HomeMy WebLinkAboutMeridian Senior Center for FY23 Neighborhood Grant Funds Agreement RECIPIENT AGREEMENT BETWEEN CITY OF MERIDIAN AND
MERIDIAN SENIOR CENTER FOR FY23 NEIGHBORHOOD GRANT FUNDS
This RECIPIENT AGREEMENT BETWEEN CITY OF MERIDIAN AND MERIDIAN
SENIOR CENTER FOR FY23 NEIGHBORHOOD GRANT FUNDS ("Agreement") is entered
into this 5th day of September 2023 by and between the City of Meridian, a municipal
corporation organized under the laws of the state of Idaho ("City") City, and Meridian Area
Senior Citizens Association, a nonprofit organization organized under the laws of the state of
Idaho, doing business as Meridian Senior Center ("Recipient").
WHEREAS, Meridian City Council has allocated fiscal year 2023 general funds for the
purpose of awarding Neighborhood Grants to Meridian residents for projects that bring Meridian
neighbors together and improve the community, as set forth in detail in Exhibit A; and
WHEREAS, Recipient has proposed to make many repairs to correct the omissions and
poor decisions made during construction of the Meridian Senior Center, and repair damage to the
exterior of the building, which activity complements the objectives of the Neighborhood Grant
program; and
WHEREAS, by this Agreement, City and Recipient wish to establish the roles and
responsibilities of the Recipient related to the investment and utilization of fiscal year 2023
Neighborhood Grant funds provided to Recipient by City ("Funds");
NOW, THEREFORE, in consideration of the mutual covenants of the parties, the
Parties agree as follows:
I. RECIPIENT'S RESPONSIBILITIES;PROJECT ADMINISTRATION.
A. Activities. Recipient shall use the Funds, in the amount of five thousand nine hundred
and eighty-two dollars and eighty-eight cents ($5,982.88), to Meridian Senior Center
("Project"), as set forth in Exhibit B. Recipient shall use the Funds only for completion
of the Project. Recipient's use of the Funds shall be consistent with any and all terms and
conditions of the Neighborhood Grant Program and this Agreement.
B. Time of performance. Services of Recipient shall start the Project on or before August
1, 2023 and shall complete the Project by June 1, 2024.
C. Budget. Recipient shall use the Funds to complete the Project in accordance with the
budget set forth in Exhibit B. All Funds unused as of June 1, 2024 shall be returned to
the City.
D. Written quotes. Because the proposed Project includes the purchase of goods, services,
supplies, or equipment, purchases up to $15,000, Recipient shall obtain one written quote
for all such purchases. Documentation will be required prior to release of funds.
E. Closeout. By July 15, 2024, Recipient shall submit a final report to City. The final
RECIPIENT AGREEMENT WITH MERIDIAN SENIOR CENTER
report shall include:
1. Written narrative answering each and all of the following questions:
a. What did you accomplish, and how?
b. How were volunteers engaged and used, and how many?
c. What is the impact of this project on your neighborhood?
2. Final project budget, showing use of Neighborhood Grant funds,partner organization
funds, and in-kind and monetary donations.
3. Receipts supporting final project budget.
4. Photographs of Project completion and final Project.
5. Check payable to City of Meridian for any unused funds.
F. Draw requests. Funds for Project will be available following execution of this
Agreement and City's receipt of Recipient's completed W-9 form. To obtain Funds,
Recipient shall submit a written draw request to the Grant Administrator. Each draw
request may be for up to $5,000 of the Funds allocated for Project. Upon the Grant
Administrator's verification of progress toward Project goals and/or completion; review
of quotes, receipts, and other required documentation; and site visit(s), as appropriate, the
Grant Administrator will forward to the City Finance Department a request that the City
remit a check to Recipient in the requested amount.
G. Performance monitoring. City's Grant Administrator shall monitor Recipient's
investment of the Funds to ensure that Recipient is working toward meet the goals of the
Project as set forth in Exhibit B. Performance monitoring shall include review of quotes,
receipts, and other documents, as well as site visits, as appropriate.
