HomeMy Public PortalAbout002-2024 - Beat the HeatINTERLOCAL AGREEMENT FOR THE SHARING OF RESPONSIBILITIES AND COSTS
ATTENDANT TO THE IMPLEMENTATION OF A "BEAT THE HEAT" WINDOW
AIR CONDITIONING UNIT DISTRIBUTION PROGRAM APPLICATION INITIATIVE
SPONSORED BY INDIANA UNIVERSITY'S ENVIRONMENTAL
RESILIENCE INSTITUTE AND GRANTS FUNDED BY THE INDIANA OFFICE OF
COMMUNITY AND RURAL AFFAIRS
THIS AGREEMENT (hereinafter "Agreement") is entered into by and between the CITY
OF RICHMOND, INDIANA, a second class city located in Wayne County, Indiana (hereinafter
"City") and WAYNE TOWNSHIP, INDIANA, a statutory unit of government created by and under
the laws of the State of Indiana also located in Wayne County, Indiana (hereinafter "Township") to
be effective as of the execution of this Agreement, (the "Effective Date") or upon compliance with
the procedural provisions set forth at I.C. 36-1-7, whichever is the later, as follows:
A. Recitals
1. City and Township are each political subdivisions as said term is used at Indiana
Code (IC) 36-1-7-2(a) and as said term is defined at IC 36-1-2-13. See also IC 36-1-2-10 and IC 36-
1-2-23.
2. City and Township have mutual interests in promoting the welfare of their citizens
and particularly populations within the citizenship who are potentially at risk in the event of future
occurrences of extreme weather heat as identified in the Indiana University Environmental Resilience
Institute's studies.
3. Township has heretofore implemented its Window Air Conditioning Unit
Distribution Program Application within the parameters of the City of Richmond's Heat
Management Plan and its Beat the Heat Program.
4. City recognizes the number of potential at -risk populations which live within the
territorial jurisdiction of the City and therefor City is desirous of assisting Township in the provision
services to furnish and install the quoted air-conditioning window units for the applicants chosen by
Township in accordance with its applicable guidelines.
5. This Agreement is intended to evidence the above commitment on the part of the City
to contribute the sum of up to Five Thousand and 00/100 US Dollars ($5,000.00) to partially defer
the costs to Township of implementing the furnishing and installation of the quoted air-conditioning
window units. Said funding is reimbursable by the City to the Township upon proof of payment by
the Township through its Trustee's office. This Agreement is also intended to evidence the
commitment of the Township to timely provide the City with its reports, receipts, vouchers, and/or
other documentation as reasonably determined necessary by the City in order for the Parties to timely
comply with the reporting/voucher system undertaken by the Indiana University Environmental
Resilience Institute as funded by the Indiana Office of Community and Rural Affairs.
002-2024 — INTERLOCAL AGREEMENT
City — Township Interlocal Agreement re Beat the Heat and
Heat Management Plan
211'agc
6. In furtherance of the above -stated purposes, City and Township desire to enter into
this Agreement in order to document the terms and conditions of their respective undertakings.
B. Terms of Agreement
1. Basis of Agreement. This Agreement is intended to constitute an Interlocal
Agreement evidencing the joint exercise of powers available to each of the City and the Township, as
contemplated by the provisions of IC 36-1-7-2. This Agreement shall not be construed to apply any
third -party beneficiary status to any other person nor entity for purposes of litigation nor for purposes
of equitable remedies.
2. Duration of Agreement. This Agreement shall be in force from the Effective Date and
shall expire on April 30, 2024.
3. Purpose of Agreement. This Agreement is intended to document the commitments
made jointly and severally by City and by Township, through their respective executive bodies and
approved by their respective fiscal bodies.
