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Home My WebLink AboutResolutions - 2020.10.21 - 33798MISCELLANEOUS RESOLUTION #20486 BY: Commissioners Tom Middleton, District #4; Michael Gingell, District #1 IN RE: BOARD OF COMMISSIONERS — APPROVAL OF REIMBURSEMENT APPLICATION FOR DISBURSEMENT OF FUNDS FROM THE OAKLAND TOGETHER LOCAL GOVERNMENT PARTNERSHIP GRANT PROGRAM — CHARTER TOWNSHIP OF INDEPENDENCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS Oakland County's local governments and their front-line essential services employees have been an integral partner in the implementation of Oakland County's coordinated strategies for COVID-19 public health/emergency response and economic recovery; and WHEREAS the County of Oakland was allocated $219,438,710 under the Coronavirus Aid, Relief, and Economic Security Acts (CARES Act) — Coronavirus Relief Fund (CRF) to respond directly to the emergency as well as expenditures incurred to respond to second -order effects of the emergency; and WHEREAS guidance provided by the U.S. Treasury in "Coronavirus Relief Fund, Frequently Asked Questions" dated May 4, 2020, indicates that a county may but is not required to allocate funds to a local government within the county; and WHEREAS pursuant to Miscellaneous Resolution #20187, Oakland County established an Oakland Together Local Government Partnership Grant program with an allocation of $35,000,000 of CARES Act - Coronavirus Relief Funds to provide an opportunity for Oakland County to aid local government jurisdictions experiencing a significant financial burden related directly to the COVID-19 public health emergency; and WHEREAS the Charter Township of Independence has demonstrated an eligible plan to utilize CARES Act funding in accordance with the U.S. Treasury guidelines in their reimbursement application. The eligible reimbursement application is included as "Attachment A"; and WHEREAS the Oakland Together Local Government Partnership Oversight Committee has reviewed the eligible plan and grant application from the Charter Township of Independence and recommends the disbursement of $493,567.20 from the Oakland Together Local Government Partnership Grant Program from CARES Act — Coronavirus Relief Funds; and WHEREAS the Board of Commissioners has previously approved an interlocal agreement with the Charter Township of Independence to participate in the Grant Program. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the eligible reimbursement application from the Charter Township of Independence and authorizes the disbursement of $493,567.20 from the Oakland Together Local Government Partnership Grant Program from CARES Act — Coronavirus Relief Funds. BE IT FURTHER RESOLVED that the Oakland County Clerk is requested to forward copies of this resolution to Oakland County Fiscal Services and the Charter Township of Independence. BE IT FURTHER RESOLVED that no budget amendment is required as the appropriation for the Oakland Together Local Government Partnership Grant Program was authorized with Miscellaneous Resolution #20187 adopted on June 4, 2020. Chairperson, we move for the adoption of the foregoing resolution. Commissioner Tom Middleton District #4 Commissioner M' ael Gingell District #1 REQUESTING SUSPENSION OF THE BOARD RULES FOR IMMEDIATE CONSIDERATION UNDER NEW BUSINESS Oakland Together COVID Support Fund Expenditure Submission Form Attachment A This online submission form is used by the following separate grant programs: m Local Government (cities, villages and townships) ® Libraries, Senior Centers and Community Centers ® School Districts Basic Guidelines ® Funds are made on a reimbursement basis and may only be made available if the above entities have expenses that meet the requirements of the federal CARES Act. Information and FAQs are available here. ® CVTs shall not submit an Expenditure Submission Form for any expense which is eligible to be covered by FEMA (Federal Emergency Management Agency) Public Assistance reimbursement grant. CVT may use funds to pay the 25%"cost share' or"local match" required with FEMA reimbursement once that amount is approved by FEMA. Review Best Practices for submissions here. Application ID 10954M Submission Contact Information Local Government Facility* G Municipality (CVT) r School C Library/Community Center/Senior Center What CVT are you located within?