II. GENERAL PROVISIONS.
A. No agency; independent contractor. It is understood and agreed the Recipient is not,
and shall not be considered, an agent of City in any manner or for any purpose
whatsoever in Recipient's use of the Funds. In all matters pertaining to this Agreement,
Recipient shall be acting as an independent contractor, and neither Recipient nor any
volunteer, employee, invitee, or agent of Recipient shall be deemed an employee of City.
Recipient shall have no authority or responsibility to exercise any rights or power vested
in City.
B. Photographs. Recipient consents to City's publication and/or use of any photographs or
recordings of Recipient; Recipient's volunteers, guests, invitees, agents, and employees;
and/or the Project for educational and promotional purposes.
C. Acknowledgment of risk. Recipient acknowledges that activity undertaken in
conjunction with this Agreement presents risks, some of which are unknown, and agrees
to assume all such risks.
D. Indemnification; waiver. Recipient shall indemnify, save and hold harmless, release
and forever discharge City and its agents and employees from and for any and all losses,
claims, actions,judgments for damages, or injury to persons or property and losses and
RECIPIENT AGREEMENT WITH MERIDIAN SENIOR CENTER
expenses caused or incurred by Recipient or City in the course of any activity associated
with this Agreement not caused by or arising out of the tortious conduct of City,
regardless of the manner by which such claim may be brought.
E. Notices. Day-to-day communications between Recipient and the Grant Administrator
shall occur by email or phone, as appropriate. All other notices to be provided under this
Agreement shall be in writing and addressed as follows:
If to Recipient: If to City:
Toni Allison, President City Clerk
Meridian Senior Center City of Meridian
P.O. Box 563 33 East Broadway Avenue
Meridian, Idaho 83680 Meridian, Idaho 83642
Notices shall be either personally delivered or sent by U.S. mail, postage prepaid. Notice
shall be deemed to have been given upon deposit in the U.S. mail, or upon personal
delivery to the party above specified.
F. Content. In the course of working on and completing the Project, Recipient shall ensure
that the Funds are not used for any purpose that promotes, endorses or furthers any
message containing the following content:
1. Profane, obscene, indecent, violent, or pornographic content and/or language;
2. Content that promotes, fosters or perpetuates discrimination on the basis of race,
creed, color, age, religion, gender, sexual orientation, or national origin;
3. Defamatory or personal attacks;
4. Threats to any person or organization;
5. Content that promotes, fosters or perpetuates conduct in violation of any law;
6. Content that encourages or incites illegal activity;
7. Content that may compromise the safety or security of the public or public systems;
8. Content that violates a known legal ownership interest of any party; or
9. Any content that contains or perpetuates a message that the Grant Administrator
deems to be inappropriate or not in the best interest of the City of Meridian.
If the City becomes aware that Funds are used in violation of this provision, City may
deny future draw requests for Funds or request the return of Funds already released.
G. Restrictions. Neighborhood Grant funds may not be spent on gift cards, alcohol,
tobacco, firearms, or travel.
H. Default or breach; cure; termination. If Recipient is in breach or default of any of the
terms, covenants or conditions of this Agreement and fails or refuses to cure such breach
or default within fourteen (14) days of written notice thereof, this Agreement, and all
rights of Recipient in and to the Funds, at City's option, may be terminated and forfeited
without further notice or demand.
I. No waiver. City's waiver on one or more occasion of any breach or default of any term,
covenant or condition of this Agreement shall not be construed as a waiver of any
subsequent breach or default of the same or a different term, covenant or condition, nor
RECIPIF,NT AGREEMENT WITH MERIDIAN SENIOR CENTER
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shall such waiver operate to prejudice, waive, or affect any right or remedy City may
have under this Agreement with respect to such subsequent default or breach by
Recipient.
J. Nondiscrimination. Both Parties warrant and agree that there shall be no discrimination
against any person or group of persons on account of race, color, creed, religion, sex,
marital status, national origin or ancestry, in the granting or expenditure of Funds or any
activity associated with Project.
