Grant Application 09-01-15

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CITY OF CARMEL BY THE SEA

AGENDA BILL

AB 1009

September 1 2015

Consent Calendar

TO: Honorable Mayor and Members of the City Council

Douglas J. Schmitz, City Administrator

FROM: Mike Branson, City Forester

Sullivan Carey-Lang, Special Projects Manager

SUBJECT: Authorize a Grant Application to the Monterey Peninsula Regional Park District for

Improvements at Forest Hill Park and

for

Improvements and Enhancements to the

Rio Park/Larsen Field Trail Projects

AMOUNT OF EXPENDITURE N/A

AMOUNT BUDGETED

N/A

APPROPRIATION REQUIRED N/A

RECOMMENDATION

Adopt Resolutions authorizing:

1. A grant application to the Monterey Peninsula Regional Park District for improvements and

enhancements to the children's playground in Forest Hill Park in the amount of 25,000.

2. A grant application to the Monterey Peninsula Regional Park District for improvements and

enhancements to the Rio Park/Larsen Field Trail projects in the amount of 75,000

SUMMARY

The Monterey Peninsula Regional Park District (MPRPD} makes available grants

for

parks, open

space, and coastal preservation projects.

FOREST HILL PARK

Staff has identified the playground area of Forest Hill Park as being in need of improvement to enhance

the quality

of

use and safety for park visitors. The playground equipment in Forest Hill Park is about 17

years old . While the play equipment

is

still in satisfactory condition, the wood border around the

playground area is in need of replacement, new fall protection wood chips are needed, and the

decomposed pathway and bench pads are in need of resurfacing. Staff identifies this proposed project

as meeting the goal

of

MPRPD's Priority Consideration

1

as shown

in

the attached grant guidelines.

A resolution authorizing City staff to submit a grant application for this year's proposed project is

included as Attachment 1.

RIO PARK/LARSEN FIELD PARK TRAIL

Council has included the Larsen Field/Rio Park Trail as an approved capital improvement project. A

portion of the project includes the placement of a security fence for the portion of the trail that crosses

Larsen Field. This fence separates trail users from the remainder

of

the field and

is

intended to prevent

Council Meeting Date: 09/01 2015

Agenda Item: 13

Page 1


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contact between trail users and users of the Field.

In

the effort to achieve ADA accessibility over the

entire length

o

the trail, grading will

be

required as well as the construction

o

retaining walls east of the

Lasuen Drive entry, where the trail will drop down to the level of Rio Park. The funding request would

include the cost o the installing the fence and constructing retaining walls . A resolution authorizing City

staff to submit a grant application for this year's proposed project is included as Attachment 2.

PRIOR CITY COUNCIL ACTION

The City successfully applied for grants from MPRPD on four previous grant cycles. The City received

a grant for 8,500

in

FY2006-07 for facil ity improvements to Forest Hill Park, a grant for 10,000 in FY

2007-08 for construction o a new footbridge in Mission Trail Nature Preserve, a grant for 8,500 in

FY2009-1 0 for part o a dune restoration project, and a grant for 4,600 in FY 2013-14 for new three

new pieces o playground equipment

in

Forest Hill Park.

ATTACHMENTS

1. Resolution 2015- Forest Hill Park

2. Resolution 2015- Rio Park/Larsen Field

3 MPRPD Grant Guidelines

Date

h

£7

r

Council Meet

in

g

Da

te: 09/01/2

01

5

Agenda Item: 13

Page 2


3/8


CITY COUNCIL

RESOLUTION NO.

2015 _

ATTACHMENT

1

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL BY THE SEA

AUTHORIZING THE SUBMITTAL OF A GRANT REQUEST

TO

THE MONTEREY

PENINSULA REGIONAL PARKS DISTRICT FOR IMPROVEMENTS TO THE PLAYGROUND

RE OF FOREST HILL PARK

WHEREAS, the Monterey Peninsula Regional Park District is making available grants for

parks, open space, and coastal preservation projects within its boundaries; and

WHEREAS, local public agencies such as the City of Carmel-by-the-Sea may apply for the

grants; and

WHEREAS, the City has identified the playground area n Forest Hill Park as needing

some site improvements; and

WHEREAS, the grant application filing deadline is October 1, 2015; and

WHEREAS, City Policy C99-04, as amended, requires City Council approval for filing of

grant applications.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF

CARMEL-BY-THE-SEA DOES:

