HomeMy Public PortalAboutr 04:134 MIDDLESEX COUNTY
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OFFICE OF 61 COOKE AVENUE
~THLEEN M. BARNEY, RMC/CMC CARTERET, NEW JERSEY 07008
MUNICIFAL CLERK
MEMORANDUM
TO: STATEWIDE LIVABLE COMMUNITIES
GRANTS/HISTORIC BUILDINGS
DIVISION OF LOCAL GOVERNMENT SERVICES
P.O. BOX 803
TRENTON, NJ 08625-0803
FROM: KATHLEEN M. BARNEY, RMC/CMC
Municipal Clerk
DATE: APRIL 29, 2004
SUBJECT: ACCEPTING STATEWIDE LIVABLE COMMUNITIES GRANT
AND AUTHORIZING THE MAYOR TO EXECUTE GRANT
AGREEMENT.
ENCLS: CERTIFIED COPY OF RESOLUTION #04-134
~::PLEASE SEND AN EXECUTED COPY TO MY OFFICE FOR MY FILES~&~:~
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Treasurer
Purchasing
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No. 04-134 Date of Adoption~L2~.~
ACCEPTING STATEWIDE LIVABLE COMMUNITIES GRANT AND
AUTHORIZING THE MAYOR TO EXECUTE GRANT AGREEMENT
BE IT RESOLVED by the Mayor and Council of the Borough of Carteret,
THAT:
WHEREAS, the Governing Body of the Borough of Carteret received notice
fi.om the New Jersey Depaztment of Community Affairs of its eligibility to
receive a Statewide Livable Communities Grant for making municipally owned
historical buildings ADA compliant in the amount of FIFTY THOUSAND
DOLLARS ($50,000.00); and
WHEREAS, the purpose of the grant is to install an ADA- compliant elevator for
Borough Hall.
NOW, THEREFORE BE IT RESOLVED by the Mayor and Council of the
Borough of Carteret, that the Governing Body does hereby accept the grant of
FIFTY THOUSAND DOLLARS ($50,000.00) to install an ADA-compliant
elevator for Borough Hall
BE IT FURTHER RESOLVED, that the Mayor of the Borough of Carteret be
and hereby is authorized to execute a Grant Agreement with the New Jersey
Department of Community Affairs on behalf of the Borough of Carteret, and upon
execution of said Agreement, the Borough of Carteret does accept the Terms and
Conditions specified in the Agrecnuent in connection with this grant.
BE IT FURTHER RESOLVED, that a copy of this Resolution, originally
signed and sealed by the Municipal Clerk, be forward to the Division Local
Government Services along with the executed Grant Agreement.
Adopted this 22nu day of Apnq and
certified as a tree copyof/he m'iginal iff
Apri~23~.2,004._ .--'2.~_ 2~ '
~THLEEN M. BZiNEYT /C
M~icipal Clerk
'~L RECORD OF COUNCIL VOTE
- COUNCILMAN YES NO NV A.B. COUNCILMAN YES NO NV A.B.
