Final Closeout Meridian Senior Center RehabICDBG Project Closeout -Meridian Senior Center -Phase II
Jaycee Holman
From; Marianne Massey [mmassey@sageidaho.com]
Sent: Wednesday, March 03, 2010 3:14 PM
To: clerk
Subject: ICDBG Project Closeout -Meridian Senior Center -Phase II
Importance: High
Attachments: closeout.doc; FINAL RFF.xIs; 1385_CityOfMeridian.pdf
Jaycee,
Page 1 of 1
Please find attached the documents needed for the Final Closeout of the Meridian Senior Center
Rehabilitation project. Feel free to contact me if you should have any questions.
Thank you,
Marianne Massey, Planning Technician
Business & Community Development
Sage Community Resources
125 E. 50th Street
Garden City, ID 83714
P: 208.322.7033 x215
F: 208.322.3569
E: mmassey_(a.sageidaho.com
Sage Community Resources provides community and economic development services through partnerships to
create healthy communities in the ten counties of Southwest Idaho.
flirortinne•
1. Page 1, 5,7
Have the Mayor sign and date three (3) copies of pages 1, 5, and 7.
2. Final RFF
Please have the Mayor sign and date.
4. Once everything has been signed, send the following to my attention at Sage:
• 3 copies of the Final Closeout with the Mayor's original signature(s)
• The FINAL RFF with the Mayor's original signature
Be sure to keep a copy for your files.
«closeout.doc» «FINAL RFF.xIs» «1385_CityOfMeridian.pdf»
3/4/2010
M
O)
O
O
O
ti
y
C "o
~ m
~ O
i. ti
M
~ M
~ O
N m
d' °-
m
L ~
Of ~
O O
a°
~~
C c
:~
5
~ p
y' C
OEa
m O
d ~
G 'c
E
d U
U
.~_' m
~C ~
~ O
U
O
OC
N
s~
~ 0
O
t
(6
'O
O
E
~ CO
O O
d ' ~ ~ ~ i i 0
O
~~~~ ' V
N °D ~ Gt = ~
V O'LL
~
~ O
~ V
K3
Ef3
~
Cf3
Cfl
EA
Cf3
fF?
~ Z
CO ~ COO
m m ~ v Q V
~
o ~ v C
Q ~ o!S
a ~ ~ ~ ~»
y ~
C
'C
m 7 ~ ~
N
N
E C v~ ~ V
co a ~ g
° ~ dad,
co o C C t p
'
~
~ N ~ ~
m~ ~ ~ ~ ~ ~ ~ ~ ~
o ~
om ~ w r N ~
n
.
~ y
V D O EA EA !~> Cf> EA tf? cs~
d
y t~ M O
~ ~ Ch
N ~ ~ ~ ~ Ch
d'
O .
O ~ LL ~
t
N
N ~
l0 = !0 N
qq ~ ~ ~ C V
U
o N
~ ~
°.
~
c~
~
c~
c»
~
~
~s,
m m m
E
a M
c ~
Q V la
C W
V .
~ (f? ~3 (fl (fl lA EF? 69 Ef?
~N y
~ y
r
N
d:
M N ~ ~ ~ ~ ~
`
o a
~
~ Cf3 b9 Efl ffl d} ~ ff}
C
f0
-mo
m a+
~
~
O
M
O
.
o '
> m
p Q Ef3 EA ~
~
U t
~
o
-
-
W ~-
~
+5 ~
~ o
U
ch
M y
C U
m
Z
m
~+
E
L f/!
c ~
c ~ Q Q V ~ Q H
~ ~
c a d ao ci ui ii
0
Z
m
f0
y U
Q.
U (ACS
m
C
N N '~
m N
>,~° °-
y U ~
C lQ Q
N
3 C N
N
l0 r-: C
~ o •~
m ~
C,o~
~'
m av
m
m
c~~o ~ o.
