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Home My WebLink AboutCOUNCIL - AGENDA ITEM - 07/05/2022 - FIRST READING OF ORDINANCE NO. 085, 2022, MAKING SItem # Page 1 AGENDA ITEM SUMMARY Agenda Item 13A July 5, 2022 City Council STAFF LeAnn Williams, Recreation Director Ingrid Decker, Legal SUBJECT First Reading of Ordinance No. 085, 2022, Making Supplemental Appropriations of Grant Funds from the Pools Special Initiative 2022 Program. EXECUTIVE SUMMARY The purpose of this item is to appropriate funding received from the Colorado Department of Local Affairs to recruit and retain public swimming pool employees. STAFF RECOMMENDATION Staff recommends adoption of the Ordinance on First Reading. BACKGROUND / DISCUSSION On June 21, 2022, Governor Polis announced the Pools Special Initiative 2022 program. On July 1, 2022, the City received confirmation of a grant award in the amount of $12,500 for the recruitm ent and retention of public swimming pool employees. Grant funds will be spent on costs associated with the recruitment and retention of public swimming pool employees. Eligible expenses include but are not limited to: •Any expense related to the recruitment of public swimming pool employees such as marketing and advertising, job board fees and referral bonuses; and •Any expenses related to the retention of public swimming pool employees such as pay increases, signing bonuses, fringe benefits, team building opportunities and employee appreciation expenses. Grant funds are not to be used for utilities, pool supplies, pool equipment, furniture, maintenance expenses or recruitment and retention for non-swimming pool employees. The grants do not require the City to sign a post-award agreement. Funds must be fully spent by September 30, 2022, and the City will be required to report on how grant funds were spent, with a final report due October 31, 2022. All expenses are one-time and will not cause new expenses to be added to future City budgets. There is no City match requirement. Grant funds expire September 30, 2022. CITY FINANCIAL IMPACTS City resources will be increased by $12,500 within the Recreation Fund. These funds will be received from the State of Colorado and spent on the recruitment and retention of lifeguards. Agenda Item Item # Page 2 ATTACHMENTS 1. Award Letter (PDF) 2. Advance Payment Request (PDF) 3. Final Report Form (PDF) June 29, 2022 Jeni Arndt, Mayor City of Fort Collins 215 N. Mason St. Fort Collins, CO 80524 RE: PSI-22-029 – City of Fort Collins - Pools Special Initiative 2022 - Grant Award and Next Steps Agreement Dear Mayor Arndt: The Colorado Department of Local Affairs (DOLA) has reviewed your application for the Pools Special Initiative 2022 (PSI) program, a State funded initiative. As DOLA’s Executive Director, I am pleased to inform you of your award of $12,500.00. Your submitted application and this award letter serve as your agreement with the State. Recipients of these funds do not require any additional contracts. By accepting the funding, you as the PSI grantee are agreeing to spend the funds on recruitment and retention efforts for public swimming pool employees within your jurisdiction and are agreeing to the attached Terms & Conditions. You must make two separate advance requests using DOLA’s online grants portal system to obtain your grant funding: ●1st half - upon receipt of this agreement, and ●2nd half - upon fully expending and reporting on the 1st half. The first advance request should be submitted as soon as possible after the Effective Date of this signed award letter. The advance request form, as well as the report form, are included along with this grant award letter agreement. Thank you for your interest in the Pools Special Initiative 2022 program. Please contact your regional manager with any questions. Sincerely, Rick M. Garcia Executive Director cc: LeAnn Williams, Responsible Administrator Chris La May, DOLA Regional Manager Governor Jared S. Polis | Rick M. Garcia, Executive Director | Chantal Unfug, Division Director 1313 Sherman Street, Room 521, Denver, CO 80203 P 303.864.7720 TDD/TTY 303.864.7758 www.dola.colorado.govadddddddddddddddddddddddddddddddddddddddddddddoooooooooooooooooooooooooooooooooooooooooo..............ggggggggggggggggggggggggggggggggggggggggooooooooooooooooooooooooooovvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvv ATTACHMENT 1 In accordance with §24-30-202 C.R.S., this Agreement is not valid until signed and dated below by the State Controller or an authorized delegate. STATE CONTROLLER Robert Jaros, CPA, MBA, JD ______________________________________________ By: Beulah Messick, Controller Delegate Effective Date:_______________________ CMS# 177146 VCUST# 14149 ADDR CN005 EFT DLG# 22-029 THE REST OF THIS PAGE INTENTIONALLY LEFT BLANK Governor Jared S. Polis | Rick M. Garcia, Executive Director | Chantal Unfug, Division Director 1313 Sherman Street, Room 521, Denver, CO 80203 P 303.864.7720 TDD/TTY 303.864.7758 www.dola.colorado.govadddddddddddddddddddddddddddddddddddddddddddddoooooooooooooooooooooooooooooooooooooooooo..............ggggggggggggggggggggggggggggggggggggggggooooooooooooooooooooooooooovvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvv Pools Special Initiative 2022 - Grant Award Terms & Conditions 1. Statutory Authority . C.R.S. 24-32-106(1)(c) 2. Funding Period: July 1, 2022 through September 30, 2022 3. Use of Funds a.Grant funds will only be spent on costs associated with the recruitment and retention of public swimming pool employees. Eligible expenses include but are not limited to: ■any expenses related to recruitment of public swimming pool employees such as marketing and advertising, job board fees, referral bonuses; ■any expenses related to retention of public swimming pool employees such as to pay increases, signing bonuses, fringe benefits, team building opportunities, employee appreciation expenses. b.Grantee counties, municipalities, and special districts understand that any grant funds expended outside of the intent of this program must be returned to the Department of Local Affairs within 30 days of the ruling by DOLA of improper fund use. c.Grant funds expire September 30, 2022. Grantee counties, municipalities, and special districts must not incur any expenses after September 30, 2022. d.Ineligible expenses include but are not limited to: any expenses not related to recruitment and retention of public swimming pool employees such as utilities, pool supplies, pool equipment and furniture, maintenance expenses, recruitment and retention expenses for non-swimming pool employees, training*, any expenses already accounted for in your current budget.*for assistance with training costs, contact your local workforce center. 4. Documentation.Recipient shall retain documentation on all uses of the funds, including invoices, receipts, data and financial records, and any other documentation that establishes compliance for up to three (3) years after the final report is approved using PSI funds. Such documentation shall be provided to DOLA or its duly authorized representatives upon request. 5. Monitoring. a.DOLA or the State of Colorado reserves the right to initiate detailed monitoring or auditing of any grantee at its sole discretion. b.The review shall provide assurance that the information self-reported by Grantee is accurate and complete, and identify unallowable or questionable expenditures for follow-up. When concerns are noted during the review process, the Grantee shall provide documentation of the expenditures or accounting practices to DOLA for verification. c.Funds spent outside of the stated program intent must be returned to DOLA within 30 days of identification by DOLA of improper use. 6. Financial Reporting. a.Recipient counties, municipalities, and special districts must provide DOLA with itemized reports upon the complete expense of both (2) advance payments detailing how grant funds were spent. Invoices and proof of payment must be provided to support the expenditures. b.Recipient counties, municipalities, and special districts must submit a final report upon the completion of the project. c.Any unspent funds must be returned to DOLA no later than October 31, 2022 and prior to submitting the final report. Unspent funds will be deobligated by DOLA. 7.In the event of a conflict between the terms and conditions of the Grantee’s Application and the terms and conditions of this award agreement letter, the terms and conditions of this award agreement letter shall prevail. Page 1 1 Pools Special Initiative 2022 Program Advance Payment Request Form This form will be used for two advance requests. Submittal instructions follow on page 3. Local Government Name: Amount Awarded: Agreement Number: PSI-22-___ Contact Name: Contact Title: Phone: E-mail address: 1st ADVANCE REQUEST: POOLS SPECIAL INITIATIVE 2022 Step 1: Complete First Advance Request This Section must be signed and submitted into the grants portal to receive Advance payments on your grant award. The first request for one-half of your total award may be submitted immediately upon receipt of an executed award agreement. First Advance Request (½ of Amount Awarded) $ Signature of Chief Elected