HomeMy WebLinkAboutR-2003-069 Police Athletic League Chapter Grant ( Start-up)RESOLUTION NO. R-2003.69
A RESOLUTION ratifying application for a grant in the total amount of $25,000.00
from the National Association of Police Athletic Leagues, Inc., for
funding the Yakima Police Athletic League chapter; ratifying
designation of the Police Chief and the City Manager to act as the
official representatives of the City of Yakima with regard to the
grant; ratifying their actions to accept the grant and execute all
necessary documents and contracts related to the grant; and
authorizing and directing the Police Chief and City Manager to
execute all additional documents and contracts necessary to
implement the grant.
WHEREAS, the United States Department of Justice, Office of Juvenile Justice
and Delinquency Prevention made funds available to the National Association of Police
Athletic Leagues, Inc. (NAPAL) for the express purpose of implementing new Police
Athletic League chapters; and
WHEREAS, the Yakima Police Department applied for funds from NAPAL to
cover the start-up costs associated with implementing a local Police Athletic League
(PAL) to reduce juvenile crime and violence; and
WHEREAS, the NAPAL approved the grant application in the amount of
$25,000; and
WHEREAS, the National Youth Sports Corporation will administer the grant on
behalf of the designated grantee, National Association of Police Athletic Leagues, Inc.;
and
WHEREAS, the City Council of the City of Yakima holds that intervention
programs which focus on the prevention of youth crime and violence are of great value
to the citizens of Yakima, now, therefore;
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
1. The $25,000 U.S. Department of Justice, Office of Juvenile Justice and
Delinquency Prevention grant application filed by the Yakima Police
Department with the National Association of Police Athletic Leagues is
hereby ratified.
2. Designation of the Police Chief and City Manager to act as the official
representatives for the City for this grant is hereby ratified.
3. The actions of the Police Chief and the City Manager to accept the grant and
execute all necessary documents and contracts related to the grant on behalf
of the City of Yakima are also ratified.
(Nies-police pals grant 9-29-03pm
4. The Police Chief and City Manager are also authorized and directed to
execute all additional documents and contracts necessary to implement the
grant.
ADOPTED BY THE CITY COUNCIL this 6th day of May, 2003.
ATTEST:
City Clerk
Date
(1k)res-police pals grant 4 -29 -03 -pm
Place, Mayor
C�or'-fr{-act- 2-c03 dc)
NTSC
National Youth Sports Corporation
201 South Capitol Avenue, Suite 710 • Indianapolis, Indiana 46225 • PH: 317/829-5777 • FAX: 317/829-5779
April 4, 2003
Officer Jeff Brownfield
Project Administrator
Yakima PAL
200 S 3rd St
Yakima, Washington 98901
Dear Officer Brownfield:
This is to announce that the National Association of Police Athletic Leagues, Inc., (NAPAL) has
awarded Yakima a 2003 Police Athletic League Youth Enrichment Program (PALYEP) subgrant. We
applaud your commitment to serve youth in your community.
A subgrant in the amount of $25,000 has been awarded to enable Yakima PAL to make expenditures
related to PAL chapter start-up costs between April 1 and May 31, 2003, grant period per its
Application for Participation. To receive subgrant funds, please complete and return both the enclosed
Subgrant Agreement and Single Audit Certification forms via overnight mail at your earliest
convenience. Grant funds will be forwarded to you upon receipt of the completed Subgrant Agreement
and verification of your membership in the National PAL. All expenditures must conform to your
approved budget. Funds not expended by May 31 must be returned to the PALYEP upon completion
of the final financial report (due no later than July 14, 2003).
Please feel free to contact me (317/829-5789) if you have any questions about the Subgrant
Agreement. We look forward to working with you.
Sincerely,
Tom Leix
Director of Youth Sports
cc: Roy Wilson, Chief of Police
Glenn Evans, Program Director, Yakima PAL
Brad Hart, Executive Director, National PAL
Ed Thiebe, President, National Youth Sports Corporation
Enclosures
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The Right Start!
Nurturing the dreams and aspirations of youth
2003 POLICE ATHLETIC LEAGUES YOUTH ENRICHMENT PROGRAM
_UBGRANT AGREEMENT
SUBGRANT NO.: 03 PALYEP
GRANTEE
ADMINISTRATOR
SUBGRANTEE
PURPOSE:
REIMBURSABLE:
DIRECT COSTS:
CEILING PRICE:
SUBGRANT AUTHORITY'
r
SPONSOR:
EPPECTIVE DATE:
National Police Athletic Leagues, Inc.
