HomeMy WebLinkAboutIM 10-065, Res 10-049, Appropriate Funds PIA, 7-13-10 Page 1 of 2 IM 10-065
CITY OF PALMER INFORMATION MEMORANDUM NO. 10-065
SUBJECT: Resolution No 10-049: Re-appropriating the Original Budgeted Insurance Costs in
the Amount of $167,058 from the General Fund (Fund 01) to the Capital Project Fund (Fund 08)
for the Purpose of Upgrading the Palmer Ice Arena
AGENDA OF: July 13, 2010
Council action:
Approved for presentation by B.B. Allen, City Manager ____ __________________
Route
To: Department/Individual: Initials/Date: Remarks:
X Originator – City Manager 6/28/10
X City Clerk 7/7/10
X City Attorney 7/7/10
Director of Administration
Director of Community
Development
Director of Community Services
Director of Public Safety
Director of Public Works
Attachment(s): Resolution Number 10-049
Certification of Funds:
No fiscal impact.
X Funds are budgeted from this account number: various
insurance line items $167,058
Funds are not budgeted. Budget modification is required.
Affected account number:
Director of Administration Signature: _____
Summary statement: Resolution no. 10-049 re-appropriates $167,058 originally included in
the general fund to cover insurance costs, to the capital projects fund to help cover costs to
upgrade the Palmer Arena.
Background: As part of the federal government’s America Recovery and Reinvestment Act
(ARRA) program, funds were passed to State governments to assist in the distribution of
Community Economic Stimulus Program grant funds. In Alaska, the Department of Commerce,
Community, and Economic Development (DCCED) was responsible for disbursing the funds. The
Page 2 of 2 IM 10-065
funds were allocated on a per capita basis, based on the 2008 population figures. The City of
Palmer was eligible for, and received $167,058.55 to help offset insurance costs.
The 2010 budget appropriated expenditures for insurance costs with Resolution No. 10-001.
Resolution No. 10-036 accepted and appropriated a Community Economic Stimulus Program
Grant of $167,058 to cover a portion of the City’s insurance costs. This legislation, if approved,
will re-appropriate the original budgeted insurance costs to the capital project fund (Fund 08)
for the purpose of upgrading the arena.
Administration recommendation: Approve resolution no. 10-049.
_______________________________________________________________________________________
City of Palmer, Alaska Resolution No. 10-049
Page 1 of 1
Introduced by: City Manager Allen
Date: July 13, 2010
Action: Adopted
Vote: Unanimous
Yes: No:
Erbey
Brown
Hanson
Best
CITY OF PALMER, ALASKA
RESOLUTION NO. 10-049
A RESOLUTION OF THE PALMER CITY COUNCIL RE-APPROPRIATING THE ORIGINAL
BUDGETED INSURANCE COSTS IN THE AMOUNT OF $167,058 FROM THE GENERAL
FUND (FUND 01) TO THE CAPITAL PROJECT FUND (FUND 08) FOR THE PURPOSE OF
UPGRADING THE PALMER ARENA
WHEREAS, the United States Federal Government passed the American Recovery
and Reinvestment Act (ARRA); and
WHEREAS, part of the ARRA was the Community Economic Stimulus Program
which were run by each individual state; and
WHEREAS, in Alaska, it was the responsibility of the Department of Commerce,
Community and Economic Development to disburse the State of Alaska funds on a per
capita basis; and
WHEREAS, the City of Palmer received $167,058 to cover insurance costs; and
WHEREAS, those insurance costs were identified in the budget resolution 10-
001; and
WHEREAS, the City desires to make improvements to the Palmer Arena.
NOW, THEREFORE, BE IT RESOLVED by the Palmer City Council to re-
appropriate $167,058 from the General Fund (Fund 01) to the Capital Project Fund
(Fund 08) for the purpose of upgrading the Palmer Arena.
Passed and approved by the City Council of the City of Palmer, Alaska this
thirteenth day of July, 2010.