* Independence Twp Name* Wendy Hillman Title * (?) Finance Director Email* whillman@indtwp.com Verify Email* whiliman@indtwp.com Reenter email address Phone* 248-922-6204 Authorized Official Individual aunonzed to sign Intedocal Agreement Name* Patrick J. Kittle Title * (') Township Supervisor Email* pkittle@indtwp.com Verify Email* pkittle@indtwp.com Reenter email address Phone* 248-625-5111 Funding Information Payment Method* G Electronic (ACH) r Check Payment Financial Institution Information Name of Financial Institution* Nine -Digit Routing Transit Number* Verify Routing Transit Number* Account Number* Verify Account Number* You must obtain a correct Routing number from your bank for ACH transactions. This may not be the same as the routing number on your checks. Reenter routing transit number Reenter account number Account Type* G Checking C Savings I authorize Oakland County to deposit funds owed to the above payee/vendor by the County, by direct deposit (electronic funds transfer). Information provided must be for U.S. Financial Institutions only. I consent to and agree to comply with the National Automated Clearing House Association Rules and Regulations and Oakland County's policy regarding electronic funds transfers as they exist on this date or as subsequently adopted, amended, or repealed. Michigan law governs electronic funds transactions authorized by this agreement in all respects except as otherwise superseded by federal law. Expenditures Enter expenditure information in the fields below. Click "Add" for an additional set of fields to submit up to 3 separate expenditures. Expenditure ID 10954M-1 Expenditure Description* Payroll costs- Independence Fire Department - March 23, 2020-June 1, 2020 Expenditure Category* Payroll for Public Health and Safety Employees Date* 9/22/2020 Amount* $466,455.00 Compliance Explanation These payroll costs for public safety employees support the How is the expenditure connectedtothe COAD-19 provision of services that respond to the COVID-19 public pandemic ardor state or county health orders? health emergency. These WERE budgeted costs prior to Brieflysummarize or include cover memo March 27, 2020 however are presumed to be dedicated * costs to treating and preventing the spread of COVID-19. Compliance Records Payroll records with payroll summary. Financial records that demonstrate Compliance. Please use an excel spreadsheet as a cover to individual invoices (Compliance Records should be uploaded with Submission Form) Attachment* All expenditures must be supported by records sufficient to demonstrate that the amount of payments from the Fund have been in accordance with section 601 (d) of the Social Security Act. Reimbursement Request #4 - Fire Payroll 1.37MB 3.23.20-6.1.20.pdf (Uploaded documentation must be a single file of size 2 MB or less. Sating or scanning with a lower resolution (dpi) and monochrome can reduce file size.) Total Expenditure Amount $ 466,455.00 Compliance Requirements By submitting this Form the applicant affirms that it will abide by each of the following requirements when using Oakland Together COVID Support funds. Please check the box next to each requirement to confine your intent to abide by these * P The expenditure of the funds is necessary due to the public health emergency with respect to the Coronavirus Disease 2019 (COVID-19). (J The expenditures were not accounted for in the budget most recently approved as of March 27, 2020. j7 The expenditures were or will be incurred during the period that begins on March 1, 2020 and ends on December 30, 2020. * W The expenditures are not being used as revenue replacement for the Public Body to fill shortfalls in government revenue to cover expenditures that would not otherwise qualify under the CARES Act Coronavirus Relief Fund. Upon approval of this Form, the applicant will be provided with an Interlocal Agreement or Contract, which must be executed prior to the release of any funds, and which lists further requirements including but not limited to: • The applicant must agree to participate in the production of documents required by any future audit of the CARES Act program, and funds not spend in accordance with the Act must be returned to the County. • The applicant must agree that they have not received federal or state funds to cover these expenditures and in the event they receive direct funding from the federal or state government to cover these expenses, the county money will be returned. Oakland Together CORD Support Fund Expenditure Submission Form This online submission form is used by the following separate grant programs: • Local Government (cities, villages and townships) • Libraries, Senior Centers and Community Centers • School Districts Basic Guidelines • Funds are made on a reimbursement basis and may only be made available If the above entities have expenses that meet the requirements of the federal CARES Act. Information and FAQs are available here. • CVfs shall not submit an Expenditure Submission Form for any expense which is eligible to be covered by FEMA (Federal Emergency Management Agency) Public Assistance reimbursement grant. CVT may use funds to pay the 25%"cost share' or "local match" required with FEMA reimbursement once that amount is approved by FEMA. - Review Best Practices for submissions here. Application ID 10979M Submission Contact Information Local Government Facility* (- Municipality (CVT) r" School C Library/Community Center/Senior Center What CVT are you located within?