 Communications(Web) $1.500
ICADV-Children 1 $5,0751 Bank Service Charges/Merchant Fees ! $5,000
ICADV-STOP 1 $30,8951 jLoan principal payment-First Community $10,000
DHS-DV 1 $53U001 I Interest- First Community $35,000
DHS-Batterer Intervention Program 1 $57,4001 iAgency Consultant Fees/Contractual I 520,000
DHS-Homeless 1 $53,3991 1
DHS-Prevention- 1 $19,4001 (Travel ' $18,500
DHS- Homeless Youth i $60,0001 Conferences/workshops $250
ICASA 1 $155,1981 !
ICASA-VAWA 1 $42,9401 1Telephone Expense 1 $18,000
ICASA-Advocacy ! 534,8901 Rent-Hanover Township 1 $1,200
ICASA Member Travel $1,5001 1 Rent-storage 1 $2,112
Elgin Township/Town of Elgin-summer children j $5,0001 Su5p11es-Office 1 $13,500
Hanover Twp. Mental Health Board-DV 1 $48,3001 1 Postage Expense ! $6,000
Hanover Twp. Mental Health Board-SA 1 $16,0001 Printing Expense $500
Hanover Twp Youth Services I $1,2001 1Supplies-Program $1,000
Hanover twp Crisis Line $8,5001 (Shredding Expense $300
Kane County Court Services-Teen BIP $2,0001 (Subscriptions $150
Kane County Court Fines j $15,0001 Advertising Expense ! $4,000
Other Grants/Foundations 1 $164,9461 1 Background checks 1 $500
Telephone Contracts 1 $2,5001 1Dues/Memberships i $5,000
Group Fees 1 $145,0001 1Equipment Leasing ! $10,000
Reruns 1 $15,0001 1Maintenance Agreements 1 $10,000
Interest I $5501 1 Program Event Exp(DV/SA Months) $2,000
Toy Donations ! $5,0001 1
Program Event Income ! $5,0001 !Miscellaneous Expense 1 $5.000
Miscellaneous Income $5,0001
Fundraising Expenses $52.000
I i 1
1 Specific Asst.to Clients $450,000
1 I
Total Revenue ' $2,499,0461 1 Total Expenses $2,499,046
I $0
0!9/10
EXHIBIT A-2
SUB-RECIPIENT'S REQUEST FOR ADDITIONAL FUNDING
Page 14 of 20
07/15/2010 12:06 8477424182 COMM CRISIS CTR PAGE 01
Community.
al wogs
CRISIS CENTER,, hope
George Van De Voorde Place
Po Box 1390 Elgin IL 60121-1390 Bus Line: 847-742-4088 Crisis Line: 847-697-2380 Fax:847-742-4182 TTY:847-742.4057 www.crisiscenler.org
Fax Transmittal
Date: 7/15/10 Pages: 6
To: Denise Momodu From: Lisa Sampson
Company: City of Elgin Company: Community Crisis Center
Fax #: 847-931-6790 Fax: 847-742-4182
Phone #: 847-931-6103 . Business Line: 847-742-4088
Crisis Line: 847-697-2380
Message:
Denise, here is the recluested information on the air ventilation project for our lower
level. I really think it would be most efficient to bid this as a separate project if possible.
The project needs to be completed before we allow this space to be' used by staff and
clients.
Let me know if you need additional information.
CONFIDENTIALITY NOTE: Documents accompanying this telecopy transmission may contain information from the Community Crisis
Center, Inc. which is confidential or privileged. The information was transmitted only for the use of the individual or entity named on the
transmission sheet. if you are not the intended recipient,you are notified that any disclosure,copying, distribution or use of the contents of
this telecopied information is strictly prohibited and may be illegal. If you have received.this teleeopy in error, please notify us by telephone
immediately so we can arrange for the retrieval of the original documents at no cost to you.
COMMUNITY CRISIS CENTER,INC MISSION:
We provide Safety,Hope,Advocacy,Respite and Education for those impacted by crisis and violence in the Fox Valley Region and Illinois,
07/15/2010 12:06 8477424182 COMM CRISIS CTR PAGE 02
Community Crisis Center
Lower Level Ventilation.Improvements
July 2010
Project: It has been determined that the Crisis Center needs to address the air quality in the
lower level of our facility, a former elementary school built in 1891. The lower level/basement
is built partially below grade. There are windows in each section of the building at grade that
provide natural light but no fresh air. The windows are functional, but due to security concerns
and accessibility are not opened. The opening of the windows would involve the use of a ladder.
Environmental Services, Inc. (ESI) of Westezm Springs, IL tested our lower level for air quality
on August 24 and 27, 2009. Based on the analytical data, there are not any major and significant
health concerns or issues. Mold is not an issue based on the test results, It was recommended
that ventilation be improved and that we consult with a mechanical engineer to determine the
best way to improve the air quality and provide fresh air to the lower level.