Richard W. Best, Mayor Pro-Tempore
_____
Janette M. Bower, MMC, City Clerk
Page 1 of 2 IM 10-051
CITY OF PALMER INFORMATION MEMORANDUM NO. 10-051
SUBJECT: Resolution No 10-036: Accepting and Appropriating the Community Economic
Stimulus Program Grant in the Amount of $167,058.55 to Reimburse the City of Palmer for
Insurance Costs
AGENDA OF: May 25, 2010
Council action:
Approved for presentation by B.B. Allen, City Manager ______________________
Route
To: Department/Individual: Initials/Date: Remarks:
X Originator – City Manager 5/5/10
X City Clerk 5/17/10
X City Attorney 5/17/10
Director of Administration
Director of Community
Development
Director of Community Services
Director of Public Safety
Director of Public Works
Attachment(s): Resolution 10-036
Grant Agreement 800229
Certification of Funds:
No fiscal impact.
Funds are budgeted from this account number:
X Funds are not budgeted. Budget modification is required.
Affected account number: 01-00-00-3353 $167,058.55
Director of Administration Signature: _____
Summary statement: The City of Palmer applied for a Community Economic Stimulus
Program Grant under the American Recovery and Reinvestment Act (ARRA) to offset insurance
costs.
Background: The federal government has passed ARRA funds to the States to assist in the
distribution of Community Economic Stimulus Program grant funds. In Alaska, the Department
of Commerce, Community, and Economic Development (DCCED) is responsible for disbursing
Page 2 of 2 IM 10-051
the funds. The funds will be allocated on a per capita basis, based on the 2008 population
figures. The City of Palmer is eligible for $167,058.55.
The funds may be used for a variety of operating costs and are on a cost reimbursable basis.
The ARRA reporting requirements are quite stringent, so DCCED has suggested the funds be
used for large ticket items such as bulk fuel, bulk electrical, or insurance. The City pays well
over $167,000 for liability and vehicle insurance each year and these grant funds will help
underwrite the cost in 2010.
The insurance expenses were budgeted, but the grant income was not, providing an additional
$167,000 to general fund.
Administration recommendation: Adopt resolution no. 10-036.
_______________________________________________________________________________________
City of Palmer, Alaska Resolution No. 10-036
Page 1 of 2
Introduced by: City Manager Allen
Date: May 25, 2010
Action: Adopted
Vote: Unanimous
Yes: No:
Chmielewski
Best
Brown
Combs
Hanson
Erbey
CITY OF PALMER, ALASKA
RESOLUTION NO. 10-036
A RESOLUTION OF THE PALMER CITY COUNCIL ACCEPTING AND APPROPRIATING THE
COMMUNITY ECONOMIC STIMULUS PROGRAM GRANT IN THE AMOUNT OF
$167,058.55 TO THE GENERAL FUND (01) TO REIMBURSE THE CITY OF PALMER FOR
INSURANCE COSTS
WHEREAS, the United States Government has allocated 2009 American Recovery
and Reinvestment Act funds to the State of Alaska for the Community Economic
Stimulus Program; and
WHEREAS, the State of Alaska Department of Commerce Community and
Economic Development is responsible for administering the grant funds to municipalities
around the state; and
WHEREAS, the City of Palmer is eligible for $167,058.55 based upon per capita
basis based on 2008 population figures; and
WHEREAS, the funding may be used for operating expenses; and
WHEREAS, the State of Alaska suggests the funds be used for the purchase of
bulk fuel, electrical power or insurance; and
WHEREAS, the City of Palmer spends well over $167,000 for annual insurance
coverage.
NOW, THEREFORE, BE IT RESOLVED by the Palmer City Council to accept and
appropriate $167,058.55 from the Community Economic Stimulus Program to the
General Fund (01) and to authorize the City Manager to use the funds to reimburse the
City for insurance costs.
SCOPE OF WORK
Use the grant funds to cover insurance costs up to $167,058.55
BUDGET
_______________________________________________________________________________________
City of Palmer, Alaska Resolution No. 10-036
Page 2 of 2
$167,058.55 from Federal ARRA Grant pass through State of Alaska DCCED
Passed and approved by the City Council of the City of Palmer, Alaska this
twenty-fifth day of May, 2010.