KRDI. I X RTO.q 1[
~ X SITARZ X
PARISI X .cl~qlqo~.g gT X
X - indicate Vote AB - Absent NV - Not Voting XOR - Indicates Vote to Overrule Veto
Adopted at a meeting of the Municipal Council
,o A~-i 1 99 9(IO.A
STATE OF NEW JERSEY
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF LOCAL GOVERNMENT SERVICES
Grant Agreement
Statewide Livable Communities Aid for Municipally Owned Historic Buildings
Project: ADA Improvements to Municipally
Owned Historic Buildings
Recipient: Borough of Carteret
Grant Agreement Number: 04-3585-00
Grant Amount: $50,000.00
GRANT/LOAN AGREEMENT NUMBER: 04-3585-00
AGREEMENT DATA SHEET
(x)GRANT ( )LOAN
RFC:IPlF:NT INF~RMATIC}N
AGENCY NAME: Borough of Carteret
ADDRESS: 61 Cooke Avenue
Carteret, New Jersey 07008
CHIEF FINANCIAL OFFICER: Patrick J. DeBlasio
VENDOR ID # V-226001707-99
TELEPHONE NUMBER: 732-541-3801
CHARITIES REGISTRATION #: EX00-00000
(Nonprofit Agencies Only)
DEPARTMENT: NEW JERSEY DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION: Division of Local Government Services
ADDRESS: 101 South Broad Street
Post Office Box 803
Trenton, New Jersey 08625-0803
CONTACT PERSON: Nick Piegaro
TELEPHONE NUMBER: 609-984-9525
FIINDING AMt~IlNT AND ~C)IIRC:.F t~F FIIND~
STATE $ 50,000.00
FEDERAL $ .00
SUBTOTAL $ 50,000.00
OTHER $ .00
TOTAL $ 50,000.00
N.I~'.FR A~'.(':.C)IINT NIIMRFR/.R)
ACCOUNT #1:04-100-022-8030-655-FFFF-6120
ACCOUNT #2:
ACCOUNT #3:
ACCOUNT #4:
GRANTII t~AN AWARD PFRIC)D
GRANT/LOAN AWARD PERIOD: 01/01/2004 THROUGH: 12/3112005
LENGTH OF AWARD PERIOD: 2 years
LIQUIDATION OF OBLIGATIONS MUST BE MADE BY: 03131/2006
PlIRPC)RF OF ~RANT/I h'}AN
This award will provide funding to install an ADA-compliant elevator for Borough Hall.
Grant Agreement - Historic Buildings Aid
Department of Community Affairs
Division of Local Government Services
Section II - Terms and Conditions
This Agreement is made by and between the New Jersey Department of Community
Affairs located at 101 South Broad Street, Trenton, New Jersey, and the Borough of
Carteret, located at Municipal Building, 61 Cooke Avenue, Carteret, New Jersey.
TERMS AND CONDITIONS
The Borough of Carteret, hereinafter referred to as the Recipient, agrees to accept this
Historic Buildings Aid in the amount of $50,000.00 for the purpose of installing an ADA-
compliant elevator in the Borough Hall, as specifically described in the Recipient's Grant
Request Application. In accepting this grant, the Recipient agrees further to accept and
uphold the following terms and conditions:
1. Project Completion Date: All work performed by the Recipient as per this
Agreement shall begin no earlier than January 1, 2004, and shall be completed by
December 31, 2005. Extension of this date for good reason shall be by mutual
consent between the Recipient and the Department of Community Affairs, and
shall be conveyed in writing.
2. Project Budget: The amount of this award is $50,000.00, the total of which is to
be used exclusively to support the above-noted improvements.
3. Method of Payment: Upon execution of this Grant Agreement and upon the
receipt of evidence by the Depmtment that the Recipient has engaged the services
of a contractor to construct the ADA improvements or, in the case of procurement
items has issued a Purchase Order to the vendor, the Department shall disburse to
the Recipient one-half of the amount of this award, or $25,000.00. The remaining
one-half ($25,000.00) shall be disbursed upon completion of the project or
purchases, and upon receipt of the enclosed Payment Voucher. Copies of paid
vouchers and/or other financial statements documenting the outlay of funds
related to the project must be attached to the Voucher. All funds received by the
Recipient as per this award, and all funds spent by the Recipient in completing the
improvements or in making purchases, must be fully accounted for in the
Payment Voucher on a dollar for dollar basis. The Recipient's Chief Financial
Officer must certify all financial information contained on the Voucher.
4. Agreement Modification: The Recipient shall notify the Department, in writing,
of any requested changes to this agreement. The Recipient shall state the reason
for the change, the amount of funds affected by the change, and any relevant
information concerning the change. All changes are subject to the Department's
written approval and any spending that occurs in the absence of such approval
may not be subject to reimbursement.
5. Unexpended Funds: If, upon completion of the project there are any
unexpended funds, such funds shall revert to the State, unless other arrangements
have been approved by the Department with respect to using the fimds for
additional work.
