Loading...
HomeMy WebLinkAbout145-98 RESOLUTIONRESOLUTION NO 1 4 5- 9 8 A RESOLUTION AWARDING BID NO. 98-87 IN THE AMOUNT $59,859.04 TO JOHN WESTLIN CONCRETE, INC. FOR WALKER PARK PLAYGROUND AND EQUIPMENT; AND APPROVING A BUDGET ADJUSTMENT. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1 That the City Council hereby awards Bid No. 98-87 in the amount $59,859.04 to John Westlin Concrete, Inc. for Walker Park playground and equipment; and authorizes the Mayor and City Clerk to execute a contract for said amount. A copy of the contract is attached hereto marked Exhibit "A" and made a part hereof. Section 7. The City Council hereby approves a budget adjustment in the amount of $59,975 increasing Park Improvements, Acct. No. 2250 9250 5806 00, Project No. 98095 1 by decreasing State Grant, Acct. No. 2250 0925 4302 00 in the amount of $30,000 and Green Space, Acct. No. 1010 1505 03 in the amount of $29,975. A copy of the budget adjustment is attached hereto and made a part hereof. 4. I 14 I-. , i ATTEST: By: 'a -441524i, Heather Woodruff, City C PASSED AND APPROVED this 17th day of November , 1998. APPROVE By. i�/cam/p�rvr� red Hanna, Mayor DEPARTMENT OF PARKS & TOURISM One Capitol Mall Little Rock, AR 72201 Phone:501-682-7777 FAX•501-682-1364 History Commission 501-682-6900(VTTT) Personnel Section 501-682-7742(V/TT) State Parks Division 501-682-1191 (V/TT) Tourism Division 501-682-7777(V/1) Internet www.arkansas.com Mikelluckabee GOVERNOR RichardW. Davies EXECUTIVE DIRECTOR STATE PARKS, RECREATION & TRAVEL COMMISSION Jane Christenson CHAIRMAN Polly Crews VICE-CHAIRMAN Bill Barnes Dan Dempsey Danny Ford Jim Gaston Debra Hoak Billy Lindsey Donna Kay Matteson Mantine McNulty Billy St. James Ness Sechrest J.D. 'Bud' Shomburger Ovid Switzer WadeWilliams DIVISION DIRECTORS Larry Carglle ADMINISTRATION Greg Buns STATE PARKS Joe David Rice TOURISM NancyClork GREAT RIVER ROAD John L. Ferguson HISTORY COMMISSION Anita Middleton KEEP ARKANSAS BEAUTIFUL AN EQUAL OPPORTUNITY/ AFFIRMATIVE ACTION/ AMERICANS WITH DISABILITIES ACT EMPLOYER Aikansas. THE NATURAL STATE } , 121:3`yg June 23, 1998 The Honorable Fred Hanna Mayor of Fayetteville 113 West Mountain Fayetteville, Arkansas 72701 FE Project #A -10244 -98 -WA Walker Park Playground Renovation Dear Mayor Hanna: This letter serves as your Official Notification to Proceed. A copy of the contract agreement booklet is enclosed for your records Please retain this copy in the permanent files of the City of Fayetteville. This booklet contains the Application Guide that was used to prepare your grant application, the Management Guide that outlines a summary of the regulations and procedures for administering your grant project, and a copy of the signed contract. Part of our responsibility in administering Arkansas's Outdoor Recreation Grant Program is to inform and remind you of the federal Land and Water Conservation Fund program regulations that you have agreed to abide by in this contract. Listed below are some of those major responsibilities. Please re -read the enclosed documents carefully. If you have any questions concerning this information, please contact Bryan Kellar, Director, Outdoor Recreation Grants Program, at (501) 682-1301. 1. The Project site must be retained and maintained for outdoor recreation in perpetuity. This means that the land and facilities within the project boundary cannot be converted to uses other than outdoor recreation (i.e., no public, civic or private buildings such as a city hall, fire station, chamber of commerce, community center, etc.). 2. If the site is converted to some other use, it will have to be replaced entirely at your own cost with land and facilities of equal value and usefulness. Should the need for conversion ever arise, suitable replacement property will have to be approved by the Secretary of the Interior through this office, prior to any action taking place. t D. • Sloe The Honorable Fred Hanna Page 2 June 23 1998 3. All existing and future utility lines within the project boundary must be placed underground. 4. If you plan to add additional outdoor recreation facilities, please notify our office. Certain other facilities, such as local recreation centers may be eligible to be located within the project site. Please contact our office before making any improvements to the project site to determine what regulations apply. 5. A permanent LWCF/NCRGTF acknowledgment sign is required on all project sites. If, at any time, a new sign is needed, one is available "at cost" from this office. 6. If your project is locked at any time, you must post hours stating when the facility is open to the public. School -sponsored projects must display hours of public use. 7. All sites must comply with regulations under Section 504 of the Rehabilitation Act of 1973 and the Americans With Disabilities Act of 1990, assuring access by the handicapped. 8. Your recreational facility must remain open to the general public and you must assure that no person is subjected to discrimination on the basis of race, color, or national origin. If I can provide you with any additional information, please feel free to contact me. Enclosures Richard W. Davies Executive Director State Contract 1998 Matching Grant for the Outdoor Recreation Grants Program • CONTRACT AGREEMENT STATE OF ARKANSAS ARKANSAS DEPARTMENT OF PARKS AND TOURISM, LITTLE ROCK, ARKANSAS Applicant' city of Fayetteville Project No. A -10244 -98 -WA Protect Title: Walker Park Playground Renovation Period Covered By Thls Agreement: Date of Approval through June 30, 1999 Protect Scope (Description of Protect): To Develop: New playground area with Impact Zone Removal of Obsolete Playground Equipment' ADA Improvements • Protect Costs: Total Costs: $60, 000.00 Fund Support: 510 000 00 Fund Amount: q'10 000 00 Attachments: 1. General Provisions 2. 1 Land & Water Conservation Fund Natural & Cultural Resources Grant Trust Fund Project Management Guide 3, 1 Land & Water Conservation Fund/Natural & Cultural Resources Grant Trust Fund Application 4. Attachment #1 STATE OF ARKANSAS ARKANSAS DEPARTMENT OF. PARKS AND TOURISM OUTDOOR RECREATION GRANTS PROGRAM STATEMENT OF AGREEMENT No. 2 Project No. A-10244-98—WA The State of Arkansas, represented by the Executive Director, Arkansas Department of Parks and Tourism and the Applicant named above (hereinafter referred to as the Applicant) mutually agree to perform this agreement in accordance with the Land and Water Conservation Fund Act of 1965, 78 Stat. 897 (1964), and with the terms, promises, conditions, plans, specifications, estimates, procedures, project proposals, maps, and assurances attached hereto and hereby made a part hereof. The State of Arkansas hereby promises, in consideration of the promises by the Applicant herein, to obligate to the Applicant the amount of money referred to above, and to tender to the Applicant that portion of the obligation which is required to pay the State of Arkansas share of the costs of the above project stage, based upon the above percentage of assistance, and also based upon receipt of those funds from Act 729 of 1987. The Applicant hereby promises, in consideration of the promises made by the State of Arkansas herein, to execute the project or project stage described above in accordance with the terms of this agreement. The participant may not deviate from the scope of the project without the concurrence of the Arkansas Department of Parks and Tourism Executive Director. When one of the conditions in the agreement changes, such as change in the project scope, a revised estimate of costs, a deletion or additions of items, or a need to extend the' project period, the participant will submit in writing a formal request to the Executive Director for its approval. The following special project terms and conditions were added to this agreement before it was signed by the parties hereto:. (1) Historic Properties Preservation Act of 196fi (80 Stat. 915 16 U.S.C. 470), Executive Order 11593 (Protection and Enhancement of the Cultural Environment); (2) ,' •ru - . ••: •, - .•• :-• • ••-u••'• - (41CFR 11450) P. L. 91-646; (3) National Environmental Pnlicv Act of 1969 (Public Law 91-190); (4) OMB Circular A 95; (5) Architectural Barriers Art of 1‘4614(P L. 90-480); (6) Executive Order 19088 (Pollution Control), (7) Fxerutive Order 1195 85 amended (Floodplain Management); (8) OMB Circular A-102 (9) Executive Order 11246 as amended (Equal Employment Opportunity) 41 CFR Part 60; (10) Cnoeland 'Ann -Kickback" Act (18 U S C. 874) DOL (29 CFR, Part 3); (11) Clean Air Act of 197 (Construction Coit r n unonn Contract o t a t Amounts in3 CFRPart Excess fi '00,000 00* (12) Nondiscrimination on the Basis of Handicap Section The Applicant agrees to comply with the requirements of the Arkansas Department of Parks and Tourism regulations by immediately erecting a project sign and by burying or relocating underground overhead lines at all development and acquisition project sites. The applicant agrees to be responsible for operation and maintenance of said park in perpetuity. The undersigned Applicant of the State of Arkansas does hereby agree and accept the same responsibility and obligations as set out in the herein described project and to the same extent and in the same manner, including all requirements, as does the State of Arkansas. The undersigned Applicant of the State of Arkansas further understands agrees, and accepts that this project is not effective until this project agreement has been duly executed by the State of Arkansas and the said Applicant is notified accordingly: and no work shall be initiated and/or undertaken by said Applicant on the herein described project until it has received said notification by the State. • In witness whereof, the parties have executed this agreement as of the date entered below. By THE STATE OF ARKANSAS APPLICANT Air Date Executive Director Arkansas Departmen. of parks B, Tourism twa 030 ORG 985 2/96 By City of Fayetteville /.l J�1✓/.//h vw/ (Signature) Mayor of Fayetteville (Title) ARKANSAS STATE PARKS OUTDOOR R[CRLAV1 1ON GRANTS PROJECT MANAGEMENT GUIDE FOR FISCAL YEAR 1998 January, 1998 CONTENTS WHIT F. PAGES: BI.u1:. PAC ES: 1. INTRODUCTION 3 4. FEDERAL REGULATIONS & GENERAL PROVISIONS OF THE 4 MATCHING GRANT CONTRACT 17 4 .. FEDERAL REGULATIONS 17 GENERAL PROVISIONS OF THE MATCHING GRANT CONTRACT 17 ACQUISITION OR COMBINATION PROJECT 29 41 FORMAL APPRAISAL FORMAT - 30 ABBREVIATED APPRAISAL FORMAT - 32 FINDING OF VALUE FORMAT 32 BIDDING AND PURCHASING REQUIREMENTS 35 REIMBURSEMENT 3E AMENDMENTS 39 DONATIONS 40 BARRIER FREE ACCESS 47 INABILITY TO COMPLETE A PROJECT 48 OPERATION AND MAINTENANCE 49 SIGNS 50 ARKANSAS RECREATIONAL EQUIPMENT VENDORS 53 2. GENERAL INFORMATION WHAT DOES "50/50 MATCHING GRANT" MEAN? 4 3. WHAT Do I Do FIRST? A STEP- BY-STEP EXPLANATION OF How TO MANAGE THE MATCHING GRANT 6 • BM 1 INTRODUCTION The Project Management Guide is divided into two parts. The first part, or the white pages contains a "General Information" section and a section entitled "What do I do First" describing the step by -step process for completing your grant. The blue pages include more specific grant regulations and provisions, appraisal formats, land acquisition informa- tion, bidding requirements, samples of completed reimburse- ment request documents, and other samples we feel will be beneficial in your project process. Notations in the white pages will refer to items in the blue pages where detailed information and samples will help you understand the process a little better. If you need assistance at any time with your project, please write or call: Bryan Kellar, Director Susan Clifford, Project Officer Carolyn Dover, Project Officer Department of Parks and Tourism Outdoor Recreation Grants Program One Capitol Mall Little Rock, Arkansas 72201 Telephone: (501) 682-1301 Our office is located on the sixth floor of the Multi -Agency Complex, the first building just west of the Capitol. Please feel free to visit the office at any time. 3 2 GENERAL INFORMATION Arkansas's 50/50 Reimbursable Matching Grant Program pro- vides financial assistance for the acquisition of land and/or development of outdoor recreation areas and facilities. Grant funds are made available by the federal Land and Water Conservation Fund (LWCF) and the Arkansas Natural and Cultural Resources Grant and Trust Fund (NCRGTF). Funding for the federal LWCF is generated from the sale of federal surplus real property, federal motorboat fuel tax, and Outer Continental Shelf mineral receipts. The LWCF Act of 1965 (Public Law 88-578) became effective for a twenty-five year period on January 1, 1965, and has been extended to September 30, 2015. The funds for Arkansas's NCRGTF are collected from a tax on the transfer ofcertain real estate. Act 729 of 1987 established the NCRGTF. Both the LWCF and NCRGTF programs are administered identically as "Arkansas's Matching Grant Program." This provides the flexibility to fund projects from either grant source. On the state level, both programs are administered by the Arkansas Department of Parks and Tourism, Outdoor Recreation Grants Program. Property acqui red or developed under the Arkansas's Match- ing Grant Program must remain in public outdoor recreation use in perpetuity (i.e., FOREVER). Once the project boundaries have been established by your project application boundary map, all facilities within that boundary, whether developed with LWCF or NCRGTF mon- ies or not, must be in compliance with all rules and regulations of the LWCF Act and the Grants -In -Aid Manual The purpose of the Matching Grant Program is to provide "outdoor" recreation. Enclosed faciltttes cannot be constructed within the area described by the park boundary map, except as support to an outdoor facility (e.g., rest rooms or concession stands). Pavilions cannot have sides on them that give the effect of a closed -in building. Please re- member that facilities constructed with LWCF or NCRGTF monies cannot be enclosed at a later date. All utility wiring must be placed un- derground, including any overhead util- ity wiring existing at the start of the project. (In a few cases waivers may be obtained for some existing wiring. Please talk to your Project Officer regarding this waiver request). A sign showing that LWCF or NCRGTF Matching Grant Program monies were used in the acquisition and/ or development of the project must be present at each site. This sign must be placed on the site and remain there in perpetuity. WHAT Dogs "50/50 MATCHING GRANT" MEAN? A 50/50 Matching Grant does not mean that the Arkansas Department of Parks and Tourism will write the grantee a check for 50 percent of the project cost. The grantee must finance 100 percent of project costs, which can include in-kind labor, land donations, contributions, and general appropriations. We will not re- imburse the grantee for any more than the amount of cash they spend. Fifty 2 GENERAL INFORMATION 1'ROILCT lMANAGLMIENT GUIDE FUR FISCAL YEAR 1998 percent of the eligible expenditures, up to the amount of the grant, may be reimbursed by periodic billings during the project period or the grantee may wait until project completion to request the total reimbursement. The chart shown below will help to understand how the 50/50 reimbursable matching grant works. For simplicity's sake, let's say that a project will cost a total of $100,000. If the grantee spent $100,000 cash, submitted canceled checks and invoices for $100,000 and the expenditures are part of the approved project, then we would mail the grantee a reimbursement check for $50,000 (example column #1). Now let's say the grantee spent $75,000 cash and local citizens donated $25,000 in labor ($75,000 cash + $25,000 donated labor = $100,000 project). We will reimburse the grantee $50,000 after the grantee provides us with canceled checks, invoices, and time sheets detailing the local labor (example column #2). Next let's assume the grantee spent $50,000 cash and locals donated $50,000 in labor and/or materials ($50,000 cash + $50,000 donated labor and/or materials = $100,000 project). We would then reimburse the grantee $50,000 after the grantee provides us with canceled checks, invoices, and time sheets detailing the local labor (example column #3). If the grantee spent $25,000 in cash and locals donated $75,000 in labor and/ or materials ($25,000 cash + $75,000 donated labor and/or materials = $100,000 project), we would only reim- burse the grantee with a $25,000 check. The point to remember is to build a park, not make a profit (example column #4). The last example shows that the locals donated $100,000 in labor and materials (example column #5). Congratulations— the park would have been completed with- out the need of a grant! $100,000 $75,000 $50,000 $25,000 $0 0 0 0 All Cash Value More Cash Than Donated Equal Donated and Cash 0 More Donated Than Cash 0 All Donated, No Reimbursement CASH . DONATED REIMBURSEMENT $100,000 $75,000 $50,000 $25,000 $0 5 3 WHAT Do I Do FIRST? A STEP-BY-STEP EXPLANATION OF HOW TO MANAGE THE MATCHING GRANT The purpose of this section is to provide you with an easy step- by-step process of how to: (1) begin, build, and complete your grant project; (2) get grant reimbursements; (3) finalize your project; and (4) comply with your post -completion responsi- bilities. Do not spend any project funds, purchase or accept donated property, or contract for construction before you receive written authorization. • Not every project will follow the order of events exactly as we describe it. Keep close contact with your Project Officer to prevent problems. After you complete each successive step in the grant process, you may wish to mark it complete in this guide. I. READ AND BECOME FAMILIAR WITH THE PROJECT MANAGEMENT GUIDE! II. THE GRANTEE WILL SUBMIT BUDGETS, PLANS, SPECIFICATIONS, AND APPRAISALS TO THE PROJECT OFFICER FOR APPROVAL. Budget --detailed costs by line item • If the amount of the grant award is the same as the amount requested in the application, the budget submitted in the application may be used as a basis for the project. • If the amount of the grant award is less than the amount the applicant requested, a new revised budget muet be mailed to the ORGP Project Officer for approval. Elements not con- tained in the original application cannot receive funding. Plans --drawings of facilities, structures and floor plans • You must submit detailed plans of all facilities and structures showing layouts, and cross sections (see blue page 34 for an example of a cross section) of all sidewalks, trails, basketball courts, pavilion slabs, or any concrete or asphalt work within 6 30 days after the Project Management workshop. Plans must show all handicapped access within the project area, handi capped parking areas and accessible pathways from the parking area to each facility You must show the width of the pathways and the material the path- way is constructed of. If there are any changes in the site plan (see blue page 33 for an example of an approved site plan), from the one submitted with the original application, you must submit a new site plan. Ifyour original site plan did not address handicapped access to each facility, you must submit a new plan showing handicapped access. • Plans for the construction of covered structures including rest rooms, con- cession stands, covered bleachers that are eight feet high or higher, and any building greater than 1500 sq. h. with a roof must include an engineer's certi- fication for earthquake stabilization to comply with Act 1100 of 1991. The certification must be stamped on the plans for the facility. Specifications—written descriptions of building materials and furnishings • Specifications should identify and de- scribe all major construction materials. All building materials (which you wish to be reimbursed for) used in the con- WHAT Do .I Do Fiwsr? PROTECT l?VIA\AGE\IENT Guinn FOR FISCAL YEAR 1998 struction of pavilions, rest rooms, or concession stands must be new and shall be of durable materials that resist weathering and heavy public use. Plumbing should be commercial type and vandal proof. Fixtures inside the concession stand must be new and ofcommercial grade materials. Specifications for pavilion slabs should include depth and materials of the sub base, construction materials, and size of slab. • Specifications for pre -fabricated facilities such as pavilion kits, playground equipment and basketball goals, trash con- tainers, etc. may be copied from manufacturers' catalogues, brochures or printed spec. sheets provided they contain enough detail for the ORGP staff to determine quality, suitability for the intended purpose and materials used for manufacture. Details for footings, slabs etc. must be provided for pre -fabricated equipment installation. • Playground equipment should be new and comply with guidelines established by the U. S. Consumer Product Safety Commission. Only new, commercial grade equip- ment, constructed of materials that has proven durable in all types of weather, and can withstand heavy public use will be approved. • All areas under playground equipment must be surfaced with an impact absorbing material. Playgrounds must be accessible for use by the handicapped. A portion of the impact area under each piece of play equipment shall be an approved material offering wheelchair access from beyond the con- tained material to each piece of playground equipment. • Picnic tables must be new, commercial grade, and con- structed of materials that withstand weathering and heavy public use. Grills must be commercial grade and preferably pedestal mounted. At least twenty percent (20%) of the total number ofpicnic tables and grills, in the project area, must be handicapped accessible to comply with ADA. • Basketball courts must include the backboards, goals, and basketball slabs. The backboards and goals must be new, of commercial grade, and constructed of materials that have proven durable in all types of weather. They must also be suitable for heavy public use. • Sidewalks, trails, and/or pathways should include the depth and material of the sub base, construction materials, length, and width of trail and the dis- tance between control joints (if any). We do not require sidewalks as a means of handicapped access, however, we do require access, in all kinds of weather, to all facilities within the project boundary. • Fencing specifications should include the gauge and height of wire for the backstop (minimum specifications of the backstop will be 2 -inch mesh 9 - gauge fencing and a height of 13 feet with an over -hood such as a typical commercial quality backstop), the wings (minimum specifications of wings will be 2 -inch mesh 9 -gauge fencing and a height of 12 feet placed at 45 -degree angles to the main backstop and paral- lel to the foul lines), the sides (mini- mum requirements are 2 -inch mesh 11 -gauge fencing), and the outfield fence (minimum requirements are 2 - inch mesh 11 -gauge fencing), the gauge, diameter, and material of the vertical frame posts (minimum requirements are 3 -inch outside diameter galvanized steel pipe), and the gauge, diameter, and material of the horizontal rails (minimum requirements are 1 5/8 -inch outside diameter galvanized steel pipe. You should include the width and num- ber of the walk gates (minimum clear- ance is 3 feet on walk gates to comply 7 WHAT Do I Do FIRST? PROJECT MANAGEMENT GUIDE FOR FISCAL YEAR 1998 with ADA) and the drive-through gates. Ball field dug -outs Abbreviated Appraisal must be accessible to the handicapped. ` • Parcels of land with an estimated value • Parking areas must be all-weather and designed for a mini- mum of 10 spaces. Each space should be a minimum of 9 feet wide by 18 feet long with one of the spaces designated handicapped accessible. If your parking area exceeds 10 spaces you must provide one handicapped accessible space for every 10 spaces of parking. (This information complies with Act 772 ofArkansas.) The handicapped space must have a 5 - foot adjacent access aisle constructed of a hard surface mate- rial suitable for wheelchair travel and the parking space(s) must be designated by a sign showing the international symbol of accessibility. • An ORGP Project Officer will send a letter with recom- mended revisions, corrections or additions to your plans and specifications, if they are not approved. • After the revisions, corrections, or additions are made, you will need to return them to your Project Officer for approval. Appraisals—(see blue pages 30-32 for the appraisal formats). An appraisal is a professional determination of the fair market value of a piece of land. If your project includes a land purchase for which you wish to be reimbursed you must have it appraised. Only the appraised fair market value will be eligible for reimbursement. Formal Appraisal • Parcels of land with an estimated value of $25,000 or greater will need a formal appraisal. • Theforma! appraisal must follow the narrative format on blue pages 30-31 with no exceptions. Please give your appraiser a copy of this format and ask them to prepare the appraisal exactly as required Appraisals that do not follow this format will be returned and may end up costing the grantee addi- tional money to have another appraisal done. 8 of $5,000 to $24,999 will need an abbreviated appraisal. • The abbreviated appraisal must follow the narrative format on blue page 32 wrth no exceptions. Please give your appraiser a copy of this format and ask them to prepare the appraisal exactly as required. Appraisals that do not follow this format will be returned and may end up costing the grantee additional money to have another appraisal done Finding of Value • Parcels of land with an estimated value of $4,999 or less. will need a finding of value. • The finding of value must follow the format on blue page 32 with no excep- tions. Please give your appraiser a copy of this format and ask them to prepare the appraisal exactly as required. Ap- praisals that do not follow this format will be returned and may end up cost- ing the grantee additional money to have another appraisal done. If the appraisal needs correcting, it will be returned to the grantee for correction. After the necessary corrections are made you must return the appraisal `to the Project Officer. The appraisal review pro- cess will take approximately 60 to 90 days. 3 WHAT �Do I Do Futst? Pizuii( -r MANAt :1 MEN (*FLAW: 1-0k HS(':vt YLAR 1998 III. THE PROJECT OFFICER WILL SEND A LETTER TO THE GRANTEE WITH A BLANK STATE CONTRACT AGREEMENT. You will receive a Contract Agreement for signature after your plans, specifications, and appraisal (if needed) are approved. When you receive this two-page Contract Agreement, consider carefully what this commitment means! The first page is the project name, project number, contract period and the project parts. The second page contains Federal and State regulations that you are agreeing to follow when you sign the Contract Agreement. The Contract Agreement must be signed by the Mayor or the County Judge. The School Superintendent must also sign, if the project is a joint project with a school. The mayor, county judge and/or school super- intendent should be aware that this Contract Agreement is binding in perpetuity. This Contract Agreement should be placed in a safe place and should be made a part of the permanent records of the ciry or the county. If you have any questions, please call your Project Officer. W. THE GRANTEE WILL RETURN THE SIGNED CONTRACT TO THE ORGP PROJECT OFFICER AND SCHEDULE A REQUIRED PRE -CONSTRUCTION CONFERENCE WITH THE ORGP PROJECT OFFICER. • Return both pages of the Contract Agreement to the project officer for approval by the appropriate state official. • All grantees are required to schedule an on-site pre -construc- tion conference with the ORGP project officer and those persons who will supervise and construct the project facilities. V. THE EXECUTIVE DIRECTOR OF THE DEPARTMENT OF PARKS AND TOURISM WILL SEND THE GRANTEE A COPY OF THE FULLY EXECUTED CONTRACT AND A "NOTICE TO PROCEED." • You will receive a letter from Richard Davies, Executive Director of the Arkansas Department of Parks and Tourism, stating that this is your "Official Notice To Proceed." You will also receive a permanent copy of the approved Contract Agreement bound with a grant Application Guide and a Project Management Guide. • Ifyou should need to change any aspect of your Contract Agreement you must submit a wrItten request for an amend- ment. If in doubt, call and check with your Project Officer. • The request for a Contract Amend- ment must be from the grantee's chief executive officer. The request letter should indicate what changes are pro- posed and explain why the changes are necessary Our office must receive your amendment request thirty (30) calen- dar days prior to any changes being made. If any changes are made to the project without prior written approval from our office, you run the risk of not being reimbursed for any expense in- curred as a result of the change. Also, you run the risk of having to remove the changes, at your own expense, should the changes not be approved. VI. THE GRANTEE MUST SUBMIT BID DOCUMENTS TO THE PROJECT OFFICER FOR APPROVAL. (SEE BLUE PACES 35-37.) Grantees must follow the bid requirements in the project management guide unless the project officer determines the local guide- lines are more stringent. Any grantee who does not follow established bidding pro- cedures as outlined in