John C. Combs, Mayor
_____
Janette M. Bower, MMC, City Clerk
April 29, 2010
Bill Allen, City Manager
City of Palmer
STATE OF ALASKA
DEPARTMENT OF
COMMERCE
COMMUNITY AND
ECONOMIC DEVELOPMENT
Division of Community and Regional Affairs
Grants Section
S"OI1 Pame/I, GOIll1TIlOr
Emil Nolli, CO!lJ!I1i.rsioner
Tara Jolh'c, Director
231 W. Evergreen Avenue
Palmer, AK 99645-6952 RE: FY-2010 Community Economic Stimulus Grant -ARRA
Grant Number 800229
The City Manager Bill Allen:
Enclosed you will find one copy of the original FY-2010 Community Economic Stimulus Grant (CESP) -ARRA
grant agreement between the City of Palmer and the Department of Commerce, Community, and Economic
Development. Please approve the grant by signing the cover page, make a copy for your file and mail the original to
our office. Please note there are several changes in this agreement compared to our regular legislative grant
agreement. Many changes are in bold text to be easily identifiable, However, not all changes are highlighted,
Four of the additions to the grant agreement are:
L The Federal Award Number is S397A090002, The Catalog of Federal Domestic Assistance (CFDA)
number is 84,397, The amount of funds allocated under this grant from the American Recovery and
Reinvestment Act of 2009 is $167,058,55, This information must be included on any request for
reimbursement. Grantees must also provide similar identification in their SEFA and SF-SAC reports, (This
requirement is explained further on page 3 of the agreement.) This information must also be in any
subcontracts paid with CESP -ARRA funds,
2. A new report ronn is included in the grant agreement and attached to this letter. Please note the new
information about the Federal Award Number, CFDA, and amount of ARRA funds on the form, This
information must be included on any Request for Reimbursement. Please advise your accounting
department of the need for this additional information so requests are not delayed,
3, Please note the additional information under Appendix B, Information concerning the OMB Circular A-
133 Compliance Supplement Addendum #1 concerning ARRA funds has been added,
4, Appendix E, found at the back of the agreement and flagged with a red tab, is the State of Alaska,
American Recovery and Reinvestment Act of 2009 (ARRA) standard terms and conditions for financial
assistance awards (grants, cooperative agreements, and loans) under ARRA. These tenns and conditions
must be signed as part of the grant agreement, Return the original and keep a copy of Appendix E, I will
not be able to process the grant agreements without your signature here and on the front page of each grant
agreement.
Please return the original grant agreement cover page and the original Appendix E to our office at your earliest
convenience. Please retain all of the grant agreement attachments and appendices for your records. I will
return a fully executed grant agreement cover page for your files, Please reference the grant number (800229) in
future correspondence concerning this grant. Please feel free to contact me if you have any questions on this
agreement.
We wish you every success as you proceed with these important activities.
Sincerely,
Enclosures
P,O, Box 110809, Juneau, :\laska 99801-0809
Phone: (907) 465-2023 Fax: (907) 465-5867 Text Telephone: (907) 465-5437
Email: june.kugelmann@alaska.gov \Vebsite: http://www.commerce.state.ak.us/dca/
STATE OF ALASKA
DEPARTMENT OF COMMERCE, COMMUNITY, AND ECONOMIC DEVELOPMENT
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS
Community Economic Stimulus Program
American Recovery and Reinvesbnent Act (ARRA)
ue Grant Administrator
StreetJPO Box
P.O. Box I I
Director of Administration AK 9981J-0809
Phone
745-3271 745-0930 465-2023 465-5867
AGREEMENT
The Alaska Department of Commerce, Community, and Economic Development, Division of Community and Regional Affairs
(hereinafter 'Departrnent') and the City of Palmer (hereinafter 'Grantee') agree as set forth herein.
Section I. The Department shall pay the Grantee for the perfonnance of the project work under the terms outlined in this
agreement. The amount of the payment is based upon project expenses incurred, which are authorized under this Agreement. ]n
no event shall the payment exceed $167,058.55.
Section II. The Grantee shall perform all of the work required by this Agreement.
Section III. The work to be performed under this agreement begins 06/01/2009 and shall be completed no later than
09/3012011.