1. Authorize a grant application to the Monterey Peninsula Regional Park District for

improvements to the children 's playground area n Forest Hill Park in the amount of

25,000.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY

THE-SEA this 1st day of September 2015, by the following roll call vote:

AYES: COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ATTEST:

Ashlee Wright, City Clerk

SIGNED:

Jason Burnett, Mayor

Council Meeting Date: 09/01/2015

Agenda Item: 13

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CITY COUNCIL

RESOLUTION 2015

ATTACHMENT- 2

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL BY THE SEA

AUTHORIZING THE CITY ADMINISTRATOR SUBMIT A GRANT APPLICATION TO

THE MONTEREY PENINSULA REGIONAL PARK DISTRICT FOR IMPROVEMENTS

AND ENHANCEMENTS TO THE RIO PARK/LARSEN FIELD PROJECTS

N

THE

AMOUNT

OF

WHEREAS the Monterey Peninsula Regional Park District is seeking grant applications

for parks open space and coastal preservation projects within its boundaries; and

WHEREAS local public agencies such as the City of Carmel-by-the-Sea may apply for

the grants; and

WHEREAS the City has identified the Rio Park/Larsen Field projects as potential

projects that would benefit from this funding; and

WHEREAS the grant application filing deadline is October

1

2015; and

WEREAS City Policy C99-04 as amended required City Council approval for filing of

grant applications.

NOW THEREFORE BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF

CARMEL

Y

THE SEA does hereby:

Authorize a grant application to the Monterey Peninsula Regional Park District for

improvements and enhancements to the Rio Park/Larsen Field projects in the amount of

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY

THE-SEA this 4

t

day

of

August 2015 by the following roll call vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

SIGNED:

Jason Burnett MAYOR

ATTEST:

Lee Price MMC

Interim City Clerk

Council Meeti

ng

Date: 0910112015

Agenda

It

em: 13

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TT CHMENTj

Monterey Peninsula

Regional

Park District

Parks Open Space and Coastal Preservation Grant Program

The Monterey Peninsula Regional Park District MPRPD) Parks Open Space and

Coastal Preservation

Grant program

was established

to

assist public

agencies

community groups supporting

organizations

and

nonprofit organizations within the District by

providing

funding

for capital

improvements

coastal

preservation environmental educati

on

programs

and increased access to open space.

Funding for

the

program is from the MPRPD Parks, Open Space and Coastal

Preservation Assessment

District revenues.

STATEMENT

OF

INTENT

The primary objective of the

grant

program

is

to provide funding

for

improvements or

signi

ficant

repairs/replacements at neighborhood

community park

facilities and open

space

areas

within

the District

boundaries,

and to encourage youth to utilize parks

in a positive

and meaningful

way.

The District

recognizes the funding

challenges

facing

local communities

particularly in the areas of parks

and

recreation

. The aim of the District

is to

promote park and open space projects and to provide funding

assistan

ce

to local

agencies

and

community

groups for the

improvement

or

development of

park and

recreation faciliti

es

environmental education programming

and

increased access to

and

use of open

space areas.

Priority consideration

of

community

and

neighborhood parks

and open

space

improvement projects that

may be

considered for funding include, but

are not limited to

the following:

1. Projects that increase the safety of park users particularly for use by young children e.g . replacing

older playground equipment wi

th newer

safer

age

-

app

ropriate equipment;

2. Projects that

enhance

Americans with Disabilities Act ADA) accessibility;

3. Projects that

enhance

public awareness and appreciation of parks, recreation and open space such

as

trails

over-looks, benches and

interpretive

signage progra

ms;

4. Projects that provide access to parks by youth

in

safe positive

and

meaningful

ways

through education

programs

and

other activities

;

and

5. Projects that

enhance

coastal preservation efforts.

Council Meeting Dat

e:

09/01/2015

Agend a

It

em: 13

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MPRPD Community Grant Guidelines

PPLIC TION

PROCESS

The

application

and funding award process will be

kept

simple, affording applicants flexibility

and

discretion,

with

minimal

paperwork

and bureaucracy. This will also allow the District to keep the adm

inistrative

costs

associated

with the program

to

a

minimum

.

