R-1194 - 09/11/2012 - IDCEO GRANT - Resolutions Supporting Documentsr �y
AGENDA ITEM
Regular Board of Trustees Meeting
of
September 11, 2012
I`1T11I 614 .04
SUBJECT: Grant Agreement with Illinois Department of Commercial and Economic
Development ( IDCEO) for Renovation of the Oak Brook Heritage Center
FROM: Michael Hullihan P.E., Village Engineer
BUDGET SOURCE/BUDGET IMPACT: Funds received from this grant will be $75,000.
RECOMMENDED MOTION: I move that the Village Board approve resolution 2012 -
IDCEO- GR -EX -R -1194 "A RESOLUTION
APPROVING A GRANT AGREEMENT BY AND
BETWEEN THE VILLAGE AND THE IDCEO FOR
THE RENOVATION OF THE OAK BROOK
HERITAGE CENTER"
Background/History: The IDCEO has approved a grant in the amount of $75,000 for
renovation of the Oak Brook Historical Center (Old Butler School). Planed improvements will
remedy drainage and seepage problems. These improvements include; new gutters/downspouts,
foundation drains, Foundation waterproofing, sump pump improvements, masonry sealing, and
new drains at entrances. Per this agreement the work must be completed by August 1, 2014.
Recommendation:
I recommend.that the Board approve resolution 2012 - IDCEO- GR -EX -R -1194.
�J�
RESOLUTION 2012- IDCEO- GR -EX -R -1194
A RESOLUTION APPROVING A GRANT AGREEMENT BY AND BETWEEN
THE VILLAGE AND THE IDCEO FOR THE RENOVATION
OF THE OAK BROOK HERITAGE CENTER
WHEREAS, the Oak Brook Heritage Center ( "Center") was constructed in 1922 and added to
the National Historic Register in 2003; and
WHEREAS, the Center is both home to the Village of Oak Brook's ( "Village's historical artifact
collection and serves as a community meeting space; and
WHEREAS, the Center is in need of renovation in order to preserve the Center; and
WHEREAS, the Village of Oak Brook ( "Village ") applied for, and was awarded, a grant from the
Illinois Department of Commerce and Economic Opportunity ( "IDCEO'� to receive funds to renovate the
Center ( "Grant "); and
WHEREAS, in order to receive the Grant, the Village must enter into an agreement with the
IDCEO to govern the use of the Grant, which agreement is attached hereto as Exhibit A ( "Agreement'j;
and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to approve the Agreement;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are incorporated into, and made a part of, this
Resolution as the findings of the Village President and Board of Trustees.
Section 2: Approval of the Agreement. The President and Board of Trustees hereby
approve the Agreement by and between the Village and the IDCEO in a final form acceptable to the
Village Manager and the Village Attorney.
Section 3: Authorization and Execution of the Agreement. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the final Agreement on behalf of the Village after
review and approval of the final form of the Agreement by the Village Manager and the Village Attorney.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS)
Ayes:
APPROVED THIS 111" day of September, 2012
Gopal G. Lalmalani
Village President
PASSED THIS 111h day of September, 2012
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2012 - IDCEO- GR -EX -R -1194
Approving IDCEO Grant
Page 2 of 3
EXHIBIT A
Vendor Inquiry - Warrant Details
Vendor
Warrants
Vendor Home
VILLAGE OF OAK
BROOK
Page I of 1
Al
Summary Contracts Payments
Warrant /EFT #: EF 0022047
Fiscal Year: 2013 Issue Date: 12/18/12
Warrant Total: $18,750.00 Warrant Status:
Agency Contract Invoice Voucher Agency
420 - COMMERCE AND ECONOMIC OPPORTUN 30GI2203200 G0005250 3G0005250 $1
10C Accounting Line Details
Fund Agency Organization Appropriation Object Amount Appropriation Name
3971 420 29 49001110 4473 $18,750.00 VILLAGE OF OAKBROOk
Payment Voucher Description
Line Text
1 12203200 12/12/2012
2 MISCELLANEOUS STATE GRANT PROGRAMS
3 GRANT FUNDS WILL BE USED FOR COSTS ASSOCIATED WITH
4 RENOVATION OF THE OAK BROOK HERITAGE CENTER, WHICH RESIDES
5 IN THE HISTORIC "OLD BUTLER SCHOOL."
61 DCEO- 12203200 CASH REQST DT 12/12/12 G0005250
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https: / /www.whl .ioc. state .il.usNendorNendWarrDetl.cftn? Warrant = 0022047 %20 %20 %2... 1/15/2013
September 24, 2012
Gopal Lalmalani
Village President
Village of Oak Brook
1200 Oak Brook Rd
Oak Brook, IL 60523 -2203
Dear Hon. Lalmalani,
Illinois
Department of Commerce
& Economic Opportunity
Pat Quinn, Governor
The Department of Commerce and Economic Opportunity (DCEO) would like to welcome you to our community of
grantees, and congratulate you m your grant award (12- 203200). You are now an active participant in the process of
working toward the accomplishment of the economic development goals of the State of Illinois, DCEO, and your own
organization.
DCEO is the lead state agency responsible for improving Illinois' competitiveness in the global economy. Guided by an
innovative regional approach, DCEO administers a wide range of economic and workforce development programs, services
and initiatives designed to create and retain high quality jobs and build strong communities. DCEO leads the Illinois
economic development process in partnership with businesses, local governments, workers and families.
This "Welcome Package" is intended to provide you with critical information about and requirements of your grant award.
Your success in accomplishing the goals and objectives agreed to and stated in your grant agreement is our success in
working toward DCEO's economic development mission for the State of Illinois. To assure your success and to provide
accountability for the funds entrusted to DCEO, we will review your grant's progress toward the achievement of goals and
will provide oversight of grant - slated deliverables and expenditures. DCEO will make every effort to provide you with the
information and assistance you need to reach your goals and to maintain compliance with your grant responsibilities. It is
our hope that you will contact us when you have questions or concerns about complying with the requirements or terms and
conditions of the grant agreement.
To facilitate ongoing communication and to provide you with an electronic means to submit your reports, grantees with
Internet access are encouraged to use email to submit your reports, documentation and other correspondence. Additional
general information is available at the DCEO Office of Accountabihtys website http : / /www.ildcoo.net/accountobw to
assist you in the management and administration of your grant Grantees without Internet access will need to use other
traditional means of communication with their assigned grant manager.
Once again, we congratulate you on your grant award and look forward to working in partnership with you to achieve our
economic development goals.
Sincerely,
La
David Vaught
Director
www.ildceo.net
SOOEast Monroe 10OWest Randolph StreeL Suite 3-400 2309 West Main. Suite 118
Spdngfield Illinois 62701 -1643 Chicago- Illinois 60601 -3219 Marlon, lllinols 62959.1180
217/782 -7500• TTY: 800!785-6055 3121814- 7179 -TrY: 800+785-6055 618!997 -4394 -TTY: 8001785 -6055
Printed en XacydM and Rerytlffile Pap,
Grant Number 12- 203200 September 24, 2012
For Grant Questions, Contact the Grant Manager
Name
Program
DCEO Bureau
Email
Phone
Fax
James Reed
Grant Management Program 01
Director's Office
James.Reed@illincis.gov
217 -524 -8025
(217) -557 -1663
Address
500 E Monroe St
Springfield, IL 62701
For Audit Questions, Contact the Audit Unit
Name
Ron Hazelwood
Email
extemalauditunitQillinois.gov
Phone
(217) 524-4845
Fax
(217) 558 -6971
Address
500 E Monroe St
Springfield, IL 62701
For Financial Closeout Questions, Contact the Program Accountant
Name
Jennifer Barnes
-. Email -
Jennifer.BamesQillinois.gov
Phone
217 -558 -2431
Fax
(217) 524 -8680
Address
500 E Monroe St
Springfield, IL 62701
2
Grant Number 12- 203200 September 24, 2012
Program Name: Grant Management Program 01
DCEO Bureau: Director's Office
Grant Begin Date: 08/01/2012
Grant End Date: 07/31/2014
External Audit Reports may be required. Refer to Section 3.1 of your Grant Agreement to determine whether you are
required to submit an External Audit Report and the applicable due date.