Jeff Leverenz of Mechanical Services Associates Crystal Lake, IL has developed and provided
specs that include the installation of energy recovery ventilators to our 4 current HVAC units in
the lower level. Mr. Leverenz has estimated the cost of this project to be approximately$20,000
and is willing to bid out and manage the project.
Funding Sources: The Crisis Center has -approximately $8,200 available from an Emergency
Shelter Grant Program (ESGP) through .the Department of Commerce. and Economic
Opportunity (DCEO) and would like to combine this with the balance of funding, $11,880,
available from.our 2009-2010 CDBG award to fund the project.
Please note that the south end of the lower level, which houses the Children's Department was
damaged by backed up city sewers from a June 2009 rain storm. A CDBG 2009 —2010 award is
funding the renovation of that space. The testing and remediation of the air quality was a
separate project that we were in hopes of funding with the DCEO grant. However, enough funds
were not budgeted to cover the cost of the remediation. Since the lower level of our facility
houses several employees as well as our Children.'s Department we believe that it is essential to
their well-being to provide them work space that has a safe and acceptable air quality.
We feel that the air ventilation improvements and the Children's Department renovation must be
completed before staff and shelter residents can resume using the lower level space on a full time
basis.
Attached please find the specs for the air ventilation improvements.
Submitted by: Lisa Sampson, Resource Developmernt/Facility Coordinator
07/15/2010 12:06 8477424182 COMM CRISIS CTR PAGE 03
REGISTER SCHEDULE
TA6 MODEL 15/r DESCRIPTION OBD REMARKS
�p METALAIP.E R STEEL RETLIRW EXHAUST LAY—IN N
SRH--6 RE-615TER (SEE PLANS FOR 51 ZF,)
REMARKS:
I. FIN15H 4 COLOR TO MATCH EXI5TIN6.
2. LAY—IN CEILIN& DAME STYLE, 12" X 12" PANEL SIZE.
3. PROVIDE WITH 5WARE TO ROUND TRANSITION AS REQUIRED.
ENERGY RECOVERY VENTILATOR
MANUFACTURER/ 5UPPLY EXHAUST
TAG MODEL NUMBER GFM E.5.P. FAN FAN VOLTAGE REMARKS
H.P. H.P.
eR -LIFE BREATH 155 ' 050 IS AMP 1.5 AMP 120 CYCLE T 1, 2, 3, 4, 5, 6
Iq5 DCS
I FHA5E
R LIFE BREATH u 120 VOLT
300 DGS 220 0.5 2.q AMA' 2.q AMP 60 CYCLE I. 2, 3, 4, 5, 6
I PHASE
R LIFE BREATH 3�I 0.5" I/10 1/10 60 CYCLE 1, 2, 5, 4, 5
3 500 DCS I PHASE
REMARK-5
1. PROVIDE WITH WASHABLE AIR FILTERS IN EXHAUST AND 5UPFLY Alit STREAM.
2. INSULATED 20 GA 6ALVANIZED STEEL CONSTRUCTION.
3. UNIT TO BE SUSPENDED ABOVE CEILING. PROVIDE WITH VIBRATION ISOLATORS.
4. PROVIDE WITH DAMPER DEFROST SYSTEM.
5. PROVIDE WITH WALL MOUNTED LIFESTYLE MAX DIGITAL CONTROLS. UNIT TO BE
INTERLOCKED WITH EX15TING FURNACE OPERATION.
6. EACH AIR 5tREAM HAS ONE CENTRIFUGAL R DRIVEN BY A COMMON
PSG MOTOR. 5 SPEED FAN OPERATION.
Nis
MAY 24, 7010
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51RACESASSOCLATES CRISIS CENTER
INNOVATIVE ENGINEERING SOLUTIONS
VENTILATION IMPROVEMENTS �rRe` "°'
7811 MCA110LE OBE,SURE A I CRYSTAL LAKE,IL 60014 37 S. GENEVA ST. ELGIN, IL 60120
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07/15/2010 12:06 8477424182 COMM CRISIS CTR PAGE 04
/V��NGtJ 6w ul-a 3
INTAKE AIR LOUVER ON TOP EXHAUST LOUVER ON TOP
PORTION OF WINDOW. PROVIDE PORTION OF WINDOW. PROVIDE
WITH BIRDSGREEN. VERIFY MAINTAIN WITH BIRDSCRIE-EN. VERIFY
SIZE IN FIELD. MIN. 10 FT. SIZE IN'PIELD.
NK
BLA -OFF UNU5ED DI TANGS. BLANK-OFF UNUSED
PORTION OF LOUVER. PORTION OF LOUVER.
MODIFY WINDOW AS MODIFY WINDOW A5
REWIRED IRED.
r p X200 R.A.
