HomeMy WebLinkAboutCloseout FY2002STATE OF
U S A
DIRK KEMPTHORNE, GOVERNOR
ROGER AAADSEN, ACTING DIRECTOR
IDAHO DEPARTMENT OF COMMERCE
700 West State Street
PO Box 83720
Boise, ID 83720-0093
TEL: 208 334-2470
FAX: 208 334-2631
www. idahocom merce. com
December 12, 2003
The Honorable Robert Corrie
Mayor, City of Meridian
33 East Idaho Avenue
Meridian, tD 83642
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RE: Closeout -City of Meridian
ICDBG-95-III-6-SR
Dear Mayor Corrie:
Congratulations on the successful completion of your city's 1995 Idaho
Community Development Block Grant (ICDBG) for improving the Meridian Senior
Center. Please retain the attached closeout document in your project files for a
period of four years commencing October 21, 2002.
The city will still be required to submit a final audit to the Legislative Auditor
according to your closeout agreement. Once this audit is approved, the grant will
be officially closed out.
If you have any questions please contact Jerry Miller, Rural Development
Specialist.
Sincerely,
l 3.
Roger B. Madsen
Acting Director
RM:jmkm
CC: P;nna_ P9wP],1., City of Meridian
Closeout Agreement
This Agreement is made by and between the Idaho Department of Commerce (IDC) and the
Grantee, the City of Meridian.
In reliance upon, and in consideration of mutual representations, IDC and the Grantee agree to
close Project No. ICDBG 95-III-6-SR.
The final audit has been reviewed and accepted.
Idaho Department of Commerce City of Meridian
Signature
Robert D. Corrie
Typed Name
r S 1 Y dK.
Mayor
Title Title
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D to to
Jan Peter Blickenstaff
Typed Name
Final Performance Report
Grantee: City of Meridian Contract Number: ICDBG 95-III-6-SR
Project Type: PF Housing ED SC/CC X Other
National Objective: LMI X Slum & Blight IM Threat
Prepared By: Shari Stiles, Grant Administrator Telephone: 884-5533 Date: 6-14-02
Project Activities:
The City of Meridian has successfully completed their Senior Center grant in the amount
of $52,000. The Meridian Senior Center was able to install new fire sprinkler and alarm
systems, construct a handicapped entrance which also serves as an emergency exit,
purchase and install materials to make doorways handicapped accessible, and construct a
weather-proof walkway to outside freezers to provide additional storage and protection
for the freezers.
Professional Services
Shari Stiles, City Planning Director and Certified Grant Administrator, performed all
administrative tasks for the project. The City's legal counsel provided any necessary
legal services.
The firm of Olson & Associates Architects, P.A. conducted and provided the American
With Disabilities Accessibility Guidelines Observation Report for the projects.
Construction
The City solicited competitive bids for the fire sprinkler and alarm systems. Grinnell Fire
Protection Systems, 657 N. Linder Rd., Meridian, ID 83642 was the successful bidder.
The contract total was $55,023.
Competitive bids were solicited for the handicapped entrance. M.H. Construction,
P. O. Box 4281, Boise, ID 83711 was the successful bidder. The contract total was
$1,960.
The seniors purchased the necessary hardware and materials to make the doorways
handicapped accessible for $575. Volunteer labor was used for the installations.
M.H. Construction, P. O. Box 4281, Boise, ID 83711 was retained to construct the
weather-proof walkway to the outside freezers. A ramp was also installed for safety
purposes. The contract total was $17,000.
Environmental Review
An Environmental Review was conducted and approved by the City December 20, 1995.
The City made a Finding of Categorical Exclusion. This finding was submitted to the
Department of Commerce for review and concurrence. On January 18, 1996 this
determination of Finding of Categorical Exemption was concurred by IDC.
Citizen Participation
The City has an adopted Citizen Participation Plan, which was used in the development
and implementation of this project. The notice of the first public hearing was published
on January 5 and 12, 1995 with the public hearing held on January 24, 1995, at the
Meridian City Hall. Subsequent to the public hearing and project discussion, the ICDBG
grant application was submitted February 4, 1995.
The notice of the second public hearing was published on August 15 and 29, 1997 with
the public hearing held on September 2, 1997 at 7:30pm, at Meridian City Hall. There
were thirty citizens in attendance. At this hearing, information was presented to the
community relative to the status of the project. The schedule of work did change
considerably from the grant application due to delays in architectural design. The storage
area to enclose the freezer units has been completed, as has been the handicapped
accessible ramp and emergency exit. The fire sprinkler and alarm system has been
completed; it has been tested and accepted. The total contract amount for this work was
$55,023.15 of which the City has been reimbursed by the grant $49,142.00.