this guide, will not be reimbursed for any or all expenses deemed in violation of the purchasing regulations outlined in this section. There are no exceptions to these regulations. • Telephone bids must be secured for similar goods that total $1,000 to $2,999. You will need a total of three bids. Remember to include all similar 9 WHAT Do I Do FIRST? PROIECT MANAGEMENT GUIDEFOR FISCAL YEAR 1998 materials for the entire project. Our regulations state that you must take the lowest bid submitted that meetsyourspeciftcations. • Written bids must be secured for similar goods that total $3,000 to $9,999. You need a total of three bids. Remember to include all similar materials for the entire project. Our regulations state thatyou must take the lowest bid submitted that meets your specifications. • Formal bids must be secured for similar goods that total $10,000 and above. You must advertise in the Arkansas Democrat Gazette once each week for two consecutive weeks for formal bids. You may advertise in any other local papers or magazines, but you must advertise in the Arkansas Demo- crat Gazette. Our regulations also state that you must take the lowest bid submitted that meets your specifications. • If the bid documentation is not approved by the Project Officer, the grantee will receive a letter with recommenda- tions for revisions, corrections, or additions. This informa- tion must be resubmitted to your Project Officer with revi- sions, corrections, or additions for approval. (Sample) "Invitation To Bid" Sealed bids will be received until 2:00 p.m., January 24, 1999, at the Mayor's Office, 1011 Smallville Drive, Smallville, Arkansas, for the following: PROVIDE ALL LABOR AND/OR MATE- RIALS for the construction ofaconcession stand at Smallville City Park, Smallville, Arkansas. Complete hid documents can be obtained by contacting the Mayor's office. A bid bond in the amount of 10% shall accompany each bid. The bid's will be opened at 3:00 p.m., January 24, 1999, in the Mayor's office. Federal funds are being used in this project and all Federal regulations apply. The owner reserves the right to reject any or all bids and waive any formalities. VII. THE PROJECT OFFICER WILL MAIL A LETTER TO THE GRANTEE APPROVING THE BID DOCUMENTS. • The grantee will receive a letter stating that the bid documen- 10 tation meets all state criteria and the grantee can advertise for bids. VIII. GRANTEES BEGIN THE BIDDING PROCESS. • The grantee will solicit telephone bids as specified in section VI part 1, for items requiring telephone bids and document all bids received. The grantee is required to accept the lowest bid re- ceived • The grantee will solicit written bids as specified in section VI part 2, for items requiring written bids and document all bids received.. The grantee is required to accept the lowest bid received. • The grantee will forward the advertise- ment for bid to the Arkansas Democrat Gazette for publishing. The bid must run in the Arkansas Democrat Gazette once each week for two consecutive weeks as specified in section VI part 3. The grantee is required to accept the lowest bid received. IX. GRANTEE ACCEPTS OR REJECTS BIDS. • The grantee must accept the lowest bid that meets the specifications or rejects all bids and re -bid the items. Ifthe lowest bid is accepted you may contact the vendor and schedule delivery of the items. Ifyou reduce or alter the bid in any way you mustre-bidtheitems. You must contact your Project Officer to verify that your bid information is still cor- rect. After you re -bid the items you must select the lowest bid that meets the specifications. Remember, if you 3 WHAT Do I Do FIRST? PROIECT MANAGEMENT GUIDE FOR FISCAL YEAR 1998 do not select the lowest bid, you cannot be reimbursed for the items. If in doubt, please contact your Project Officer. • If the bids are rejected because they are in excess of your projected cost, you may have to reduce the scope of your project. You must obtain permission from the Director of the Outdoor Recreation Grants Program to do this. Write a letter, outlining the problem and request an Amendment to reduce the scope of the project. You will receive an Amend- ment, changing the scope of the contract. After you sign the Amendment, return it to us for approval. When you receive your approved Amendment, you may re -bid your approved items as noted in Section VI, Paragraph 1, 2, and 3. IF YOU ARE IN DOUBT ABOUT ANY ITEM OR ITEMS, OR ANY OF THE BIDDING REGULA- TIONS, PLEASE CONTACT US BEFORE YOU PURCHASE, NOT AFTER. • The grantee must include rhe following provisions in all contracts: Contract Provisions The grantee shall include, in addition to provisions to define a sound and complete agreement, the following provisions in all contracts: • Contracts shall contain such contractual provisions or condi- tions that will allow for administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as may be appropriate. • All contracts of $10,000 and above shall contain suitable provisions for termination by the grantee including the manner by which it will be effected and the basis for settlement. In addition, such contractors shall describe conditions under which the contract may be terminated for default as well as conditions where the contract may be terminated because of circumstances beyond the control of the contractor. • All contracts of $10,000 and above shall include provisions for compliance with Executive Order 11246, as out- lined in the Federal Procurement Regu- lations, Pan 1-12 8 (Standard Federal Equal Employment OpportunityCon- struction Contract Specifications). The grantee shall establish procedures to assure that suspected or reported viola- tions are promptly investigated. If you have any questions concerning these requirements please contact your Project Officer. • All contracts for construction or repair shall include a provision for compli- ance with the Copeland "Anti -Kick Back" Act (18 U.S.C. 814) as supple- mented in Department of Labor regu- lations (29 CFR, Part 3). This Act provides that each contractor shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he is otherwise entitled. The State shall report all sus- pected or reported violations to the NPS. • All negotiated contracts (except those of less than $10,000) awarded by the grantee shall include a provision to the effect that the grantee, the Arkansas Department of Parks and Tourism, the NPS, the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, pa - 11 WHAT Do I Do FIRST? Pitaircr ,MANAGE,vIENT CI FIDE FOR FISCAL YEAR 1998 pens, and records of the contractor for the purpose of making audit, examination, excerpts, and transcriptions. _ • Contracts of amounts in excess of $100,000 shall contain a provision that requires the recipient to agree to comply with all applicable standards, orders, or regulations issued pursu- ant to the Clean Air Act of 1970. Violations shall be repotted to the NPS and the Regional Office of the Environmental Protection Agency. • In each instance where the total bid amount submitted by the licensed prime contractor exceeds $20,000, all prime con- tractors as a condition to perform construction work for and in the State of Arkansas shall use no other subcontractors except those licensed by the State Contractors Licensing Board and qualified in (a) Mechanical (indicative ofheating, air conditioning and ventilating), (b) Plumbing, (c) Electrical (indicative of wiring and illuminating fixtures), and (d) Roofing and Sheet Metal work (indicative of roofing applica- tion). In the event the prime contractor is qualified and licensed by the Arkansas State Contractors Licensing Board, he may use his own forces to perform those tasks listed herein as subcontractors in one or more of the trades listed Change Orders The grantee shall issue written change orders to the construc- tion contract for all structural changes and for all increases or decreases in contract value. All change orders shall be filed and retained for a period of three years after final reimbursement on the project. Change orders should be made a part of the project file and kept available for audit. Bonding and Insurance No contract in any sum exceeding $20,000 providing for the repair, alteration, or erection of any public building, public structure or public improvement shall be entered into by the State of Arkansas, or any subdivision thereof, any county, municipality, school district, or other local taxing unit, or by any agency of the foregoing, unless the contractor shall furnish to the party letting the contract a bond in a sum equal to the amount of the contract. Every bid submitted on public con - 12 struction contracts shall be absolutely void unless accompanied by a certified check or by a written bid or proposal bond of a responsible surety. X. GRANTEE BEGINS CONSTRUCTION OF PROJECT FACILITIES. • Project construction should begin within 60 days of the letter to the grantee notifying them of the bid ap- proval. You must notify your Project Officer, in writing, ifyou will be unable to meet this deadline. Please explain the reasons for the delay and provide a time line for the construction of die project. • At anypointdur ng the construction of your project, you find that you cannot complete the project as the Contract Agreement states, you must notify your Project Officer. You may request an Amendment, in writing, to the Direc- tor of the Outdoor Recreation Grants Program, to reduce the scope of the Contract, or you may request a time extension, in writing to your Project Officer. I • If you find that you will be unable to complete a project, you must notify the Director of the Outdoor Recreation Grants Program as soon as possible. We will work with you to bring the project to an end and still provide the commu- nity with a viable recreation area..lfyou have not received any reimbursements, you