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19-36 a.--c2 Resolution No. 19-36 RESOLUTION AUTHORIZING ACCEPTANCE OF METROPOLITAN MAYORS CAUCUS POWERING SAFE COMMUNITIES GRANT AND AUTHORIZING THE EXECUTION OF A GRANT ACCEPTANCE FORM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that the City of Elgin, Illinois hereby accepts the Metropolitan Mayors Caucus Powering Safe Communities grant in the amount of$9,362 for installation of cameras in city parks. BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that Richard G. Kozal,City Manager,be and is hereby authorized and directed to execute a grant acceptance form with the Metropolitan Mayors Caucus regarding the installation of cameras in city parks, a copy of which is attached hereto and made a part hereof by reference. David J. Kaptain, Mayor Presented: March 20, 2019 Adopted: Vote: Yeas Nays: Recorded: Attest: Kimberly A. Dewis, City Clerk Resolution No. 19-36 RESOLUTION AUTHORIZING ACCEPTANCE OF METROPOLITAN MAYORS CAUCUS POWERING SAFE COMMUNITIES GRANT AND AUTHORIZING THE EXECUTION OF A GRANT ACCEPTANCE FORM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that the City of Elgin, Illinois hereby accepts the Metropolitan Mayors Caucus Powering Safe Communities grant in the amount of$9,362 for installation of cameras in city parks. BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that Richard G. Kozal,City Manager, be and is hereby authorized and directed to execute a grant acceptance form with the Metropolitan Mayors Caucus regarding the installation of cameras in city parks, a copy of which is attached hereto and made a part hereof by reference. s/ David J. Kaptain David J. Kaptain, Mayor Presented: March 20, 2019 Adopted: March 20, 2019 Omnibus Vote: Yeas: 8 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk 111 Metropolitan �_) Mayors ?WIC/tiff Powering Safe Communities Grant Acceptance Form Recipient organization: Elgin,City of Name of Project:Survelliance Camera project Source of Funds: ComEd The Powering Safe Communities Recipient Assurances and Requirements document has been reviewed and approved for signature.Signature below certifies that the individuals listed in this document are authorized to act in their respective areas for matters related to this agreement. For recipient organization: j March 20,2019 Ali-aSignature of AUTHORIZED REPRESENTATI!E DATE Richard G. Kozal Print Name City Manager TITLE For the Metropolitan Mayors Caucus: DAVID E. BENNETT DATE EXECUTIVE DIRECTOR METROPOLITAN MAYORS CAUCUS Send to: Brian Tomkins Project Manager Metropolitan Mayors Caucus 233 S.Wacker Drive,Suite 800 Chicago, IL 60606 btomkins@mavorscaucus.org Please send signed acceptance form to btomkins@mayorscaucus.ora. One counter-signed original will be returned to you. Powering Safe Communities Grant Acceptance Form 2018 ATTACHMENT A II i\JIct1'Oj )olilan ■■ 1\/lavOrS Powering Safe Communities Grant 2018 Recipient Assurances and Requirements Cooperating Agencies Administrator: Metropolitan Mayors Caucus (Caucus) Funder: Corn Ed Recipient Project Implementation Terms A. Scope of Work The grant application submitted by the recipient serves as the Scope of Work for the grant project. You must complete the work as proposed. Prior approval is required for any change such as: • change in the scope or the objective of the project(even if there is no associated budget revision); • change in a key person specified in the application or award document; • significant changes in local match B. Budget Revisions Revisions to the budget proposed in the Scope of Work greater than 10%are not allowed without prior approval by the Metropolitan Mayors Caucus. C. Grant Period The Grant Period begins when the Award Acceptance Farm is signed by both the Recipient and the Metropolitan Mayors Caucus. Recipients may incur eligible grant-related costs after that date. Matching expenses incurred after that date are eligible for reporting. The Grant Period ends when the project is complete and Final Report and Reimbursement Requests are submitted by no later than March 29,2019. D. Use of Funds Funds are to be expended only for services and goods described in the Scope of Work and Budget, submitted at the time of application. All expenditures must support improved public safety directly. E. Notification The recipient shall immediately notify the Caucus of changes that impact the timely completion of activities supported under this grant.This notification shall include a statement of the action taken or contemplated, and any assistance needed to resolve the situation. F. Reporting Requirements You are required to submit one Progress Report to the Caucus describing activities on your grant project by October 31,2018. If you finish