HomeMy WebLinkAbout137-14 RESOLUTIONRESOLUTION NO. 137-14
A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A GENERAL
IMPROVEMENT FUND GRANT IN THE AMOUNT OF $34,500.00 FOR
SNOW EQUIPMENT PARTS AND SNOW PLOW REPLACEMENT, AND TO
APPROVE A BUDGET ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes
acceptance of a General Improvement Fund grant through the Northwest Arkansas Economic
Development District, Inc. in the amount of $34,500.00 for snow equipment parts replacement
and snow plow replacement and expresses its sincere appreciation to Representative Charlie
Collins for his assistance in securing the grant funds.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment, a copy of which is attached to this Resolution as Exhibit "A".
PASSED and APPROVED this 5th day of August, 2014.
APPROVED: ATTEST:
By: . rrr. h.
SONDRA E. SMITH, City Clerk/Treasurer
zo • a 11 i 1111��
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year
2014
Division: Transportation Services
Dept.: Transportation Services
Requestor: Ginny Gundlach
Adjustment Number
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
This budget adjustment recognizes $34,500.00 in revenue from a General Improvement Fund grant through the
Northwest Arkansas Economic Development District. The Vehicle & Machine Maintenance account will be increased by
$22,500.00 and will be used for the replacement of snow equipment parts. $12,000.00 will be transferred to the Shop
Fund and will be used for the replacement of two snow plows.
RESOLUTION/ORDINANCE
COUNCIL DATE:
LEGISTAR FILE ID#:
8/5/2014
2014-0319
2,)
Budget Director Date
TYPE:
DESCRIPTION:
GLDATE:
POSTED:
TOTAL
46,500 46,500
Increase / (Decrease) Project.Sub#
Account Number Expense Revenue Project Sub
AT Account Name
v.20140619
2100.4120.5403.00 22,500
2100.4120.7602.70 12,000
2100.0910.4302.01
2100.0910.4302.00
9700.1920.5802.00 12,000
14016
14016
22,500 14016
12,000 14016
02078
9700.0970.6602.10
12,000 02078
1 EX Vehicle & Machine Maintenance
1 EX Transfer to Shop
1 RE State Grants - Operational
1 RE **State Grants - Capital
2014 EX Vehicles And Equipment
2014 RE Transfer from Street
K:\01_Financial Services\Agenda Requests\Transportation Services Department\Transportation Division\Miscellaneous Items\GIF
Grant for Transportation Equipment\BA 2014-0319 1 of 1
City of Fayetteville Staff Review Form
2014-0319
Legistar File ID
8/5/2014
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Terry Gulley
Submitted By
7/18/2014
Submitted Date
Transportation Services /
Transportation Services Department
Action Recommendation:
Division / Department
A resolution accepting a General Improvement Fund grant through Northwest Arkansas Economic Development
District, Inc. in the amount of $34,500.00 for snow equipment parts replacement and snow plow replacement and
approval of a budget adjustment to recognize the grant revenue.
Budget Impact:
2100.4120.5403.00
2100.4120.7602.70
Account Number
14016 / 1
Project Number
Street
Fund
GIF Grant for Transportation Equipment
Project Title
Budgeted Item? No Current Budget $
Funds Obligated $
Does item have a cost? No
Budget Adjustment Attached? Yes Budget Adjustment
Current Balance
Item Cost
Remaining Budget
$
$
34,500.00
$
34,500.00
Previous Ordinance or Resolution #
Original Contract Number:
Comment
`ec.-A0._ 7"2\-2c ve
AK, "es"— i-22.- 240/51
V20140710
CITY OF
"ra)ItNlic
MEETING OF AUGUST 5, 2014
CITY COUNCIL AGENDA MEMO
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
FROM: Terry Gulley, Transportation Services Director /
DATE: July 15, 2014
SUBJECT: Approval to accept a General Improvement Fund grant in the amount of
$34,500.00 and a budget adjustment to recognize the revenue.
RECOMMENDATION:
Staff recommends approval of a resolution accepting a General Improvement Fund grant
through Northwest Arkansas Economic Development District, Inc. in the amount of $34,500.00
for snow equipment parts replacement and snow plow replacement and approval of a budget
adjustment to recognize the grant revenue and increase the necessary expense accounts.
BACKGROUND:
Due to an unusually long and severe winter season, the City incurred a lot of extra expenditures
and sought every opportunity to recoup and replace supplies, equipment, and the monetary
impacts of the winter events of December 2013 and the first quarter of 2014. Part of those
expenditures include the need to replace two snow plows, which will cost $6,000.00 each and
the replacement of various snow equipment parts, which will cost $22,500.00 for a total of
$34,500.00.
