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12-R-15 Authorizing the pursuit of a Power-Up Grant from GVEC to fund the proposed Schertz Parkway and Main Street Holiday Lighting ProjectRESOLUTION NO. 12-R-15 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING THE PURSUIT OF A POWER-UP GRANT FROM THE GUADALUPE VALLEY ELECTRIC COOPERATIVE, INC. TO FUND THE PROPOSED SCHERTZ PARKWAY AND MAIN STREET HOLIDAY LIGHTING PROJECT WHEREAS, the City of Schertz desires to reinstate seasonal, holiday decorative lighting along Schertz Parkway and Main Street and,. WHEREAS, the City Council (the "City Council") of the City has determined that it is in the best interest of the City to pursue grant funding to initiate this project through the Guadalupe Valley Electric Cooperative, Inc. Power-Up Grant Program to do so; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes the City Manager to execute and deliver the attached Power-Up Grant Application in the form attached as Exhibit A. The City Manager may agree to make changes to the grant application which the City Manager, upon the advice of the City Attorney, determines are insubstantial changes in the nature of clarifying additions or corrections of clerical errors. The City Council further authorizes a $5,000 City match from Account No. 101-460-521000. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Govermnent Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 14th day of February, 2 12. CIT S RT EXAS ~--~] Mayor A T: QIV~ yl M Crty Secretary (CITY SEAL) EXHIBIT A POWER-UP GRANT APPLICATION soaasao3.z A-1 December 16, 2011 John Kessel City Manager 1400 Schertz Parkway Schertz, Tx 78154 Dear John, ec. Vattr kind of power.' Through the generosity of participating Guadalupe Valley Electric Cooperat(ve (GVEC) members, we are pleased to.introduce a newgrant program that will provide Funding assistance to nonprofit organizations IOvolved In community Improvement protects within GVEC's service area. The people, --- organizations, aod.locationso£projects_do n^t bav~~~~~~~C~~lig~~ _b~tt tiLe_ptoJe~t_. must Ile within the boundary lines of the GVECServlce territory. - -~~- The power Up Grant Program Is funded by GVEC members choosing to participate fn the GVEC Power Up Program. Through Power Up, GVEC electric bills of participating members are rounded up to the nearest dollar each month, with the difference collected In a community fund, Approximately 30% of the money collected is distributed each month through councils of government agencies to help low- lncomeand elderly members pay their electricity bill, and approximately 70% will be distributed through community grants during two funding cycles annually, We are asking foryour help In gettingthe word out to community leaders, clvlcgroups, and other nonprofit organizations regarding this new opportunity far grant funding. The grant funds will be used primarily For projects involving: • Education • Youth Programs • Health Care • Community Development • Clvfc and Community outreach • Public Safety/Servtceorganizatlons The application deadline for the Flrstfunding cycle'rs February 15, 2012, We will announce the grant recipients in early April. The second application deadline is August 15, with grant recipients announced in Octobor. I've attached a grant application and the program guidelines for your use. Please make copies and distribute them as you see fit, Ifyou have any questions, please call Barbara Kuck at 830-857-1116, Thank you for your help fn promoting the GVEC Power Up Grant Program. Sincerely, , D~haue~ General Manager & CEO 826 E. Sarah DeWitt pr, I P.O. Box 178 I Gonzales, Texas 7862911 A 88.1223 GVEC (4832) Ipwww~gvec org ~~~' POWER UP Grant Program Yourkindoipower.' Program GuideUnes The mission of the GVEC POWER UP Grant Program !s to accumulate funds from members participating in the POWER UP program and reinvest thatmoney in our communities by providing funding assistance to local non-profit groups and civic organizations for community development and improvement projects. Those funds will be used primarily for projects Involving: • Education • Youth programs • HealCh Care • Community Development • CivlcandCOmmunlty0utreach • public Safety/Service Organizations Eligibility Requirements 1. Projects must lie within the geographical servlce territory of GVEC. 2. Project must be completed within 12 months of the date the grant money is awarded. 3. Property owner must be the applicant. 4. The organization must contribute to the community's health and/or welfare. S. The organization's services must be nondiscriminatory innature. 6. Upon completion of the project, the grant recipient must furnish a final completion report on the project, Including receipts for materials, supplies, etc., related to the use of Power Up grant funds, Not Eligible for Grants 1, Completed projects, debt-reduction campaigns, capital projects, religious or church•sponsored facilities limited to church membership, general operating costs, office or administrative projects and equipment, land acquisition projects, computer equipment and software. 2. Ineligible organizations Include for-profit entitles and individuals, Evaluation Factors 1. The following factors will be considered In the evaluation of all funding requests: • Potential benefit to residents of the GVEC servlce area • Prior history of POWER UP grant awards • Results that can be evaluated Application Deadlines There will be two funding periods peryear. Grants are due February 15 (for grant decisions announced in April) and August 15 (for grant decisions announced in October) each year. Applications must be received (not postmarked) by 5 p.m, on the day of the deadline. If the deadline Falls on a holiday or weekend, the deadline Is extended to the next regular business day. 1~Page VourNl~POiYe~., Mail or deliver completed application to; GV£C POWER UP Grant Program P. O, Box 118 825 E. Sprah DeWitt Or, Gonzales, Texas 78629 ORGANIZATION INFORMATInN Name of orgpnizatlon: Mailing Address: POWER Up Grant Program APPLICATION Glty/State: ~tjie.rifz~l Z i Ndme/Title/Address of Project Date: - bG 2.o t Zip Code: '78 // $'(~~`- • °~ ~ c2 Sik 1w{ cL5' ContactPhone: ~ ~o ~/~- l9 t:malLn/4n.20.nLfF re%.~ p new aGsue ~ P~-Fax: L/o) 2f~i' - I 1 - I Tltleofproject: S~~er•Fz Kwu. a /l./~,.'.. S'a__ ._~ r `-. Physical address of the project: ~ s'rn.-e_ n ~ , oUz Amount of grant request: $~~~ Total project cost: $_~, 3 pe, ,h I ~ •h n1L~c:-rr„~~-h~fr Population of area served/Number of eo le affected b j ,~y of S'p~ ,~/~~ `' 3°~; ~~ P P yproect ~ e~- VvS~ Are there any matching donations? Yes No ,. "~ C_ . • In-kind contributions? ~aJ No Name of person authorizing the application (printJ: -~al~.l~. 1-Zes 5' e Title of person authorizing the application: ~'(- ~ Daytime Phone: 7,.Ic~ (tr G - im.~.. Signature: This application must be accompanied by: - Project description (1 page maximum) - Project budget (1 page maximum) - Projecttlmellne (1 page maximum) - IRS tax-exemption determination letter - List of board of directors and their addresses - Lettersofsupport - ~ List of matching donations and in-kind contributions, along with supporting documentation forsuch Work Plan: Scherfz Parkwa & Main Street Holida Li htin Pro ect Description The City of Schertz Parks and Recreation Department has ldenfified the holiday seasonal lighting of the Schertz Parkway as an opportunity to enhance the Holiday Season for the citizens of the City of Schertz. This project will include the installation of a compatible electrical power supply on fifteen (15) light poles on the Parkway from Live Oak Street south to Main Street; it will involve the insfallation of mounting apparatus on each pole; and, it will involve the purchase and seasonal installation of various LED Christmas ornaments on each pole. Main Street will also receive a Christmas ornament upgrade through the purchase of new ornaments to be installed seasonally from Schertz Parkway to First Street• The installation of a compatible power supply and mounting apparatus is not necessary on the Main Street poles since those items are already in place. Goals 1. Enhance the Holiday Season experience In the City of Schertz, 2. Reinstate a tradition that was discontinued some five (5) years ago. 3. Replace the few, aging ornaments of the original set with new, LED ornaments for both Schertz Parkway and Maln Street. 4. Assign fhe responsibility of program management to one Department (Parks and Recreation). Process • Enlist the services of an electrical contractor to install astep-down transformer and 20 amp outdoor duplex receptacle on each of the fifteen (15) poles identified in the program. . • Purchase and install (in-house) the mounting apparatus for the new LED Christmas ornaments on each pole. • Purchase forty (40) new LED Christmas ornaments and identify a permanent storage site for same. • Establish the official time frame for the duration of the seasonal lighting program (i.e. the day after Thanksgiving through New Year's Day). • Publicize and execute the program. Resources Pursue General Fund dollars and/or alternative sources (i.e. corporate donations, grant funds, etc.) to fund the program. Start-up costs will be high; however, on-going programmatic costs will be minimal. Estimated costs to install a power supply to each pole is approximately $360/pole or $5,400. Estimated cost to purchase forty (40) new LED Christmas ornaments is $450/ornament or $18,000. Total estimated up-front cost for the program grant request is $18,400 with City match of $5,000 Resources (In Kindl The City of Schertz Parks, Recreation, and Community Services Department will install and remove/store the Seasonal Holiday ornaments each year. The estimated man-time to complete the installation is approximately (32) man-hours. At an average weighted salary of $18.78/hr, the anticipated installation cost is $600/occasion. The estimated man-time to remove and store the ornaments is approximately (24) man-hours. Af the average weighted salary of $18.78/hr, the removal cost is $450/occasion for a total cost of $1,050/year. Time Frame Complete the purchase of the ornaments and installation of the necessary infra- structure by the end of October, 2012. Execute the first annual enhanced Holiday Season Lighting Program for the City of Schertz on 11/23/12. Product/Outcome/Benefits• • Reinstate a traditional program within the City of Schertz. • Enhance the Holiday Season experience for the citizens of the City of Schertz. • Upgrade old equipment through a selective replacement process. • Assign program management to one Department to gain efficiencies and accountability.