4. Financing of Agreement. The provision of the funds by City and by Township to
fund the Project shall be derived by the parties as follows:
a). The Township shall fund its contribution toward the funds for the distribution
program by (i.) overseeing and monitoring the application program; (ii) by timely
providing the City with the necessary reports, receipts, vouchers, and/or other
documentation; (iii.) and by directly paying for the electric utility costs on behalf
of the program participants.
b). Likewise, City shall fund the furnishing and installation of the air-conditioning
window units from the available and duly appropriated grant funds, as the above -
described commitment wherein the City is contributing the sum of up to Five
Thousand and 00/100 US Dollars ($5,000.00) to partially defer the costs to
Township of implementing the furnishing and installation of the quoted air-
conditioning window units. A per -unit electric utility subsidy allocation may be
incurred of up to One Hundred and 00/100 US Dollars ($100.00) per
unit/program participant upon proof of payment by Township, not to exceed the
above -described $5,000.00 limit allocated herein.
5. Staffing and Supplying Joint Undertaking. The joint exercise of powers and
undertakings of the parties shall not require additional staffing on the part of either of the units.
City — Township Interlocal Agreement re Beat the Heat and
Heat Management Plan
3111aac
6. Disposition of Property. It is not anticipated that any additional property will be
acquired or required in order to perform the services contemplated by this Agreement. Any air-
conditioning window units remaining upon completion of the application program shall remain the
property of Township upon the termination of this Agreement.
7. Administration of Undertakings. City and Township, by their respective executives,
shall meet and confer as necessary in order to monitor the performance of the initiatives
contemplated herein.
APPROVED BY THE CITY OF RICHMOND, INDIANA
Ronald Oler, Ph.D., Mayor of the
City of Richmond
ALSO APPROVED BY:
CITY OF RICHMOND, INDIANA
BY ITS COMMON COUNCIL
Gary Turner, President
APPROVED BY WAYNE TOWNSHIP, INDIANA
By its Township Trustee
Susan Isaacs, Trustee
Attest:
City — Township Interlocal Agreement re Beat the Heat and
Heat Management Plan
4111 a
STATE OF INDIANA
SS:
COUNTY OF WAYNE
Before me, a Notary Public, in and for said County and State, personally appeared Gary Turner,
President of the Common Council of the City of Richmond, Indiana, who acknowledged that the
foregoing Interlocal Agreement was executed in such capacity as his voluntary act and deed for and
on behalf of said Council and that the foregoing representations are true and correct.
Witness my hand and notary seal this day of
Residing in
My Commission Expires: , 20
STATE OF INDIANA )
SS:
COUNTY OF WAYNE )
2024.
, Notary Public
County, Indiana
BEFORE ME, a Notary Public, in and for said County and State, personally appeared Ronald Oler,
Ph.D., Mayor of the City of Richmond, Indiana, who acknowledged that the foregoing Interlocal
Agreement was executed in such capacity as his voluntary act and deed for and on behalf of said City
and that the foregoing representations are true and correct.
Witness my hand and notary seal this day of
My Commission Expires: , 20_
2024.
, Notary Public
Residing in County, Indiana
City — Township Interlocal Agreement re Beat the Heat and
Heat Management Plan
51Pagc
STATE O F INDIANA )
) SS
COUNTY OF WAYNE )
BEFORE ME a notary public in and for said county and state personally appeared the within named
Susan Isaacs, Trustee of Wayne Township, Indiana, who acknowledged her execution of the
foregoing Interlocal Agreement as her voluntary act and deed and affirm that the foregoing
representations are true and correct.
Witness my hand and notary seal this day of
Printed:
Notary Public residing in
My Commission Expires: , 20
2024.
County, IN
I affirm under penalties for perjury that I have taken reasonable care to redact each Social Securio}
number in this document, unless required by law. Kimberly A. Vessels, Assistant City Attorney
This Instrument Prepared By City of Richmond, Law Department.
INDIA�P
CITY OF RICHMOND
Department of Infrastructure and Development
50 NORTH FIFTH STREET - RICHMOND, IN 47374
PHONE (765) 983-7372 - FAX (765) 962-7024
thillOrichmondindiana.gov
www.richmondindiana.gov
RE: Ordinance 19-2024
City of Richmond, Wayne Township Trustee,
and Beat the Heat - Window Air Conditioning Unit Distribution Program
Dear Council Member,
RONALD OLER, PhD
Mayor
DUSTIN PURVIS
Director
THOMAS HILL
GIs Coordinator
"Beat the Heat" is a community initiative launched by Indiana University's Environmental Resilience
Institute ("ERI") and grant -funded by the Indiana Office of Community and Rural Affairs ("OCRA").
