American Rescue Plan Task Force

MINUTES AMERICAN RESCUE PLAN ACT TASK FORCE REGULAR MEETING OF OCTOBER 9, 2024 Present: Pamela Steele; Diana Doyle; Brianna Skowera; Cynthia Clegg; Christine Marques; Bobbye Knoll Peterson; Gene Nocera; Linda Salafia; Brig Smith; Public: Claire Collins 1. Call to Order Meeting was called to order at 11:09 a.m. 2. Public Comment None 3. Approval of Minutes Brianna Skowera made a motion to approve the minutes from the September 11, 2024 regular meeting minutes and Cynthia Clegg seconded the motion. The motion passed unanimously. 4. New Business A. Middletown United Fathers Claire Collins explained the UHY has been reaching out to Harold with regards to providing the necessary backup documentation for MUF’s $10,000 advance for the purchase of the equipment. To date, the documentation has not been provided and Harold is not responding. Claire suggested a letter from the City, as a result of the Task Force, might spur getting the information in to meet the December 1st deadline or potential termination of the project. Claire also informs the Task Force the MUF has received an advance and might be difficult for the city to recoup the funds. Brianna Skowera questioned how much funds are remaining for the project. Claire explained that the total project was $35,000 and the advance was for $10,000. She also explained that if the documentation is not submitted, the city would be on the hook for the $10,000. Brianna Skowera made a motion that the city sends a strongly worded letter to the project leads warning that failure to provide documentation by December 1 will lead to termination of the project and ineligibility for future grants for this or other city managed programs. Linda Salafia seconded the motion and the motion passed unanimously.  More discussion ensued. Brig Smith weighed in and let the Task Force know that with respect to ARPA the letter is doable but he is not sure on the general prohibition on any other city projects. Linda Salafia amended the motion to say may jeopardize any future applications for grants from the city and Gene Nocera seconded the motion. The motion passed unanimously. Gene Nocera made a motion to approve the original motion and Brianna Skowera seconded the motion. The motion passed unanimously. B. JDS Holdings, LLC Claire Collins explained that JDS holdings is requesting that their agreement be amended to extend that end date from December 31, 2024 to June 30, 2025. JDS have been delayed due to requirements by the Dairy Queen corporate office. Cynthia Clegg made a motion to approve the extension and Linda Salafia seconded the motion. The motion passed unanimously. C. YMCA – HVAC Project Claire Collins clarified tghat the YMCA HVAC projects end date is December 31, 2024 and have a balance of $64,125 left to spend to complete the project. Claire is concerned that they may not have all the information needed by December 1, 2024 to know that the YMCA will complete it. Claire suggested a reminder from the city to get the final obligations and know by December 1, 2024. Christine Marques suggested passing along the message to the YMCA because she is working with them on state funding. The Task Force agreed to let Christine pass the message and no action was needed. D. YMCA Teen Mentoring Project Budget Revision Claire Collins explained that the YMCA requested a budget revision to move funds up to salaries and fringe benefits by zeroing out their contracts for professional services and reducing their office supplies and contracted staff. Cynthia Clegg made a motion to approve the budget revision and Gene Nocera seconded the motion. The motion passed unanimously. E. Adopting Termination Policy for Subrecipient Contracts Failing to Provide Requested Documentation by December 1, 2024 Claire Collins suggested setting a policy that says, if you the subrecipient does not respond back to have all information by December 1, as requested by the City and UHY, that the city will consider termination of the projects. 2  Cynthia Clegg made a motion to approve the termination policy as Claire stated and the motion was seconded by Christine Marques. More discussion ensued. Brianna Skowera brought up the fact that if a project is terminated on December 1 and the city claims the money, the common council needs to take action and vote but would need to do so at the November meeting. More discussion ensued regarding the policy and timelines. Diana Doyle explained that she agreed with Brianna Skowera and thought initially there would be a September or October deadline and if the deadline is December 1st and there is no evidence of contractual obligation, there will be very little turnaround time to repurpose the money. Brianna Skowera suggested setting a November 1st deadline to respond, which give the task force the month of November to identify which city projects could absorb the funds and council can vote to approve at the December meeting. Gene Nocera made a motion to amend the motion to set a November 1st deadline to provide documentation for contractual obligations and Brianna Skowera seconded the motion. The motion passed unanimously. Brianna Skowera made a motion to approve the original motion to set the policy with the new date of November 1st and Gene Nocera seconded the motion. The motion passed unanimously. 5. Old Business A. Report of Current Expenses and Balances Claire Collins explained that of all the subrecipients projects, the approved funding has been $21,538,984.87. The total expended as of September 30th was $13,279,358.67. The balance that needs to be obligated is $192,569.42. 6. Other 7. Adjournment Brianna Skowera made a motion to adjourn and Cynthia Clegg seconded the motion. The motion passed unanimously and the meeting adjourned at 12:08 p.m. 3