can withdraw the project from the grant program at any time. Circumstances may occur that make it impossible for a grantee to complete a 1 1 3 WHAT Do I Do FIRsT? PRO( ECT (MANAGEMENT G111)1 FOR FISCAL YEAR 1998 project as agreed to in the Contract Agreement. There are two possible methods by which such a situation can be handled. • If the grantee has not received any LWCF or NCRGTF monies for the project, the grant can be withdrawn. This will require a written request for withdrawal of the project from the grantee's chief executive officer. • If the grantee has received any LWCF or NCRGTF monies, the project must be complete enough to be considered a usable outdoor recreation facility. If the project can be considered a usable outdoor recreation facility, we can amend the Contract Agreement to delete the incomplete items, provided that all requirements of the previous section of this guide have been met. Our staff would then be able to perform a final inspection of the project and complete all final paperwork. However, if the project cannot be considered a usable facility, the grantee would have to develop it to a usable point so the Contract Agreement could then be amended Your Project Priority Rating Score was based on that estimate. Each Grantee is expected to adhere to this estimate. Reim- bursements inconsistent with the estimate will not be processed unless the Director, Outdoor Recreation Grants Program ap- proves the variance. Reimbursement requests are pro- cessed when they are received. You should allow a minimum of six weeks for pro- cessing. Reimbursement requests that are received, but do not follow the correct format, will be returned to the grantee without being processed. Before submit- ting your reimbursement request please follow these steps. Failure to Include the correct information will delay your request. As soon as the grantee realizes that the project cannot be • Collect bid documentation. Copies of completed as contracted, the Project Officer must be noti- all bid documentation mustbeinduded fled in writing so that she can assist you in meeting these with the request for reimbursement. requirements. XI. THE GRANTEE MUST SUBMIT QUARTERLY STATUS REPORTS DESCRIBING PROGRESS TO THE PROJECT OFFICER. • Status reports are required every three months. A status report is a briefletter stating what progress, if any, you have made on your project. The report allows the Project Officer to better plan inspections, both progress and final, as well as provide information needed for a quarterly status report to the Natural and Cultural Resources Council. XII. THE GRANTEE SUBMITS REIMBURSEMENT REQUEST(S) TO THE PROJECT OFFICER TO RECEIVE GRANT FUNDS. In the 1998 Application Project Narrative, each Grantee provided an estimate of the amount of local matching fund source(s), General Appropriation, Force Account Labor, Donated Land, City/County Equip Use, In -Kind Services. • Collect canceled checks. Copies of the canceled checks (front and back MUST be attached to the invoice[~] it covers). • PrepareLEGIBLE copies ofall invoices. If you can't read it, we can't read it. Invoices must be itemized, unit cost must be extended and applicable tax added. Any items, such as drill bits, saws, paint rollers and covers, paint brushes, ladders, measuring tapes, gloves, etc. are not eligible expenses and will be deducted from the invoices. If the Items on the invoices are not readily identifiable, please write in the Item name. For instance, a part num- ber is not acceptable, please write the 13 WHAT Do I Do Frasr? PROlLCT iMA.Narr,AIENT GUIDE FOR FISCAL YEAR 1998 name of the item on the line it pertains to. • Prepare the donated labor, material, and equipment forms and obtain all required signatures. The donated labor forms are to be used when a person donates his time during the park construction. This person should be working on a budgeted line item of the project. Please write that element or line item on the sheets so you can properly account for the time donated. The rate of donated time will be MINIMUM WAGE unless the person is a professional and he/she is performing a job at the project that is in his/her career field. See example on blue Page 41. The donated material forms are to be filled out with detailed information. You must write in the basis ofthe value. Please provide the signature of the person who gave you the information, or a copy of the invoice if available. See example on blue page 42. The donated equipment forms must be completed entirely The fornis must contain the make, model, and brand name of the equipment used. You must also provide the element or line item for which the equipment was used. The equipment operator's signature must be on the form. The donated equipment can only be charged at the rate it would cost, if the same piece of equipment had to be rented. See example on blue page 43. • Prepare City/County employees' time sheet forms and obtain all required signatures. 1) Gather official city/county time sheets and attach the appropriate official time sheet to each grant form. This person should be working on a budgeted line item of the project. Please write that element or line item on the sheets, so that you can properly account for the time. See example on blue page 44. • Acquisition information 1) Provide a copy of the recorded deed to the property that was acquired. 2) Provide a copy ofthe canceled check (front and back) ifthe property was purchased. 3) Ifthepurchasepricewas Tess than the approved appraised value, the balance of the land donation will be credited to your project. 4) If the property was donated, the approved appraised value will be cred- ited to your project. • Follow reimbursement request checklist. REIMBURSEMENT CHECKLIST 1. All requests forreimburaement must be addressed to: Outdoor Recreation Grants Program Arkansas Department of Parks and Tourism One Capitol Mall Little Rock, Arkansas 72201 2. Indude a cover letter request- ing reimbursement. This letter must indude the project num- ber, total dollar amount re= quested, and the number of the request (1st, 2nd, 3rd, etc.). Be sure the letter is dated and signed by the appropriate local official. 3. Legible, dear copies of all item- ized invoices (not billing state- ments) must be attached to the check or checks they represent. If the invoices are not itemized or can- not be clearly read they will be re- turned to you unpaid Invoices must be itemized; contain the name (not the part number) of the item pur- chased, the number of items pur- chased, the unit cost, the total cost ®rWEut Do I Do,Fms-r? of the items and tax if applicable. The vendor's name and records must have copies of the address must be on the invoice: city or county time sheets at- tached to the records and the 4. Invoices for similar goods and services or groups of days claimed must be highlighted. similar goods and services in the amount of $10,000 that include labor and $10,000 for commodities only 10. Submit a reimbursement must be accompanied by the bid copy from the summary sheet that clearly iden- Arkansas Democrat Gazette, the proof of publication titles each expenditure according notice from the newspaper and a copy of all the bids to line item as listed on your received. Any grantee who does not follow established project cost estimate. List each bidding procedures as outlined in this guide will not be check separately. (See example reimbursed for any or all expenses deemed in violation on blue page 45.) of the purchasing regulations outlined in this Manage- ment Guide. 11. Supply copies of both sides of •all canceled checks. 5. Invoices for similar goods and services or groups of , . • similar goods and services between $3,000 and $9,999 12. Please package the request in (that do not include labor) must include copies of the the following order: written quote bid sheets. a. Cover Letter b. Check -listing sheet 6. Invoices for similar goods and services or groups of c. Checks/Invoices similar goods and services between $1,000 and $2,999 •d. Requests for in -kind credits (that do not include labor) must include copies of the Related items (checks and invoices) should telephone quote bid sheets, be stapled together in the order they appear on the check -listing sheet. 7. Invoices for similar goods and services or groups of similar goods and services between $3,000 and $9,999 13. The name and telephone (that include labor) must include copies of the written number of the person who can quote bid sheets, answer questions about the re- quest should appear somewhere 8. Invoices for similar goods and services or groups of on the cover letter. similar goods and services between $1,000 and $2,999 (that include labor) must include copies of the tele- 14. Only costs incurred during phone quote bid sheets, the contract period are eligible ' for reimbursement. 9. In -kind contributions must.have copies of the do- Any reimbursements received in the nated labor sheets, donated equipment use sheets, and ORGP office thardo not follow the for - donated materials sheets. These.sheets oust be signed mat on pages 14 and 15 will be returned in the appropriate places, verified and signed by the to the grantee. Please check your requests Mayor or Counry Judge and submitted with the reim- and make sure that the requests are in the bursement request. City or county employee time correct format. 15 �� • • l'iu,�i cr iA1-�� \1i n NI (;tiuc roa Piss AL 1'r_:\E: I')'1N XIII. THE ORGP DIRECTOR MAILS A LETTER Ste example of completed park inventory CONTAINING A PAYMENT WARRANT TO THE GRANTEE. firm on blue page 46. • Grantee will receive a warrant reimbursing approved project expenses, OR • Grantee will receive a letter requesting corrections before reimbursement can be processed, OR • Grantee will receive a letter of notification that the request has been processed with exceptions. The letter will explain the exceptions. XIV. ORGP STAFF WILL CONDUCT ON -SITE INSPECTIONS. Progress • This inspection is to check the progress of the project. If at any of the progress inspections, it is noted that ADA guide- lines are not being followed, you will not receive any reim- bursement requests until you are in compliance. Final • This inspection must be done before your project can be closed. The project will be inspected to verify that your project has been completed in compliance with your Con- tract Agreement and ADA requirements. Post -Completion • At least once every five years an inspection will be made to ensure that your park is well maintained, that the LWCF/ NCRGTF sign is still in place, that no. ineligible items have been added within the project boundary, and that all appli- cable LWCF/NCRGTF regulations are being met. This inspection is in compliance with the Contract Agreement that you signed with the State. . XV. NOTIFY YOUR PROJECT OFFICER, IN WRITING, THAT THE PROJECT HAS BEEN COMPLETED. • Order sign to be permanently placed at project site • Prepare final "as -built" site plan. • Prepare updated park inventory form. • Prepare the final reimbursement request. When your project is inspected with no problems noted, and you have provided the "as -built" site plan, the updated park inventory form, your final reimburse- ment request will be processed for pay- ment. Ifyour project does not pass the final inspection you will be sent a letter stating the problem or problems and recommen- dations for correcting the problem or problems. I If you have not provided the "as - built" site plan or completed the updated park inventory form you will be sent a letter requesting this information. Your final reimbursement request will not be processed until the items are received. XVI. PARK DEDICATION OR RIBBON - CUTTING CEREMONY Once you have completed your project and the final inspection has been com- pleted, you should plan a park dedication or ribbon -cutting ceremony. This is a great time for City or County officials to recognize the efforts of local workers, volunteers and political leaders, who played an active role in the project con- struction or those who assisted the city or countywith theapplication process. This ceremony also encourages community awareness and promotes. good commu- nity relations. 1 1 1 I 1 1 1 16 I I I © FEDERAL REGULATIONS & GENERAL PROVISIONS OF THE MATCHING GRANT CONTRACT FEDERAL REGULATIONS GENERAL PROVISIONS OF THE You are probably familiar with most of these since they apply MATCHING GRANT CONTRACT to the use of other federal funds your community receives. Pages 18 through 28 of this booklet are However, please notify us if you would like more specific the General Provisions that are an attach- ' information on any of the following: ment to your Contract Agreement with • OMB Circular A-95 the State. It is important for you to be • Title VI of the Civil Rights Act of 1964 aware that by signing your Contract • Architectural Barriers Act of 1968 (P.L. 90-480) Agreement with the State, you have agreed • Americans with Disabilities Act of 1990 to each item of the General Provisions. • Clean Air Act of 1970 Please note that Part I, Item E indi- • Endangered Species Act of 1973 (P.L. 93-205) cates that wherever a term, condition, • Non-discrimination on the Basis of Handicap, Section 504, obligation, or requirement listed in the Rehabilitation Act of 1973 General provisions refers to the State, • Flood Disaster Protection Act of 1973 such reference shall also apply to the • Historic Properties Preservation Act of 1966 (P.L. 89-665) grantee, except where it is clear from the • National Environmental Policy Act of 1969 (P.L. 91-190) nature of the term, condition, obligation, • Uniform Relocation Assistance and Real Property Acquisi- or requirement that it is to apply solely to ' don Policies Act of 1970 (P.L. 91-646) the State. • Executive Order 11246 (Equal Employment Opportunity) Also note that all references to the • Executive Order 11296 (Evaluation of Flood Hazard) Land and Water Conservation Fund also • Executive Order 11288 (Prevention, Control and Abate- apply to projects funded through the ment of Water Pollution) Natural and Cultural Resources Grant • Copeland Anti -Kickback Act. and Trust Fund. I I I I ' 17 /r I• • `1r1•r41c.p PROJECT 1ViANAu6bIFr t Giiiin FUR FISCAL iEAH 1998 L8WCF GRANTS MANUAL CHAPTER 660.3 ATTACHMENT B LAND AND WATER CONSERVATION FUND PROJECT AGREEMENT I General Provisions Part I - Definitions A. The term "NPS" as used herein means the National Park Service, United States Department of the Interior. 'l. B. The term "Director" as used herein means the Director of the National Park Service, or any representative lawfully delegated the authority to act for such Director. C. The term "Manual" as used herein means the Land and Water Conservation Fund Manual. D. The term "project" as used herein means a single project, a consolidated grant, a project element of a consolidated grant, or project stage which is subject to the project agreement. E. The term "State" as used herein means the State or Territory which is a party to the project agreement, and, where applicable, the political subdivision or public agency to which funds are to be transferred pursuant to this agreement. Wherever a term, condition, obligation, or requirement refers to the State, such term, condition, obligation, or requirement shall also apply to the recipient political subdivision or public agency, except where it is clearfrom the nature of the term, condition, obligation, or requirement that it is to apply solely to the State. ' F. The term "Secretary" as used herein means the Secretary of the Interior, or any representative lawfully delegated the authority to act for such Secretary. L L I. C I I I I I Ti Part II - Continuing Assurances The parties to the project agreement specifically recognize that the Land and Water ConservationFund assistance project creates an obligation to maintain the property described in the project agreement consistent with the Land and Water Conservation Fund Act and the following requirements. Further, it is the acknowledged intent of the parties hereto that recipients of assistance will use moneys granted hereunder for the purposes of this program, and that assistance granted from the Fund will result in a net increase, commensurate at least with the Federal cost -share, in a participant's outdoor recreation. It is intended by both parties hereto that assistance from the Fund will be added to, rather than replace or be substituted for, State and local outdoor recreation funds. ti Manual Release 151 Replaces all preceding manual releases L I I Ti I I Me 1 • • ; • • Peulrrr MnNneenil r Grnur we hix Ar 1'r.- H 1998 L9WCF GRANTS MANUAL I CHAPTER 660.3 ATTACHMENT B A. The State agrees, as recipient of this assistance, that it will meet the following specific requirements and that it will further impose these requirements, and the terms of the project agreement, upon any political subdivision or public agency to which funds are transferred pursuant to the project agreement. The State also agrees that it shall be responsible for compliance with the terms of the project agreement by such a political subdivision or public agency and that failure by such political subdivision or public agency to so comply shall be deemed a failure by the State to comply with the terms of this agreement. B. The State agrees that the property described in the project agreement and the dated project boundary map made part of that agreement is being acquired or developed with Land and Water Conservation Fund assistance, or is integral to such acquisition or development, and that, without the approval of the Secretary, it shall not be converted to otherthan public outdoor recreation use but shall be maintained in public outdoor recreation in perpetuity orfor the term of the lease in the case of leased property. The Secretary shall approve such conversion only if it is found to be in accord with the then existing comprehensive statewide outdoor recreation plan and only upon such conditions deemed necessary to assure the substitution of other recreation properties of at least equal fair market value and of reasonably equivalent usefulness and location. This replacement land becomes subject to Section 6(f)(3) protection. The approval of conversion shall be at the sole discretion of the Secretary, or his designee. Prior to the completion of this project, the State and the Director may mutually alter the area described in the project agreement and the signed anci dated project boundary map (see Section 660.2.6.b) to provide the most satisfactory public outdoor recreation unit, except that acquired parcels are afforded Section 6(f)(3) protection as Fund reimbursement is provided. In the event the NPS provides Land and Water Conservation Fund assistance for the acquisition and/or development of property subject to reversionary interests with full knowledge of those reversionary interests, conversion of said property to other than public outdoor recreation uses as a result of such reversionary interest being exercised is approved. In receipt of this approval, the State agrees to notify the Service of the conversion as soon as possible and to seek approval of replacement property in accord with the conditions set forth in these provisions. The State further agrees to effectuate such replacement within a reasonable period of time, acceptable to the Service, after the conversion of property takes place. The provisions of this paragraph are also applicable to: leased properties acquired and/or developed with Fund assistance where such lease is terminated priorto its full term due to the existence of provisions in such lease known and agreed to by the Service; and properties subject to other outstanding rights and interests that may result in a conversion when known and agreed to by the Service. 1 Manual Release 151 Replaces all preceding manual releases 1 19 II FEDERAL REGULATIONS & GENERAL PROVISIONS L&WCF GRAM'S MANUAL CHAPTER 660.3 ATTACHMENT B C. The State agrees that the benefit to be derived by the United States from the full compliance by the State with the terms of this agreement is the preservation, protection, and the net increase in the quality of public outdoor recreation facilities and resources which are available to the people of the State .and of the United States, and such benefit exceeds to an immeasurable and unascertainable extent the amount of moneyfurnished bvthe United States byway of assistance underthe terms of this agreement. The State agrees that payment by the State to the United States of an amount equal to the amount of assistance extended underthis agreement by the United States would be inadequate compensation to the United States for any breach by the State of this agreement. The State further agrees, therefore, that the appropriate remedy in the event of a breach by the State of this agreement shall be the specific performance of this agreement. D. The State agrees to complywith the policies and procedures setforth in the Land and WaterConservation Fund Manual. Provisions of said Manual are incorporated into and made a part of the project agreement. E. The State agrees that the property and facilities described in the project agreement shall be operated and maintained as prescribed by Manual requirements. ,i F. The State agrees that a permanent record shall be kept in the participant's public property records and available for public inspection to the effect that the property described in the scope of the project agreement, and the signed and dated project boundary map made part of that'agreement, has been acquired or developed with Land and Walter Conservation Fund assistance and that it cannot be converted to other than public outdoor recreation use without the written approval of the Secretary of the Interior. G. Nondiscrimination 1. The State shall comply with Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and all requirements imposed by or pursuant to the Department of Interior Regulation (43 CFR 17) issued pursuant to that Title, to the end that, in accordance with Title VI of that Act and the Regulation, no person in the United States shall, on the ground of race, religion, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination in the use of any property or facility acquired or developed pursuant to the project agreement. The State shall immediately take any measures necessary to effectuate this provision. This assurance shall be binding on the State or any political subdivision or other appropriate public agency to which Fund assistance or property acquired or developed with Fund assistance has been transferred for public recreation purposes. Manual Release 151 Replaces all preceding manual releases L L I I LJ I I I I L C I I J oil ® FEDERAL REGULATIONS & GENERAL. PROVISIONS I I I J I I I Li I I LBWCF GRANTS MANUAL CHAPTER 660.3 ATTACHMENT B 2. The State shall comply with Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d)prohibiting employment discrimination where (1) the primary purpose of a grant is to provide employment or (2) discriminatory employment practices will result in unequal treatment of persons who are or should be benefiting from the grant -aided activity. 3. The State shall comply with the regulations and guidelines promulgated pursuant to the Civil Rights Act of 1964 by the Secretary of the Interior and the National Park Service. 4. The provisions of the the first three paragraphs apply to any part of the recreation system within which the assisted facility or property exists. 5. The State shall not discriminate against any person on the basis of residence, except to the extent that reasonable differences in admission or other fees may be maintained on the basis of residence as set forth in the Manual. Part III - Project Assurances A. Applicable Federal Circulars The State shall comply with applicable regulations, policies, guidelines and requirements including 43 CFR Part 12.41-12.92 (Administrative Requirements and Cost Principles for Assistance Programs), A- 87 (Cost Principles for State and Local Governments), and A-128 (Audits of State and Local Government) as they relate to the application, acceptance and use of Federal funds for this federally assisted project. B. Project Application 1. The Application for Federal Assistance bearing the same project number as the agreement and associated documents is by this reference made a part of the agreement. 2. The State possesses legal authorityto applyforthe grant, and to finance and construct the proposed facilities. A resolution, motion or similar action has been duly adopted or passed authorizingthe filing of the application, including all understandings and assurances contained herein, and directing and authorizing the person identified as the official representative of the State to act in connection with the application and to provide such additional information as may be required. 3. The State has the ability and intention to finance the non -Federal share of the costs for the project. ' Sufficient funds will be available to assure effective operation and maintenance of the facilities I acquired or developed by the project. Manual Release 151 Replaces all preceding manual releases I 21 ® FEDERAL REGULATIONS & GENERAL PROVISIONS'' 1 LBWCF GRANTS MANUAL CHAPTER 660.3 ATTACHMENT B C. Project Execution 1. The project period shall begin with the date of approval of the project agreement or the effective date of a waiver of retroactivity and shall terminate at the end of the stated or amended project period unless the project is completed or terminated sooner in which event the project shall end on the date of completion or termination. For project elementsadded to a consolidated grant, the project period will begin on the date the project element is approved. 2. The State shall transfer to the project sponsor identified in the Application for Federal Assistance or the Description and Notification Form all funds granted hereunder except those reimbursed to the State to cover administrative expenses. The State will cause work on the project to be commenced within a reasonable time after receipt of notification that funds have been approved and assure that the project will be prosecuted to completion with reasonable diligence. 4. The State will require the facility to be designed to comply with the Architectural Barriers Act of f968 (Public Law 90-480), and D01 Section 504 Regulations (43 CFR Part 17). The State will be respohsible for conducting inspections to insure compliance with these specifications by the contractor. 5. The State shall secure completion of the work in accordance with approved construction plans and specifications, and shall secure compliance with all applicable Federal, State, and local laws and regulations. 6. In the event the project covered by the project agreement, including future stages of the project, cannot be completed in accordance with the plans and specifications for the project; the State shall bring the project to a point of recreational usefulness agreed upon by the State and the Director or his designee. 7. The State will provide for and maintain competent and adequate architectural/engineering supervi- sion and inspection at the construction site to insure that the completed work conforms with the approved plans and specifications; that it will furnish progress reports and such other information as the NPS may require. 8. The State will comply with the terms of Title II and Title Ill, the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646), 94 Stat. 1894 (f970), and the applicable Manual Release 151 Replaces all preceding manual releases L U I J I J I -1 J I I J I J 22 I® FEDERAL REGULATIONS & GENERAL PROVISIONS LSWCF GRANTS MANUAL CHAPTER 660.3 ATTACHMENT B ' regulations and procedures implementing such Act for all real property acquisitions and where applicable shall assure that the Act has been complied with for property to be developed with ' assistance under the project agreement. 9. The State will comply with the provisions of: Executive Order 11988, relating to evaluation of flood ' hazards; Executive Order 11288, relating to the prevention,control, and abatement or water pollution, and Executive Order 11990 relating to the protection of wetlands. 10. The State will comply with the flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat. 975, approved December 31, 1976. ' Section 102(a) requires the purchase of flood insurance in communities where such insurance is available, as a condition for the receipt of any Federal financial assistance for construction or acquisition purposes, for use in any area that has been identified as an area having special flood ' hazards by the Flood Insurance Administration of the Federal Emergency Management Agency. The phrase "Federal financial assistance" includes any form of loan, grant, guaranty, insurance payment, t rebate, subsidy, disaster assistance loan or grant, or any other form of direct or indirect Federal assistance. I 11. The State will insure that the facilities under its ownership, lease or supervision which shall be utilized in the accomplishment of the project are not listed on the Environmental Protection Agency's ' (EPA) list of Violating Facilities, pursuant to 40 CFR, Part 15.20 and that it will notify the NPS of the receipt of any communication from the Director of the EPA Office of Federal Activities indicating that a facility to be utilized in the project is under consideration for listing by the EPA. The State agrees to comply with all applicable standards, orders, or regulations issued pursuant to the Clean Air Act of 1970. The State further agrees to insert this clause into any contract or subcontract in excess of ' $100,000. 