Section 3
Section 3 requirements apply when ICDBG awards exceed $200,000. Any contractor or
subcontractor whose participation in such a project exceeds a threshold of $100,000 must
also comply.
Although he City only received a total of $52,000 for the ICDBG 95-III-6-SR grant, the
good faith effort of Section 3 was covered at the Preconstruction Conference. The
contractor stated he intended to use approximately two employees for the project. His
company is a signatory to a Collective Bargaining Agreement with IBCW Local 291 and
All wingmen and apprentices are secured through the bargaining agreement.
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Acquisition
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There were no acquisition activities involved in this project.
Civil Rights
Community Profile
1990 Census 2000 Census
Total Population 9596 34 919
White Population 9228 32,927
Percent of Total 96.2% 94.2%
Minority Population
Black 25 164
Hispanic 235 1291
Native American 33 166
Asian/Pacific Islander 69 4q.0
Other 6 438
Total Minorities 368 2499
Percent of Total 3.8% 7.1 %
Disabled Adults 728 Unavailable
Percent of Total 11.0%
Senior Citizens 1246 4131
Percent of Total 12.9% 11.8%
Female Heads of Household 411 1291
Percent of Total 11.4% 3.6%
The City has written employment and personnel policies that contain Affirmative Action
measures. For Fiscal Year 1997 and 1998 a salary survey was conducted of all
departments, including administration and staff. This study identified budgets, salaries,
and gender and race delineation. The City of Meridian is an equal opportunity employer.
Equal opportunity activities in procurement and contracting included submitting bid
solicitation information to Martin Montgomery, DBE Coordinator, Civil Rights Section,
Idaho Department of Transportation and publishing an advertisement for bids in The
Valley News. Copies of the contract documents were made available in the reading
rooms of Intermountain Contractor and Idaho Branch of Associated General Contractors.
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Fair Housing
On June 7, 1994 the City of Meridian passed Resolution Number 155 adopting a Policy
of Fair Housing. The Fair Housing Resolution was published in The Valley News on
June 16 and 23, 1994. In order to promote and support fair housing activities, Shari
Stiles is the City employee designated to work with the public and other agencies. Fair
Housing posters were displayed at City Hall along with the distribution of HUD's Fair
Housing; It's Your Right brochure.
ADA/S04
Shari Stiles is the designated employee responsible for questions from the public
regarding accessibility. The members of the accessibility review committee include Ron
Beeson, who is in a wheelchair, Suzanne Berner, representative of the community at
large; Shari Stiles, Planning Director, Will Berg, City Clerk, and Jerry Knox, Meridian
Senior Center, is hearing impaired and respresents the Meridian Seniors, many of whom
are handicapped.
On April 19, 1994 the City passed Resolution 153 adopting aPolicy ofNon-
Discrimination onthe Basis of Disability and Resolution 156 adopting Section 504
Grievance Procedure. On June 16 and 23, 1994, the City published the Policy of Non-
Discrimation on the Basis of Disability and the Section 504 Grievance Procedure in The
Valley News.
The City completed the required Self-Evaluation and Transition Plan in April 1996.
Copies were forwarded to IDC for review and approval.
Two significant components of this grant were to construct a handicapped accessible
entrance to the facility and purchase and install materials to make all doorways
handicapped accessible. In addition, during the construction of the weather-proof
walkway to the outside freezers, it was decided to reconfigure the stair steps into a ramp
access. The seniors are most conscientious of mobility, sight and hearing impairments.
Project Benefits
A. Project Accomplishments
1. Proposed Benefits
Installation of the fire sprinkler and alarm system will let the Center meet life
safety requirements and provide an early warning system in the event of a fire.
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Installation of the fire sprinkler and alarm systems will also allow additional
building permits to be issued for future improvements.
Construction of an additional entrance in the barracks portion of the Center
will also aid life safety requirements in this dead-end corridor and provide
handicapped accessibility to the Center
Installation of lever-type door handles and handrails throughout the facility
will help those seniors with health and mobility problems negotiate more
easily.
The sheltered walkway to be provided from the pantry to the outdoor freezer
units will promote safety, provide much-needed additional storage, and
discourage vandalism of the freezers. This walkway is currently a safety
problem because the existing stairs and sidewalk are badly deteriorated and
especially hazardous to navigate in bad weather.