K. Applicable law; non-appropriation. This Agreement shall be governed by and
construed in accordance with the statutes and constitution of the State of Idaho,
including, without limitation, Article VIII, Section 3, of the Idaho Constitution and the
Idaho Public Records Act. Recipient acknowledges that City is a governmental entity,
and the validity of this Agreement is based upon the availability of public funding under
the authority of its statutory mandate. Notwithstanding anything in this agreement to the
contrary, City's obligations under this Agreement are subject to and dependent upon
appropriations being made by Meridian City Council for such purpose.
L. Compliance with laws. Throughout the course of this Agreement, Recipient and each
and all of Recipient's volunteers, employees, guests, invitees, and agents shall comply
with any and all applicable federal, state, and local laws.
M. Severability. If any provision of this Agreement is found by a court of competent
jurisdiction to be illegal, invalid, or unenforceable, the remainder of this Agreement shall
not be affected.
N. Exhibits. All exhibits to this Agreement are incorporated by reference and made a part
of hereof as if the exhibits were set forth in their entirety herein.
O. Entire agreement. This Agreement contains the entire agreement of the parties and
supersedes any and all other agreements, agreements, or understandings, oral or written.
whether previous to the execution hereof or contemporaneous herewith. No verbal or
written inducements to execute this Agreement have been made to Recipient. In entering
into this Agreement, Recipient relies upon no statement, fact, promise or representation,
whether express or implied, written or oral, not specifically set forth herein in writing.
P. Successors and assigns. All of the terms, provisions, covenants and conditions of this
Agreement shall inure to the benefit of, and shall be binding upon, each party and their
successors, assigns, legal representatives, heirs, executors, and administrators.
Q. Advice of attorney. Each party warrants and represents that in executing this
Agreement, it has received independent legal advice from its attorneys or the opportunity
to seek such advice.
RECIPIENT AGREEMENT WITH MERIDIAN SENIOR CENTER
R. Warranty of authority. Each party to this Agreement represents and warrants that the
execution, delivery, and performance of this Agreement has been duly authorized by all
necessary action of such party and is a valid and binding obligation upon the persons or
entity signing this Agreement.
S. City Council approval required. The validity of this Agreement shall be expressly
conditioned upon City Council action approving the Agreement. Execution of this
Agreement by the persons referenced below prior to such ratification or approval shall
not be construed as proof of validity in the absence of Meridian City Council approval.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the
Effective Date first written above.
RECIPIENT:
oni Allison, President
eridian Senior Center
CITY OF MERIDIAN:
Attest:
Robert E. Simison, Mayor 9-5-2023
Chris Johnson, City Clerk 9-5-2023
RECIPIENT AGREEMENT WITH MERIDIAN SENIOR CENTER
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C�VIEN DIAN EXHIBIT A
2022-2023 Neighborhood Grant Program
Overview of Neighborhood Grant Program
Meridian City Council has allocated $50,000 for Neighborhood Grants, to be awarded to Meridian
residents for projects that bring Meridian neighbors together and improve the community. Applicants
may apply for Neighborhood Grant funds in any amount up to $50,000, and may request funds for more
than one project. Projects must be complete by September 9, 2023.
Timeline
Application period open: January 6, 2023
Applications due: March 6, 2023, 5:00 p.m.
Selection panel recommendation: By March 20, 2023
Applicants notified: March 27, 2023
Signed agreement due: April 10, 2023
Project completion: September 9, 2023
Final report due: September 15, 2023, 5:00 p.m.
Eligibility and Criteria
Projects funded with Neighborhood Grant funds must be located on public property located within the
City of Meridian. Applicants must be residents of the City of Meridian or organizations operating within
the City of Meridian. Upon selection of a project for funding, the City of Meridian will require the
successful Applicant to enter into a grant recipient agreement establishing terms and conditions of the
grant funds). In awarding Neighborhood Grants, the selection panel will consider the following criteria:
1. Capacity for neighbor engagement in Project implementation and final deliverable;
2. Contribution to improvement of neighborhood environment and sense of community;
3. Suitability of proposed Project for project site; and
4. Long-term viability. maintenance and impact of proposed Project.
Application
To apply, Applicants must submit the following materials to the City Contact listed below. If applying for
more than one grant, a separate application must be completed for each project.
1. Completed Grant Application form
2. Written narrative answering each and all of the following questions:
a. What do you propose to accomplish and how?
b. How do you plan to engage and use volunteers, specifically your neighbors, to help on the
project? How many volunteers will be needed?
c. What is the desired impact of this project on your neighborhood and how will you measure it?
d. What is the plan for long-term maintenance of items that will be purchased, built, or installed
with the funds (if applicable)?
e. What is the priority of this Project (if applying for grant funds for more than one project)?
3. Detailed Project plan, including timeline with specific dates.
4. Detailed Project budget, listing Neighborhood Grant funds, partner organization funds, and in-kind
and monetary donations.
5. Written permission from property owner allowing the use of the property for the proposed project.
6. If project involves collaboration or co-funding with other organizations or businesses on this project,
a letter of acknowledgement and support from each.
City Contact
Submit application and reporting materials to, and direct any questions to:
Jake Cluff, Community Relations & Policy Advisor
Address: 33 E. Broadway Avenue, Meridian, Idaho 83642
Email: Jcluff@meridiancity.org
Phone: 208-489-0535
Reporting Requirements
All projects must be completed by Friday, September 9, 2023. A final report must be submitted to the
City Contact by Thursday, September 15, 2023. The final report must include:
1. Written narrative answering each and all of the following questions:
a. What did you accomplish, and how?
b. How were volunteers engaged and used, and how many?
c. What is the impact of this project on your neighborhood?
2. Final project budget,showing Neighborhood Grant funds, partner organization funds, and in-kind
and monetary donations.
3. Receipts supporting final project budget.
4. Photographs of Project completion and final Project.
S. Check payable to City of Meridian for any unused funds.
Purchasing Requirements
If the proposed Project includes the purchase of goods, services, supplies, or equipment, purchases up
to $15,000 will require one written quote, and purchases $15,001 to $50,000 require three written
quotes. Documentation will be required prior to release of funds.
Limitations
Neighborhood Grant funds may not be spent on gift cards, alcohol,tobacco, firearms, or travel. Funds
will not be awarded to support any project that in any way: violates law or City policy; violates a legal
ownership interest, such as a copyright, of any party. Funds may not be spent for any purpose or
message that includes, promotes, or fosters: profane, obscene, indecent, violent, or pornographic
content and/or language; discrimination on the basis of race, creed, color, age, religion, gender, sexual
orientation, or national origin; defamatory or personal attacks; threats to any person or organization;
information that may compromise public safety; or any purpose or message that the City deems to be
inappropriate or not in the best interest of the City of Meridian. Additional limitations may apply.
al�,(E IDIAN_ 2022.2023 Neighborhood Grant Program Application Form Exhibit B
Applicant Information
Applicant name:" Organization(if applicable):
Toni Allison,President Meridian Senior Center
Applicant's parent name(ifApplicant is under 18):
Phone Number:' E-mail:
2088885555 oresidentPrneridianseniorcenter ore
Mailing Address:'
P.O.Box 563
Meridian,Idaho 83680
Project Information
Project Name:'
Center building outside repair
Project Type:"
Amenity(e.g.,neighborhood garden.bike rack,bike repair station,dog waste bag station)
Beautification(e.g.signage,banners,trees,landscaping,art)
Clean up(e.g.graffiti removal,overgrown vegetation removal,litter removal)
Other Maintenance&Repair
Project Address/Location:'
1920 N Records Way
Meridian,ID 83646
Property owner:
Meridian Area Senior Citizens Association,Inc.
