Clay Regional GrantSAMUEL L. MOORE & ASSOCIATES, INC.
CONSULTING ENGINEERS
6363 Hollister Drive
Speedway, Indiana 46224
(317) 293 -4204
(317) 293-4205
February 9, 1988
Honorable Dorothy Hancock, Mayor
City of Carmel
City Hall
40 East Main Street
Carmel, IN 46032
Samuel L. Moore, P.E., President
Cecil L. Whitaker, P.E., Vice President
Rebecca L. Moore, Secretary- Treasurer
RE: IDOC Grant C -85 -003
Clay Township Regional Waste District
Dear Mayor Hancock:
It is time to commence the Closure of the IDOC Grant.
This letter will review the chronology of events that will
occur.
First, the Clay Township Regional Waste District will
transfer their excess funds in the amount of $3,098.80 to the
City of Carmel CTRWD Commence Fund increasing the balance to
$4,098.80.
Second, the City of Carmel will execute and transmit the
attached (1) Grantee Cumulative Cost Report; (2) Federal Cash
Statement; and (3) Final Grantee Performance Report.
Third, the Indiana Department of Commerce will send their
Contract CPA firm, Haynes, Fenimore & Hall, to audit the
Grant.
Fourth, the City of Carmel will pay Haynes, Fenimore &
Hall for the audit out of the Commerce Funds when they submit
the claim. The maximum amount by Contract is $1,400.00.
Fifth, after all audit findings have been resolved the
City of Carmel will submit a final close out report (prepared
by Samuel L. Moore & Associates, Inc.), which includes the
Certificate of Completion. The certificate will be accompanied
by a check to the I . D .O. C . in the amount of $2,698.80 and the
Commerce Fund Account closed.
Mayor Hancock
February 9, 1988
Page 2
Please notify me when the accountants come, as I will need
to assist them in arrangements for checking the CTRWD portion
of the project.
Very truly yours,
SAMUE L. MOORE & ASSOCIATES, INC.
Samuel L. Moore, P.E.
President
SLM /cpc
cc: Haynes, Feminore & Hall
Michael R. Shaver
Susan Jones
Robert F. Campbell
STATE OF INDIANA
DEPARTMENT OF COMMERCE
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
STATUS OF FEDERAL CASH STATEMENT
1. GRANTEE NAME:.
City of Carmel
2. GRANTEE ADDRESS:
40 East Main Street
Carmel, IN 46032
3.
GRANTEE PHONE NUMBER: 844 -6433
4.
GRANT NUMBER: C -85 -003
5. GRANT PERIOD:
FROM: 1/16/86 TO: 12/31/87
6.
GRANT AMOUNT: $467■800.00
COMPUTATION OF SURPLUS (DEFICIT) CASH BALANCE:
7. TOTAL CASH DRAWDOWNS RECEIVED $ 459229.00
8. TOTAL PROGRAN.INCOME RECEIVED - --
9. TOTAL OTHER INCOME RECEIVED M
10. TOTAL CASH RECEIVED UNDER
THE GRANT (LINES 7 +8 +9) $ 459,1229.00
11. TOTAL CASH EXPENDITURES UNDER THE GRANT 4450_30.20
12. AUDIT FEES TO BE INCURRED 1,1400.00
13. TOTAL EXPENDITURES TO BE INCURRED UNDER THE
GRANT (LINES 11 +12) 456,1530.20
14. SURPLUS (DEFICIT) CASH BALANCE
(LINE 10 LESS 13) 2,,698.80
15. ADDITIONAL DRAWDOWN TO BE REQUESTED $ 0
16. AMOUNTS PREVIOUSLY REFUNDED BY GRANTEE ---
17. AMOUNT TO BE REFUNDED BY .GRANTEE
(LINE 14 LESS 16) $ 2,,698.80
18. TOTAL FUNDS TO BE EXPENDED FOR THE PROJECT INCLUDING
GRANT AND NON - GRANT FUNDS $80,1185588
19. PERCENT 'O OF TOTAL PROJECT TO BE LEVERAGED WITH
GRANT FUNDS 99.43 Z
20. REMARKS:
j CHECK IF CONTINUED ON ADDITIONAL SHEET AND ATTACH.
21. CERTIFICATION
I certify that to the best of my knowledge and belief this report is true in all respects
and that all disbursements have been made for the purpose and conditions of the grant
agreement.
TYPED NAME: %'rothy Hancock TITLE: Mayor
SIGNATURE: /`,``AL /, DATE :J%0T
/ I
STATE OF INDIANA
DEPARTMENT OF COMMERCE
COMMUNITY. DEVELOPMENT BLOCK GRANT PROGRAM
GRANTEE PERFORMANCE REPORT
COVER SHEET
I.
GRANTEE NAME:
City of Carmel
2. GRANTEE ADDRESS:
City of Carmel
City Hall
CarM8T in4�153get
l
3.