On March 15th, 2021, Common Council approved the Environmental Sustainability Commission's
application to Indiana University and OCRA to be selected as a Beat the Heat program partner. We were one
of two successful applicants (Richmond and Clarksville) and have had the privilege of working with IU and
OCRA on an effort to help vulnerable populations cope with extreme heat events. The grant was for two
years, but with 6 months to go, we were notified that our coordinator had been offered a new opportunity in
Northern Indiana. The remainder of her salary and some budgeted program funds left unused money in the
grant that needed to be directed to a program.
Initially, OCRA supported Richmond's plan to use the funding to purchase and distribute air conditioners and
a utility credit to vulnerable populations, with the desire to prioritize adults who are 65+. After some time,
OCRA found that the funds could not in fact be used in this way, but their support for the program idea was
strong, and they made an additional allocation to Richmond of $20,000 to move forward with the equipment
distribution. This was in addition to the support already provided by OCRA and IU. The funding was
committed in May/June 2023 and is planned to be transferred to Richmond this spring (2024).
The AC Distribution program will be facilitated by Susan Isaacs in the Wayne Township Trustee Office in
close collaboration with the City's office of Infrastructure and Development, IU's ERI, and Alison
Zajdel-Clark.
Please see the attached application to help provide context for the program requirements as well as
supplemental information. Two cost estimates of the program are shown below.
Option 1
Standard Install Unit Total
40
Modified Install Unit Total
3
Unit Costs
8000
Unit Costs
600
Utility Assistance Costs
4000
Utility Assistance Costs
300
Standard Install Costs
6000
Modified Install Costs
6, 5
Total
18000
Total
1575
Total Units Across Standard and Modified : 43 Units
Total Cost Across Standard and Modified: 19575
Option 2
Standard Install Unit Total
35
Modified Install Unit Total
8
Unit Costs
7000
Unit Costs
1600
Utility Assistance Costs
3500
Utility Assistance Costs
800
Standard Install Costs
5250
Modified Install Costs
1800
Total
15750
Total
4200
1 gs5
Total Units Across Standard and Modified : 43 Units
Total Cost Across Standard and Modified: 19950
A scoring priority matrix for the program is as follows (priority found in the Application Cover Page):
AC Unit Program Scoring Matrix
In order to qualify for the program households must first meet
the income requirements listed below
Members in
Household
Annual Limit
Members in
Household
Annual Limit
1
$44,200
5
$68,150
2
$50,500
6
$73,200
3
$56,800
7
$78,250
4
$63,100
8
$83,300
For family units with more than 8 members, add $5,050
annually
After meeting the income limits, applicants will be scored
based on prioritization parameters.
First Priority
Individuals over the Age of 65
Second Priority
Individuals with a Disability
Households with a child under the age of 6 with
Third Priority
an increased medical need for AC
Household is located within a Richmond Heat
Fourth Priority
Vulnerability Index Priority Area
Points shall be assigned based on which category the
applicant falls into
4 Points
Individuals over the Age of 65
3 Points
Individuals with a Disability
Households with a child under the age of 6 with
2 Points
an increased medical need for AC
Household is located within a Richmond Heat
1 Point
Vulnerability Index Priority Area
Tie Breaker
In the situation where a tie breaker is necessary, the household
income will be averaged by the number of household members.
The application with the lower average income per household
member will be given the unit.
Formula for Tie Breaker
(Household Income) / (Number of Members in Household) _
Average Income per Household Member
Respectfully submitted,
Thomas Hill
GIS Coordinator
City of Richmond, Wayne Township Trustee,
and Beat the Heat
Window Air Conditioning Unit Distribution Program
Application
"Beat the Heat" is a community initiative launched by Indiana University's Environmental
Resilience Institute and grant -funded by the Indiana Office of Community and Rural Affairs.
