FINANCIAL BUSINESS REQUEST (FBR)
Motion/Request:
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MOTION to appropriate $6,760.78 to Account 21014301-53342-T0001 (Town Green Upgrade) from Account 21090305-58915 (Undesignated) to cover the deficit of the Town share of STEAP grant funding not eligible to be covered by ARPA funding.
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Background:
Supplemental funding was sought to cover the Town matching share of expenses for the State STEAP grant. At their meeting of February 9, 2022, the Town Council appropriated $75,000 from the ARPA funds allotted to the Town to cover the matching funds and other Town Green improvements.
The $75,000 was appropriated to a new account, 21014301-53342-G0014 (Town Green Upgrade), created for ARPA funds accountability. The deficit in 21014301-53342-T0001 (the original account established for the Town share of STEAP funds) had grown to $21,393.64.
As it turns out, by fixed inception date of ARPA fund eligibility, March 3, 2021, only $10,164.30 of these expenses are ARPA-eligible, leaving a remaining deficit of $11,229.34. A residual amount of $4,468.56 was left in the original capital account, 21090305-53342 (Town Green Upgrade), established by $70,000 appropriation by Town Council action at their meeting of November 13, 2019.
Applying these funds by transfer has brought the outstanding deficit to $6,760.78. This is the amount that remains to be reconciled.
Department Comment/Recommendation:
I recommend reconciliation of this remaining deficit in Account 21014301-53342-T0001 by an appropriation from undesignated capital funds.
Finance Director Comment/Recommendation:
The Undesignated account in the CNR fund has a current, unencumbered balance of $494,821.78
Mayor Comment/Recommendation:
I support this action to close out the STEAP 2020 grant.
Meeting Action Detail:
Town Council Meeting 10/12/2022:
File #: 22446 Version: 1
Type: Financial Business Request (FBR)
Title: MOTION to appropriate $6,760.78 to Account 21014301-53342-T0001 (Town Green Upgrade) from Account 21090305-58915 (Undesignated) to cover the deficit of the Town share of STEAP grant funding not eligible to be covered by ARPA funding.
Moved: Saums Seconded: Ingalls
Action: Approved
Minute Note:
Moved by Councilor Saums, seconded by Councilor Ingalls
Discussion: Councilor Saums provided some background stating the town received a $124,000 STEAP Grant for the Town Green Improvements initiative. He stated to receive the Grant Funding the town was required to provide a local match. He stated the town decided to use some of the American Rescue Plan Act (ARPA) funding as the town’s match. However, he stated there were some expenses in the amount of $6,760.78 that were not ARPA eligible. Therefore, he stated this request was to appropriate $6,760.78 from
Account #21090305-58915 (Undesignated) to cover the expenses.
VOTE: 7 - 0 Approved and so declared
Action: Approved
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Finance Committee Meeting 10/5/2022
File #: 22446 Version: 1
Type: Financial Business Request (FBR)
Title: MOTION to appropriate $6,760.78 to Account 21014301-53342-T0001 (Town Green Upgrade) from Account 21090305-58915 (Undesignated) to cover the deficit of the Town share of STEAP grant funding not eligible to be covered by ARPA funding.
Mover: Saums Seconder Ingalls
Action: Recommend to Approve
Minute Note:
Moved by Councilor Saums, seconded by Councilor Ingalls
Discussion: Public Works Director/Town Engineer Steve Masalin explained that because of the various funding sources that were involved to facilitate the Town Green Upgrade Project that it was quite complicated to review the project in detail. However, he provided a brief overview as follows:
• Supplemental funding was sought to cover the Town’s matching share to be eligible to receive the funding from the State Small Town Economic Assistance Program (STEAP) Grant f or the Town Green Upgrade Project.
• $75,000 of American Rescue Plan Act (ARPA) was appropriated at Town Council’s February 9, 2022 meeting to cover the town’s matching funds and for the other Town Green miscellaneous improvements. The $75,000 ARPA Funding was appropriated to a new Account # 21014301-53342-G0014 (Town Green Upgrade) that was created for ARPA funds accountability.
Mr. Masalin went on to explain that as it turned out, the expenses, to meet the ARPA-eligible criteria, needed to be incurred after March 3, 2021. He stated because the Town Green Upgrade Project was underway prior to the ARPA Funding Program that not all of the expenses were actually ARPA-eligible. He explained that they had a balance in the amount of $4,468.56 from the original $75,000 ARPA allocation in the new Account # 21014301-53342-G0014 (Town Green Upgrade) that had been designated as the town’s match for the STEAP Funding. He stated the remaining $4,468.56 would be used to complete on-going Town Green Improvements. He stated after all the transfers of residual funds from the various funding sources and after reconciling all of the Town Green Accounts that there was an outstanding balance in the amount of $6,760.78.
Mayor Allyn, III, stated the town received a $124,000 STEAP Grant for the Town Green Improvements initiative.
Councilor Ingalls asked what the Town Green Improvements included. Mr. Masalin stated between the STEAP Grant and town-share the following improvement work was done at the Town Green:
• Complete refiguration of the Town Green
• Parking Area & Lights
• Guide Rails
• Conduit and Electrical Work
• Picnic Tables and Fixed Grills
• Enclosure for dumpster
• Pole Barn Roof
• Pole Barn - reset the rotting poles (sonic tubes, etc.)
• Reseeded Upper Town Green (landscaping was done by a landscaping contractor)
Mr. Masalin noted the outstanding work that needed to be completed included:
• Holdridge Pavilion Roof (currently under contract)
• Refinish/re-coat poles
• Pole Barn asphalt handicap parking
Mr. Masalin stated because the Town Green was under the Parks & Recreation Administrative Control that they may want to do a few more projects to the area once the major improvement work has been completed.
VOTE: 2 - 0 Approved and so declared
Action: Recommend to Approve