DISCUSSION:
The Grantor has received General Improvement Funds from the Arkansas General Assembly to
be utilized to assist local public governmental jurisdictions and/or non-profit organizations to
plan, develop, promote and/or implement economic and community development
projects/activities designed to improve the economic, community and/or social well-being of the
citizens of Arkansas.
BUDGET/STAFF IMPACT:
Approval of the attached budget adjustment will recognize grant revenue and increase the
necessary expense accounts for the aforementioned purchases. This is a non-matching grant,
so there will be no cost to the City.
Attachments:
Grant Application
Grant Award Letter & Check Copy
Grant Agreement
Budget Adjustment
Mailing Address:
113 W. Mountain Street
Fayetteville, AR 72701
www.fayetteville-ar.gov
RESOLUTION NO.
A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A GENERAL
IMPROVEMENT FUND GRANT IN THE AMOUNT OF $34,500.00 FOR
SNOW EQUIPMENT PARTS AND SNOW PLOW REPLACEMENT, AND TO
APPROVE A BUDGET ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes
acceptance of a General Improvement Fund grant through the Northwest Arkansas Economic
Development District, Inc. in the amount of $34,500.00 for snow equipment parts replacement
and snow plow replacement and expresses its sincere appreciation to Representative Charlie
Collins for his assistance in securing the grant funds.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment, a copy of which is attached to this Resolution as Exhibit "A".
PASSED and APPROVED this 5th day of August, 2014.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
(I1IIc
I 1 III �A,l vY��I:
IN 1 11 1 1 1) 1\
April 9, 2014
Representative Charlie Collins
District 84, State of Arkansas
3225 East Paper Glen
Fayetteville, AR 72703
Representative Charlie Collins,
Representative Collins, thank you so much for the time you took on a recent phone call to visit
with me about possible grant opportunities related to replacement costs from our recent winter
events here in our state and specifically here in Fayetteville, AR.
This has been a long and arduous winter this year, and as a result of the past winter events, the
City has incurred a lot of extra expenses. We are seeking every opportunity available to try and
recoup and replace supplies, equipment, and the monetary impacts of the winter events of
2014.
As you know, one of the things that impacts Economic Development of our communities is the
ability for our municipalities to have the necessary tools and resources to get streets clear so
that citizens can access the roads, get to work, eat out at our restaurants, shop at our local retail
establishments, buy groceries, etc.
1 have attached the actual cost of each of our snow events this past year. Per my discussion
with you and your willingness to see if there are state grant funds available to assist in the
replacement of supplies, or snow equipment parts replacement, I provide the following
attachment.
You will see from the attached detail that if the City could receive $22,500 for Snow Equipment
Parts Replacement and $12,000 for snow Plow Replace or $25,158.34 (which is the average of
re -stocking salt/grit mix from the 2014 storm events) this will help the people of Fayetteville
immensely. .
We thank you for your interest in helping us with this unanticipated impact and your support of
the City of Fayetteville.
R
pectfully Submitted.
n Marr
Chief of Staff
attachment
CITY OF FAYETTEVILLE 1 113 W MOUNTAIN STREET 1 FAYETTEVILLE, AR 72701 479.575.8330 1 WWW.FAYETTEV[LLE-AR.GOV
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Plows Replaced
Application
General Improvement Fund
Northwest Arkansas Economic
Development District, Inc.
P. O. Box 190
Harrison, Arkansas 72602-1090
Applicant: City of Fayetteville AR
Address: 113 W Mountain St.
APPLICATION COVER PAGE
City/Zip: Fayetteville, AR 72701
Phone: 479-575-8330
Fax:
Email: dmarr fayettcvi1le-ar.gov
County: Washington
Applicant I'rcparcr: Don Marr Chicl of Stall
Addicss: 1 13 VV Mountain St
('ity/iip: (Fayetteville _AR 72701
Phone: 479-575-8330
Fax:
I mail: _dmarr(n)faycttcville-ar.gov
Contact Person: Don Marr
Project Summary: Request for $34,500 for Snow Equipment Parts Replacement and Snow Plow Replace. I)uc to the Tong
and arduous winter this year, the City has incurred a lot of extra expenses. We are seeing every opportunity available to try
and recoup and replace supplies, equipment and the monetary impacts of the winter events of December 2013, and first
Quarter of 2014. Economic Development of our communities is the ability for our municipalities to have the necessary tools
and resources to get streets clear so that citizens can access the roads, get to work, eat out at our restaurants, shop at our
local retail establishments, buy groceries, etc.