Official, President, Executive Director or Responsible Administrator _____________________________________________________________________________ Signature _____________________________________________________________________________ Name and Title (printed) ________________________ Date of Signature Step 2: Submit First Advance Request to the DOLA Grants Portal Upload this signed form into the grants portal system. See last page for step-by-step instructions. (NOTE: You cannot save your information in the grants portal UNTIL a document has been uploaded. Have this one-page form completed, signed and scanned as a PDF prior to ATTACHMENT 2 2 logging in to the grants portal to submit your First Advance request. The portal system will time out after 20 minutes of inactivity.) 2nd ADVANCE REQUEST - INTERIM REPORT: POOLS SPECIAL INITIATIVE 2022 Local Government Name: Amount Awarded: Agreement Number: PSI-22-___ Contact Name: Contact Title: Phone: E-mail address: Step 1: Complete Second Advance Request - Interim Report Please provide a reconciliation below showing how your first advance funds were used. Attach supporting documentation in a separate PDF showing expenditures and proof of payment. Total Pools Special Initiative Funds Awarded $ Less First Advance $ Funds Expended: Staff Recruitment $ Funds Expended: Staff Retention $ Total Funds Expended to Date $ Second Advance Request Amount $ ● We confirm the first advance amount has been fully expended and supporting documentation has been provided showing proof of payment as part of this Second Advance Request. Signature of Chief Elected Official, President, Executive Director or Responsible Administrator _____________________________________________________________________________ Signature _____________________________________________________________________________ Name and Title (printed) ________________________ 3 Date of Signature Step 2: Submit Second Advance Request & Backup to the DOLA Grants Portal Upload this signed form into the grants portal system. See the last page for step-by-step instructions. (NOTE: You cannot save your information in the grants portal UNTIL a document has been uploaded. Have this one-page form completed, signed and scanned as a PDF prior to logging in to the grants portal to submit your Second Advance request and supporting documentation. The portal system will time out after 20 minutes of inactivity.) 4 Instructions for uploading the signed document into the grants portal: 1. Log in to grants portal: https://dola.colorado.gov/grants_portal/ o First time users of the portal must select the "Don't have an account?" option to create an account. Once you have created your account and logged in to the main menu, you need to request access to your specific project to proceed. o If you were NOT the person to submit the application, you will need to request association with your project. On the Main menu, go to “Request Access to Projects” and follow the prompts. The project number can be found in the award letter. Once your association request has been submitted, you will be able to access your project. 2. Select “Projects” 3. On the left side of the screen select the appropriate project under “Select a Project” so that it appears in blue 4. On the right side of the screen select the second tab across the top labeled “Financial” tab 5. Locate the tab at the bottom of the “Financial” tab labeled “Reports/Payments” 6. Select/click once on the contract so that it appears in blue 7. Select “+ Request Advance” 8. Complete the report as follows: o “Period Start Date” and “Period End Date” = [enter today’s date for both] (Cannot be prior to the execution of the award; cannot be a future date.) o “Please report project activities undertaken or completed and project progress during this reporting period.” = Advance payment request 9. Select “+ Add Expenditure” 10. Complete the expenditure as follows for the required (*) fields: o “Service Start Date” = [enter today’s date] o “Service End Date” = [enter today’s date] o “Budget Item” = [select a budget line from the drop down menu] o “Amount of Advance Request” = [enter amount] 11. Upload this SIGNED PDF document as the attachment for “Supporting Documentation” 12. Click “Save” 13. Select “Submit Report” 14. Select “Continue” 15. Check the box to “certify” data is correct 16. Select “Submit” If you have any problems or need help making an advance request, please contact your DOLA regional team for further assistance. Page 1 of 4 Pools Special Initiative 2022 Program FINAL REPORT FORM Questions: contact your DOLA Regional Team Complete the report narrative with details as outlined below – OR – complete your own spreadsheet with the same information. Final reports must include supporting documentation for all expenditures and proof of payments made from the interim report date to the date of the final report. DO NOT provide any proprietary or personal information about any employees that received funds. Local Government Name: Agreement Number: PSI-22-___ Contact Name: Amount Awarded: Contact Title: Amount Expended: Phone: Ending Balance to be returned to DOLA*: E-mail address: *Any unspent funds must be returned to DOLA prior to submitting this final report. See instructions on page 3 for the process to return funds. 1.) Funds used for employee recruitment efforts and the specific purpose of how those funds were used. Amount of Funds Used for Staff Recruitment Specify how the funds were spent 2.) Funds used for employee retention efforts and the specific purpose of how those funds were used. (DO NOT provide any personal or proprietary details of any employee). Amount of Funds Used Specify how the funds were spent ATTACHMENT 3 Page 2 of 4 for Staff Retention 3.) Explain how these grant funds were used. Detail how swimming pool opening hours were expanded, how many staff were hired, pools were opened, how many staff were retained, etc. 4.) Provide detail around successes and failures related to this special initiative including any suggestions. ● I certify the information contained in this report is true and accurate to the best of my knowledge. Signature of Chief Elected Official, President, Executive Director or Responsible Administrator _____________________________________________________________________________ Signature _____________________________________________________________________________ Name and Title (printed) ________________________ Date of Signature Page 3 of 4 ANY UNSPENT FUNDS MUST BE RETURNED TO DOLA NO LATER THAN October 31, 2022 Unspent Funds: All expenditures must be incurred by September 30, 2022. As stated in the award agreement, any funds not spent by the specific spend-by date(s) must be returned to the Department of Local Affairs. Your current grant cannot be closed out in the grant portal until all unspent funds have been returned and received by the Department of Local Affairs. Unspent funds must be returned prior to submitting the final report. Please follow the steps below to expedite the process: 1. Determine the amount of funds that your local government will be returning. 2. Make a check out to the: Department of Local Affairs. 3. Mail check to: DOLA ATTN: Pools Special Initiative 2022 1313 Sherman St., Room 521 Denver, CO 80203 4. Allow a few days for DOLA to post the refund check to the grants portal. The returned funds will show as the de-obligation amount once it is posted. Page 4 of 4 FINAL REPORT MUST BE SUBMITTED IN THE GRANTS PORTAL NO LATER THAN November 15, 2022 Reporting instructions for DOLA grants portal: 1. Login to grants portal: https://dola.colorado.gov/grants_portal/ ● First time users of the portal must select the “Don’t have an account?” option to create an account. Once you have created your account and logged in to the main menu, you need to request access to your specific project to proceed. ● If you were NOT the person to submit the application, you will need to request association with your project. On the Main menu, go to “Request Access to Projects” and follow the prompts. The project number can be found in the award agreement. Once your association request has been submitted, you will be able to access your project. 2. Select “Projects” 3. On the left side of the screen select the appropriate project under “Select a Project” so that it appears in blue 4. On the right side of the screen select the second tab across the top labeled “Financial” tab 5. Locate the tab at the bottom of the “Financial” tab labeled “Reports/Payments” 6. Select/click once on the contract so that it appears in blue 7. Select “+ Add Report” and complete as follows: ● “Period Start Date” and “Period End Date” = [enter the proper “Report Period” listed below] ● “Is this the final request for the current contract?" ● NO = Select NO if this is not your final request and will be submitting additional reports through the grants portal by due dates listed above. ● YES = Select YES if you have spent all of your awarded funds, or have returned all unspent funds as described on page 3, as you will not be required to submit additional reports. This option will lock your project and close the contract. ● “Please report project activities undertaken or completed and project progress during this period.” = Recruitment and Retention activities during the grant period. 8. Select the “Documents (Optional)” tab 9. Select + Add Documents” tab ● “Describe the reason/purpose of document you are uploading” = Final report 10. Select the “Current Request “(Optional)” tab 11. Click “Save”> click “Submit Report”> click “Continue” 12. Check the box to “certify” data is correct > click “Submit If you have any problems or need help submitting this final report, please contact your Regional Team for further assistance. -1- ORDINANCE NO. 085, 2022 OF THE COUNCIL OF THE CITY OF FORT COLLINS MAKING SUPPLEMENTAL APPROPRIATIONS OF GRANT FUNDS FROM THE POOLS SPECIAL INITIATIVE 2022 PROGRAM WHEREAS, on June 21, 2022, Governor Polis announced the Pools Special Initiative 2022 program for local governments to support the operations of public swimming pools across the state for the 2022 summer season; and WHEREAS, this one-time grant program, administered by the Colorado Department of Local Affairs (“DOLA”) is intended to provide incentives to attract and retain public swimming pool employees through the summer and ensure adequate staffing levels that will allow swimming pools to be open at maximum capacity; and WHEREAS, On July 1, 2022, the City received confirmation from DOLA that it would receive a grant in the amount of $12,500; and WHEREAS, the City’s application and the DOLA award letter constitute the grant agreement; and WHEREAS, these funds must be appropriated promptly so that they can be spent on the recruitment and retention of lifeguards during the funding period, which runs from July 1, 2022 through September 30, 2022; and WHEREAS, this appropriation benefits the public health, safety and welfare of the residents of Fort Collins and serves the public purpose of ensuring that City pools can maintain adequate staffing levels to stay open during the summer; and WHEREAS, Article V, Section 9 of the City Charter permits the City Council, upon recommendation of the City Manager, to make a supplemental appropriation by ordinance at any time during the fiscal year, provided that the total amount of such supplemental appropriation, in combination with all previous appropriations for that fiscal year, do not exceed the current estimate of actual and anticipated revenues and all other funds to be received during the fiscal year; and WHEREAS, the Interim City Manager has recommended the appropriation described herein and determined that this appropriation is available and previously unappropriated from the Recreation Fund and will not cause the total amount appropriated in the Recreation Fund to exceed the current estimate of actual and anticipated revenues and all other funds to be received in this Fund during this fiscal year. WHEREAS, Article V, Section 11 of the City Charter authorizes the City Council to designate in the ordinance when appropriating funds for a federal, state or private grant that such appropriation shall not lapse at the end of the fiscal year in which the appropriation is made, but continue until the earlier of the expiration of the federal, state or private grant or the City’s expenditure of all funds received from such grant; and -2- WHEREAS, the City Council wishes to designate the appropriation herein for the Pools Special Initiative 2022 grant program as an appropriation that shall not lapse until the earlier of the expiration of the grant or the City’s expenditure of all funds received from such grant. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF FORT COLLINS as follows: Section 1. That the City Council hereby makes and adopts the determinations and findings contained in the recitals set forth above. Section 2. That there is hereby appropriated from new revenue or other funds in the Recreation Fund the sum of TWELVE THOUSAND FIVE HUNDRED DOLLARS ($12,500) to be expended for the recruitment and retention of lifeguards. Section 3. That the appropriation herein for the Pools Special Initiative 2022 program is hereby designated, as authorized in Article V, Section 11 of the City Charter, as an appropriation that shall not lapse at the end of this fiscal year but continue until the earlier of the expiration of the grant or the City’s expenditure of all funds received from such grant. Introduced, considered favorably on first reading, and ordered published this 5th day of July, A.D. 2022, and to be presented for final passage on the 19th day of July, A.D. 2022. Mayor ATTEST: City Clerk Passed and adopted on final reading this 19th day of July, A.D. 2022. Mayor ATTEST: City Clerk