Additional Instructions:
November 2012
• Quarterly Financial Status progress report (11/30/2012) - Covering Period of 08/012012 - 10/31/2012; Send To: Grant
Manager
• Supporting Documents: For any single expenditure at or above $30,000 for each individual Grant Budget line
item : Vendor invoice, contractor pay request w/ associated schedule of values, or payroll records - as well as a copy
of the associated proof of payment.
• Quarterly Project Status progress report (11/30/2012) - Covering Period of 08/01/2012 - 10/31/2012; Send To: Grant
Manager
• Supporting Documents: Copies of third -party contracts, and documentation to verify programmatic activities were
conducted - such as sign -in sheets, brochurestfliers, etc.
March 2013
• Quarterly Financial Status progress report (03/04/2013) - Covering Period of 11/01/2012 - 01/31/2013; Send To: Grant
Manager
• Supporting Documents: For any single expenditure at or above $30,000 for each individual Grant Budget line
item : Vendor invoice, contractor pay request w/ associated schedule of values, or payroll records - as well as a copy
of the associated proof of payment.
• Quarterly Project Status progress report (03/04/2013) - Covering Period of 11/01/2012 - 01/31/2013; Send To: Grant
Manager
• Supporting Documents: Copies of third -party contracts, and documentation to verify programmatic activities were
conducted - such as sign-in sheets, brochures/fliers, etc.
May 2013
• Quarterly Financial Status progress report (05/30/2013) - Covering Period of 02/01/2013 - 04/30/2013; Send To: Grant
Manager
• Supporting Documents: For any single expenditure at or above $30,000 for each individual Grant Budget line
item : Vendor invoice, contractor pay request w/ associated schedule of values, or payroll records - as well as a copy
of the associated proof of payment.
• Quarterly Project Status progress report (05/30/2013) - Covering Period of 02/01/2013 - 04/30/2013; Send To: Grant
Manager
• Supporting Documents: Copies of third -party contracts, and documentation to verify programmatic activities were
conducted - such as sign-in sheets, brochures/fliers, etc.
August 2013
• Quarterly Financial Status progress report (08/30/2013) - Covering Period of 05/012013 - 07/3112013; Send To: Grant
Manager
Grant Number 12- 203200 September 24, 2012
• Supporting Documents: For any single expenditure at or above $30,000 for each individual Grant Budget line
item: Vendor invoice, contractor pay request w/ associated schedule of values, or payroll records - as well as a copy
of the associated proof of payment.
• Quarterly Project Status progress report (08/30/2013) - Covering Period of 05/01/2013 - 07/31/2013; Send To: Grant
Manager
• Supporting Documents: Copies of thud -party contracts, and documentation to verify programmatic activities were
conducted - such as sign -in sheets, brochures/fliers, etc.
December 2013
• Quarterly Financial Status progress report (12102/2013) - Covering Period of 08/01/2013 - 10/31/2013; Send To: Grant
Manager
• Supporting Documents: For any single expenditure at or above $30,000 f9neach individual Grant Budget line
item: Vendor invoice, contractor pay request w/ associated schedule of values, or payroll records - as well as a copy
of the associated proof of payment.
• Quarterly Project Status progress report (12/02/2013) - Covering Period of 08/01/2013 - 10/31/2013; Send To: Grant
Manager
• Supporting Documents: Copies of third -party contracts, and documentation to verify programmatic activities were
conducted - such as sign -in sheets, brochures/fliers, etc.
March 2014
• Quarterly Financial Status progress report (03/03/2014) - Covering Period of 11/01/2013 - 01/31/2014; Send To: Grant
Manager
• Supporting Documents: For any single expenditure at or above $30,000 for each individual Grant Budget line
item : Vendor invoice, contractor pay request w/ associated schedule of values, or payroll records - as well as a copy
of the associated proof of payment.
• Quarterly Project Status progress report (03/03/2014) - Covering Period of 11/01/2013 - 01/31/2014; Send To: Gant
Manager
• Supporting Documents: Copies of third -party contracts, and documentation to verify programmatic activities were
conducted - such as sign -in sheets, brochures/fliers, etc.
May 2014
• Quarterly Financial Status progress report (05/302014) - Covering Period of 02101/2014 - 04/30/2014; Send To: Gant
Manager
• Supporting Documents: For any single expenditure at of above $30,000 for each individual Gant Budget line
item : Vendor invoice, contractor pay request w/ associated schedule of values, or payroll records - as well as a copy
of the associated proof of payment.
