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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. 4"'r ( r• � to � 11 INDIANAUNNERSM ENVIRONMENTAL RESILIENCE INSTITUTE 11 LUDDY SCHOOL OF INFORMATICS, COMPUTING, AND ENGINEERING 0 N M _r Wily, nc'1'o nshi11TI'll:stev 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?