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HomeMy Public PortalAboutr 04:134  MIDDLESEX COUNTY TEL (732) 841-3800 F.~ (732) 541-8925 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~&~:~ KMB/cp cc: S. Brame Treasurer Purchasing File 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.