HomeMy WebLinkAboutRESOLUTIONS-2003-069-R-0310/17/2003
69-R-03
A RESOLUTION
Authorizing the City Manager to
Sign an Intergovernmental Agreement
With the Township of Evanston
For Emergency Assistance Services
WHEREAS, the City Council of the City of Evanston ("City") determined it was in
the best interest of the City to transfer Emergency Assistance Services to the Township
of Evanston ("Township"); and
WHEREAS, the City and Township entered into an Intergovernmental
Agreement on June 11, 2002 to transfer Emergency Services to the Township; and
WHEREAS, the City and Township are desirous of continuing said
Intergovernmental Agreement for the Township to provide such services; and
• WHEREAS, the City Council of the City of Evanston has determined it is in the
best interests of the City of Evanston to continue said Agreement,
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF EVANSTON, COOK COUNTY, ILLINOIS:
SECTION 1: That the City Manager is hereby authorized to sign and the City
Clerk hereby authorized to attest to the Intergovernmental Agreement with the
Township of Evanston for Emergency Assistance Services, attached as Exhibit A.
SECTION 2: That the City Manager is hereby authorized and directed to
negotiate any additional conditions of the Intergovernmental Agreement as may be
determined to be in the best interests of the City.
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69-R-03
SECTION 3: That this Resolution shall be in full force and effect from and after
its passage and approval in the manner provided by law.
c� •
L/ Lorraine H. /orton, Mayor
ATTEST:
Clerk
Adopted: N t t,R-A K &-k- 0 , 2003
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City of Evanston / Township of Evanston
Emergency Assistance Services
Intergovernmental Agreement
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This contract is comprised of the following:
Section I. The scope of program services/agreement
II. General requirement
III. Reimbursement process and requirements
IV. Specific program requirements
I. The scope of program services and agreement
The Township of Evanston ("The Township") and The City of Evanston ("The City") desire to
enter into an intergovernmental agreement. As the contractor, The Township, shall provide emergency
assistance services for residents of Evanston in the manner defined herein:
The purpose of the Emergency Assistance Services (EAS) program is to provide relief to Evanston
residents in times of hardship. EAS is a comprehensive program that provides: needs assessment,
financial and other resource assistance, referral services and case management.
The EAS program provides short-term assistance to residents with an immediate/imminent financial
• crisis relating to basic food and other household needs. In addition, case managers provide referrals for
clients needing other services in the community, helping them to stabilize their economic situations and
meet their long term needs. EAS will also be part of a comprehensive effort to stabilize families and
individuals and support the recipient's efforts to obtain self sufficiency.
A. Length of Agreement
March 1, 2003 — February 28', 2005
B. Amount of Appropriation Funds to the Contractor
The City agrees to reimburse the Township up to $110,000 for services rendered during each City fiscal
year. Monies received will be based on monthly invoice totals paid as monthly reimbursements from
the City.
C. The City will reimburse The Township for the following:
Maximum Benefits
Housing - Up to $500 per household once every 12 months
Food - Must meet Federal Poverty Guidelines. See attachment "A".
. 1. Applicant meeting 125% of federal poverty guidelines and/or
2. EAS Case Management determination of need but not to exceed computation
chart. See attachment "A".
D. Requests for reimbursement, for service payments, will be submitted monthly by the Township. The
reimbursement schedule is provided in attachment "B".
II. The General Program Requirements •
A. Services to be provided by The Township. All recipients of these services must be City of Evanston
residents. Funds for the EAS program will be used to provide services for the following programs: (1)
Housing -Rental Assistance; (2) Emergency Food Voucher.
The Township staff will conduct a need(s) assessment of the applicants'. The EAS program staff will
determine the amount of services and the outcome. The program criteria areas follows but not limited
to:
Loss of income
Income interruption
Medical Interruption
Pending Employment
Besides the need assessment/determination, the staff will make appropriate referrals to support agencies
such as: Social Security, the Illinois Department of Human Services, Food Pantries, Homeless Shelters,
etc. These support services should increase the recipient's knowledge regarding other social services
and benefiting programs. The EAS staff will make referrals to other agencies for services in order to
address the recipient's concern in areas of education, employment, child care and other needs.