Section IV. The agreement consists ofthis page and the following:
ATTACHMENTS
Attachment A: Scope of Work
] . Proj eet Description and documentation
2. Project Budget
3. Project Management/Reporting
4. ARRA Fonns Packet
Attachment B: Payment Method
Attachment C: Standard Provisions
AMENDMENTS: Any fully executed amendments to this
Agreement
Signature
Printed Name
Bill
Date
Appendix A:
Appendix B:
Appendix B2:
Appendix C:
Appendix D:
Appendix E:
Date
Federal Award NumberS397A090002. CFDA 84.397
APPENDICES
Audit Regulations
Audit Compliance Supplement plus
corrections from Addendum # I
Jnsurance
State La\vs and Regulations
Special Requirements and Assurances for
Federally Funded Projects
Standard Terms and Conditions for
Financial Assistance Awards under
ARRA
Administrator III
Reviewed By: -pi? y= 4... v.....
ATTACHMENT A -SCOPE OF WORK
Standard Terms and Conditions for Financial Assistance Awards (grants, cooperative
agreements, and loans) under ARRA
1. Project Description
The Grantee will CaJTY out the graJlt in accordaJ1ce with the provisions of the Connnunity Economic
Stimulus PrograJ1l, as amended the American Recovery aJ1d Reinvestment Act of 2009, Public Law 111-5;
including all approved amendments or revisions; OMB M-09-10, Initial Implementing GuidaJ1ce for the
AmericaJ1 Recovery aJ1d Reinvestment Act of 2009; aJ1d OMB M-09-21, Implementing GuidaJ1ce for the
Reports on Use of Funds PurSUaJ1t to the AmericaJ1 Recovery aJ1d Reinvestment Act of 2009. As new
infoTInation is received aJ1d new implementation issues emerge program guidance will continue to be
clarified aJ1d must be followed.
Palmer is located in the center of the lush faJ'llllaJ1ds of the MataJ1uska Valley, 42 miles northeast of
Anchorage on the Glenn Highway. The current population is 5,559 people.
Two groups of Athabascan people --the Ahtna people aJ1d Dena'ina people --have lived in this region for
centuries. George Palmer is said to have an'ived in 1875. He was a trader in Knik, aJ1d aroLmd 1890,
established a trading post on the Matanuska River. A railway siding was constructed in Palmer in 1916.
In 1935, Palmer beCaJ1le the site of one of the most unusual experiments in AnlericaJl history: the
MataJ1llska Valley Colony. The Federal Emergency Relief Administration, one of the maJ1Y New Deal
relief agencies created by President Roosevelt, planned aJl agricultural colony in Alaska. 203 families,
mostly from MichigaJ1, Wisconsin aJld Minnesota, were invited to join the Colony. They aJTived in
Palmer in the early summer of 1935. Although the failure rate was high, maJ1Y of their descendaJ1ts still
live in the Mat-Su Valley today. The City of Palmer was formed in 1951. Construction of the statewide
road system, aJ1d the rapid development of Anchorage, has fueled growth in the Mat-Su valley.
The valley is renowned for the annual Alaska State Fair, where local farmers produce award-winning
vegetables. Popular recreation sites include Hatcher Pass, Crevasse-Moraine Trails, Kepler Lake, Bonnie
Lake, Finger Lal(e aJ1d Long Lal(e.
MaJ1Y residents commute to Anchorage for employment. Palmer's economy is based on a diversity of
retail aJ1d other services, City, Borough, State aJ1d federal govenmlent. Some light maJ1llfacturing occurs.
Palmer is home to 200 musk ox whose lmderwool (qiviut) is knitted into garments by Alaska Native
women from several rural villages. Between 2,500 and 3,500 gaJments are created each year by these
women, and sold by aJ1 Anchorage cooperative. The 75-acre musk ox farm is also a tourist attraction.
The University has aJ1 Agricultural aJld Forestry Experiment Station Office aJ1d a district Cooperative
Extension Service office here. The University's MataJ1uska Research Farm is also located in Palmer.