~ p m
~ ~
CO ~ N
~ ~ O
~ ~ N
U ~ N
o t ~
U
N L ~ m
..y. y ~
~ m
~ N
~ ~
o 'v
~ d
N y
m 7
w N
CO
~. a y
C C
N ~
U ~ y
C 'C
'Cp ~
V C C
CO
~E~
~c~oo
~ m c
ii a ~
O N y
y~7 C ~
Y
~ N ~
U o 0
O m
~ H
N
y
m
N ~
~Z
E '°
yQ
~i
V
LL
Z
Sage Community Resources
125 East 50th Street
Garden City ID 83714
208-322-7033
Invoice
City of Meridian
Emily I{ane/Meridian Arts Commission
33 E. Broadway Ave
Meridian ID 83642
03/03/2010
Invoice # : 1385 Order #
Description: Administrative expenses for closeout of Meridian Senior Center - Phase II project
ICDBG-06-III-05-SR
Total Amount Due $460.00
Closeout Agreement
This Agreement is made by and between the Idaho Department of Commerce (IDC) and the City of Meridian.
In reliance upon, and in consideration of mutual representations, IDC and the Grantee agree to close Project No.
ICDBG 06-III-05-SR without a final grant audit. Since costs have been incurred subsequent to the audit report
performed by Bailey & Company for the period of FY 09, the Grantee agrees to remit to final audit for Fiscal Year
ending 09. Further it is agreed the amount of any costs that are disallowed by the final audit will be remitted to the
Idaho Department of Commerce.
The final audit has been reviewed and accepted.
Idaho Department of Commerce
Signature
Typed Name
Title
Date
City of Meridian
Grantee
¢~~-r-~
X
Signature
Tammy de Weerd
Typed Name
Mayor
Title
X `{"~' I~
Date
-1-
Final Performance Report
Grantee City of Meridian
Project Type: PF Housing
National Objective: LMI X Slum & Blight
Prepared By: Marianne Massey
Project Activities
Contract Number ICDBG 06-III-05-SR
ED SCICC X
Other
IM Threat
Telephone 322-7033 ext. 215
Date 2115110
Provide a detailed narrative of completed activities. The discussion should include specific activities accomplished,
how they were accomplished, who was involved, and how the activity relates to the overall project. At the very least,
provide a paragraph describing the grantee's activities for each of the applicable project areas:
• Professional Services (Grant Administration, Engineering, Legal, etc.) The City of Meridian sent out a
Request for Proposals for Grant Administration to three Certified Grant Administrators, with responses due
January 23, 2006. Sage Community Resources (Sage) was selected as the Certified Grant Administrator.
Walter Lindgren, AIA Architects, provided architectural services to the Senior Center.
• Construction: This project consisted of different components and each was purchased using the small
purchase method. Therefore bid openings were not required. Bids were solicited for each of the components of
the project and Debarred Checks were conducted for the selected contractors. A letter dated July 14, 2009 from
the City's Building Official to the Idaho Department of Commerce stated the work done on the Senior Center had
been reviewed and was determined the project to be complete and to have been constructed adequately.
• Environmental Review: The City of Meridian requested that Jennifer Tomlinson of Sage Community
Resources serve as the Environmental review officer in a letter dated February 16, 2006. The Release of Funds
was signed August 2006. The project was categorized with a Finding of Exemption.
• Citizen Participation: The Citizen Participation Plan was approved and signed by the City on February 17,
2004, and it was published in the Valley Times on March 28, 2005. A Notice of Public Hearing was published in
the Valley Times January 3 and 10, 2006 for the initial public hearing, which was -held on February 14, 2006.
The Status of Funds public hearing was held on June 23, 2009.
• Section 3: None of the contractors used/hired Section 3 employees for this project.
• Acquisition: None
• Civil Rights: The City of Meridian adopted the residential Anti-Displacement and Relocation Assistance Plan on
February 17, 2004, and it was published in the Valley Times on March 28, 2005.
• Fair Housing: The City updated and adopted a Fair Housing Policy on February 17, 2004, and it was published
in the Valley Times on March 28, 2005. The Fair Housing Impediment Analysis is not required as Meridian is
an ICDBG entitlement city.
-2-
Final Performance Report
• ADA1504: The City adopted a Policy Regarding Non-discrimination on the Basis of Disability February 17, 2004,
and it was published in the Valley Times on March 28, 2005. The City's Grievance Procedure was passed on
February 17, 2004. The City completed their 504 Transition Plan November 2005.
Project Benefits
A. Project Accomplishments
Proposed Benefits:
Address statewide goal -increase access to quality facilities and services.
This project will assist the community and Meridian Seniors in meeting basic code requirements including
health, safety, fire, and ADA accessibility throughout. The Meridian Seniors do not have sufficient resources
to continue facility maintenance without partnership funding from CDBG. This is Phase II of amulti-phased
improvement and rehabilitation project.