National Youth Sports Corporation
Yakima Police Department
200 South 3rd Street
Yakima, Washington 98901
To provide for a program for the 2003 PALYEP
Not to exceed: 525.000.00
The United States Department of Y7ustice, Office of
Juvenile Justice and Delinquency Prevention.
Special Emphasis Divisioia iv-5-^ri
The United States Department of Justice. Office
of Juvenile Justice. and Delinquency Prevention.
2002 -MU -MU -0010
ENCLOSURE:
The following enclosure is hereby made a part of this Subgrant Agreement:
Enclosure 1: "Single Audit Certification"
Page 1 of 4
This Subgrant Agreement is entered into this first day of April 2003, by the National Association of
Police Athletic Leagues, Inc. (the Grantee), and the Yakima Police Department, 200 South 3rd Street, Yakima,
Washington 98901.
WITNESSETH THAT:
WHEREAS, the Subgrantee is qualified and equipped to perform the work and services hereinafter described;
and
WHEREAS, it is in the best interest of the Grantee to obtain the assistance of the Subgrantee for performance of
said work and services; and
WHEREAS, the Subgrantee has submitted an "Application for Participation" in the 2003 Police Athletic
League Youth Enrichment Program; and
WHEREAS, the Subgrantee's 2003 Police Athletic League Youth Enrichment Program application has been
approved by the grantee, National Police Athletic Leagues, Inc., and its program administrator, the National
Youth Sports Corporation; and
WHEREAS, a ceiling on direct costs for which the Subgrantee may be reimbursed has been established;
NOW, THEREFORE, in consideration of the Subgrant and for other valuable considerations, the receipt of
which is hereby acknowledged, the parties hereto do mutually agree as follows:
SPECIAL PROVISIONS
SECTION 1.0- SUPPLIES AND/OR SERVICES
1.1- The Subgrantee will conduct and maintain the Program, in accordance with its approved "Application
for Participation" dated April 1, 2003, and the terms and conditions of this Subgrant Agreement.
Total Direct -Cost Reimbursement Ceiling Amount $25,000.00
SECTION 2.0- PURPOSE
--2.1- The purpose of this Subgrant Agreement is to provide for an approved Program in support of the
\\ 2.1-
2003 Police Athletic League Youth Enrichment Program.
SECTION 3.0- PROJECT SPECIFICATIONS
3.1- The Project Specifications are those stated in the approved "Application for Participation" dated April 1,
2003 as supplemented by the following specifications and requirements.
3.2- Insurance: The Subgrantee hereby assures the Grantee that sufficient and adequate bodily injury and
property -damage liability insurance and accident -medical insurance is in place or will be obtained upon
receipt of PALYEP funds.
3.3- The "Frequently Asked Questions" are hereby made a part of these specifications.
SECTION 4.0- PERIOD OF PERFORMANCE
4.1- For the Purpose of authorizing expenditure of grant funds, the term of this Subgrant Agreement shall
begin on April 1, 2003 and end on May 31, 2003, unless otherwise approved by the Director of
Youth Sports of NYSC. For all other purposes, this Subgrant Agreement shall continue in effect until
such time as all required reports have been submitted this subgrant has been settled and audited.
4.2- Preprogram and post -program materials are due on specified dates as noted on the forms referenced in
section 9.1.
SECTION 5.0- FUNDING NATURE AND LEVEL
5.1- Expenditures of grant funds under this Subgrant Agreement are limited to allowable direct costs
in the total amount of $25,000.00. Under no circumstances may expenditures of grant
funds in excess of this ceiling be made unless a revised ceiling for direct costs is approved in writing by
the President of NYSC. All expenditures that exceed the approved ceiling shall be the responsibility
of the Subgrantee.
5.2- Detailed breakdown of allowable direct costs under this subgrant, refer to "Application for
Participation" estimated budget request part IIIc.
5.3- The Subgrantee shall make unreimbursed out-of-pocket or imputed contributions to the direct
Page 2 of 4
costs of the Program (Estimated Budget request Part IIIb of the "Application for Participation")
that shall equal, in total, not less than one hundred percent (100%) of the subgrant. Such
contributions shall consist of some or all of the following: facilities -usage; capital equipment being used
in the Program; a full-time Program Director; and the value of other supporting goods and services
rendered to the Program by the Subgrantee that is not charged against the subgrant.
5.4- Overhead and indirect costs shall not be allowed and shall not be counted toward the Subgrantee's
contribution.