2. Accomplished Benefits
Each of the above project components were completed and thus improved the
Meridian Senior Center by:
--correcting life safety issues related to fire protection
--allowing additional building permits to be issued for future
improvements
--providing a much needed handicapped accessible entrance to comply
with ADA standards, including handrails
--promoting safety and providing much-needed additional storage and
discouraging vandalism of the freezers
According to Census 2000, Meridian's senior population has increased by
2885 since the grant application was submitted February 1995. Due to this
population growth, the Center has experienced a continuous increase in citizen
participation and involvement.
Current activities and services include:
Transportation to and from doctor's appointments, Center Monday through
Friday for on-site meals, local grocery stores and for special occasions such as
theatre productions, community events, meetings, etc. The Center received an
ITD grant to purchase a new mini bus and has been able to expand
transportation services.
Commodity distribution continues to be available to all seniors.
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Health Clinics are conducted once a month, covering nutrition, diabetes, blood
pressure, hearing aid tests, effects and treatment of stores, and other important
topics. Health professionals from St. Al's Rehab Center provide these
services.
The congregate meal site continues to grow in attendance and provides noon
lunches five days per week. The Center's kitchen is also used to prepaze
meals for the communities of Kuna, Star and Eagle senior programs.
The Meals on Wheels program has expanded to three routes with eight drivers
and now serves between 48-52 seniors annually. Two meals per day are
provided to those in the program.
Seminars and classes are scheduled on an ongoing basis. A monthly calendar
is distributed to encourage attendance. Various speakers and presenters cover
pertinent and timely information such as changing laws, health and safety
issues, tax prepazation, etc.
An attorney comes into the Center the third Thursday of the month to provide
legal aid services. The Ombudsman Program helps to inform, educate and
support many important issues.
Recreation and hobby activities are scheduled daily, some in the mornings,
and others in the afternoons and evenings. Activities include card playing,
quilting, bingo, painting, pool, and a variety f craft classes. Many of the
programs are partnered with the City's Pazks and Recreation Department,
including dance and exercise classes. New programs are continuously added.
The monthly calendar also lists these activities showing the dates and times.
Community outreach and involvement has dramatically increased in the past
several years. The Meridian Area Senior Citizens Association, Inc. has taken
an active role in community organizational activities, service club efforts,
fund raising and various events. The Association is a member of the Meridian
Chamber of Commerce and members serve on numerous committees. Each
quarter they provide approximately 400 brochures to the Howdy Neighbor
Program. There have been opportunities to contribute articles to The Valley
News, speak on radio talk shows, partner and participate with civic clubs in
promoting the community and senior services. The Center has been working
with the Police Department and the court system to help troubled youth. Each
year the Board of Directors, Center Coordinator and members work
throughout the community volunteering their expertise and time to worthwhile
causes.
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Through the untiring efforts and support of many senior volunteers, the
Meridian Senior Center is a vibrant and productivity activity center, always
open to everyone.
3. Numerical Benefits (Select the grid that matches your project. Provide a
written explanation below the grid if the actual number served falls short of
what was proposed in the application.)
Benefits: Public, Downtown, ED
Amount In Application
(Linear feet, Size or
Numbers) Actual Accomplished
(Linear feet, Size or
Numbers)
Distrib~,ion/
Collection Lines
Service Connections
Fire A drams
Service Meters
Reservoir
LMI Assessments
LMI Connections
Street
Sidewalk
Other N/A
B. National Objectives Met
1. Proposed National Objective: LMI, Limited Clientele Activity, Elderly
Persons
2. Actual: LMI, Limited Clientele Activity, Elderly Persons
3. Numerical: 1990 Census reported Meridian's Senior Population as 986
2000 Census reported Meridian's Senior Population as 4131
LMI Benefits
Cat o Pro'ected Actual % Pro'ected % Actual
Total or Project
Po elation Benefited 655 4131 100% 100%
LMI resumed 655 4131 100% 100%
Minority Population
Benefited
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Project Schedule
Activity Contract Date Actual Date
Establish 504 Review Committee May 1994 May 1994
Adoption/Notification of 504
Grievance Procedure June 1994/October 1996 ApriUJune 1994
Adoption/Publication of 504 Policy June 1994/October 1996 ApriUJune 1994
Grarrt Award June 1995 June 1995
Begin Environmental Review June 1995 September 1995
Environmental Release June 1995 December 1995
Disclosure Form Complete June 1995 June 1995
MBE-WBE Solicitation September 1996 September 1996
Bid Document Approval October 1996 October 1996
Bids Advertised October 1996 October 1996
Bid Opening October 1996 October 1996
Debarred Check November 1996 November 1996
Pre-construction Conference November 1996 March 1997
Civil Rights Req. Complete November 1996 November 1996
Notice of Bid Award November 1996 November 1996
Start Construction November 1996 November 1996
Second Public Hearing January 1997 September 1997
Complete 504 Self-Evaluation February 1997 April 1996
Construction 25% Complete February 1997 February 1997
Monitoring Visit February 1997 February 1997
Construction 50% Complete February 1997 February 2997
Complete 504 Transition Plan Mazch 1997 July 1996
Construction 75% Complete Mazch 1997 March 1997
Construction Complete Apri11997 April 1997
Final Report May 1997 June 2002
Closeout May 1997 June 2002
Audits February 1998 February 1998
CERTIFICATION:
I, the undersigned, do hereby certify that the information contained in this report is true
and correct and accurately reflects the accomplishments of the grant project.
