HomeMy WebLinkAbout#5280 Appoving Grant Amendment For 2020 Census Grant Program RESOLUTION NO. 5280
A RESOLUTION APPROVING A GRANT AMENDMENT BETWEEN THE CITY OF
CANTON AND THE TRI-COUNTY REGIONAL PLANNING COMMISSION FOR THE
2020 CENSUS GRANT PROGRAM
WHEREAS, the Illinois Department of Human Services (the "Agency") is the State of
Illinois Agency designated to administer a statewide census outreach and education efforts to reach
the highest self-response rate possible;
WHEREAS, the Tri-County Regional Planning Commission ("TCRPC") is a party to a
Grant Agreement with the Agency under which the TCRPC has agreed to administer, as Regional
Intermediary, the Census 2020 Grant Program;
WHEREAS, it is in the best interests of the City of Canton to achieve the highest self-
response rate possible in regards to the 2020 Census;
WHEREAS,the City of Canton and TCRPC previously entered into a Grant Agreement,
dated July 1, 2020, pursuant to Resolution No. 5274, passed by the City Council on or about
August 4, 2020;
WHEREAS, the City of Canton is eligible for additional grant funds; however, it is
necessary to amended the Grant Agreement;
WHEREAS, the City Council of the City of Canton has determined that it is necessary
and in the best interest to enter into the Grant Amendment with the TCRPC for the purpose of
census outreach and education efforts, as set forth in "Exhibit A," which is attached hereto and
incorporated herein.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL
OF THE CITY OF CANTON, ILLINOIS,AS FOLLOWS:
1. The City of Canton hereby finds as fact the recitals set forth above and are incorporated
herein as though fully set forth.
2. That the.Grant Amendment attached hereto and incorporated herein by reference as Exhibit
A is hereby approved by the Canton City Council.
3. That the Mayor and the City Clerk of the City of Canton,Illinois are hereby authorized and
directed to execute said Grant Amendment on behalf of the City of Canton;
4. That this Resolution shall be in full force and effect immediately upon its passage by the
City Council of the City of Canton, Illinois and approval by the Mayor.
PASSED by the City Council of the City of Canton, Illinois at a regular meeting this 6th
day of October, 2020 upon a roll call vote as follows:
AYES: Aldermen Jeff Fritz, Angela Lingenfelter, Craig West, John Lovell, Quin Mayhew,
Andra Chamberlin
NAYS: None
ABSENT: Aldemen Justin Nelson, Angela Hale
APPROVED:
K4enl;��M cDowell, M' laAy�)0 At
ATTEST.
Diana avley-Rock, City Clerk
TRI-COUNTY-
REGIONAL PLANNING COMMISSION
Grant Amendment
FY20 Illinois 2020 Census Grant Program
CSFA#444-00-2174
North Central Region
Fulton County
The Tri-County Regional Planning Commission, with its principal office at 456 Fulton St., Suite
401, Peoria, IL 61602 (the "Grantor' or"TCRPC") and City of Canton, Illinois (the "Grantee"),with
its principal office at 2 North Main Street, Canton, Illinois 61520, hereby agree that the following
amendment (Amendment) shall amend the Grant Agreement (Agreement),which is described
below. Grantor and Grantee are collectively referred to herein as "Parties" or individually as a
"Party."
All terms and conditions set forth in the original Agreement and any subsequent amendment,
but not amended herein, shall remain in full force and effect as written. In the event of a conflict,
the terms of this Amendment shall prevail.This Amendment is authorized by Paragraph 26.5 of
this Agreement.
WHEREAS, it is the intent of the Parties to perform consistent with all terms herein and pursuant
to the duties and responsibilities imposed by Grantor under the laws of the state of
Illinois and in accordance with the terms, conditions and provisions hereof.
NOW THEREFORE, in consideration of the foregoing and the mutual agreements contained in
the Agreement and herein, and for other good and valuable consideration, the value,
receipt and sufficiency of which are acknowledged, the Parties hereto agree as follows:
ARTICLE I
AWARD AND AMENDMENT INFORMATION AND CERTIFICATION
1.1 ORIGINAL AGREEMENT-The Agreement with an original term from July 1, 2020 to
October 31, 2020.