The program's central goal is to assist communities in building resilience to extreme heat.
This is done by creating tangible, long-term, and sustainable projects that help residents'
well being as the number of hot days increases. Beat the Heat has led to creation and
adoption of the City of Richmond's Heat Management Plan.
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INDIANAUNNERSM
ENVIRONMENTAL RESILIENCE
INSTITUTE
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SCHOOL OF INFORMATICS,
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Program Requirements
In order to be eligible for the program applicants must first meet the Income Limit (See Below) and
Live Within Richmond City Limits (Including the 2 Mile Fringe).
Prioritization for AC Units
Prioritization for AC Units will be given to individuals that fit one of the following categories:
1. Senior Citizen - age 65 and above
2. An individual with a disability
3. A household with a child under the age of 6 that has an increased medical need for air
conditioning
4. The household is located within an identified priority area for Richmond's Heat Vulnerability
Index
Submission Instructions
Completed applications should be submitted to Susan Isaacs at the Wayne Township Trustee Office.
Applications can be:
1. Sent via Email to susan@waynetownshiptrustee.com
2. Sent via Mail or Dropped Off In Person to 401 E Main Street, Richmond IN 47374
Required Documents
1. A valid, government -issued identification card
2. Current proof of income for everyone in the household (over the age of 18) for the past 8
weeks (Must be Income Eligible)
✓ If you're paid biweekly, submit 4 current pay stubs
✓ If you're paid weekly, submit 8 current pay stubs
✓ If disabled, submit proof of Supplemental Security Income (SSI) and Social Security
Disability Insurance (SSDI)
3. If you have a child under the age of 6 that has an increased medical need for air conditioning,
you have to present a Letter of Need from a physician
Note: Customers who received an Air Conditioner this year will not be eligible again for THREE (3)
years.
Income Limits (FY 2023J
Members in Household
Annual Limit
Members in Household
Annual Limit
1
$44,200
5
$68,150
2
$50,500
6
$73,200
3
$56,800
7
$78,250
4
$63,100
8
$83,300
For family units with more than 8 members, add $5,050 annually
Window Air Conditioning Unit Application
*PLEASE REVIEW PROGRAM REQUIREMENTS AND REQUIRED DOCUMENTS BEFORE SUBMITTING THIS APPLICATION* (SEE BACK PAGE)T -
APPLICANT INFORMATION
Name:
Gender: _Female _Male —Non-Binary
- ------ ...... -- ........ ....... - ---
Date of Birth:
- ----- -- -- - --- - --._........_._._......_....._.-...-_.._.._.__... ....-....--....._.. - .........-._..-.. __ _..._.....-_._........................ ... _....... ..... _....... -- .__—_....._.
State ID type/number: Phone:
Current Address:
City:
State: Zip Code:
Disabled: Yes No
Health Insurance: Yes No Education Level:
_ ..... _.......... - ..... _._..._.-...... . ----._..__...._..._....--
Marital Status (Check one):
--- ---- - -...--------- -----..... ........_.... __.--- .................. - ...... -.......... ._..__.._._._............. ----------- ---._-............ ..--........... .----._._._...--
Race (Check one or more): _African American _Asian Do you have a child
under 6 with an
_Never Married _Married _Seperated
_American Indian or Alaska Native _Caucasian increased medical
need for AC?
Divorced _Widowed
—Hispanic/Latino Other: _Yes _ No
OTHER MEMBERS OF HOUSEHOLD
Name:
Relationship to Applicant:
Date of Birth:
Gender: _Female _Male —Non-Binary
Disabled: _Yes _No
Health Insurance: Yes No
Education Level:
Race:
Monthly Income:
Name:
Relationship to Applicant:
Date of Birth:
Gender: _Female _Male —Non-Binary
Disabled: _Yes _No
T
Health Insurance: _Yes _No
Education Level:
Race:
Monthly Income:
* If you need additional space for other members Yof-household, please ask for an additional member sheet*
- —_Single
FAMILY TYPE
—
Single Parent Female
Parent Male _Single Parent Non -Binary Multi -Parent Household
Single Person
Two Adults No Children Other:
INCOME
Monthly Income: LL - 1-----
---- _--'-
Monthly Rent or Mortgage AC Compatablllty
--- --_ .._�
$
Amount:
$ Window Width:
Source of Income (check all that apply): _Own
No Income SSI _Rent Window Opening
_Employment SS 8 Height:
How often are you paid?