your project on or before this date,only a Final Report is due. Recipient Assurances and Requirements Powering Safe Communities 2018 1 G. Close-Out Procedure All work for this grant project,the Final Report and Reimbursement Request must be completed and submitted to the Metropolitan Mayors Caucus by March 29,2019. Recipients must submit a completed Final Report describing accomplishments relative to the Scope of Work is due at project completion. A Reimbursement Request detailing the expenditures related to the grant project must accompany the Final Report. The Reimbursement Request must also contain documentation of accomplishments,grant expenditures, and matching expenditures. Please use the forms provided. Please familiarize yourself with this form and keep careful records of all costs related to the grant project. For each expense you must provide evidence of: • The nature of the good or service and cost; • the date(s)it was acquired or performed; • the provider of the good or service (employees or vendors); • and proof of payment. H. Payment Procedures The Metropolitan Mayors Caucus will reimburse grant recipients for successful completion of the Scope of Work as documented by the Final Report. Recipients may only receive one payment at the successful conclusion of the project for actual expenditures(not-to-exceed the Grant Award). An invoice and financial documents must be submitted to the Metropolitan Mayors Caucus no later than March 29, 2019 addressed to: Brian Tomkins Project Manager Metropolitan Mayors Caucus 233 S.Wacker Drive,Suite 800 Chicago, IL 60606 btomkins@mayorscaucus.org 312-201-4508 Retain this agreement for your records. You agree to these terms by signing the Award Acceptance Form. Recipient Assurances and Requirements Powering Safe Communities 2018 2 R 'Metropolitan NVavors Powering Safe Communities Grant Progress Report Due October 31, 2018 Recipient Organization: Date Report Submitted: Project Title: Recipient Project Manager: Name Title: Phone: email address: Respond to these questions using your own format or submit this report as an email attachment by October 31,2018. If you complete your project by this date,submit only the Final Report and Request for Reimbursement. To: Brian Tomkins Project Manager Metropolitan Mayors Caucus btomkins@mayorscaucus.org 312-201-4508 1. What is the status of your Powering Safe Communities project? 2. Have you made your planned project purchases? If not,why not? 3. Describe outcomes of this project to date. Please attach any public communication about of this project(press release,news story). 4. When do you anticipate completing your project? Submit completed report by October 31, 2018 to btomkins@mayorscaucus.org. 1 Na Metropolitan A.Cover Sheet Mayors Powering Safe Communities Final Report and Reimbursement Request Due March 29, 2019 Recipient Organization: Date Report Submitted: Recipient Project Manager: Name Title Phone: Email address: Grant Reimbursement Checklist: Submit the following documents A.Cover Sheet B. Narrative Report C.Signed Reimbursement Worksheet Form W-9 Official,dated invoice to the Metropolitan Mayors Caucus on your agency's letterhead _Paid invoices to vendors with proof of payment Documentation of matching expenditures _Examples of outreach,communication, public engagement and publicity Please be sure all documents are labeled with your organization name and dated.An e-mail of this final report to btomkins@mayorscaucus.org is preferred. Send to: Brian Tomkins Project Manager Metropolitan Mayors Caucus 233 S.Wacker Drive Chicago, 1L 60606 btomkins@mayorscaucus.org 312-201-4508 Return this Cover Sheet with completed Narrative Final Report, Reimbursement Worksheet and checklist items Final Report and Reimbursement Request Powering Safe Communities 2018 �• Metropolitan Mayors B. Powering Safe Communities Final Narrative Report Recipient Organization: Date Report Submitted: Please respond to the following questions. You may use your own format or complete this form. 1. What did you accomplish with the Powering Safe Communities grant? 2. Is your project is primarily the purchase of equipment/supplies? Yes/No Is the item purchased installed and operational? Is it performing as expected? Has there been a need to use it yet? 3. Have you encountered any challenges in completing this project? 