GRANTEE PHONE NUMBER:
317 -844 -6433
4. GRANT NtTh ER:
C -85 -003
5.
GRANTEE CERTIFICATION:
The grantee's authorized official representative certifies that:
a. To the best of its knowledge and belief the data in this Report was true and
correct as of the date of the report on Item 8.
b. The records described in 24 CFR Part 570.497 are being maintained and will be
made available .upon request.
c. Federal assistance made available under the CDBG program is not being utilized
to substantially reduce the amount of local financial support for community.
development activities below the level of such support prior to the start of
the CDBG being reported here.
d. The grantee is in compliance with all Federal regulatory provisions included
in the grantee's certifications and assurances incorporated into the grant
agreement with the Indiana Department of Commerce.
e. The grantee is in compliance with all other applicable state or Federal
regulatory provisions.
6.
TYPED NAME AND TITLE OF GRANTEE'S AUTHORIZED REPRESENTATIVE:
Dorothy Hancock,f Mayor
7.
SIGN URE OF GRANTEE'S AUTHORIZED REPRESENTATIVE:
. A__ K-,t) V/ ' 0
8. DATE:
17"//
9.
DO NOT USE m SPACE. FOR DEPARTMENT OF COMMERCE USE ONLY.,
DOC REVIEW PERFORMED BY: DATE:
QUESTIONS OR COMMENTS:
STATE OF INDIANA
DEPARTMENT OF COMMERCE
COMMUNITY DEVELOPMENT. BLOCK GRANT PROGRAM
GRANTEE PERFORMANCE REPORT ,.
TABLE I
GRANT PROGRESS
. GRANTEE NAME:
City of Carmel:
DATE PROJECT YEAR BEGAN:
1/16/86
3. DATE OF MOST RECENT
MODIFICATION:
N/A
4.. GRANT NUMBER:
C- 85-003
ESTIMATED
COMPLETION
DATE:
5. EXPENSE ACCOUNTS:
ACTIONS ACCOMPLISHED BY EXPENSE ACCOUNT (QUANTIFY):
NUMBER:
NAME OR DESCRIPTION:
450
1600
Interceptor Sewer
General Administration
Construction of L.F. 5,031 of 27 -inch sewers and manholes,,
6517 L.F. of 24 -inch sewers and manhole 410 L.F. of 21-inch
sewers and manholes and 36 -inch Jack and Bore.
Prepare environment assessment, publish FONSI and request for
release of funds,f setup and maintain journals, review
contractors claims, prepare claims and request for funds,,
prepare .cumulative cost report,, prepare semi - annual report,,
attend Board meetings, inspect contractors work, interview
contractor Employees concerning wage rate compliance.
Completed
12/28/87
Completed
12/28/87
8. FISCAL
Samuel
6363
Speedway,
AGENTS:
L. Moore & Associates,, Inc.
Hollister Drive
IN 46224
9. PROBLEMS ENCOUNTERED:
None
Check if .continued on additional sheet and attach.
Start of Indiana
Department of Commerce
Community Development Block Grant Program
TABLE 111
Fair Housing, Equal Opportunity and Progress on Economic Development Projects
htee Name:
City of Carmel
ority Percentage in Community: 2%
2. Grant Number: C- 85-003
4. Minority °4 of Grantee Employees:
r Housing Efforts:
NC grantee have a Fair Housing Ordiance or other mechanism whereby there is nondiscrimination in
y? No
ual Opportunity Efforts:
!ta► : oliar amount of all contracts executed this period:
$13, 325,188
:al dollar amount of contracts executed with minority 2,�250,�722
women business enterprises this period:
st minority or women business enterprises utilized. Include individual contract amounts and type of''
rvice provided.
SPP Attar -h•i
:xplain any other affirmative efforts undertaken by the grantee to employ women and minorities and to
itilize minority and women business enterprises on the project.
9GRESS ON ECONOMIC DEVELOPMENT PROJECTS:
ermanent. jobs: Number «tiMke.trX % : Number Minority Number Female
Unskilled
CREATED 119 75.
20 - 0
RETAINED
OTHER FUNDS LEVERAGED BY PROJECT:
Source Amount Expended
Nature of Other Commitments
Private Funds
Public funds
$78,+ 380,E 000
$ 1, 349,E 058
6c. Identify minority /female contractors and dollar amount.
The U.S. EPA grant agreement covering the eligible portion of
the Primary Project construction requires a goal the employment
at 10 percent Disadvantaged Business. Enterprise and 2 percent
Women's Business Enterprise by both the Contractor and the
Engineer. The list of subcontractors for each is shown below:
Samuel L. Moore & Associates, Inc.
Disadvantaged Business Enterprises
1. Engineering & Testing
Services, Inc.