The

District shall develop

and

i

mplement

clear

and

concise

criteria

for,

but not limited to: application qualifications detailing who can apply for a grant and what scope

categories

will be considered; detail standardized

scoring

criteria and respective scoring weight; detail the

review, recommendation and

award

processes

;

highlight

mandatory

criteria such as the

requirement

to

complete a project within

one

year from

the date

of award

and

potential penalties for failing to

do so

.

1. Qualified parties are defined as: public agencies; not-for-profit organizations;

supporting

organizations

(as

defined

by

the Internal

Revenue Services);

and

citizen-based community groups

or

organizations.

If

the

applicant

does not have an Internal

Revenue Service designation, an

official signed and

dated

resolution

must

be

provided from a fiscal sponsor such

as

The Action Council,

or

a sponsoring not-for

profit organization.

Qualified parties shall

comp

lete

and

submit

a

District grant

application

form

describing

the

project for

which grant funding is sought. Projects may include

facility

development significant repair and/or

replacement related direct capita l cos

ts

science-based environmental education programming and

stabilization rehabilitation

or

restoration of natural habitat.

Costs for

what may

be

deemed regular

maintenance

and

operation, administrative

overhead, insurance and other ongoing

costs

are not

eligible. Staff time is permissible only for public agencies not-for-profit organizations, and

supporting

organizations

as

defined in the paragraph above, though proposals that

do

not

include

such items may

be

considered and scored more favorably. If staff time is included in the grant request

ust

ification

as

to their

role,

projected

time

involvement,

and the

nature as

to

why staff involvement is critical

must be

provided.

Applications

shall

include

at

a minimum,

the following

information:

A Governmental,

not-for

profit

or group

information, including financials such

as

annual budget or

most

recent

financial audit;

B.

Name

and location of the proposed project

;

C.

Brief description of the proposed project, including

its

scope items

and its

benefit(s) to the public

and/or resource. Provide photos maps

and

plans

as

appropriate;

D. Describe

any safety, accessibility

and open space

improvements

included in the project;

E.

If

the

proposal is

being

submitted

by

a

public entity

not-for

-

profit organization, supporting

organization, or by a group or

organization

on behalf of a

public

entity attach an official resolution

or letter of

support

from

said

public entity giving

authorization

to the body submitting the grant

application on

their

behalf. Describe how the proposed project is consistent with the landowner s

General

Plan

parks and

open

space goals

and

agency policies;

F.

Total

cost

of the

proposed project

and requested

funding.

Provide an itemized budget

for

each

scope item indi

ca

ting total costs

of the proposed project, the

amount requested from

MPRPD and,

(Rev. 3/2014)

Page

2of4

Council Meeting Date: 09/01/2015

Agenda Item: 13

Page


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MPRPD Community

Grant Guidelines

sources and amounts of any additional funds that are available for, or may supplement, the project.

Each additional

funding source shall

have

one of the following three descriptions:

(1)

Funding

awarded

; (2) Request submitted:

favorable expectation

afterward; (3) Request submitted: status

unknown. In all cases, the source of the awarded or requested funding must be identified ,

including

the

nature

of

said

organization or

party providing

the

awarded or requested supplemental

or matching funds, the

amount,

the approved scope item

these

funds can be applied

towards

, and

the timeframe

for

their

use.

Proposals demonstrating

awarded

and/or requested supplemental

funding or matching funds may

receive greater

consideration towards award. Although dedicated

supplemental

and/or matching funds

are highly

encouraged

, they

are not required.

G. Applicant must identify whether the project

can

successfully be phased in the

event

that

only

a

portion of said

project

is

awarded

funding . Appl icant must identify what scope items can

successfully be

completed in

event

only a

portion of

the

funding

is awarded;

H.

The

estimated

anticipated

long-term maintenance costs

and a

statement

as

to the

landowner s

ability and commitment to maintain the project for a period not

less

than 25 years

for

a capital

improvement

project,

or

through the reasonable life

of

a

program

,

are

required;

and,

I

How

the proposed project relates to the miss ion and goals of the Monterey PeninsulaRegional

Park

District.

