13 - Authorizing necessary documents to pursue the Coronavirus Relief Fund created by the CARES Act

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STATUS OF ISSUE: In order for the City of Paris to access these funds, the City must: 1. Approve of the attached Resolution 2. Agree to the Terms and Conditions 3. Sign the Certification Form The Resolution will address all of this. Upon reading the Tenns and Conditions, it is clear that as with all other Federal Funding, the City will need to comply with numerous grant assurances (Exhibit A), record keeping, reporting, compliance, etc. This is common for all federal funding. To this point, the work time needed to do this can become involved and so the City has in the past contracted out with a third -party administrator to administer these grants on behalf of the City. This takes the burden off of the City Staff. In addition, the listed consequences for errors, mistakes, etc. are quite serious, thus it is highly recommended that a third -party administrator be pursued. It is City Staff's plan to procure this service unless City Council tonight requests a different route. An agreement with the third - party administrator will be brought back at a future meeting. Per the Terms and Conditions, this programming is retroactive to expenses incurred from March 1, 2020 and will extend to December 30, 2020. In addition, City Staff have been instructed to gather all necessary documentation to support reimbursement (with the assumption that this is approved tonight). Given these actions in motion, we are not pressed for time, but we will start the process of procuring a third -party administrator right away. In addition, pursuant to Section 5.7, the City has 90 days beyond December 30, 2020 to submit all final requests for reimbursements. BUDGET: To this point, the City has been absorbing all CoVid-19 expenses within its normal budget. Up until the Governor agreed to slice off a portion of the CARES funding for smaller local governments, there was no known support coming to municipalities. Departments have though been tracking expenses just in case funding became available. With this, it was not until we saw the Ten -ns and Conditions that we had clues towards which specific items would be eligible. We now have that and have started to adjust our data to identify eligible expenses. I do not have a total for you as of today, but we will be able to report on this after we begin our reporting. Pursuant to the agreement, the City will receive 20% of the total funding, thus $278,630.00, upfront upon signing this agreement. This is to immediately help reimburse the City for expenses since March 1, 2020. Further drawdowns will be based on reimbursement. If authorized, a third -party