2. Enarco, Inc.
Subtotal
Women's Business Enterprises
1. Congdon Engineering
Associates, Inc.
Subtotal
B. Thompson Construction Co., Inc.
Disadvantaged Business Enterprises
1. J & B Trucking and Service, Co.
2. United Surveying, Inc.
3. Corbitt and Sons
Construction Co.
4. Northside Trucking, Inc.
Subtotal
Contract
Amount
$52,947.35
15,000.00
$ 67,947.35
Incurred
to 12/31/87
$ 52,947.35
$.13,500.00*
$ 66,447.35
10,527.78 $ 10,527.78
$ 10,527.78 $ 10,527.78
$740,081.63 $ 740,081.63
18,374.70 18,374.70
28,728.00 28,72;00
813,719.04 813,719.04
$1,600,903.37 $1,690.903.37
* $1,500 retained to amend 0 & M Manual after 1 year per U.S. EPA
Requirements.
Women's Business Enterprise
1. Slusser's Green Thumb, Inc.
2. Dormco, Inc.
3. Vic Powers
Contract
AmOunt
48,922.49
474,288.74
49,633.-46
Subtotal $ 57 2 , 844 .69
Inc =erred
to 1`.-2731/87
,922 .49
474.,288.74
,633 .46
TOTAL DBE = $ 1,667,350.72
TOTAL MBE _ $ 583-,371.97
57.2,,844.69
ATTACHMENT A
Jobs Creation
Clay Township Regional Waste District - City of Carmel
Interceptor Sewer Upsizing Project
Grant C -85 -003
Company
Browning
Investments 37 37 0 51 47 4
Eaton & Lauth 30 30 0 30 15 15
Foursquare 1 0 0
Signature Inns 27 17 10
Peter Rabbit
Nursery 13 13
Pickett Inns * 23
Cedarwood 1
TOTALS 94 84 10 119 75 20
Grant Commitment Achieved 12/ 31/ 87
Minority Total Unski i Led Minority
Total Unskilled
* Facility just opened. The exact number of unskilled and minority personnel has not yet
been determined.
STATE OF INDIANA
DEPARTMENT OF COMMERCE
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
I E fOS RF1'OR [
I,RANTEE CUMIII.AT
1. GRANTEE NAME City of Carmel
V • T
2. GRANT NUMBER: C -85 -003
3. GRANTEE TELEPHONE NUMBER: 317 -844 -6433
4. GRANT AMOUNT: $467,800.00
5. GRANT DATE: 1/16/86
6. REPORTING PERIOD: FROM 1/16/86 i 2/15/88 "Close Out"
7.
EXPENSE
ACCOUNT
NUMBER
450
18.
EXPENSE ACCOUNT
DESCRIPTION
Interceptor Sewer
9.
BUDCET
AMOUNT
446,1400
10. Al
HINTS nR_IFCTIVF
11.
TOTAL
12.
DRAW DOWNS
RECEIVED
HOUSING
_BY
ECONOMIC
DEVELOPMENT
�,,
e�lsLlC FACILITIES
6 SERVICES
ENCUMBERED
DISBURSED
ENCUMBERED
DISBURSED
ENCUMBERED
440,530.20
DISBURSED
440,,530.20
ENCUMBERED
440,530.2C
DISBURSED
4406530.2C
DATE
AMOUNT
6/27/8.
7/18/:.
8/1/8:
31,271.0
11,1199.1
2,,000.1
1600
Grant Administration
14,600
14,600.00
14,,600.00
14,600.00
14,,600.00L
9/11/:.
10/2/8:
11/3/8:
11/28/:.
2,853.8
10,097.1
81,444...
62,,932.1
6800
Program Audit
6,800
l pp 0�
�, .«
1
1/16/ :►
2 /11 /:r
53,932.1
22,900..
32,,002.1
3/4/87
4/2/87
5/11/87
74,720.1
16,, 339.s
6/23/87
7/ 3/87
18,009.1
1,000.1
13. GRANT
YEAR
TOTALS FISCAL
TO DATE
456,530.20
,
455,130.20
456,530.20
455,130.20
1
11/5/87
12/4/87
14,685.•
23,846.1
:e;'
T
459,229.1
1
14. REPORT,P�IEPARED BY:
15. RFP� +'� APPROVED BY: T
lb. DO NOT USE THIS SPACE. FOR DEPARTMENT OF COMERCE USE ONLY.
NAME: �� 6-Se °'"
/
NAME: k L,0 . • ( "56//`
DRAW DOWN REVIEW BY: DATE:
FIELD REP. REVIEW BY: DATE:
Dorothy Banc.'
TITLE:Mayor
amuel L. Moore,, P.E.
TITLE: President
QUESTIONS OR COMMENTS:
City of Ca 1.
DATE: ���
Samuel L. Moore & Associates, l Inc.
DATE: