2012/09/26 Council Agenda Packet

' h • Grant Agreement e een the CITY OF EVERETT And SOUTH FOREST PARIC NEIGHBORHOOD ASSOCIATION I. PROJECT The Association will perform the Project described in Exhibit A("Project"). The Project will be performed by the Association between September 5,2011,the beginning date,and September 5,2012,the completion date("Project Period"). 2. FINANCE A. PROJECT BUDGET A. The Association prepared and submitted the Project Budget attached as Exhibit B,which is incorporated herein by reference. The City will reimburse the Association for its costs actually incurred during the Project Period to perform the Project to a maximum of$5,210. The City cannot advance any funds. To obtain reimbursement,the Association must submit a request for 114 reimbursementin the form attached in Exhibit C. Reimbursement requests may be made no more often than once every thirty days. Copies of vouchers, invoices,receipts,salary and wage summaries, or other acceptable documentation must be attached to the reimbursement request. The City will not process requests for reimbursement without supporting documentation . B. If the Association desires to change the Project Budget,the Association should obtain the City's written approval before incurring any expenses pursuant to the revision. The City will not 05/. be responsible for any overruns and/or revisions incurred without prior City approval,unless such cost overruns result from requests by the City to change the scope of work of this Agreement or are the result of budget revisions made by the City. Budget revisions that change the total amount awarded or significantly redirect the money from one cost category to another may not be made without an executed amendment to this Agreement. For this purpose,changes that redirect more than ten percent(10%)of the total Neighborhood Project Fund award between cost account categories, such as from personnel items to capital items,will be considered significant enough to ; require an amendment. Smaller shifts of dollars between line items or cost account categories maybe approved verbally. Where the activities of this project are expected to yield income to the project from sales of tickets or otherwise,that cash should be considered as match and offset expenses of the project. Where excess income is generated from sale of materials during or after the term of this Agreement,the Association will use the excess income to benefit the Project,with the City's written permission. - C. The Association shall submit a Project Progress Report and Match Expended Statement with • each invoice to Office of Neighborhoods,using the forms provided in Exhibit C. The Association shall also submit any materials that document the progress of the project including: project meeting or event flyers,project meeting minutes,draft reports,final reports,work party photographs,construction timelines,job descriptions,Association contracts,and design drawings. Minimum community match is required. The Association shall insure that the community match • 22