Acknowledgments
I, •
Toni Allison
hereby acknowledge the following stipulations and agree that if this proposal is selected for funding under the Neighborhood Grant Program,such funding shall
occur subject to these general terms and conditions,as well as subject to other specific terms and conditions that shall be set forth in a separate,written grant
recipient agreement between myself and the City of Meridian. I specifically acknowledge that:
Before my Project is funded,I(or my parent/guardian)will be required to enter into a written agreement with the City establishing the specific
TA terms and conditions of the grant funds provided.
Initial
If this Project is selected for funding,neither the City of Meridian nor its officers or employees will assume liability for any loss or damage.This
TA Project may involve risks,some of which are unknown.
Initial
The procurement of any necessary insurance will be my sole responsibility.The City will not provide insurance or other coverage of any kind for
TA loss,theft,or damage that I or anyone associated with the Project may or does incur.
Initial
• The City has made no offer or commitment to issue Neighborhood Grant funds;the City shall have no obligation to do so except by,and pursuant
TA to,written agreement.
Initial
I acknowledge,understand,and agree to these general terms and conditions.
Signature Print name:
Toni Allison
Parent signature(If applicant is under 18): Date:
2023.03-06
Upload supporting documents:
ICC LLC Building Repair R d f i lsltx 15.57KB
Neighborhood Grant 2023 Intro.docx 16.97KB
Explanation for Repairs 3-2-2023F34821_docx 15.71 KB
2. Answers to questions:
a. What do we propose to accomplish and how?
The Meridian Senior Center was built under the direction and
funding of the Julius Kleiner Foundation then presented to the
Meridian Area Senior Citizens' Association in May 2012. This
was a generous gift to the City's seniors and is a gem in the City
of Meridian.
We seniors are grateful for this beautiful facility that allows us
to gather for daily nutritional meals, socializing, activities,
classes, seminars, exercising, special events and receiving
services in a safe, inviting environment. However, to provide
these, as a non-profit organization, we must raise over $30,000
per month to meet the expenses of operating the Center. Any
repairs must be paid with additional funds. In providing us the
building, the Kleiner Foundation did not provide any type of
funding, such as an endowment to maintain the building.
Presently, we are having to make many repairs due to
omissions and poor decisions made during construction.
The well-maintained appearance of the building is important as
it sits on public land in a public park owned by the City of
Meridian. After 11 years, the building is showing results of the
mistakes in construction. Just in the past six months, we had to
invest $12,000 in roof repairs because the installation had not
been completed in the first place and then this has caused
damage. We invested over $4000 to replace and complete the
installation of gutters around the perimeter of the building, as
well.
We are now seeking funding to correct the construction errors
and repair the damage to the exterior of the building and to
protect this investment. Obviously, this will contribute to
maintaining the beauty of the park and pride for the citizens of
Meridian.
We will employ a professional construction company due to the
liability issues, warranties, and the need to have the work be
correctly and professionally done and be lasting.
b. How will we engage volunteers?
Volunteers form the membership of our community Center and
will be used wherever possible in the cleanup following repairs
being completed. A volunteer is making this application as all
Board members serve as volunteers.
c. What is the desired impact on the neighborhood?
This is a project for the preservation as well as the
beautification of the Center at the Park/Meridian Senior
Center. Obviously, every citizen of Meridian can be proud of the
park and this amenity which must be maintained.
d. What is the plan for the long-term maintenance?
This project is in consideration of the long term. This building
should last for a very long time in like-new condition, if it is
maintained as it should be. The Association will continue to
maintain the building on a regularly scheduled basis and, as
well as, an as-need basis.
e. This is a #1 priority.
3. Once we have been notified of the funding, a date will be
scheduled with the construction company with the winning bid.
Because all contractors are very busy in this area, we will
schedule the work to be done at the earliest date we are given.
At this time, most companies have been unwilling to even bid
without our already having the funding and they have indicated
that they may be too busy to provide us a date for the job to be
completed by September 911. However, if awarded the funding,
we will certainly make every effort to obtain at least 2 more
bids with a guarantee of the required completion time.