The project consists of correcting the main entry ramp, which currently does not meet ADA guidelines,
installing new energy efficient windows in order to reduce the amount of limited resources that is expended
on utility bills, installing air conditioning for the kitchen, and replacing not only the main entrance doorway,
but also replacing five internal doors that are only 30" wide and difficult for those confined to wheelchairs to
enter and exit. These are the last items identified in the Meridian Seniors Capital Improvement Plan and
would allow the Center to attend to the needs of a growing clientele.
Regional Benefit: 1,132 meals prepared each week (58,891 meals prepared in 2005)
Meridian Senior Center is the Regional Center for food delivery to other smaller
centers in western Treasure Valley (Boise Senior Center is the other Regional
Center)
Community Benefit: 1,892 service days each year (multiple services 5-days/week)
Full-time Center use (5-days/week by community, children, and seniors)
Low Income Benefit: 60-80% of Meridian Senior Center Clients at or below poverty
Investment Value: Existing Facility: 9,784 sf
SF Cost (Grant-to-Total) $10.22 - $17.54sf
($100, 000-to-$171, 603)
New Facility Cost: $87 - $1021sf
($850,000 - $1,000,000)
SAVINGS: $76.78 - $84.671sf
($750,000 - $828,397)
-3-
Final Performance Report
Minimum Code: Project meets minimum requirements for
ADA accessibility, Idaho Building Code (IBC), health, and safety
Funding Grant = 64% of total project ($55,000)
Partnership: Match = 36% of total project ($ 30,775)
Project is Ready to go: Permits have been identified and all costs waived.
Detailed line-item costs have been prepared.
Accomplished Benefits: All of the proposed benefits listed above have been accomplished.
B. Numerical Benefits
Benefits: Public Downtown ED
Amount In Application Actual Accomplished
(Linear feet, Size or (Linear feet, Size or
Numbers Numbers
Distribution
Roof Re lacement
LMI Assessments
LMI Connections
Street
Sidewalk
Other (building improvements) •fully-accessible interior office doors •fully-accessible interior office doors
• fully-accessible main entrance (ramp, •fully-accessible main entrance
threshold, & exterior doors) (ramp and new exterior doors)
• new windows • new windows
• new fire-safe and health-compliant • new fire-safe and health-compliant
soundboards in dining area soundboards in dining area
• air conditionin in kitchen area
B. National Objectives Met
1. Proposed National Objective: The project entails rehabilitation and upgrade of an existing senior
citizen center, thus constituting an eligible activity as defined by Rule 011.05. The sole beneficiary of
this project will be senior citizens; a constituency presumed to meet the U.S. Department of Housing
and Urban Development's definition of low to moderate income, as stated in rule 016.33a.
2. Actual: The renovation of the Senior Center met the National Objective under rule 011.05 as well as
expanded the services that are provided by the Center.
-4-
Final Performance Report
3. Numerical
LMI Benefits
Cate o Pro'ected Actual % Pro'ected % Actual
Total or Project Po ulation Benefited 2,251 2,251 100% 100%
LMI 2,251 2,251 100% 100%
Minori Po ulation Benefited 5.7% 5.7% 100% 100%
Project Schedule
Using the project schedule from the ICDBG contract or latest contract amendment, list each activity with its proposed
date of completion and its actual date of completion.
Project Activity Contract Date Actual Date
Grant Administration contract Executed Janua 2006 Februa 2006
Environmental Release Jul 2006 Au ust 2006
Bid Document A royal Jul 2006 NIA small urchase
Bid 0 enin Au ust 2006 NIA small urchase
Construction contract Executed Au ust 2006 NIA small urchase
Start Construction Se tember 2006 November 2007
Construction 50%Com lete October 2006 June 2009
Second Public Hearin October 2006 June 2009
Certificate of Substantial Com letion November 2006 Jul 2009
Construction 100% Com lete December 2006 Jul 2009
U date Fair Housin Plan Au ust 2006 N/A entitlement ci
U date 504 Review and Transition Plan June 2006 November 2005
Final Closeout December 2006 March 2010
Final Audit December 2006 - - -
If actual dates vary from the contract dates, explain the difference.
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.
X
Signature of C 'e lected Official
Mayor X ~' ~' ~ ~
Title Date
-5-
Final Financial Report
Grantee: Citv of Meridian Contract Number: ICDBG 06-III-05-SR
Prepared By: Marianne Massey Telephone: 322-7033 ext 215 Date: 2115/10
I. Matching Funds
A. Match Expenditures - In the table below, please list those matching funds identified in the grantee's
ICDBG contract or latest contract amendment.