The cost of each of our snow events this past year is attached. We would like to request funds to assist us in equipment
replacement and budget supplement to allow us to clear roads as needed and keep our streets open or get them open as soon
as possible after a winter event.
Type of Applicant:
X City _ County
Other Specify:
Joint* List Joint Members :
Non-profit (Attach 501 C3)
*Joint Applicants must be accompanied by an agreement signed by all members applying for funding in the application
State Senator(s) / District(s):
State Representative(s) / District(s):___
Budget:
Amount Requesting
Other Funding (specified in budget)
Total Project Budget
$ 34,500
$ See Attached Sheet
$ See Attached Sheet
Authorized Representative: The signature indicates that I have been authorized to submit an application requesting funding for the proposed project and
to the best of my knowledge and belief, all data contained in this application is true and correct. If the application is approved for funding, I am authorized to sign
any applicable documents on behalf of the applicant
Type Name
Title
REQUEST FOR PROJECTS
1. The purpose of this Request for Projects (RFP) is to invite the submission of projects fbr funding provided
by the State of Arkansas through the Northwest Arkansas Economic Development District, Inc. Projects
should complement the Economic and Community Development Goals of the State of Arkansas.
2. Communication concerning this RFP should be addressed to:
Mr. J. Michael Norton, Executive
Northwest Arkansas Economic Development District, Inc.
P. O. Box 190
Harrison, AR 72602-0190
3. To qualify for consideration, an original completed packet must be received by NWAEDD at the above
address.
4. Award, if any, will be made to the responsible organizations whose projects meets the requirements of the
general improvement grant program. NWAEDD reserves the right to reject all or any part of a submission
or all submissions.
5. An award letter will be issued by the requester to the successful organizations. Successful applicants will
be required to enter into a contractual agreement with NWAEDD prior to funding.
6. Any disputes arising from the selection/rejection of any submission will be resolved solely by the
Northwest Arkansas Economic Development District, Inc.
7. To facilitate submission evaluation, entities shall organize the submission based on the following outline.
A. APPLICATION FACT SHEET (Form Attached)
Complete and sign the attached form.
B. Project Narrative (limit 1 page)
1. Briefly describe the Applicant Organization
2. Briefly describe the need and the nature of the applicant project.
3. Briefly describe how the proposed project will improve the local area and assist with state
wide efforts in economic and community development.
4. State the names of the persons who will be authorized to make representations for the
applicant organization, their title, address, and telephone number. State that the person
signing the letter will be authorized to bind the applicant.
C. PROJECT BUDGET (Form Attached)
Include a line item project budget. Please utilize the budget form which is attached.
D. ATTACHMENTS
If appropriate, attach a project map, project time line and support letter(s). Include other
pertinent documents as needed to complete the project description.
ITEM
Project Budget
Please itemize the cost estimate for the proposed GIF portion of the project.
PROJECTED COST
TOTAL PROJECTED COST (GIF PORTION)
July 1, 2014
The Honorable Lioneld Jordan
Mayor of Fayetteville
113 West Mountain Street
Fayetteville, Arkansas 72701
Mayor Jordan:
NORTHWEST ARKANSAS
ECONOMIC DEVELOPMENT DISTRICT, INC.
NWAEDD PLAZA
818 Highway 62-65-412 North • P.O. Box 190
Harrison, Arkansas 72602-0190
(870) 741-5404
RECEIVED
JUL 3 2014
CITY OF FAYETTEVILLE
MAYOR'S OFFICE
The Northwest Arkansas Economic Development District (NWAEDD) is pleased to
notify you it has approved a General Improvement Fund (GIF) grant to the City of
Fayetteville — Street Department. NWAEDD is funding the GIF project in the
amount of Thirty -Four Thousand Five Hundred Dollars and No/loo's ($34,500.00).
The GIF grant is a community development grant to City of Fayetteville — Street
Department. The project is to help City with snow equipment parts replacement and
snow plow replacement.
The funds were appropriated to NWAEDD for the GIF program through Acts
supported by your Representative Charlie Collins from Northwest Arkansas. We
wish to thank all the Northwest Arkansas Legislator's for their support and enabling
NWAEDD to serve Arkansas and its citizens.
Please do not hesitate to reach out to me directly if I can be of assistance or provide
any information.
Sincerely,
icha
Executive
rton
erector
Cc: The Honorable Charlie Collins, Arkansas Representative District 84
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Payee City of Fayetteville
Vendor ID City of Fayette
invoice'
en or aye e 3 Account
1]ers riptitiT •
84-237-04-14 General Emp y m.0rit Funds'. rrpt # 4-237-0414
•
$34,500.00
NORTi WEST ARKAN
DEVELOPMENT qi
LEGISLATIy `•
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:HARRISON
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Northwest Arkansas Economic Development District, Inc.