SECTION 6.0 -FUNDING ADMINISTRATION AND ADVANCE PAYMENTS
6.1- Upon receipt by the Grantee of this Subgrant Agreement and a single audit certification
(Enclosure No. 1) on the prescribed form, properly executed, the Subgrantee may be advanced funds
in the amount of $25,000.00.
6.2- The final financial report is due in the NYSC office, July 14, 2003, The Grantee has no obligation to
reimburse the Subgrantee for final expenses submitted after the conclusion of the grant period,
May 31.2"003.
6.3- Funding Accountability:
6.3.1- The Subgrantee may, at its option, establish a Special Bank Account for Advanced Funds.
6.12- If a Special Bank Account for Advanced Funds is not established by the Subgrantee, the Subgrantee
hereby certifies that it will establish a segregated account within its established accounting system to
control and identify funds provided under this subgrant.
SECTION 7.0- GENERAL PROVISIONS
7.1- The Subgrantee agrees to comply fully with all local, city, state, and Federal laws, regulations and
ordinances governing performance of services required as set forth in the Subgrant Agreement, and to
obtain any and all necessary permits and/or clearances to perform the approved Program.
SECTION 8.0- SUBGRANT ADMINISTRATION
\) 8.1- The Subgrantee has designated the below -listed individual as its Project Administrator:
Name and Title: Officer Jeff _Brnwnfeld
Address: 200 South 3rd Street, Yakima, Washington 98901
Telephone: (509) 576-6753
SECTION 9.0- REPORTING AND RECORDS -KEEPING REQUIREMEN'T'S
9.1- The Subgrantee will submit a properly certified final financial report (i.e., audit materials), certificates
of insurance, equipment inventory report and single audit certification form at the times prescribed by
the Grantee.
9.2- The Subgrantee will submit such supporting data when rendering bills as will facilitate Grantee
processing of any payment of amounts claimed.
9.3- The Subgrantee will maintain such financial records (e.g., payroll, invoices) as will enable audit of
Program accounts during the Prog-ram and after the Program ends, and will make such records available
during normal business hours for inspection by the Grantee or its designee.
SECTION 10.0- PROJECT MODIFICATION AND EVALUATION
10.1- The Subgrantee agrees to comply with any request by the Grantee that the Program be redirected to
conform to the Subgrantee's Application for Participation.
10.2- Where Program modification appears desirable to better achieve Program objectives, the Subgrantee
agrees to discuss such modification with the Grantee and U.S. Government representatives, through
the PALYEP, and to devote its best possible efforts to make modifications mutually agreed upon. In
the event any such Project modifications are made, the Subgrantee's Program Budget will be subject
to recomputation to take into account any changes having monetary implications.
10.3- The Subgrantee agrees to cooperate with the Grantee and/or the U.S. Government in their unilateral
or joint monitoring of this Program during its performance and to assist in any project evaluation
conducted by the Grantee and/or the U.S. Government.
SECTION 11.0- INSPECTION AND ACCEPTANCE
Page 3 of 4
Director of Youth Sports when it is determined all subgrant requirements have been satisfactorily
met.
))11.2- Any corrections or adjustments necessitated by the Subgrantee's failure to comply with the Program
specifications will be met at no additional expense to the Grantee or the U.S. Government.
11.3- Work under this Subgrant Agreement shall be subject to inspection by the Grantee at all reasonable
times.
SECTION 12.0- SUBGRANTEE -FURNISHED MM ERIAL AND/OR SERVICES
12.1- The Subgrantee shall furnish or cause to be furnished all necessary personnel, facilities, materials,
equipment plus any and all other services, supplies, or equipment needed to fulfill the requirements set
forth herein.
SECTION 13.0- OWNERSHIP OF DOCUMENTS
13.1- All papers and documents required to be prepared as reports developed under this Subgrant shall
become the property of the U.S. Government. Such papers, reports or other documents may thereafter
be used by the Government as it may see fit, without additional compensation to the Subgrantee.
SECTION 14.0- CERTIHICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY, AND
VOLUNTARY EXCLUSION
14.1- The Grantee and the Subgrantee hereby agree that by signing this Subgrant Agreement, the
certification regarding debarment, suspension, ineligibility, and voluntary exclusion shall be
incorporated into, and become part of the Subgrant Agreement section 14.2.
14.2- By submission of this Subgrant Agreement, I hereby certify that the undersigned PAL chapter
is in compliance and is eligible to participate in federal assistance and the undersigned PAL
chapter will not, in conducting PALYEP activities, knowingly enter into a transaction with any
other entity that is debarred, suspended, declared ineligible or voluntarily excluded from
participating in a federally -funded program.