Source of Funds Amount Pled ed Actual S ent Difference
USDA-RD Grant
EDA Grant
Other Fed Grant
DEQ Grant
ITD Grant
De t Water Res Grant
Other State Grant
Foundation Grant
Local Cash/Bond/Loans
Local In-Kind
Ci In-Kind 4,164 4,164 - 0 -
Private In-Kind 2,500 2,500 - 0 -
Seniors Cash
Private Cash 24,950 24,950 - 0 -
Other
Total 31,614 31,614 - 0 -
B.
C.
Match Expenditure Differences -
Volunteedln•KindlForceRccount - If applicable, describe the processes used to track and value the labor
used.
Financial Services -Please list the name, address and phone number for the following:
Name Address Phone Number
812-B 12~ Ave. South
Auditor Baile & Com an Nam a, ID 83653 208 466-2493
Farmers and Merchants State 30 E Broadway Ave
Bank Bank Meridian, ID 83642 (208) 888-1416
-6-
Final Financial Report
III. Final Payment Request
Step One Complete the ICDBG Drawdown 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 06-III-05-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 Feb. 20, 2010 ,
hereof; and that every statement and amount set forth in this document is true and correct as of this date.
Special Conditions:
x~ x ~~1,-tom
Signature of Chie ected Official Date
Mayor of Meridian
Typed Name and Title of Chief Elected Official
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 $ 72
Signature of IDC Authorized Official
Typed Name and Title of IDC Authorized Official
Date
ICDBG 06-III-05-SR
Contract Number
-7-
.a+
d
d
Z
0
NJ
O
U
3
0
3
D
m
D
U
O O O L[) 07 d' O OD In Lf> 00 O M OO
O ~ O d" O Ln d7 M N 6[) Ln Co r- N
67 r O ~ ~ ~ O O ti N ti O ~ ~ CO
~ N ~ N N ~ M M Cfl ~ ~ CO N N
O ` ` ~
I--
C M ~ ~ ~ ~ ti N ~ E N ~
~ C
C~ C
O
00
~ O
N E M M CO r r <O OO
~
W
C
O
U
d
s
w
O
c
0
H
.
~
V
Q
c
0
d
N
G
c
•
~ c
W •y
~~
0 0 0 0 0 0
c o o rn m 0 0
•E m
' h o
N rn v co
' ,
~ d ~- d
Q
d
1~ OD 00 OO 00 OD OD 00 07 07 O
Q ~ O
tL) O
~ O
M O
~ O
~ O
OO O
di O
O O
O O
~ O
M
d N N O M N O N ~ N N O ~
~ CO r M M d' I~ O a r
O O O O O O O r O O O ~
d
d f~/J (p I~ O O O o0 OD OO 00 d7 O O
R ~
~ O
07 OO
tL') OO
~ OO
O O
C~ OO
CO OO
i1' OO
M OO
~ O
C~' OO
OD OO
OO
d N N r ~ O ~ O r N O ~ N
~
0~0
d7
~
M
~
~
~
O
C~
C~V
~
CSI ~
0 0 0 0 0 0 0 ~ ~ 0 0 0 ~
~ C •~
~
~
J C
~
Q
w ~
O
0 r N M d' to CO I` OO d7 ~ ~ LL. I•-
a s~agwnN;sanbab ~(ed m ~
y-%
C
N
C
N
E
~ m
~ E
N ~ ..+
~ ~ C
to
"'.
~O
~ w o
m
0 3 ~ Lj
"~ `~ v
c
Uf°
0
o
.~
.,
c ~ Q, }; c
v ,o m
C m
~
~
~ ~ ~ ~ ~
N
U
°
'~
c v~
~
a
i
~ 0
~ ~ 0
E ~ ~
O
~ ~
~ N
~
Q
C N N ~
V
'~
~
C
Q U ~ (UC
N O ~ N
+-' N O ...
vim.... ~' U
m m ~ am o0 0
m -~ m c~ Q H
osa T aa
U +- m .n 3 c
m ~ ~
J J ~
N ~ ~
E O
N N -a .-+
C
m N
~
C N ~
~ o ,~
~ m
- ~
0
E 3 ~
~ ...
v
v
Q N N
N ~ ~ m
N .r_
V m
~ C
V m m N i t
. . . . . .
1
00
Meridian City Council
June 23, 2009
Page 52 of 57
De Weerd: Okay. Any further comment? Okay. Well, I imagine this is -- this is kept
open for written public comment until July 28th; correct?
Ellsworth: Madam Mayor, Members of the Council, that's the way that these have been
processed in the past. It starts with opening the public hearing, the full draft plan will be
available at Meridian City Hall, at the Meridian Senior Center, at the Meridian Public
Library, and also on the city's website as of tomorrow, they will allow an opportunity for
-- for the public to soak it in, contact staff with any questions, submit any comments over
the course of the 30 day public comment period and, again, based on the timeline right
now, we are set to reconvene on July 28th to consider the plan in light of any comments
received during the comment period.
De Weerd: Okay. Very good. Thank you very much, Matt.
Ellsworth: Thank you.
Item 13: Public Hearing: Status of Funded Activities for Meridian Senior
Center with Idaho Community Development Block Grant (ICDBG):
De Weerd: Okay. Item 13 is a pubic hearing on the status of funded activities for the
Meridian Senior Center with their Idaho Community Development Block Grant, and,
Delta, we appreciate you waiting until the end of our agenda with us.
James: That's quite all right, Madam Mayor. Madam Mayor, Member of the Council,
my name is Delta James, I'm a planning specialist with Sage Community Resources
and I have been the grant administrator for Idaho Community Community Development
Block Grant that was received in 2006. The City of Meridian received it in 2006 to
provide upgrades to the Meridian Senior Center and so this is part of the close out --
required close out procedure is to hold a status of funds hearing towards the end of the
project and so here we are and if it's okay with you, I'd like to just read into the record
some brief statistics about that project. The City of Meridian applied for and received an
Idaho Community Development Block Grant in the amount of 52,900 dollars. It was in
2006, and the funds were being used to help fund improvements to the Meridian Senior
Center. Of the 52,900 dollars -- 52,413 dollars have been spent to date. The remaining
funds or 487 dollars, of that 460 are remaining for grant administrative compensation
and, then, there are 27 remaining unutilized construction funds, which will go back to
the Department of Commerce. The activities that were completed to date include
installation of a front entrance ramp to the facility, a cover and awning structure to that
ramp and the front door rehab'd to allow better access and ADA compliance. Also, the
facility's windows were replaced with energy efficient and building code approved
windows. The dining room sound boards were replaced with sound boards that have a
higher fire safety rating and better acoustical qualities in the dinning room. Also an air
conditioner was installed in the kitchen and the parking lot was paved and restriped with
handicapped parkage signage -- signage installed and, then, finally, the kitchen with
serving area counter tops were replaced with those funds. There is some final close out
procedures that are still remaining, so we anticipate to complete those by the end of
Meridian City Council
June 23, 2009
Page 53 of 57
August 2009. We are in the home stretch. Originally the grant application did request
funds to widen some of the doorways on the interior of the building. That project was
modified after it was investigated by a construction company and determined to be far
too costly at the time, so the board of the Meridian Senior Center chose to reallocate
those funds to pave the parking lot and do those improvements instead and that request
-- project amendment request was approved by the Department of Commerce and so
it's all good. That's basically it. I would stand for any questions that you might have.
De Weerd: Thank you. Council, any questions?
Bird: I have none.
De Weerd: Thank you for your administration of this. We know these grants can be
very cumbersome and appreciate your handling of that.
James: We are pleased to provide assistance to the City of Meridian. So, thank you,
Madam Mayor, Council Members.
De Weerd: Thank you.
Bird: Thank you.
De Weerd: Okay. I guess, Delta, do we need to keep this open until things are closed
or you just -- this is just a formality?
James: Madam Mayor, this is an opportunity for the public to provide any comments
they might have about the project to date and the construction that has occurred. It is
only required to be open this one time this evening, so --
De Weerd: Okay. Thank you.
Bird: Madam Mayor, do we need to close the --
De Weerd: Yes. Thank you. I would ask Ralph if he has any comments and seeing
that he doesn't, Council, any further comments or questions?
Rountree: None.
De Weerd: I would entertain a motion to close --
Bird: Madam Mayor?
De Weerd: Yes.
Bird: I move we close the public hearing on the Idaho Community Development Block
Grant for the Meridian Senior Center.