• Quarterly Project Status progress report (05/302014) - Covering Period of 02/012014 - 04/302014; Send To: Gant
Manager
• Supporting Documents: Copies of thud -party contracts, and documentation to verify programmatic activities were
conducted - such as sign -in sheets, brochures/fliers, etc.
September 2014
• Quarterly Financial Status progress report (09/012014) - Covering Period of 05/012014 - 07/312014; Send To: Gant
Manager
• Supporting Documents: For any single expenditure at or above $30,000 for each individual Gant Budget line
item : Vendor invoice, contractor pay request w/ associated schedule of values, or payroll records - as well as a copy
of the associated proof of payment.
• Quarterly Project Status progress report (091012014) - Covering Period. of 05/01/2014 - 07/312014; Send To: Gant
Manager
• Supporting Documents: Copies of thud -party contracts, and documentation to verify programmatic activities were
conducted - such as sign -in sheets, brochures/fliers, etc.
• End of grant Final Financial Status report (09/1412014) - Covering Period of 08/012012 - 07/31/2014; Send To: Grant
Manager
13
Grant Number 12- 203200
September 24, 2012
• Supporting Documents: For any single expenditure at or above $30,000 for each individual Grant Budget line
item : Vendor invoice, contractor pay request w/ associated schedule of values, or payroll records - as well as a copy
of the associated proof of payment.
• End of grant Final Project Status report (09/14/2014) - Covering Period of 08/01/2012 - 07/31/2014; Send To: Grant
Manager
• Supporting Documents: Copies of third -party contracts, and documentation to verify programmatic activities were
conducted - such as sign -in sheets, brochures/fliers, etc.
5
Grant Number 12- 203200
September 24, 2012
,What yon can =find on the Otlice of Ac6un6bi11ty NVV'hMte -
The Office of Accountability website is located atbyp: / /www.ildceo nedaccountabili ty.
Additional Internet Resources
Helpful on -line links and references to other DCEO websites, Federal Regulations, State of Illinois links, and
resources for grants management.
Grant Glossary of Terms and Acronyms
Definitions of terms used throughout the grant cycle, as well as the explanation of commonly -used acronyms.
Grants Monitoring Overview
Explanations of the various types of Monitoring and Reporting, including what you can expect and what types of
activities may be involved.
Legal Issues
Legal information with which all grantees must be familiar. Refer to the Accountability Office site to learn more
about the Grant Funds Recovery Act, Conflict of Interest, and other important legal issues.
Reporting Requirements
Grantees are required to submit reports to DCEO as outlined in the Welcome Package Reports Deliverable
Schedule. The templates for the Quarterly Financial Report and the Quarterly Project Status Report are located at:
hap: /Iwww.ildceo net /dceoBureaus/ Office +of+Accountability /Reporting. Grantees are required to use these forms
when submitting their quarterly status reports to DCEO. Preference is that grantees complete the reports
electronically and email to their DCEO contact.
Supporting Documentation Guidelines
Grantees are required to adhere to the Supporting Documentation Guidelines located at:
http: / /www.ildceo nettdmoBmeaus/ Office +of+Accountability /Reuortin¢. Section I of the Guidelines indicates the
supporting documentation that grantees are required to submit with their quarterly status reports. Section Il of the
Guidelines provides examples of supporting documentation that the grantee is required to maintain onsite or provide
at the request of DCEO to support the grant expenditures.
Noncompliance Process
Information on the noncompliance process is located at:
http: / /www.ildceo net/ dceo /Bureaus/Office+of+Aocountability /Noncompliance . The site includes information on
what grantees should expect if they do not meet the terns and conditions of their grant, and the assistance available
to grantees to re- establish compliance. The Legal requirements and processes describe how and when DCEO's legal
staff; in accordance with the Grant Funds Recovery Act, become involved when grantees become non - compliant
with the terms of thew grant agreements.
Requirements of DCEO Grantees
A listing of requirements that you may be required to follow. Certain regulations must be adhered to such as
enforcing a Drug -Free Workplace, following the Americans with Disabilities Act, establishing a Policy on Sexual
Harassment, and more. You can also find detailed instructions about what a grantee must do to comply, as well as
information about the consequences of non - compliance.