* Independence Twp Name* Wendy Hillman Title*(?) Finance Director Email* whillman@indtwp.com Verify Email* whiliman@indtwp.com Re-enter email address Phone* 248-922-6204 Authorized Official InciNdual authorized to sign Intedocal Agreement Name* Patrick J. Kittle Title*(?) Township Supervisor Email* pkittle@indtwp.com Verify Email* pkittle@indtwp.com Re-enter email address Phone* 248-625-5111 Funding Information Payment Method* f• Electronic (ACH) r Check Payment Financial Institution Information Name of Financial Institution* Nine -Digit Routing Transit Number* Verify Routing Transit Number* Account Number* Verify Account Number* You must obtain a correct Routing number from your bank for ACH transactions This may not be the same as the routing number on your checks. Reenter routing transit number Re-enter account number Account Type* f• Checking C' Savings I authon7e Oakland County to deposit funds owed to the above payee/vendor by the County, by direct deposit (electronic funds transfer). Information provided must be for U.S. Financial Institutions only. I consent to and agree to comply with the National Automated Clearing House Association Rules and Regulations and Oakland County's policy regarding electronic funds transfers as they exist on this date or as subsequently adopted, amended, or repealed. Michigan law governs electronic funds transactions authorized by this agreement in all respects except as othermse superseded by federal law. Expenditures Enter expenditure information in the fields below. Click "Add" for an additional set of fields to submit up to 3 separate expenditures. Expenditure ID 10979M-1 Expenditure Description* COVID PPE, IT Support, Communication, Legal, etc for Townhall, FRS, DPW Expenditure Category* Personal Protective Equipment Date * 9/23/2020 Amount* $ 7,706.41 Compliance Explanation Unbudgeted expenses due to COVID pandemic, including How is the expenditure connected to the COVID-19 PPE for staff and public, additional cleaning services and pandemic andlor state or county health orders? supplies, legal fees, and IT support for remote working Briefly summarize or include cover memo environment. * Compliance Records Detailed spreadsheet wth invoice copies to be sent in Financial records that demonstrate Compliance. separate email due to size restriction. Please use an excel spreadsheet as a cover to individual invoices (Compliance Records should be uploaded with Submission Form) Attachment* All expenditures must be supported by records sufficient to demonstrate that the amount of payments from the Fund haw been in accordance with section 601 (d) of the Social Security Act. Reimbursment Request #5 - Summary.pdf 1.02MB (Uploaded documentation must be a single file of size 2 MB or less Sating or scanning with a lower resolution (dpi) and monochrome can reduce file size.) Total Expenditure Amount $ 7,706.41 Compliance Requirements By submitting this Form the applicant affirms that it will abide by each of the following requirements when using Oakland Together COVID Support funds. Please check the box next to each requirement to confirm your intent to abide by these * q The expenditure of the funds is necessary due to the public health emergency with respect to the Coronavirus Disease 2019 (COVID-19). * V The expenditures were not accounted for in the budget most recently approved as of March 27, 2020. * W The expenditures were or will be incurred during the period that begins on March 1, 2020 and ends on December 30, 2020. * W The expenditures are not being used as revenue replacement for the Public Body to fill shortfalls in government revenue to cover expenditures that would not otherwise qualify under the CARES Act Coronavirus Relief Fund. Upon approval of this Form, the applicant will be provided with an Interlocal Agreement or Contract, which must be executed prior to the release of any funds, and which lists further requirements including but not limited to, n The applicant must agree to participate in the production of documents required by any future audit of the CARES Act program, and funds not spend in accordance with the Act must be returned to the County. ® The applicant must agree that they have not received federal or state funds to cover these expenditures and in the