-- ~G ~ 3 0 z____
of Chief Elected Officia itle Date
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Final Financial Report
Grantee: City of Meridian Contract Number: ICDBG 95-III-6-SR
Prepared By: Shari Stiles, Grant Administrator Telephone: 884-5533 Date: 6-14-02
I. Matching Funds
A. Match Expenditure - In the table below, please list those matching funds identified in the
grantee's ICDBG contract or latest contract amendment.
Source of Fends Amount Pled ed Actaal S nt Difference
USDA-RD Grant
EDA Grant
Other Fed Grant
DEQ Grant
ITD Grant
De t Water Res Grant
Other State Grant
Foundation Grant
Local CashBond/Loans 5,000 22,558 + 17,558
Local In-Kind 3,920 3,920
Volunteer 3,300 3,600 + 300
Donations
Other
Other
Other
Total 12,220 30,078 + 17,858
B. Match Expenditure Differences -
The ICDBGG grant award of $52,000 along with the pledged match of $12,220 was to pay for
the installation of a fire sprinkler and alarm systems, the construction of a handicapped entrance,
purchase and installation of materials to make doorways handicapped accessible, the
construction of aweather-proof walkway to outside freezers and administrative requirements.
The cost for the fire protection system came to: $55,023
The cost for the handicapped entrance came to: 1,960
The cost of the doorway materials came to: 575
The cost for the weatherproof walkway came to: 17,000
$74,558
The City and Meridian Senior Center contributed the difference in cash and in-kind match.
C. Volunteer/In-Kind/Force Account
The seniors purchased the paint, brushes, and other supplies and furnished the manpower to paint
the entire sprinkler system piping. All three areas of the building were completed, including the
office wing, board and craft rooms, general recreation room, dining room and kitchen.
Approximately 14 helpers donated over 150 man-hours.
The seniors also purchased the hardware and materials to make the doorways handicapped
accessible. A team of six volunteers provided the manpower and tools to install the new door
handles. They contributed over 65 man-hours.
The City contributed to the project by waiving the building permit and application fees, paying
for the audit and administrative services.
II. Financial Services -Please list the name, address and phone numbers for the following:
Name Address Phone Number
Auditor alukoff---Lindstrom
Company C.P.A. 77 W. Main, Ste 805
oise, ID 83702 44-7150
Bank
III. Final Payment Request
Step One Complete the ICDBG Draw down Closeout Worksheet.
Step Two Fill out the standard ICDBG Request for Funds form and in the request
number box write FINAL and attach it to this report.
Step Three If the grantee plans to close the grant with unexpended grant funds, please
type the amount to be returned in Section V of this report
IV. Certification of Recipient and Special Conditions
It is hereby certified that all activities undertaken by the Recipient with funds provided under the
contract agreement number ICDBG 95-III-6-SR have, to the best of my knowledge, been carried
out in accordance with the contract; that proper provision has been made by the Recipient for the
payment of all unpaid costs and any unsettled third-party claims; that the Idaho Department of
Commerce is under no obligation to make any further payment to the Recipient under the
contract in excess of the amount identified in "Final Request for Funds" dated June 14, 2002,
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hereof; and that every statement and amount set forth in this document is true and correct as of
this date.
Sig tore of Chief Elected Official
Robert D. Corrie, Mayor
Typed Name and Title of Chief Elected Official
Q~ Z-
ate
Date
V. Idaho Department of Commerce
This Certificate of Completion is hereby approved; therefore, I authorize cancellation of the
unutilized contract commitment and related funds reservation and obligation of $ -o-
' nature of IDC Authorized Offic'
Dianna Clough
Community Development Manager
Typed Name & Title of IDC Authorized Official
/~ •lS • D 2
Date
ICDBG-95-III-6-SR
Contract Number
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