HomeMy WebLinkAboutAgenda - Read Before Packet - 7/5/2022 - City Council Meeting July 5, 2022 - Agenda Item 13A-First Reading Of Ordinance No. 085, 2022, Making Supplemental Appropriations Of Grant Funds From The Pools Special Initiative 2022 ProgramItem # 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