1.2 PRIOR AMENDMENTS— Below us the list of all prior amendments to this agreement
(mark N/A if none):
N/A
1.3 ITEM(S) ALTERED—Identify which of the following Agreement elements are amended
herein (check all that apply)
❑ Exhibit A (Project Description) ❑ Exhibit F (Performance Standards)
❑ Exhibit B (Deliverables/Milestones ❑ Exhibit G (Specific Conditions)
® Exhibit C (Payment Terms) ❑ PART TWO (Specific Conditions)
❑ Exhibit D (Contact Information) ❑ PART THREE (Project—Specific Terms)
❑ Exhibit E (Performance Measures) ® Budget
®Award Term ❑ Funding Source
❑ Other(Specify)
1.4 EFFECTIVE DATE—This Amendment shall be effective on August 15, 2020.
I
1.5 CERTIFICATION —Grantee certifies under oath that (1) all representations made in the
Amendment are true and correct and (2) all Grant Funds awarded pursuant to the
Agreement shall be used only for the purpose(s) described therein, including all
subsequent amendments.Grantee acknowledges that the Award is made solely upon
this certification and that any false statements, misrepresentations, or materials
omissions shall be the basis for immediate termination of the Agreement and repayment
of all Grant Funds.
1.6 SIGNATURES —IN WITNESS WHEREOF, the Parties hereto have caused this Amendment
to be executed by their duly authorized representatives.
Tri-County Regional Planning Commission City of Canton, Illinois
Signature: Signature:
Name and signature of Authorized Representative Name and signature of Authorized Representative
Name: Eric Miller Name: L� 0/ (�'�" �t, /�
Title: Executive Director Title: 11141P /
Date Signed: Date Signed: ?/�
otherwise stated or provided for in the approved Program Plan, no payment for extra
charges, supplies or expenses shall be made without prior approval from TCRPC.
• TCRPC reserves the right to correct or return to the Provider for correction any
documents with mathematical or computational errors in payment subtotals or total
contractual obligation.
• After consultation with Provider, TCRPC may increase or decrease the contract at any
time during the term, subject to funding availability and/or satisfactory performance of
services.
--------------------END OF EXHIBIT C: PAYMENT--------------------
Budget
Budget Expenditure Categories Total
1. Personnel (200.430)
2. Fringe Benefits(200.431)
3. Travel (200.474)
4. Equipment (200.439)
S. Supplies (200.94) $ 500.00
6. Contractual Services/Subawards (200.318 and 200.92) $6,200.00
7. Consultant (200.459)
8. Construction
9. Occupancy—Rent and Utilities (200.465)
10.Research and Development (R&D) (200.87)
11.Telecommunications $ 300.00
12.Training and Education (200.472) $1,000.00
13. Direct Administrative Costs (200.413)
14.Other or Miscellaneous Costs
1 S.Grant Exclusive Line Item(s)
16.Total Direct Costs (add lines 1-1 S) (200.413) $8,000.00
17.Indirect Costs (200.414)
18.Total Costs State Grant Funds (add lines 16 and 17) $8,000.00
ARTICLE II
AMENDMENTS
Exhibit C was modified. Please check attached Exhibit C: Payment Terms.
Award Term was modified:The Term Dates of this contract/Agreement have changed to:
Start Date: July 01, 2020
End Date: September 30, 2020
Budget modified. Please see the revised linked Budget for the Budget revisions made.
Purpose of Amendment:
The contract amendment is needed to adjust the census program timeline to be consistent with
the enumeration deadline change made by the federal government from October 31 to
September 30 and to revise Exhibit C to increase the grant award amount to accommodate
increase staffing at events and questionnaire assistance.
--------------------END OF ARTICLE II:AMENDMENTS-------------------
EXHIBIT C
PAYMENT
Grantee shall receive $8,000.00 under this Agreement.
Enter specific terms of payment here:
• Payment for expenditures is done in a monthly reimbursement basis. No advance
payments are allowed without grantor approval.
1. Expenditures cannot exceed budgeted amounts in the approved line item budget.
• Payment for service is contingent upon the Illinois General Assembly's FY21 state budget
Census 2020 appropriations and successful submission of:
1. Monthly Financial Vouchers: Vouchers and supporting documentation of
expenditures must be submitted by the 10th of the month following the
reporting month to Michael Bruner at mbruner@tricountyrrpc.org and Tri-County's
Fiscal Department at accountspayable@tricountyrpc.org.
a. Supporting documentation will include (but is not limited to) payroll
records,utility/telephone bills, receipts,and staff travel. Claims will be made
in accordance with approved line-item budgets.
b. TCRPC shall pay all amounts properly invoiced within 15 (fifteen) days of
receiving payment from the Agency.
2. Programmatic Reporting: Programs reporting is done via a database. It is the
partner's responsibility to input the data in a timely and accurate basis by the due
date. Please refer to FY20 IL Census Programmatic Manual for information on the
data to be provided to grantor (See PART THREE). Programmatic Reporting is
due:
a. The 5th of the following reporting month.