B. The Township agrees to comply with all provisions of the American's With Disabilities Act of 1990
(ADA).
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C. The Township will assist in providing written and verbal translation during the application for services
as well as case management for all residents of Evanston with limited English language proficiency.
III. Reimbursement process and requirements
A. Monthly Payments. Reimbursements are made to the Township monthly for the cost of each invoice
amount. The invoices will be submitted according to the schedule/dates shown in attachment "B".
Payments to the Township will be issued every 30 days.
B. Monthly Reporting. The Township will submit the Outcome Service Reports no later than the fifth
day of each month and include the following:
• See attachment "C" for example of report.
• Total itemized expenditures for: housing, and food.
• Total number of recipients serviced/benefited.
• Names, dates, social security numbers, voucher numbers, etc.
C. Administration Cost The Township may bill the City of Evanston up to $25,000 of administrative
costs for each fiscal year of the contract based on a determination by the Township Supervisor of
financial need. The Township may submit a bill for these costs no earlier than the last 60 days of too
contract year.
D.' Record Keeping. The Township will maintain records in accordance with the following guidelines.
1. The City of Evanston and Township of Evanston will both maintain client confidentiality in the
administration and public reporting of this program.
2. The Township EAS staff will maintain confidentiality of all recipient records and will only share
• information with other service providers in seeking additional service for the recipient.
3. Recipients must sign authorization for the release of information and that document must stay on
file.
4. The Township of Evanston & The City of Evanston, Department of Health & Human Services
agrees to be available and mutually supportive of each other in the implementation of the terms
of this contract.
5. The Township agrees to cooperate in any monitoring program implemented or developed by the
City as it relates to the EAS program.
6. The Township will provide the City on a monthly basis a spread sheet that contains pending
food and housing transactions for the current month. See attachment "D". The pending report is
sent via email. Due dates for the pending report is described in attachment `B". Using the data
information listed in attachment "C".
7. The Township will maintain demographic data on all EAS program recipients. The information
will include name, social security number, current address, ward, date of birth, gender, ethnicity,
date of last service received, services needed and number of members in household.
IV. The specific program requirements
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Unspent funds may not be carried over from one City fiscal year to another. Funding for the second
year of this agreement is contingent upon budget approval of the Evanston City Council and the
Evanston Township Trustees.
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IN WITINESS, WHEREOF the parties have executed this agreement
City of Evanston:
Roger Crum
City Manager
Contractor:
Date Township Supervisor
Date
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EMERGENCY ASSISTANCE SERVICES
COMPUTATION CHART BREAKDOWN
FOOD ASSISTANCE
MONTH
TWO WEEK ONE WEEK
DAY
1 =
$135.00
$67.50
$33.75
$6.75
2 =
$248.00
$124.00
$62.00
$12.40
3 =
$356.00
$178.00
$89.00
$17.80
4 =
$452.00
$226.00
$113.00
$22.60
5 =
$537.00
$269.00
$134.00
$26.80
6 =
$644.00
$322.00
$161.00
$32.20
If_
$712.00
$356.00
$178.00
$35.60
8 =
$814.00
$407.00
$204.00
$41.00
9 =
$916.00
$458.00
$229.00
$46.00
10 =
$1,018.00
$509.00
$255.00
$51.00
Attachment A
s
Attachment B
*Request for Reimbursement Intergovernmental Agreement Reference
Monthly Invoices Section III. - B. C.
Will be submitted to the
City of Evanston the seventh day
Of each month.
Pending
Monthly Reports
Section III - B. C.
Due Dates and Designation
March 7, 2003 A. Dean
April 7, 2003
May 7, 2003 •
June 7, 2003
July 7, 2003
August 7, 2003
September 7, 2003
October 7, 2003
November 7, 2003
December 7, 2003
January 7, 2004
February 7, 2004
March 7, 2003
April 7, 2003
May 7, 2003
June 27, 2003
July 28, 2003
August 27, 2003
September 26, 2003
October 27, 2003
November 24, 2003
December 23, 2003
January 27, 2004 •
February 26, 2004
*In order to process payments expediently. Monthly invoices should be in no later than the
Tin day of the month for the following month reimbursement.
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