As mentioned earlier, Palmer lies on the Gleim Highway. Commercial airlines serve the Anchorage
International Airport, but the Palmer Municipal Airport supports private aJ1d chartered services with two
paved airstrips, one at 6,009' long by 60' wide and the other at 3,617' long by 75' wide. There are seven
additional privately-owned airstrips in the vicinity. Float plaJles may laJ1d at nearby Finger Lake or Wolf
Lake. The Alaska Railroad connects Palmer to Whittier, Seward or Anchorage for ocean freight delivery.
Federal Award NUlllberS397A090002. CFDA 8-1.397
Water is provided by three deep wells, is treated and stored in a million-gallon reservoir. Sewage is
collected by pipe and treated in an aerated lagoon facility. All homes are completely plnmbed. Matanuslca
Electric Association, Inc. (MEA) provides electric utility service to the entire city of Palmer. MEA
purchases virtually all of the electricity it distributes from Chugach Electric Association, Inc. pursuant to
a contract expiring January 1,2015. Piped natural gas, provided by Enstar, is used to heat homes. The
Mat-Su Borough operates the landfill outside the City limits of Palmer. A sludge disposal site is also
available.
(a) This award is federal financial assistance under the American Recovery and Reinvestment Act of 2009
(ARRA). This Act malces supplemental appropriations for job preservation and creation, infrastructure,
investments, energy efficiency and science, assistance to the lmemployed, and state and local fiscal
stabilization, for the fiscal year ending September 30, 2011.
(b) The Federal Award Number is S397 A090002. The Catalog of Federal Domestic Assistance (CFDA)
number is 84.397. The amount of funds allocated under this grant from the American Recovery and
Reinvestment Act of2009 (ARRA) is $167,058.55. This information must be included on any request for
reimbursement. This infonTIation must also be in any subcontracts paid with STATE FISCAL
STABILIZATION FUND -EDUCATION GRANTS, RECOVERY FUNDS -ARRA funds.
(c) The following projects and/or activities are being funded by this award:
Purchase Insurance COl'el'oge
2. Project Budget
Cost Category ARRA Grant Funds Total Cost
Purchase Insurance Coverage $167,058.55 $167,058.55
Purchase Bulk Fuel
Purchase Electrical Services
TOTAL: $167,058.55 $167,058.55
3. Project ManagementlReporting
(a) This project will be managed by the City, with signatory authority for execution of the grant agreement
granted to the Mayor. The Mayor may delegate signatory authority for executing the grant agreement to
others within the City government via the Signatory Authority Form. The Mayor may also designate
financial and progress reporting, via the Signatory Authority Form. Such delegation is limited to others
within the City government unless otherwise approved.
(b) The Grantee must establish and maintain separate accounting for the use of ARRA grant funds. The
use of ARRA grant funds in any malIDer contrary to the terms and conditions of this Grant Agreement
may result in the subsequent revocation of the grant and any balance of funds under the grallt. It may also
result in the Grantee being required to return such amounts to the State.
(c) The Grantee shall submit the required ARRA Financial/Progress Report and Reimbursement Form
(see attached exanlples) each month during the life of the Grant Agreement. The ARRA
Financial/Progress Report FonTI is due ten (10) calendar days after the end of each calendar month,
Federal Award NIIII/ber S397A09000], CFDA 8-1.397
whether or not any money was expended. The reporting period is the first day of the month through the
last day of the month.
(d) RepOl-ting and information as required under ARRA and as required in Appendix E or as
modified by the federal govemment is requir-ed_ All requests for funds under this grant will include
the Federal Award Number, the CFDA, and the amount of ARRA funds_
(e) The Grantee will report the vendor nanle and zip code and a description of what was obtained in
exchange for payment on each ARRA Financial/Progress Report and Reimbursement Form.
(f) The Grantee will report the number of jobs retained as a result of the American Recovery and
Reinvestment Act (ARRA). The Grantee will also report the number of new jobs created as a result of
ARRA to their community.
4. ARRA Forms PacI{et
The following page shows the ARRA FinanciallProgress Report and Reimbursement FOlID which is to be
used by the Grantee for monthly reporting. Additional copies of this form are available from the
Department.
Federal Award Number S397A09(}(}(}]. CFDA 8./.397