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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 Al)(5 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 �tY4r74 o 44,2 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