_Section
_Child Support SSDI
Bi-Weekly
_Pension/Retirement Distance from Middle
_Weekly
First In which room will this AC unit be of Window Base to
Semi-monthly _Monthly
_Families
installed Outlet:
Suggested Locations: Is the Outlet 3-Prong:
Bedroom, Living Room YES or NO
SIGNATURE
_ I certify to the best of my knowledge
all of the information given by me is true and correct. I also authorize the verification of any and all
information for the purpose of certification and for assistance. I understand that if I withhold any information or submit false information and receive
services to which I am not entitled, I may be subject to criminal prosecution under the laws of the State of Indiana.
I certify that I have not received an air conditioner from Wayne Township Trustee/City of Richmond within the last three years.
—.._ ......-----._....-----........ ---
Signature of applicant:
— --- ._........_..--..—........... -_............. __....... --.... ----......... ..........__..-........... .... ---....... --..... _................. _...--._....... ......__...... _.... - ..... _...... __..
Date:
OFFICE USE ONLY: (Applicant do not complete)
Wayne Township Trustee Staff
Date
OTHER MEMBERS OF HOUSEHOLD
Name: Gender. Female Male Non -Binary Relationship to Applicant:
Date of Birth: ID Type and Number: Disabled: Yes No
Health Insurance: Yes No Education Level: Race:
Monthly Income:
Name: Gender: Female Male Non -Binary Relationship to Applicant:
Date of Birth: _ _ ID Type and Number: Disabled: Yes No
_—No — _
Health Insurance: Yes Education Level:Racer
Monthly Income: —_ _ _ _ducat____ _._—__—__-____`-_. — _.—
Name: Gender: Female Male Non -Binary Relationship to Applicant:
_
�IDType
Date of Birth:
and Number:
Disabled: Yes No
_
Health Insurance: Yes No
_
Education Level: —
_
Race:
Monthly Income:
Name: Gender: Female Male Non -Binary— Relationship to Applicant:
Date of Birth:
ID Type and Number:
Disabled: Yes No
Health Insurance: Yes ---No
Education Level: �v
Race: _
Monthly Income:
Name: Gender: Female Male Non -Binary Relationship to Applicant:
Date of Birth: —
ID Type and Number:
Disabled: Yes No
_ _—
Health Insurance: Yes No Education Level:
Race:
Monthly Income:
Name: Gender: Female Male Non -Binary
Relationship to Applicant.
Date of Birth: _ ID Type and Number:
—
Disabled: Yes No
_
Health Insurance: Yes No Education Level: _ —
—
Race:
Monthly Income: ----- �-----------------
Name: Gender: Female Male Non -Binary Relationship to Applicant:
Date of Birth: —
_ _
ID Type and Number:
Disabled: Yes No
Health Insurance: Yes No
_
Education Level:
Race:
Monthly Income:
Name: lGender: Female Male Non -Binary Relationship to Applicant:
Date of Birth:
IID Type and Number:
Disabled: Yes No
Health Insurance: Yes No Education Level: Race:
Monthly Income:
Name Gender Female Male Non -Binary Relationship to Applicant.
Date of Birth ID Type and Number Disabled Yes No
_ — — -- --
Health Insurance: Yes No Education Level: Race
Monthly Income:
Name: Applicant: to Gender: -_Female Male Non -Binary Relationship vuµ µ to
Date of Birth:
ID Type and Number_:
Disabled: Yes No
Health Insurance: _— Yes No
—Education Level: _ —
_ —
Race:-- —�— —
_
Monthly Income:
Window AC Compatibility Information Sheet
Does your oulet have three prongs?