• Budget revisions to budgets require prior approval by the Tri-County Regional Planning
Commission before implementation. Prior approval for revisions to line item budget in
Other Direct cost (non-personnel) are required when exceeding 10% of the line item
amount. Budget line item revisions less the 10%of Other Direct cost(non-personnel) must
be submitted within 30 days along with a letter explaining the purpose and impact of the
revision. All personnel budget revisions require prior approval.
APPROVED BUDGET:
• The Tri-County Regional Planning Commission (TCRPC) is not liable for costs incurred by
the Provider that are not contained in the approved program budget. Except as
1.3 ITEM(S) ALTERED—Identify which of the following Agreement elements are amended
herein (check all that apply)
❑ Exhibit A (Project Description) ❑ Exhibit F(Performance Standards)
❑ Exhibit B (Deliverables/Milestones ❑ Exhibit G (Specific Conditions)
® Exhibit C (Payment Terms) ❑ PART TWO (Specific Conditions)
❑ Exhibit D (Contact Information) ❑ PART THREE (Project—Specific Terms)
❑ Exhibit E (Performance Measures) ®Budget
®Award Term ❑ Funding Source
❑Other(Specify)
1.4 EFFECTIVE DATE—This Amendment shall be effective on August 15, 2020.
1.5 CERTIFICATION —Grantee certifies under oath that (1) all representations made in the
Amendment are true and correct and (2) all Grant Funds awarded pursuant to the
Agreement shall be used only for the purpose(s) described therein, including all
subsequent amendments. Grantee acknowledges that the Award is made solely upon
this certification and that any false statements, misrepresentations, or materials
omissions shall be the basis for immediate termination of the Agreement and repayment
of all Grant Funds.
1.6 SIGNATURES —IN WITNESS WHEREOF, the Parties hereto have caused this Amendment
to be executed by their duly authorized representatives.
Tri-County Regional Planning Commission City of Canton, Illinois
Z'
Signature: '"� Signature: 4 �J
Name and signature of Authorized Representative Name and sisignature of AuthtorLze�d Representative
Name: Eric Miller Name: k/L0 1 A/
0
Title: Executive Director Title: atti
Se
Date Signed: p 22,2020 Date Signed: Zd
i
CLOSE-OUT DISPOSITON COVER LETTER
October 19,2020
Mary Hebert
Illinois Census Office
Springfield, Illinois
Dear Mary,
Attached please find the Inventory of the Census Equipment and Supplies as requested by IDHS. Please
be aware that our agency also operates state-funded programs in FY21, including the following:
Program name Funded by state agency FY21 Funding Amount
(specify name)
MFT IDOT 375,000.00
CURES DECO 606,000.00
Downstate Local Business Grants DECO 65,000.00
Our agency understands that the information provided in this cover letter and the Inventory Form will
be used to determine the disposition of the equipment and supplies purchased with Census funding. Let
us know if you have any questions on the information provided.
By signing this report, I certify to the best of my knowledge and belief that the report is true,complete,
and accurate,and the equipment and supplies listed are for the purposes and objectives set forth in the
terms and conditions of the Census award.
Sinc
L
Diana Pavley-Rock
Contact information: dpavley@cantoncityhall.orR phone:309-647-0020
IDHS FINAL REPORT FOR CENSUS SUB-GRANTEES
(Updated 9/23/2020)
Name of sub-recipient:
Area assigned(county,city,neighborhood):
Reported completed by: Diana Pavley Rock,City Clerk/CCC Chair for the 2020 Census Program
Contact information DPavley@cantoncityhall.oror 309-647-0020
A. OVERVIEW OF THE GEOGRAPHIC AREA ASSIGNED AND PARTNERSHIP BUILT FOR THE CENSUS
PROGRAM
1. Describe the geographic area assigned
a. Major characteristics(rural, urban,farming,coal, industries,college town,etc.)
b. Demographic characteristics(racial make-up, age, income, HTC,etc.)
Canton Illinois is a rural/farming community located in Fulton County Illinois. The Illinois River
Correctional Facility and Spoon River College are both in Fulton County. Canton has a large portion of
citizens over the age of 55.
2. Funding amount
a. FY20: $15,800.00
b. FY21: $8,000.00
3. Describe linkages or working relationship with Complete Count Committee(s)or other external
stakeholders such as the City of Chicago, Cook County,etc.
a. What worked?
b. What could work better?
c. Lessons learned and recommendation for 2030 Census.