6. Termination: Termination of this Agreement, in whole or in part, shall occur for
just cause when it is mutually agreed that the continuation of the project would
not produce beneficial results to warrant the further expenditure of funds. In the
event of termination, the Recipient shall be entitled to payment of all costs
incurred, up to an amount determined by this Department to be reasonable and
necessary, provided also that such costs are fully documented and certified by the
Recipient's Chief Financial Officer.
7. Limitation of Damages: Under no circumstances, shall the State of New Jersey
be liable for any damages arising from any work performed by the Recipient, or
any of its employees or contractors, in connection with this grant.
Notwithstanding anything herein to the contrary, however, this section shall not
limit the Recipient's liability for (a) willful and malicious misconduct; (b) direct
damages to real or tangible property; or (c) bodily injury or death caused by
negligence, due to any actions performed by the Recipient, or any of its
employees or contractors, in carrying out this construction project.
8. Governing Body Resolution: This Historic Buildings Grant, and the terms and
conditions specified herein, must be accepted by resolution of the Recipient's
governing body. Said resolution must be substantially consistent with the sample
resolution that is attached to this Agreement. The resolution must be certified and
sealed by the municipal clerk. All signatures must be originals.
Grant Agreement - Historic Buildings Aid
Department of Community Affairs
Division of Local Government Services
Section III - Department and Recipient Signatures
The Borough of Carteret agrees to accept this Historic Buildings Grant for the purpose of
making improvements to municipally owned historic buildings. The Borough further
agrees to uphold the Terms and Conditions assigned to this grant, as set forth herein.
Note: All signatures on this form must be originals.
FOR RECIPIENT USE ONLY:
ACCEPTED AND AGREED:
BY: T~4~ie / 5"7 /~e-,'~,.4
Mayor's Printed Name ~ Ma~or's Signature
DATE: ,~"~"~
I FOR STATE USE ONLY:
COUNTERSIGNED:
Division of Local Government Services
BY: ~.._~---'~ DATE:
Susan Jacobucci, Acting Director
Department of Community Affairs
Grant Approval Officer Certification
I attest that sufficient funds have been appropriated by the State Legislature to cover the
current State fiscal year portion of the award.
BY: DATE: Department Grant Approval Officer
Grant Agreement - Historic Buildings Aid
Department of Community Affairs
Division of Local Government Services
Sample Resolution
Be it resolved by the Mayor and Council of the (municipality), THAT:
WHEREAS, the Governing Body of the (municipality) received notice from the New
Jersey Department of Community Affairs of its eligibility to receive a Statewide Livable
Communities Grant for making municipally owned historic buildings ADA compliant in
the amount of $ ; and,
WHEREAS, the purpose of the grant is to
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the
(municipality), that the Governing Body does hereby accept the grant of $ ,
for (repeat purpose stated above under second WHEREAS),
BE IT FURTHER RESOLVED, that the Mayor of(municipality) be and hereby is
authorized to execute a Grant Agreement with the New Jersey Department of Community
Affairs on behalf of the (municipality), and upon execution of said Agreement, the
(municipality) does accept the Terms and Conditions specified in the Agreement in
connection with this grant.
Certification
I, ., Municipal Clerk of the (municipality) in the County of
, and the State of New Jersey do hereby certify that the foregoing
resolution is a tree copy of the original resolution duly passed and adopted by the
Governing Body at its meeting of ,2004.
PAYMENT VOUCHER- HISTORIC BUILDINGS AID
(Payee Must Complete Sections HI, IV, and V)
I. Grant Information:
Recipient: Borough of Carteret County of Middlesex
Grant Amount: $50,000.00 Grant Agreement No: 04-3585-00
Grant Order No: Vendor No: 226001707-99
Award Period: 01/01/04- 12/31/05
H. Grant Purpose: Install an ADA-compliant elevator at the Borough Hall.
HI. Statement of Expenditures: Provide a full accounting of how the grant funds were
used. Attach copies of all approved payment vouchers and/or other financial records to
support the amount requested on Line 'C' below.