General Improvement Fund Grant Program
Grant Agreement
Grantee: CITY OF FAYETTEVILLE — STREET DEPT. Grant #: 84.237-04-14
Grant Amount: $ 34,500.00 Purpose: Equipment Purchase
GRANTOR GRANTEE
Northwest Arkansas Economic Development District, Inc.
P.O. Box 190
Harrison, AR 72602-0190
Phone: 870-741-5404
City of Fayetteville — Street Dept.
113 West Mountain Street
Fayetteville, Arkansas 72701
Phone: (479) 575-8330
1. PURPOSE
This Agreement is entered into by Northwest Arkansas Economic Development District, Inc.
(NWAEDD), herein referred to as Grantor, and City of Fayetteville — Street Department, herein
referred to as Grantee. The Grantor has received General Improvement Funds from the Arkansas General
Assembly to be utilized to assist local public governmental jurisdictions and/or non-profit organizations
to plan, develop, promote and/or implement economic and community development projects/activities
designed to improve the economic, community and/or social well-being of the citizens of Arkansas.
Projects should complement the Economic and Community Development Goals and Objects of the State
of Arkansas. The Grantee agrees to implement and complete a General Improvement Fund Program
project in accordance with the provisions of this Agreement.
2. LEGAL AUTHORITY
By signing this Agreement the Grantee certifies that it possesses legal authority to accept grant funds
under the General Improvement Fund program. The act of signing will also certify that the Grantee will
comply with all parts of this Agreement, and the Grantee accepts full legal responsibility for properly
implementing the project described in the original grant application documents and agrees to expend
funds in accordance with the original grant application form.
3. FINANCIAL MANAGEMENT AND ACCOUNTING
The Grantee will establish and/or maintain a financial management and accounting system, which
conforms to generally accepted accounting principles and complies with requirements of the State
Purchasing Law, the General Accounting and Budgetary Procedures Law, and other applicable fiscal
control laws of the State of this State and regulations promulgated by the Department of Finance and
Administration shall be observed in connection with the utilization of said grant funds.
4. RECORDKEEPING
Grantee will maintain records of all project expenditures on file for a period of three years or until the
Grantee's audit for the period in which grant funds were utilized have been conducted. The Grantor and
duly authorized officials of the State will have full access and the right to examine any pertinent
documents of the Grantee or persons or organizations with which the Grantee may contract, which
involve transactions related to this Agreement.
5. REPORTING
The Grantee agrees to provide Grantor with a final close-out report within sixty (60) days of project
completion on which grant funds have been utilized, (See Attachment "A" - Closeout Form).
6. INDEMNIFICATION
The Grantee agrees to follow all local and state laws and regulations. Furthermore, the Grantee agrees to
hold harmless the Grantor from any and all claims, suits and actions arising from any act of omission,
noncompliance or misuse of grant funds by the Grantee or any employee or agent in the performance of
this Grant Agreement.
7. METHOD OF PAYMENT
The Grantor shall make payment of authorized grant funds upon proper execution of this Grant
Agreement by the Grantee. The Grantor reserves the right to determine the most appropriate distribution
of payments, based upon the nature of the approved project. In no event will the total amount of grant
funds to the Grantee for allowable expenses incurred in relation to the project exceed the amount noted on
Page 1 of this Agreement as the Grant Amount.
8. MODIFICATIONS
The Grant Agreement may be modified, at the discretion of the Grantor, only with prior written
notification from the Grantee. The Grantee will be notified, in writing, of the decision of the Grantor.
Approved for the Grantor
BY:
NORTHWEST ARKANSAS ECONOMIC
DEVELOPMENT DISTRICT, INC.
Executive Director
Approved for the Grantee
BY:
Bj_QA
Date
ATTACHMENT A
Northwest Arkansas Economic Development District, Inc.
General Improvement Fund Project Closeout
I do hereby affirm that all funds awarded to this organization under the Northwest Arkansas
Economic Development District's General Improvement Fund Program were spent strictly in
accordance with the submitted and approved proposed project.
I understand that any monies not spent or not spent in accordance with the approved budget are
to be repaid to NWAEDD.
I also affirm that the approved project has been completed and all payments have been made in
full. As such, I am officially requesting the formal closure of this grant.
City of Fayetteville — Street Department
Grant Number: 84-237-04-14
Notary Seal:
V 7M‘
Date
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