4. Please describe any related outreach efforts to residents and constituents, if relevant. Attach related brochures,newsletter articles,or other public messages. S. Other comments: Complete and return this report to btomkins@mayorscaucus.orq Final Report and Reimbursement Request Powering Safe Communities 2018 �$ Metropolitan INlavors C.Signed Reimbursement Worksheet Instructions REIMBURSEMENT WORKSHEET INSTRUCTIONS Use this form to summarize all costs related to the project. This summary should align with the budget in your proposal adjusting for any reductions in your award from your original request. Costs are to be divided between those eligible for reimbursement from the grant and those paid by your organization as your local share.The total of all costs in Column a should be equal to or less than the amount your grant award. All costs must be directly related to the grant outcomes and must have been incurred during the Grant Period. See example below. 1. Assemble paid invoices and records for all eligible costs related to the grant project. 2. Itemize payments to each vendor,name the vendor and good or service. (i.e.AED Purchase: ACME Supply,$10,000)Enter the portion of those charges that are eligible for reimbursement as the Grant Share in Column B. The entire cost is eligible for reimbursement,unless costs exceed your grant award. 3. Enter the amount of those purchases for labor or goods that are greater than your grant award in Column C. The total in Column D should be your total expenditure for all purchases related to your project. 4. Assemble time sheets, department personnel reports and records for all in-house services eligible to be used as Local Share/Match. These include labor for installation,supervision, training work,and administration directly related to the project. If you are not claiming in-kind services as match, this documentation is not necessary. S. Summarize charges for in-house labor and equipment use and itemize by category. (i.e. Labor for training, $1,100; Fire Chief supervision, $900.) Enter these costs in in Column C. 6. Enter any donated services or goods in Column C. If you are not claiming donations as match, this documentation is not necessary. 7. Total all columns. Column B must be equal to or less than your grant award. Column C is your total matching contribution to the project. Column D is the total project costs. Questions? For assistance, contact Brian Tomkins, Project Manager, (312)201-4508 or btomkinsamayorscaucus.orq For your reference only. Do not submit this page. Final Report and Reimbursement Request Powering Safe Communities 2018 • Metropolitan /v� �r�}ll��|�fon Ell Mayors ay���~s - - Example for Reference Only: Your grant award for was$6,000. You purchased a total$10,000 worth of AED equipment. Your in-house staff provided training at a cost of$1,100.Your supervisory costs were $900 A B C D Cost rant Share Local Share/ Total Match In-house Expenses In-house Services Training 1'100 2.000 Supervision—Fire Chief 900 — Purchased ewrchaswd Gnmds&Services ACME Medical Supply 6'000 4,000 10.000 4xso, | Total � __$6.00O $6,000 $12'000 DOCUMENTATION: All costs reported in the Reimbursement Worksheet must be well documented. For each expense you must provide evidence of: • the nature of the good or service and cost; • the date(s) it was acquired or performed; • the provider of the good or service (employees or vendors); • and proof of payment. 1. For purchased goods submitted as 'Grant Share'and/or'Local Share/Match': Include invoice(s) that identify the vendor;you as the customer;the date; item(s) purchased. Only final invoices are acceptable, bids or quotes are not. 2. For contracted services: Include invoice(s)that identify the vendor;you as the customer;the date(s) of service. For both: Provide canceled check(s),or bookkeeping records indicating payment was made. Payment documentation must refer to vendor, invoice or purchase order number, and date. Without proof of payment, expenses will not be reimbursed. 3. For in-kind expenses reported as'Local Share/Match': Include appropriate documentation to verify the nature of the work performed;the date(s); locations; employees who performed the work. These may include work orders,time sheets/cards, signed supervisor reports,etc. For in- houseequipmentuseprovider*co,duindicatin0e4uipnnentused'upe,atnr,datesand |ocudons. Reference the source of your reported equipment rates i.e., FEMA. If you are not claiming in-kind labor or services as match, this documentation is not necessary. Final Report and Reimbursement Request Powering Safe Communities 2018 • N 1 etropolitan UR Mayors For your reference only. Do not submit this page C. Reimbursement Worksheet Recipient Organization: A Cost Grant Share Local Share/ Match Total In-house Expenses In-house Personnel Services In-house Equipment Use Purchased Goods&Services Donated/In-kind Goods&Services Other (Describe) Total $ Submitted by Recipient Project Manager: Name Title Date Complete this form using actual project expenses and submit to btornkinsPrnoyorscaucus.orq Final Report and Reimbursement Request Powering Safe Communities 2018