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TO: Mayor Richard C. Irvin
FROM: Daniel Barreiro, Chief Community Services Officer
DATE: March 2, 2020
SUBJECT:
Resolution approving agreements with subgrantees: African American Men of Unity, Aurora Township Youth Services, Rita's Ministries and the YWCA Metropolitan Chicago for 2020 Census outreach services not to exceed total of $100,000.00.
PURPOSE:
City Council approval is needed to authorize the Purchasing Director to execute four sub-grantee agreements for 2020 Census outreach services. The four subgrantees include African American Men of Unity, Aurora Township Youth Services, Rita's Ministries and the YWCA Metropolitan Chicago.
BACKGROUND:
The City of Aurora established a Complete Count Committee by resolution on June 19, 2019 (R19-173). The committee convened its first meeting on June 26 and established sub-committees on September 25, 2019. The sub-committees consist of the Communications / Technology, Education, Community Based, Business and Faith Based working groups. After the establishment of the sub-committees, meetings were held to develop strategies by subcommittees which were incorporated in the Aurora Complete Count Committee 2020 Census Action Plan. The plan calls for many outreach activities. In order to have additional capacity to conduct these outreach efforts, subgrantees are needed.
The City of Aurora applied for and received funding from different sources to support Census outreach activities: Forefront Grant ($40,000), Illinois Secretary of State ($87,500) and the Metropolitan Mayors Caucus ($30,000). In addition, a provision of $25,000 was included in the 2020 city budget. Out of the $182,500 in resources to support Census outreach, $100,000 is designated for personnel. When the grants were written, the intention was to engage the services of local community partners to provide boots on the ground. This is a best practice and considered essential. We need to rely on our trusted partners to assist with the outreach portion of complete count strategies.
DISCUSSION:
The 2020 budget of $150,000.00 in account 101-1302-419.50-88 includes $100,000 for these services. In addition, Fox Valley United Way is serving as the fiscal agent for the funds received from Forefront ($40,000).
A call for proposals was issued on December 23, 2019. The RFP was sent to the city's list of partner agencies as well as all Complete Count Committee members. The distribution list included over 450 individuals representing over 75 organizations. The application deadline was on January 10, 2020. A total of four proposals were received. After review of the proposals and in person meetings with each organization, all four organizations were recommended to serve as subgrantees for Census outreach services.
The four organizations are known to the City. We have worked with them in the past in various capacities. Two of the organizations receive funds from the City's Quality of Life Grants and Neighborhood Festival Fund programs. One is a member of the Complete Count Committee and another is a recipient of grant funds for Census outreach in the Chicago metro area.
The subgrantee award recommendations consist of the following: African American Men of Unity ($24,500), Aurora Township Youth Services ($20,000), Rita's Ministries ($5,000) and the YWCA Metropolitan Chicago ($20,000). The overall pool of funds is $100,000. However, some subgrantees might spend less than their award while some might need additional funds depending on the amount of services provided. Therefore we are requesting the authorization to adjust the contracts up or down but not to exceed $45,000 individually or $100,000 in aggregate. All subgrantee expenditures will be covered by the grants received. All subgrantess will be reimbursed for services performed. All requests for payment will detail grant related activities along with performance measures. This information is need to report back to funders.
Census 2020 outreach expenditures are budgeted in account 101-1302-419.50-88 ($108,000). Grants will be placed in account 101-1302-334.30-02 ($87,000) and 101-1302-337.30-25 ($30,000) from the Illinois Secretary of State and the Metropolitan Mayors Caucus respectively. The grant award from the Metropolitan Mayors Caucus was received in late December 2019 requiring a budget amendment in 2020. Fox Valley United is the fiscal agent for the Forefront grant and will make expenditures up to an additional $40,000.
IMPACT STATEMENT:
The award of these subgrantees will have a significant impact on the City of Aurora and the community. In order to ensure that Aurora has a complete count, additional resources are needed. The four subgrantees will be able to provide boots on the ground and help implement the outreach portion of the 2020 census in many areas including the dissemination of information, staffing of census Questionnaire Assistance Centers, door to door canvassing, attending community events, etc.
A complete count will ensure that the City of Aurora does not lose any funds it receives from the State of Illinois and the Federal government that are based on a per capita basis. These shared revenues are used for the General and MFT fund expenditures. An undercount could result in a reduction of funds in the millions adversely impacting the city's current level of services.
RECOMMENDATIONS:
Staff recommends approval of this resolution to authorize the Purchasing Director to execute the four attached subgrantee contracts.
cc: Public Health, Safety and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Awarding Four Subgrantee Contracts for Census 2020 Outreach Services Not to Exceed $100,000
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora has established a Complete Count Committee to ensure that a complete count is achieved in the 2020 Census; and
WHEREAS, a complete count benefits the City of Aurora and its residents on many levels including receiving the maximum amount of funding for various programs, services and construction projects; and
WHERE as a complete count will also impact representation at the Federal, State and local level, and
WHEREAS, the City of Aurora has received private and state grants to support Census 2020 outreach initiatives; and
WHEREAS, the City of Aurora Complete Count Committee is in need of support for various outreach efforts; and
WHEREAS, the City sent out request for proposal to find partners for the 2020 Census Outreach; and
WHEREAS, the 2020 budget of $108,000.00 in account 101-1302-419.50-88 includes funding for these activities; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the city Council authorize the Purchasing Director to execute agreements with African American Men of Unity, Aurora Township Youth Services, Rita's Ministries and the YWCA Metropolitan Chicago for 2020 Census outreach services not to exceed total of $100,000.00.