Canton immediately formed a complete count committee made up of approximately 15 people. The
people serving on the community represented a variety of employers including, Spoon River College,
Graham Hospital,YMCA, City staff, media, and a representative from the retiree community. We also
formed a second committee about 3 months prior to the completion date. I felt this was very beneficial
to get some new perspectives and a new level of energy brought into the group to help us worker
stronger toward the end. This second group focused primarily on direct engagement. I feel having a
wide mix of people on the committee from various groups within our community helped to get
everyone more actively engaged and involved.
4. List partners with whom your agency work with, beyond the sub-recipients
a. List partners for different areas of work.
Type of work Partners
Community education Media,various leaders within the community
Direct Engagement Second group of committee members
Questionnaire Assistance Second group of committee members
b. Lessons learned and recommendation for 2030 Census.
I think it is important to start early with the process and get a very wide variety of local leaders involved.
I also believe it was a lesson learned in getting more than once committee---you need that extra push at
the end—and bringing a new committee on board toward the end definitely brought us some new
ideas,fresh energy and overall community engagement.
B. STRATEGIES USED AND LESSONS LEARNED–under each area of work, describe strategies used,
successes and challenges. Also include samples where appropriate.
1. Community Education (events, media, ads on bus, etc.)
We created our own video with local business leaders about the importance of the census. I feel that
having our own video to put our for community education was a good tool. We used this video on social
media. This is an important Vt step in the census outreach that I would not want to every be over
looked. Community education is crucial to the final outcome.
2. Direct Engagement(door-to-door, phone banking,texting,social media,etc.)
Direct engagement was used during our census outreach mostly with social media. I feel social media is
a great took to use in direct engagement---especially during the COVID 19 pandemic where we were
more restrictive with face to face events. Hopefully we will not have a pandemic in 2030 and can maybe
focus a little more with direct engagement—as I do believe it's a very important part of the census
outreach.
3. Questionnaire Assistance
This was probably one of my favorite parts of the census outreach. This is wrapping up all of the work
that was put into the community education and direct engagement---and then taking the people we ha
left that still did not complete their census—and assisting them in completing their census. The
committee that we developed specifically for this phase of the census outreach was such a great part of
this step. I believe having local people that can become engaged and partner with the City made a
drastic impact on getting those final people to complete their census. Having local people do this step
helped with some of the people that lacked the trust or perhaps the time in completing their census that
one last nudge in getting their census completed.
C. IMPACT OF COVID-19–Describe the impact of Covid-19 on your work. What were lost
opportunities as well as creative solutions found
As I said—hopefully 2030 does not have a pandemic to deal with during the census. There are positives
and negatives with COVID 19. 1 do believe at the beginning of the year as people were working from
home,they had more time to complete their census and get it turned in. On the flip side, I do believe
COVID also caused some slower responses due to some individuals dealing with job loss,financial stress,
depression etc-which them put the census on the back burner for some.
D. RESOURCES ALLOCATION
1. Media
• Amount of funding allocated in both FY20 and FY21: $4,791.00
• Type of media used–we used social media,newspaper, radio
• What worked well,what did not work well–Lessons learned and recommendation
for 2030 Census
Social media worked well and having a committee was also equally as important. One lesson learned
was to maybe not focus so much on having the president, manager etc from various businesses on the
committee—as they are many times pulled in many different directions. Perhaps the next time it might
be better to get more people that could devote the amount of time needed from the various committee
members. I did learn that getting that second committee at the end was such a great advantage.
2. Swags
• Amount of funding allocated in both FY20 and FY21: $5,850.95
• Type of swags purchased (Tshirt,water bottle, hand sanitizer, masks,etc.)
• What worked well,what did not work well–Lessons learned and recommendation for 2030
Census
The swag items went over very well when we went out into the community to help educate and
advertise the importance of the census. Water bottles was everyone's favorite.
3. Events
• Amount of funding allocated in both FY20 and FY21: $8,623.75
• Type of events organized social media events, poster contest at the schools, hotdog days,
icecream day, partnership with the food banks and salvation army-we followed them on
their weekly routes to the housing authority. Best event was setting up in front of local
businesses to do questionnaire assistance.
• What worked well,what did not work well–Lessons learned and recommendation for 2030
Census
Poster contest worked well with the schools—provided education to the students about the census and
also helped spread the word of the importance of the census.
4. Technology
• Amount of funding allocated in both FY20 and FY21: $2,605.06
• Amount and type of technology purchased (computer, laptop,speakers,tablets, hotspots,
etc.)