A. Reporting Period: From To
B. Grant Amount: $50,000.00
C. Amount Requested: $
D. Grant Balance: $
IV. Payee Reference:
Please provide invoice number, billing statement or any other identification for reference
purposes. This information is recorded on the check stub or bank statement and will enable
the payee to identify the invoices that have been paid. Do not use more than 30 characters.
V. Certification of Chief Financial Officer:
I certify that the within payment voucher is correct in all its particulars, that the desired goods
or services have been furnished or rendered and that no bonus has been given or received on
account of said document.
CFO's Printed Name:
CFO's Signature:
Certificate Number: Date:
VI. FOR DMSION USE ONLY -- APPROVED FOR PAYMENT:
We certify that the above articles have been received or services rendered as stated herein.
STATE AID UNIT: DATE:
BLMS: DATE:
DLGS: DATE:
DEPARTMENT OF *COMMUNITY P~AIRS ~ ~
SUSAN BASS LEVIN
JAMES E McGREEVEY
April 1, 2004
~e Honorable Daniel J. Reim~
Mayor, Borou~ of C~eret
61 Cooke Avenue
C~eret, New Jersey 07008
Re: Statewide Livable Communities
Aid for Making Historic Municipally Owned Buildings ADA Compliant
De~ Mayor Reiman:
As previously ~o~ced by Commissioner Sus~ Bass Levin, ~e Borou~ of
C~eret has been awarded a Statewide Livable Communities Grant in the ~o~t of
$50,000.00. ~is ~t will provide ~nds to inst~l an ADA-eompli~t elevator for
Borou~ Hall.
This gant is being administered by the Division of ~eal Gove~ent Se~ices
~d is subject to execution of the enclosed Grant Agreement ~d aeeept~oe of the te~s
and conditions set fo~h therein.
Prior to executing the ageement, please read ~d follow the enclosed instructions
e~ehlly. You may contact Nick Piegaro, of my staft~ at (609) 984-9525 if you have any
questions.
Th~ you for yo~ cooperation in this man~
Sincerely,
Sus~ Jacobucci, Acting Directm
Division of ~cal Govem~~
SJ:np ~ ~" .-., ~ ~. ~)
, osur s
Neu* Jersey Is An Equa Opportu iy Emploger · Pr n ed on Recgcled Paper aud Rec?lable
Instructions
(Statewide Livable Communities Grants for Making Municipally Owned Historic
Buildings ADA-Compliant)
Please follow the instructions outlined below to ensure that all required information
is correctly submitted.
Several items are included in your Grant Agreement:
The Cover Page indicates the Grant Agreement Number; the project for which
these grant funds are being awarded; the name of the grant recipient; and the
amount of the grant.
Section I of the Grant Agreement provides a Data Sheet that gives the following
information about your grant:
A. Recipient Information - i.e., Recipient's name; address; CFO; etc.
B. State Information - The Division within the Department of
Community Affairs that is responsible for admiuistering the grant;
the name and phone number of the grant contact person.
C. .Source ofFund~ - The amount of the grant award; the State
Account Number from where the funds are being drawn.
D. Time Frame - Length of the award period and the date the grant
award expires.
E. ~ - The general purpose for the grant; the reason for
awarding the funds.
All correspondence concerning the grant should refer to the information printed
on the Cover Page and on the Data Sheet. In particular, the correspondence must
include the Grant Agreement Number so that the Division can readily identify
the grant.
Section II of the Grant Agreement sets forth the Terms and Conditions that
apply to the Grant.
Please note that the Recipient's oovernin- ~--~ .....
o ~ ~,uuy must anopt a Resolution
accepting the grant funds and the Terms and Conditions specified in the Grant
Agreement. The Resolution must be ori~nally signed and sealed by the
Municipal Clerk and returned to the Division along with the executed Grant
Agreement. The Resolution must be consistent in form and content with the
sample Resolution provided in the Grant Agreement.
Section III of the Grant Agreement contains a Signature Page that must be
signed by the Mayor of your municipality. In addition, the form must be signed
by the Director of the Division of Local Government Services, and by the Grant
Approval Officer of the Department of Community Affairs. All required
signatures must be originals. Please note that all three copies of the Grant
Agreement must be signed and returned to the Division.
The order for obtaining all required signatures shall be as follows:
A. The Grant Agreement is first signed by the Director of the Division
of Local Government Services;
B. After the Director signs, three copies of the Grant Agreement
are mailed to the Recipient for review and execution. Ail three
copies of the Agreement must be originally signed by the
Recipient's Chief Executive Officer (Mayor), and then mailed
back to the Division at the following address:
Statewide Livable Communities Grants/Historic Buildings
Division of Local Government Services
P.O. Box 803
Trenton, NJ 08625-0803
C. Upon receipt of the Grant Agreement, the Agreement is forwarded
to the Department's Grant Approval Officer for final signing.
Final signing by the Grant Approval Officer shall cause full
execution of the Agreement. The Recipient will be mailed an
original copy of the Grant Agreement after it is fully executed by
the Department. The Recipient must retain its copy of the fully
executed Grant Agreement for grant reference and audit purposes.
The disbursement of funds for this Grant Program shall be as specified in
Item 3 of Section II of the Grant Agreement. One-half of the grant funds shall
be disbursed after the Grant Agreement is fully executed, and upon the Division's
receipt of a signed Payment Voucher and evidence that the Recipient has either
engaged the services ora contractor to construct the ADA improvements or, in the
case of procurement items, has issued a Purchase Order to the vendor. With
respect to construction elements, submission of a copy of a signed contract
between the Recipient and a contractor is preferred; however, the Division may
also accept any other record that confirms an agreement between the Recipient
and a contractor and which states, at a minimum, the parties to the contract, the
scope of work to be performed; the cost for performing such work; and the
timeframe for completing the work. Payment Voucher forms will be mailed to
the Recipient, along with the Recipient's copy of the fully executed Grant
Agreement.
The balance of the grant funds shall be disbursed to the Recipient upon
completion of the project(s) and upon receipt of a second Payment Voucher,
certified by the Recipient's Chief Financial Officer. The Payment Voucher form
that is included on the last page of the Grant Agreement must be submitted along
with the final payment request. A full accounting of expenditures charged to
the grant, supported by paid vouchers, cancelled checks and/or other
appropriate spending documentation that evidences the outlay of grant
funds, must be attached to the Payment Voucher.
All expenditures charged to the grant must be in keeping with the purpose of the
grant, as specified in the Grant Agreement. Please note that all purchases charged
to the grant are subject to the appropriate provisions of the Local Public Contracts
Law and, where applicable, the Prevailing Wage Act and the Public Works
Contractor Registration Act.
Any changes to the scope of work or to the Terms and Conditions set forth in the
Grant Agreement must be requested in writing by the Recipient and approved
in writing by the Director of the Division of Local Government Services. In
requesting changes, the Recipient must state the reason for the change, the amount
of grant funds affected by the change (if applicable), and any other relevant
information concerning the change. Please note that authorization to approve
changes is limited to changes that are within the original scope and purpose of the
grant, as specified in the Grant Agreement. All proposed changes shall be
discussed with the Division's Grant contact person on an informal basis prior to
making a formal request to the Director.
All grant funds received must be included as part of the annual municipal audit.
After completing all of the required grant documentation, the following must be
returned to the Division at the address listed on Page 2 of these instructions:
a) All three copies of the Grant Agreement. Be sure that the Mayor has
originally signed all copies in the space provided in Section III of the Agreement.
b) The approved resolution originally signed and sealed by the Municipal
Clerk.
Please call the Grant contact person immediately if there are any questions
concerning this grant. All calls should be directed to Nick Piegaro at 609-984-
9525.