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MAY 24. 2010
MECHAIVICA►i. � ELGIN COMMUNITY I0A0 i No.
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Sw��iD CRISIS CENTER
IT7�I � INNOVATIVE E1YO1NEEpfN6 SOLUTIONS
VENTILATION IMPROVEMENTS Sheet No.
w%v4Twdwervmcvm 18o MCARDLE DRIVE,SUITE A I CRYSTAL LAX%.IL 60011 37 S. GENEVA ST. ELGIN, IL 60120
Pi 616.786.6901 1 1:616.786.89oe
SKM--1
07/15/2010 12:06 8477424182 COMM CRISIS CTR PAGE 05
In COND. DRAIN DOWN INTAKE AIR LOUVER ON TOP PORTION
TO NEAREST FLOOR OF WINDOW. PROVIDE WITH BIRD50RE-EN,
DRAIN. VERIFY IN FIELD. VERIFY FIELD. BLANK—OFF U TION LOUVER. M HIND ON
A5 REQUIRED.
EXF I VST LOUVER ON TOP PORTION
OF WINDOW. PROVIDE WITH BIRDSCRE5EN.
rHAINTAIN VERIFY 51ZE IN FIELD. BLANK—OFF UNU5ED
PORTION OF LOUVER. MODIFY WINDOW
A5 REQUIRED. MOTORIZED DAMPERS
TO BE INTERLOCKED
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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 this 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 this 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;
(F) Executive Order 11063-Equal Opportunity in Housing, as amended by Executive Order
12259, and implementing regulations at 24 CFR Part 107;
Page 15 of 20
(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 H and the acquisition requirements of Title III of the
Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as
amended, and the implementing regulations at 24 CFR Part 42, as required under 24 CFR
570.606;
(J) The labor standards requirements as set forth in 24 CFR Part 570, Subpart K and HUD
regulations issues to implement such requirements;
(K) Executive Order 11988 relating to the evaluation of flood hazards and Executive Order
11738 relating to the prevention, control and abatement of water pollution;
(L) The flood insurance purchase requirements of Section 102(a) of the Flood Disaster
Protection Act of 1973 (Pub. L. 93-234);
(M) The Fair Housing Act(42 U.S.C. 3601-20);
5. Its notification, inspection, testing and abatement procedures concerning lead-based paint will
comply with 570.608; and
6. When a grant is in excess of $100,000 it will comply with all applicable standards, orders, or
requirements issued under Section 308 of the Clean Air Act (42 U.S.C. 1857(h), Section 508 of
the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and Environmental Protection
Agency regulation (40 CFR Part 15), which prohibit the use under nonexempt Federal contracts,
grants or loans, of facilities included on the EPA list of Violating Facilities. The provision shall
require reporting of violations to the County, HUD, and to the AESOP Assistant Administrator
for Enforcement (EN-329).
7. It has developed its application so as to give maximum feasible priority to activities which benefit
low and moderate income families or aid in the prevention or elimination of slums or blight; (the
application may also include activities which the SUB-RECIPIENT certifies are designed to meet
other community development needs having a particular urgency because existing conditions
pose a serious and immediate threat to the health or welfare of the community, and other financial
resources are not available);
8. It is following the current City of Elgin Consolidated Plan which has been approved by HUD
pursuant to 570.306; and
9. It will not attempt to recover any capital costs of public improvements assisted in whole or in part
with funds provided under Section 106 of the ACT or with amount resulting from a guarantee
under Section 108 of the ACT by assessing any amount against properties owned and occupied
by persons of low and moderate income, including any fee charged or assessment made as a
condition of obtaining access to such public improvements, unless: (1) funds received under
Section 106 of the ACT are used to pay the proportion of such fee or assessment that relates to
the capital costs of such public improvements that are financed from revenue sources other than
Page 16 of 20
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).
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.
Page 17 of 20
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 sub-awards at all tiers (including subcontracts, sub-grants,
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.
Page 18 of 20
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. 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 and
HUD, 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, HUD, 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, HUD, and the Secretary of Labor such information as they may require
for the supervision of such compliance, and will otherwise assist the CITY and HUD 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 or HUD.
(7) In the event that SUB-RECIPIENT fails or refuses to comply with the undertaking, the CITY, or
HUD may take any or all of the following actions: cancel, terminate or suspend, in whole or in
part, this grant, refrain from extending any further assistance to the SUB-RECIPIENT until
satisfactory assurance of future compliance has been received; and refer the case to HUD for
appropriate legal proceedings.
Page 19 of 20
SUB-RECIPIENT: Community Crisis Center
37 South Geneva Street, Elgin, Illinois 60120
0 j BY: V0��—
Gretchen S. Vapnar
Executive Director
DATE:
ATTEST: lGrt
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