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HomeMy WebLinkAboutItem 06.q Date: Item No. CENTER FOR TECH AND CIVIC LIFE GRANT AGREEMENT 2020 FEDERAL ELECTION FUNDING Proposed Action Staff recommends adoption of the following motion: Move to approve an agreement with Center for Tech & Civic Life (CCTL) regarding the use of a 2020 CCTL grant for Federal Election costs. Overview The Center of Tech and Civic Life (CTCL) made available funds to help local election offices secure staffing, training, safety equipment, and additional resources necessary to ensure a safe and secure 2020 election where all votes are counted. The City of Lakeville applied for the grant in order to use on temporary staffing and absentee voting costs (primarily postage). The attached agreement indicates Lakeville will be provided funds in the amount of $16,274. Primary Issues to Consider • How can these funds be used? The use of the grant funds is restricted to the following: (1) temporary staffing; (2) vote-by-mail/absentee voting equipment or supplies. Supporting Information • Center for Tech and Civic Life Grant Agreement Financial Impact: $16,274 Budgeted: Y☐ N☒ Source: Related Documents: (CIP, ERP, etc.): Envision Lakeville Community Values: Good Value for Public Services Report Completed by: Char Friedges, City Clerk October 5, 2020 September 30, 2020 Lakeville City, Minnesota City Administrator 20195 Holyoke Ave Lakeville, MN 55044-8339 Dear Justin Miller, I am pleased to inform you that based on and in reliance upon the information and materials provided by Lakeville City, the Center for Tech and Civic Life (“CTCL”), a nonprofit organization tax-exempt under Internal Revenue Code (“IRC”) section 501(c)(3), has decided to award a grant to support the work of Lakeville City (“Grantee”). The following is a description of the grant: AMOUNT OF GRANT: $16,274.00 USD PURPOSE: The grant funds must be used exclusively for the public purpose of planning and operationalizing safe and secure election administration in Lakeville City in 2020 (“Purpose”). Before CTCL transmits these funds to Grantee, CTCL requires that Grantee review and sign this agreement (“Grant Agreement”) and agree to use the grant funds in compliance with the Grant Agreement and with United States tax laws and the laws and regulations of your state and jurisdiction (“Applicable Laws”). Specifically, by signing this letter Grantee certifies and agrees to the following: 1. Grantee is a local government unit or political subdivision within the meaning of IRC section 170(c)(1). 2. This grant shall be used only for the Purpose described above, and for no other purposes. CENTER FOR TECH & CIVIC LIFE 233 N. MICHIGAN AVE., SUITE 1800 CHICAGO, IL 60601 HELLO@TECHANDCIVICLIFE.ORG PAGE 2 3. Grantee has indicated that the amount of the grant shall be expended on the following specific election administration needs: Temporary staffing and Vote-by- mail/Absentee voting equipment or supplies. Grantee may allocate grant funds among those needs, or to other public purposes listed in the grant application, without further notice to or permission of CTCL. 4. Grantee shall not use any part of this grant to make a grant to another organization, except in the case where the organization is a local government unit or political subdivision within the meaning of IRC section 170(c)(1) or a nonprofit organization tax-exempt under IRC section 501(c)(3), and the subgrant is intended to accomplish the Purpose of this grant. Grantee shall take reasonable steps to ensure that any such subgrant is used in a manner consistent with the terms and conditions of this Grant Agreement, including requiring that subgrantee agrees in writing to comply with the terms and conditions of this Grant Agreement. 5. The grant project period of June 15, 2020 through December 31, 2020 represents the dates between which covered costs may be applied to the grant. The Grantee shall expend the amount of this grant for the Purpose by December 31, 2020. 6. Grantee is authorized to receive this grant from CTCL and certifies that (a) the receipt of these grant funds does not violate any Applicable Laws, and (b) Grantee has taken all required, reasonable and necessary steps to receive, accept and expend the grant in accordance with the Purpose and Applicable Law. 7. The Grantee shall produce a brief report explaining and documenting how grant funds have been expended in support of the activities described in paragraph 3. This report shall be sent to CTCL no later than January 31, 2021 in a format approved by CTCL and shall include with the report a signed certification by Grantee that it has complied with all terms and conditions of this Grant Agreement. 8. This grant may not supplant previously appropriated funds. The Grantee shall not reduce the budget of the City Clerk (“the Election Department”) or fail to appropriate or provide previously budgeted funds to the Election Department for the term of this grant. Any amount supplanted, reduced or not provided in contravention of this paragraph shall be repaid to CTCL up to the total amount of this grant. 9. CTCL may discontinue, modify, withhold part of, or ask for the return all or part of the grant funds if it determines, in its sole judgment, that (a) any of the above terms and conditions of this grant have not been met, or (b) CTCL is required to do so to comply with applicable laws or regulations. 10. The grant project period of June 15, 2020 through December 31, 2020 represents the dates between which covered costs for the Purpose may be applied to the grant. Your acceptance of and agreement to these terms and conditions and this Grant Agreement is indicated by your signature below on behalf of Grantee. Please have an authorized CENTER FOR TECH & CIVIC LIFE 233 N. MICHIGAN AVE., SUITE 1800 CHICAGO, IL 60601 HELLO@TECHANDCIVICLIFE.ORG PAGE 3 representative of Grantee sign below, and return a scanned copy of this letter to us by email at grants@techandciviclife.org. On behalf of CTCL, I extend my best wishes in your work. Sincerely, Tiana Epps Johnson Executive Director Center for Tech and Civic Life CENTER FOR TECH & CIVIC LIFE 233 N. MICHIGAN AVE., SUITE 1800 CHICAGO, IL 60601 HELLO@TECHANDCIVICLIFE.ORG PAGE 4 GRANTEE By: __________________________ Title: ________________________ Date:_________________________