J

How

the grant recipient will

recognize the district for

the financial contribution. Capital

improvement,

repair and replacement projects

will require

permanently

installed signage, subject

to

the District s

prior approval; programs will recognize the

District

incollateral information and via broadcast, if

broadcast or printed media is applicable . The District s recognition will be prominently posted on

all related

websites and

social media.

K The District may

hold

pre-

application

meetings to inform

prospective

applicants of the application

process.

Applicants

are strongly

urged

to

attend the

pre-application

meetings .

2. Community

organizations

and

groups

may subm it projects for

consideration

; however,

the co

sponsorship of a public agency or incorporated not-

for

-profit is required . NOTE: Funds will be awarded

to and managed by the co-sponsoring public agency or not-for-profit organization . Please see previous

item

1A

for

additional instruction

.

3. Only one

project

per agency, not-for-profit or group will be allowed.

4. Grant funds shall be spent within one (1) year of the award date. Projects should be designed to

reflect

this

timeline .

5. Entities that have previously been awarded grant funding under this grant

program

must have fully

and

successfully

completed

the funded

project

within the

previously

awarded funding, and

must

have

submitted a final report to MPRPD, as required, to be

eligible for future

awards .

6.

Final reports

should document community impact

and

include measureable results of the funded

project.

Rev

. 3/20

14

)

Page 3of 4

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Agenda Item: 13

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MPRPD Community Grant Guidelines

GR NT W RD

Grants will

be

awarded to

public

agencies, not-for-profit

organizations,

or

groups

irrespective of

whether

they reside

or are based within or

outside of

the District s

boundaries, if,

and only if the

project for

which

funding

is

being requested

and awarded

are

fully undertaken,

executed

,

or provided

within

the

District

s

boundaries.

Organizations that are successfully considered for grant awards will have submitted the most

comprehensive and

compelling

grant application . Selection is based on meeting

and

(adherence

to) grant

objectives, the

intention

of the program , project

location,

public

and

/or resource benefit, goals, descriptions

and

demonstration

of

commitment for asuccessful and complete project completion within a one-year

period beginning on

the date

of

award, and

the maintenance of

the

project

for the

duration of its service-life.

1. As a condition of agreement, the participating jurisdiction must indemnify the District for any third-party

claims

in connection

with projects

funded by the

grant

program.

2.

The

District

will

monitor project performance

to

ensure

the

project s compliance

with the

approved

description,

schedule

and

goals

as

outlined in the grant application

and

agreement. District staff

may

make site

visits

and/or

request

s for photographic or

written updates from the

grant recipient

to

track

progress.

3.

Payments

for approved projects shall be made based on a

reimbursement

of actual costs. Advance

payments will NOT be made by the District unless

prior written

approval

is

received from the MPRPD

Board.

The

District

will NOT

reimburse

any

costs

that are

deemed

to be beyond the

approved project

scope as identified

in the grant

application

and agreement.

4.

MPRPD funding for participating projects

shall be recognized

by

the

recipient

through

appropriate,

permanent

and app

l

icable signage,

as

authorized

and

approved

by

the

MPRPD

Board

of

Directors

.

Such sign

age

shall

be

considered a required component of all for capital

improvement,

significant

repairs and

replacement projects.

Ten percent of the awarded grant amount

shall

be withheld pending

proof of

installed recogniti

on s

ign

age. If the required recognition sign

age

is

not install

ed

within thirty

(30) days

of the respective

project s completion, the grant recipient s

future

grant requests

and

applications will not

be

considered until

the

required

and MPRPD-approved signage recognizing the

District

is

in

place.

5.

Grant funds

which

are

not

expended within one year or are

no longer needed

for the

successful

completion

of the awarded

project

may

be re-allocated by

the

District

to

another

pub

lic agency, not-for

profit organization,

or group

for a qua

lifyin

g project. Applicants

are

strongly urged

to

give careful

consideration to their request and proactively manage

project status

to ensure all funds

awarded

are

used

within

the

pr

esc

rib

ed

one-year project

time frame.

No

applicant

shall

be

eligible for

future funding

until they have

completed the

previously funded project

and submitted

a final

report to the District, as

required

.

(Rev. 3/2014) Page

4

of

4

Council M

ting Date: 09/01/201 5

Agenda Item: 13

Page 8

Grant Application 09-01-15

Documents

Transcript of Grant Application 09-01-15