event they receive direct funding from the federal or state government to cover these expenses, the county money will be returned. Oakland Together COVID Support Fund Expenditure Submission Form This online submission form is used by the following separate grant programs: • Local Government (cities, villages and townships) • Libraries, Senior Centers and Community Centers • School Districts Basic Guidelines • Funds are made on a reimbursement basis and may only be made available if the above entities have expenses that meet the requirements of the federal CARES Act. Information and FAQs are available here. • CVrs shall not submit an Expenditure Submission Form for any expense which is eligible to be covered by FEMA (Federal Emergency Management Agency) Public Assistance reimbursement grant. CVT may use funds to pay the 25% "cost share" or "local match" required with FEMA reimbursement once that amount is approved by FEMA. - Review Best Practices for submissions here. Application ID 11008M Submission Information Local Government Facility r Municipality (CVT) r School r Library/Community Center/Senior Center What CVT are you located within? Independence Twp Name Wendy Hillman Title Finance Director Email whillman@indtwp.com Phone 248-922-6204 Authorized Official Individual authorized to sign Interlocal Agreement Funding Information Name Patrick J. Kittle Title Township Supervisor Email pkittle@indtwp.com Phone 248-625-5111 Payment Method r• Electronic (ACH) r Check Payment Financial Institution Information Name of Financial Institution Nine -Digit Routing Transit Number Account Number Account Type t•' Checking r Savings I authorize Oakland County to deposit funds owed to the above payee/vendor by the County, by direct deposit (electronic funds transfer). Information provided must be for U.S. Financial Institutions only. I consent to and agree to comply with the National Automated Clearing House Association Rules and Regulations and Oakland County's policy regarding electronic funds transfers as they exist on this date or as subsequently adopted, amended, or repealed. Michigan law governs electronic funds transactions authorized by this agreement in all respects except as otherwise superseded by federal law. Expenditures Expenditure ID 11008M-1 Expenditure Description Payroll costs - Employees paid in full during quarantine leave Expenditure Category* Items Not Listed Above Date 9/30/2020 Amount $ 6,672.56 Compliance Explanation Employees Who were quarantined due to exposure or contracting COVID-19 were paid in full during their required quarantine. Although these were budgeted expenses, the employee was not working during this time off. Compliance Records Payroll report using FFCRA pay code. Attachment All expenditures must be supported by records sufficient to demonstrate that the amount of payments from the Fund have been in accordance with section 601 (d) of the Social Security Act. COVID Leave Paycode Report thru 26.64KB 09.30.2020.pdf Expenditure Approval fC Approved r Rejected Total Submitted Amount $ 6,672.56 Total Approved Amount $ 6,672.56 Compliance Requirements By submitting this Form the applicant affirms that it will abide by each of the following requirements when using Oakland Together COVID Support funds. Please check the box next to each requirement to confine your intent to abide by these 9 The expenditure of the funds is necessary due to the public health emergency with respect to the Coronavirus Disease 2019 (COVID-19). rJ The expenditures were not accounted for in the budget most recently approved as of March 27, 2020. W The expenditures were or will be incurred during the period that begins on March 1, 2020 and ends on December 30, 2020. W The expenditures are not being used as revenue replacement for the Public Body (CVT) to fill shortfalls in government revenue to cover expenditures that would not otherwise quality under the CARES Act Coronavirus Relief Fund. Upon approval of this Form, the applicant will be provided with an Interlocal Agreement or Contract, which must be executed prior to the release of any funds, and which lists further requirements including but not limited to: m The applicant must agree to participate in the production of documents required by any future audit of the CARES Act program, and funds not spend in accordance with the Act must be returned to the County. • The applicant must agree that they have not received federal or state funds to cover these expenditures and In the event they receive direct funding from the federal or state government to cover these expenses, the county money will be returned. Date Submitted 9/28/2020 Oakland Together COVID Support Fund Expenditure Submission Form This online