4. $5,982.88_ please see attached bid/proposal
5. The Seniors' Association owns the building but Steve
Siddoway and Roger Norberg of Parks and Rec. have inspected
the condition of the building that sits in Kleiner Park. They are
very supportive and recognize the need for this project.
6. We anticipate that we will not need additional funding
toward this specific repair project if we are awarded the
amount needed. If the full amount requested cannot be
awarded to complete the project at this time, please consider a
lesser amount that would be applied to complete repairs by
sections. Then, of course, we will seek additional funding to
complete the repairs on the entire building.
March 2, 2023 Meridian Senior Center/Center at the Park
Work that needs to be done to preserve and repair exterior of building.
1. Materials that are needed to repair siding for paint.
A. 4 sheets of T111 Hardi board siding
B. 5 pieces of shiplap Hardi siding
C. 30 pieces 1x4x12 Hardi trim
D. 35 lineal feet of metal that goes to flat concrete to protect siding
E. 6 2x4x12 foot pressure-treated wood.
F. 1 box Hardi siding nails.
2. The reason for these materials is to replace trim, siding, and metal that has shrunk or
been hit by lawn mowers, etc., over the years, or was installed incorrectly at the time of
construction.
3. The siding on this building that needs to be replaced was originally installed incorrectly
and has cracked due to being screwed on or damaged due to lack of gutters until this
year. The whole building has now been guttered: replacing the old, deteriorating gutters
and completing what was not guttered.
4. On the west side of the building, we have to remove the bottom board of siding 60 feet
and remove the flashing and shim all that up with pressure-treated wood so the water
will run off the 6-inch ledge that was originally done for brick but not installed. Then
reinstall the flashing and replace the siding and cut all good trim up a half inch off the
flashing. Right now, all the water just sits there and soaks up in the sub-siding and
siding. We removed some of that area and found standing water but the sub-siding
looked to be in good shape.
5. The Hardi siding should have been nailed on instead of screwed on. If one screws on
Hardi siding, one must pre-drill the hole to set the screws flush with the siding. That
was not done here as the screws are very noticeable and that is what has broken the 4
sheets of T111 that must be replaced. It is not cost affective now to remove all the
screws so we can just paint over them again.
6. There will be a lot of caulking to be done to fill the cracks on the siding and trim that has
moved due to shrinkage because it was installed incorrectly. Any gap over a quarter of
an inch on the trim will be replaced.
7. The facia on the whole building needs to be checked for rivets that have rusted out and
need replaced as now it rattles in the wind and will eventually pull away from the
building. We will re-rivet where needed.
ICC LLC. CONSTRUCTION PROPOSAL
lveys Complete Construction
Melba 10.83641 208-571-2169
CUSTOIcIER QUANTITY DESCRIPTION UNIT PRICE AMOUNT
Meridian Senior Center
1 Siding repair materials $1.602.50 $1,602.50
q ESTIMATE NO 1 Siding repair labor $3.600.00 $3,600.00
6-Mar
1 15%profit and overhead S780.38 $780.38
DATE
316,2023
ADDRESS
192.0 N Records Way
CITYZTATEOP
Meridian ID 83646
PHONE
208-888-5555
E-MAIL
direclo r(amerdiansen iorce
nter.oro
SALESPERSON
Jason lvey
PROJECT
Meridian Senior Center
PREPARED BY:
Jason Ivey
ATTENTION
Lisa
PAYMENT TERMS
net10
DUE GATE
After invoice
SUBTOTAL S5,982.88
THIS PROPOSAL INCLUDES THE CONDITIONS NOTED:
THIS PROPOSAL INCLUDES THE CONDITIONS NOTED:Ttrs estimate is to provide all
materials and labor for the siding repair at Meridian Senior Center project only.Project
location Meridian Id.This estimate good for 30 days only,All other work provided on behalf
of the client is to be billed at hourly rates.
TOTAL $5,982.88
Sign Here to Accept Quote:
AulhoI Rep Date