Title
title
A Resolution to Approve a Renewal with Euna Grants (Formerly known as AmpliFund) for 3 Years in an Amount Not to Exceed $75,843.75
..end
Introduction
overview
This is a renewal of the Village’s expiring agreement with Euna Grants (formerly known as AmpliFund), which expires at the end of July. The proposed agreement is for three years. Staff anticipates bringing forth a separate agreement that will include 30 additional service hours to help finalize Euna Grants’ integration with BS&A and complete Grant Seeker training.
end
body
Recommended Action
Adopt the resolution.
Prior Board Action
• The original AmpliFund Agreement, dated August 7, 2024, was authorized under the Village Manager’s spending authority for $48,900, which included the Basic Implementation Package of 160 hours ($26,400) and the AmpliFund Lifecycle Advanced ($22,500) for one year. This original agreement is attached.
• On May 20th, 2025, the Village Board approved RES 25-191 (A Resolution to Approve Additional Implementation Hours to Current Agreement and Integration of BS&A Financial Software into AmpliFund)
Background
The Village’s Community Services Division administers approximately $1.5 million annually in CDBG funding through a network of 12-15 subrecipients, including nonprofit organizations and Village departments such as Public Works and Housing. Through Euna Grants, all subrecipients submit quarterly reimbursement requests, performance reports, and supporting documentation electronically. Benefits include: standardized reporting across all funded agencies, electronic submission and centralized document storage, eliminating paper files and email-based tracking, and improved monitoring of federal compliance requirements.
This has significantly improved the Village's ability to monitor federal funds while reducing administrative burden for both staff and community partners.
The Housing Division utilizes Euna Grants as a public-facing application portal for multiple federally funded housing assistance programs, including but not limited to; Single-Family Rehabilitation, Energy Efficiency Improvements, Lead Service Line Replacement, and Small Rental Rehabilitation.
Residents submit applications through a single online portal, creating a more accessible and user-friendly experience. The platform also automates internal workflows by routing applications through required, internal federal review processes, including environmental review and historic preservation requirements, tracking required documentation and eligibility determinations, coordinating reviews across multiple Village divisions, and creating a centralized project record from application through project closeout.
Since implementation, the platform has streamlined grant administration, standardized reporting, improved compliance with federal requirements, enhanced transparency, and created a more efficient experience for both community partners and residents.
BS&A Cloud Implementation: The Village successfully transitioned to BS&A Cloud as its Enterprise Resource Planning (ERP) system, from the previous on-premise version of the system. This system is the source of record for all finance activities. As part of the cloud transition, Finance is working to clean its chart of accounts, including a revised approach to grant accounting. Working in coordination with VMO and other departments, we expect that improvements in grant accounting will allow for eventual integration with Euna Grants to avoid duplicating data entry and ensure consistent information between financial tracking and grants administration.
Finance Reorganization: The Finance Department is currently transitioning to an updated staffing structure, which includes a focus on coordinated grants oversight and coordination support to departments. A Grants Coordinator position was added to the team as a transition from the Health Department, and the Deputy CFO position is taking on an expanded grants focus as part of its assigned responsibilities. Between these two positions, Finance is working to improve cross-departmental coordination of grants compliance requirements (e.g., risk assessment, monitoring, recordkeeping, audit response); track grants more effectively across the Village (e.g., allowable uses of funds, closeout dates, reporting deadlines); and update the Village’s process for identifying and pursuing grant opportunities.
Goals: Expanded use of Euna Grants provides an opportunity to improve grants tracking across departments, coinciding with efforts to streamline grants accounting, reporting, and oversight. VMO, Finance, and Village departments directly administering grants intend to use Euna Grants to more comprehensively inventory and track grants over time, as well as to expand use of its Grant Seeker function to identify, apply for, and manage grants from federal, state, and local sources.
Staff anticipates bringing forth a separate agreement that will include 30 additional service hours to help finalize Euna Grants’ integration with BS&A and complete Grant Seeker training. Integration with BS&A will reduce duplication for data entry in Euna Grants, and completing Grant Seeker training will help staff complete the build-out of the Village’s internal grant database.
Timing Considerations
The quote from Euna Grants expires August 7, 2026.
Financial Impact
This item will use funding from GL #1001.41020.101.530667.0000. This renewal is budgeted for. The costs are broken down below:
• Annual AmpliFund Subscription:
o Year 1: $24,33.75
o Year 2: $25,500
o Year 3: $26,010
• TOTAL 3 Years: $75,843.75
Operations Impact
Finance staff, including the Grants Coordinator and Deputy CFO roles, will make frequent use of Euna Grants, using it to inventory grants, track compliance requirements, and coordinate with other Village departments directly administering grants.
Towards the immediate task of negotiating the Euna Grants contract, VMO staff are spending an average of 4 hours weekly coordinating contracts and working with user departments. Longer term, time spent on broader grant activities includes the full-time Grants Coordinator in Finance, currently transitioning from the Health Department and additional time from the Deputy CFO, averaging 4-8 hours a week. Neighborhood Services and Development Services devote 5 hours weekly to grants administration, each, on average.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution.
Advantages:
• This action ensures that staff has an effective, accessible platform to help administer and distribute grants to residents and businesses in the Village.
• This action helps staff continue to integrate BS&A into Euna Grants and develop a centralized grant database for the Village.
Disadvantages:
• This action requires the expenditure of funds.
Alternatives
Alternative 1:
The Board could reject the resolution.
Advantages:
• This action can save the Village funding for other projects.
Disadvantages:
• Staff will need to find a new source to administer grants and collect information on Village-issued grant projects.
• Staff will need to identify a new source to enter and collect information about grants the Village continues to apply to.
Alternative 2:
The Board could approve the resolution, minus the additional service hours.
Advantages:
• This action can save the Village funds while maintaining a platform for grant administration and data collection.
Disadvantages:
• It is unlikely staff will be able to complete the integration with BS&A without the service hours.
Anticipated Future Actions
Staff anticipates bringing forth a separate agreement that will include 30 additional service hours to help finalize Euna Grants’ integration with BS&A and complete Grant Seeker training.
Prepared By: Vanessa Matheny, Community Services Administrator, Noemy Diaz, Business Services Manager, James Karsten, Management Analyst, Jack Malec, Assistant to the Village Administrator, Louis Makarewicz-Hall, Deputy CFO
Reviewed By: Ahmad M. Zayyad, Deputy Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Renewal Quote
2. Resolution
3. Original AmpliFund (Now Euna) Agreement