submission form is used by the following separate grant programs. • Local Government (cities, villages and townships) • Libraries, Senior Centers and Community Centers • School Districts Basic Guidelines • Funds are made on a reimbursement basis and may only be made available if the above entities have expenses that meet the requirements of the federal CARES Act. Information and FAQs are available here. • CVTs shall not submit an Expenditure Submission Form for any expense which is eligible to be covered by FEMA (Federal Emergency Management Agency) Public Assistance reimbursement grant. CVT may use funds to pay the 25%16cost share' or "local match" required with FEMA reimbursement once that amount is approved by FEMA. - Review Best Practices for submissions here. Application ID 11010M Submission Information Local Government Facility t= Municipality (CVT) r School r Library/Community Center/Senior Center What CVT are you located within? Independence Twp Name Wendy Hillman Title Finance Director Email whillman@indtwp.com Phone 248-922-6204 Authorized Official Individual autImnzed to sign Intedocal Agreement Funding Information Name Patrick J. Kittle Title Township Supervisor Email pkittle@indtwp.com Phone 248-625-5111 Payment Method r Electronic (ACH) r Check Payment Financial Institution Information Name of Financial Institution Nine -Digit Routing Transit Number Account Number Account Type c Checking f Savings I authorize Oakland County to deposit funds owed to the above payee/vendor by the County, by direct deposit (electronic funds transfer). Information provided must be for U.S. Financial Institutions only. I consent to and agree to comply with the National Automated Clearing House Association Rules and Regulations and Oakland County's policy regarding electronic funds transfers as they exist on this date or as subsequently adopted, amended, or repealed. Michigan law governs electronic funds transactions authorized by this agreement in all respects except as otherwise superseded by federal law. Expenditures Expenditure ID 11010M-1 Expenditure Description COVID PPE, IT Support, Communication, etc for Fire, Townhall, PRS, DPW Expenditure Category* Personal Protective Equipment Date 9/30/2020 Amount $ 12,733.23 Compliance Explanation Unbudgeted expenses due to COVID pandemic, including PPE for staff, additional cleaning services and supplies, and IT support for remote working environment. Compliance Records Detailed spreadsheet with invoice copies to be sent in separate email due to size restrictions. Attachment All expenditures must be supported by records sufficient to demonstrate that the amount of payments from the Fund have been in accordance with section 601 (d) of the Social Secunty Act #7 Upload.pdf 179.27KB Expenditure Approval (: Approved r Rejected Total Submitted Amount $ 12,733.23 Total Approved Amount $ 12,733.23 Compliance Requirements By submitting this Form the applicant affirms that it will abide by each of the following requirements When using Oakland Together COVID Support funds. Please check the box next to each requirement to confine your intent to abide by these V The expenditure of the funds is necessary due to the public health emergency with respect to the Coronavirus Disease 2019 (COVID-19). W The expenditures were not accounted for in the budget most recently approved as of March 27, 2020, Resolution #20486 October 21, 2020 Moved by Hoffman seconded by Powell to suspend the rules and vote on Miscellaneous Resolutions #20471 through #20497 and #20499 through #20514 - Board of Commissioners — Approval of Interlocal Agreement/Application for Disbursement with (Jurisdiction) for Distribution of CARES Act Funding. A sufficient majority having voted in favor, the motion to suspend the rules and vote on Miscellaneous Resolutions #20471 through #20497 and #20499 through #20514 - Board of Commissioners — Approval of Interlocal Agreement/Application for Disbursement with (Jurisdiction) for Distribution of CARES Act Funding carried. Moved by Hoffman seconded by Powell resolutions #20471 - #20497 and #20499 - #20514 be adopted. Discussion followed. Vote on resolution: AYES: Gershenson, Hoffman, Jackson, Kochenderfer, Long, Luebs, Markham, McGillivray, Miller, Nelson, Powell, Quarles, Spisz, Taub, Weipert, Woodward, Zack. (17) NAYS: None. (0) A sufficient majority having voted in favor, the resolution was adopted. La�- I HEPrcBY tt ! THIS `-X O LS' ON CHIEF- DEPUTY COUNTY ACTING PUFISUANT TO MCL 45.559A M STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on October 21, 2020, with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of the Circuit Court at Pontiac, Michigan this 21a day of October, 2020. Lisa Brown, Oakland County