• What worked well,what did not work well–Lessons learned and recommendation for 2030
Census
It was great to be able to have the tablets for our committee members to use for questionnaire
assistance. This was a definite plus!
5. Other
• Amount of funding allocated in both FY20 and FY21: $1,929.26
• Describe what other key activities involve significant investment(phone banking, )
• What worked well,what did not work well–Lessons learned and recommendation for 2030
Census
We had several activities and I think each of them provided equal weight for importance. These events
were held at difference stages of our census outreach. I believe it was important to be able to hold
various events. This enabled us to always keep the word out and always to keep the citizens engaged.
E. ASSESSMENT OF SUPPORT PROVIDED
1. Map the Count Platform-What worked well, what did not work well–Lessons learned and
recommendation for 2030 Census
This was a benefit and provided a great tool.
2. Technical Assistance/Training by DPA-What worked well,what did not work well–Lessons
learned and recommendation for 2030 Census
I feel this also worked well. Perfect!
F. RECOMMENDATIONS FOR 2030 CENSUS
a) For funder(which could be the state, county, city or private philanthropy)
b) For grantees (Imagine we are in 2028 and you're about to engage in 2030 Census efforts,
What are the top three recommendations you would give your future self,what are the top
three things that worked very well,and what are the top three things that did not work well
and you would avoid?)
Top three things that worked well
1. Get the complete count committee established early
2. Hold events to engage the community
3. Questionnaire assistance and creating a second committee for this individual purpose
Top three things that did not work well
1. Focusing too much on community leaders for the committee—maybe focus
more on people within those organizations that could devote more time
specifically for this project
2. Immediately partner with marketing experts–or include them on the
committee
3. Less paperwork requirements for the grant funds
G. WHAT ARE UNANTICIPATED OUTCOMES FROM THIS PROJECT? WHAT CAN BE BUILT FROM
THE 2020 CENSUS EXPERIENCE?
Awareness for community involvement/partnership between the community and City officials
FY20 CENSUS PROGRAM ITEM INVENTORY
Name of Regional Intermediary:Tri-County Regional Planning Commission
Region Assigned: North Central - Fulton County
Name of sub-recipient: City of Canton
Name of person completing the form: Diana Pavely-Rock
Contact information (email and phone number): DPavley@cantoncityhall.or
Date: October 09, 2020
Instructions- For the Close-Out of the Census Program from 10.15. 2019 to 1
Program to determine the disposition of these items. Based on the informati
to keep the items or other disposition options. Please complete the form belc
and the Regional Intermediary will complete its own. Add more rows as need
,INVENTORYOF OVER 000 PER UNIT
Quantity
Remaining List specific item whose purchase price is $5,000 or more
:INVENTORYOF 000 PER UNIT
List specific residual item (those still in use after the end of
Quantity the Census program, including computers, laptops,tablets,
Remaining projectors, printers, phones, desks, etc.)
10 Tablet
10 Keyboard Case for Lenova Tab
0 T-Shirts
0 Census Flyers
0 Labels 5 packs
0 Pens
0 Sticky Pads
0 Water Bottles
1 Table Cloth
1 Banner
2 Hotspots - US Cellular
0 Census Flyers
0 Banners with grommets 10
0 Yard Signs 50
0 Coloring Books - 2857
25 boxes Crayons 24- 3600 packs
0 Banners - 12 each
.9
1.30.2020, IDHS needs to conduct an inventory of all items purchased for the Census
on provided by Census Regional Intermediary and sub-recipients, IDHS may allow grantees
)w and return it to Michael or Reema. The form should be completed for each sub grantee,
ed.
Purchase price per
Model (year, brand, etc.) item Purchase date
Purchase price per
Model (year, brand, etc.) item Purchase date
Lenova Tab M10 Android Tablet $158.00 1/30/2020
Lenova Tab M10 case $34.99 1/30/2020
Camilles $19.68 1/28/2020
Havana Printing $0.16 1/28/2020
Avery 2" 120 each $51.95 1/24/2020
Census Pens $1.70 2/8/2020
Census Sticky pads $4.14 2/8/2020
Census Water Bottles $3.64 2/8/2020
Officially Licensed Census $318.75 2/8/2020
Officially Licensed Census $95.63 2/8/2020
Inseego MI-FI 7000 $191.52 3/6/2020
Havana Printing $0.16 3/13/2020
Camilles $41.20 6/16/2020
Camilles $14.00 6/16/2020
Spoon River College $0.21 6/29/2020
Crayola 24 $1.11 6/25/2020
Camilles $41.25 6/30/2020