))CTION 15.0- INDEMNIFICATION
15.1- The Subgrantee agrees that it will use the grant funding exclusively in performance of the Application
for Participation that it submitted, and it agrees to indemnify and hold harmless both the National
Association of Police Athletic Leagues, Inc., and the National Youth Sports Corporation in connection
with any claims arising from such performance.
IN WITNESS WHEREOF, the parties hereto have caused this Subgrant Agreement to be duly signed and
executed with the intention of becoming legally bound thereby effective as of the day and year first above
written.
Date: 6.rS —O3
Date:
3
One Enclosure as Stated
t� i4 gi w. A- Pa A"14 i e ' c_ 1 e a-9
Name of PAL Chapter
By Poi ix) ,risoc4
Officer Empowered to Make Contracts
Title C
Signature ��� •
THE NATIONAL YOUTH SPORTS CO
By
ORATION
Edward A. • 'ebe, • resident
Page 4 of 5
U4/0d/20e3 13.57 FAX 3178295779
NVSC Ij001/001
2003 POLICE ATHLETIC LEAGUES YOUTH ENRICHMENT PROGRAM
NATIONAL YOUTH SPORTS CORPORATION
SINGLE AUDIT CERTIFICATION
INSTRUCTION FOR CERTIFICATION
RE: Subgrantee Audit Requirements of OMB circular A-133
Reference www.whitehouse.gov/omb/circulars/a133/a133.html
Contract between the National Youth Sports Corporation and the undersigned PAL chapter
for the period of April 1, 2003 through May 31, 2003 under the Police Athletic
League Youth Enrichment Program (PALYEP).
The National Youth Sports Corporation, program administrator for the National Police Athletic
Leagues Youth Enrichment Program (PALYEP), is subject to the requirements of the Office of
Management and Budget (OMB) Circular A-133; Audits of States, Local Governments and
Nonprofit Organizations. As such, Circular A-133 requires the National Youth Sports
Corporation to monitor Subgrantees of federal awards, and determine whether they have met the
audit requirements of the circular and whether they are in compliance with federal laws and
regulations.
Please check one of the following, provide all appropriate documentation regarding your
organization's compliance with the audit requirements, sign and date this certification and return
to the National Youth Sports Corporation with your Subgrant Agreement.
1. Subgrantee expects its circular A-133 audit for the fiscal year ended 2003 to be
completed by . A copy of our audit reports will be forwarded
to the National Youth Sports Corporation within 30 days of receipt of the report.
Subgrantee is not hubject to a Circular A-133 audit because:
Subgrantee is a for- -profit organization.
Subgrantee expends less than $300,000 in total federal awards annually.
y.
Other (please explain)
PAL Chapter Yi'K wt A Poi -t 4: xj- iz j
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Type or Print Name Fiscal Officerfrreasu
Date
gnature
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 'w/ %
For meeting of: May 6, 2003
I l'EM TITLE: Consideration of a resolution ratifying and authorizing actions necessary to
accept and implement Police Athletic League Chapter start-up grant.
SUBMITTED BY: Interim Chief Roy Willson, Police Department -Iezik
CONTACT PERSON: Lt. Mike Merryman - 575-6218
SUMMARY EXPLANATION:
The United States Department of Justice, Office of Juvenile Justice and Delinquency
Prevention, has made available start-up grants to municipal law enforcement agencies for the
express purpose of implementing new Police Athletic League Chapters (PAL). National
Police Athletic Leagues, Inc. has been designated as the grantee for this project. The National
Youth Sports Corporation will administer the awards to law enforcement agencies
implementing new PAL chapters.
The Yakima Police Department applied for a subgrant to start a PAL chapter. On Monday,
April 7, 2003, the Department received notification that it had been awarded the maximum
$25,000 subgrant. These monies must be spent between Apri11, 2003 and May 31, 2003.
The Department is requesting that the City Council ratify and authorize the application and
acceptance of the subgrant, and all related actions necessary to implement the subgrant to
start a local PAL chapter. Project administration will be conducted via the Yakima PAL
board of directors.
Resolution X Ordinance Other (Specify)
Contract Mail to (name and address):
Phone:
Funding Source
APPROVED FOR SUBMITTA: \ �o City Manager
STAFF RECOMMENDATION: Approve resolution
BOARD/ COMMISSION RECOMMENDATION:
COUNCIL ACTION: Resolution adopted. RESOLUTION NO. R-2003-69