12. The State will assistthe NPS in its compliance with Section 106 of the National Historic Preservation ' Act of 1966 as amended (16 U.S.C. 470), Executive Order 11593, and the Archeological and Historic Preservation Act of 1966 (16 U.S.C. 469a -1 et seq.) by (a) consulting with the State Historic Preservation Officer on the conduct of investigations, as necessary, to identify properties listed in or ' eligible for inclusion in the National Register of Historic Places that are subject to effects (see CFR Part 800.8) by the activity, and notifying the Federal grantor agency of the existence of any such ' properties, and by (b) complying with all requirements established by the Federal grantor agency to avoid or mitigate adverse effects upon such properties. ' Manual Release 151 Replaces all preceding manual releases 1 23 L ® FEDERAL REGULATIONS & GENERAL PROVISIONS L&WCF GRANTS MANUAL ( CHAPTER 660.3 ATTACHMENT B 13. The State will comply with Executive Order 12432, "Minority Business Enterprise Development," as follows 1. Place minority business firms on bidder's mailing lists. 2. Solicit these firms whenever they are potential sources of supplies, equipment, construction, or services. 3. Where feasible, divide total requirements into smaller needs, and set delivery schedules what will encourage participation by these firms. 4. For any project involving $500,000 or more in grant assistance (except for projects involving acquisition only) the State or recipient shall submit, priorto the commencement of construction and every fiscal year quarter thereafter until project completion, reports documenting the efforts to hire minority business firms. These reports, SF 334, will be submitted one month followingthe end of each fiscal quarter (i.e., January 31, April 30, July 31, and October 31) to the appropriate National Park Service Regional Office. 5. The Department of the Interior is committed to the objectives of this policy and encourages all recipients of its grants and cooperative agreements to take affirmative steps to ensure such fairness. The National Park Service Regional Offices will work closely with the States to ensure full compliance and that grant recipients take affirmative action in placing a fair share of purchases with minority business firms. D. Construction Contracted for by the State Shall Meet the Following Reo uiements• 1. Contracts for construction shall comply with the provisions of 43 CFR part 12.41 - 12.92, Uniform Administrative Requirements for Grants and Cooperative Agrements to State and Local Governments. 2. No grant or contract may be awarded by any grantee, subgrantee or contractor of any grantee or subgrantee to any party which has been debarred or suspended under Executive Order 12549. E. Retention and Custodial Requirements for Records 1. Financial records, supporting documents, statistical records, and all other records pertinent to this grant shall be retained in accordance with 43 CFR part 12.41-12.92 for a period of three years; except the records shall be retained beyond the three-year period if audit findings have not been resolved. Manual Release 151 Replaces all preceding manual releases L L L Ti I I L L L L LI I i . • • • PROJECT \iAnAcr, ll:n r Ci inl_ rua FisrAr Puli I99S L_ I I I I L I I I I I LBWCF GRANTS MANUAL CHAPTER 660.3 ATTACHMENT B 2. The retention period starts from the date of the final expenditure report for the project or the consolidated project element. 3. State and local governments are authorized to substitute microfilm copies in lieu of original records. 4. The Secretary of the Interior and the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, papers, and records of the State and local governments and their subgrantees which are pertinent to a specific project for the purpose of making audit, examination, excerpts and transcripts. F. Project Termination 1. The Director may temporarily suspend Federal assistance underthe project pending corrective action by the State or pending a decision to terminate the grant by the Service. 2. The State may unilaterally terminate the project or consolidated project element at any time prior to the first payment on the project or consolidated project element. After the initial payment, the project may be terminated, modified, or amended by the State only by mutual agreement. 3. The Director mavterminate the project in whole, or in part, at any time before the date of completion, whenever it is determined that the grantee has failed to comply with the conditions of the grant. The Director will promptly notify the State in writing of the determination and the reasons for the termination, together with the effective date. Payments made to States or recoveries by the Service under projects terminated for cause shall be in accord with the legal rights and liabilities of the parties. 4. The Director or State may terminate grants in whole, or in part at any time before the date of completion, when both parties agree that the continuation of the project would not produce beneficial results commensurate with the further expenditure of funds. The two parties shall agree upon the termination conditions, including the effective date and, in the case of partial termination, the portion to be terminated. The grantee, shall not incur new obligations for the terminated portion after the effective date, and shall cancel as many outstanding obligations as possible. The NPS may allow full credit to the State for the Federal share of the noncancelable obligations, properly incurred by the grantee prior to termination. 5. Termination either for cause or for convenience requires that the project in question be brought to Manual Release 151 Replaces all preceding manual releases I 25 I fi FEDERAL REGULATIONS & GENERAL PROVISIONS LSWCF GRANTS MANUAL l uunrr M,vN.1ua.Nil r (,liIUI: ri?u (v(.4r Y_AR 1998 a state of recreational usefulness agreed upon by the State and the Director orthat all funds provided by the National Park Service be returned. l G. Lobbvinil with Annropriat d Funds i The State must certify that no Federally appropriated funds have been paid or will be paid, by or on behalf of the State, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding, extension, continuation, renewal, amendment, or modification of this grant. In compliance with Section 1352, title 31, U.S. Code, the State, for each grant, certifies, as follows: CERTIFICATION REGARDING LOBBYING The undersigned certifies, to the best of his or her knowledge and belief, that: as (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, and officeroremployee of Congress, or an employee of aMemberof Congress in connection with the awarding of any Federal contract, the making of any federal grant, the making of any Federal loan, the entering into of any cooperative agreemen t, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify accordingly. � This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100, 000 for each such failure. The above certification must be included with every L& WCFgrant application. This requirement maybe fulfilled Manual Release 151 Replaces all preceding manual releases I It] El C' CI L II I I I1 ri I I I I 26 Li • • ' • • 1'1O11 c_'f b'IANAGI:,\ILNT Guiuu FOP FISCAL \' G\k 1998 1 I I I I I L I I I I L&WCF GRANTS MANUAL CHAPTER 660.3 ATTACHMENT B by the completion and signing of Department of the Interior Form DI -1963, available from the National Park Service Regional Office. H. Provision of a Drug -Free Work In ace In compliance with the Drug -Free Workplace Act of 1988 (43 CFR Part 12, Subpart D), the State, foreach grant, certifies, as follows: The grantee certifies that it will or continue to provide a drug -free workplace by: (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establishing an ongoing drug -free awareness program to inform employees about: (1) The dangers of drug abuse in the workplace; (2) The grantee's policy of maintaining a drug -free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance programs; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c) Making it a requirement that each employee to be engaged in the performance of a grant be given a copy of the statement required by paragraph (a); (d) Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee will: (1) Abide by the terms of the statement; and (2) Notify the employer in writing of his or her conviction fora violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; ' (e) Notifying the agency in writing, within ten calendar days after receiving notice under subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to every grant officer on whose grant activity the convicted employee was working, unless the Federal agency has designated a central point for the receipt of such notices. Notice shall include the identification number(s) of each affected grant; ' Manual Release 151 Replaces all preceding manual releases C 27 .l IiJ. ' • t'ROll(;IMAN.AcEAll?N'I GI ror lox FISCAL WAR 1998 LBWCF GRANTS MANUAL 1 CHAPTER 660.3 ATTACHMENT B i (f) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted; (1) Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g) Making, a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f). The above certification, along with a specification of the site(s) for the performance of work to be done in connection with the specific grant, must be included with every L&WCF grant application. This requirement may be fulfilled by the completion and signing of Department of the Interior Form DI -1955, available from the National Park Service Regional Office. +l Manual Release 151 Replaces all preceding manual releases J I I I I I I I I I A I I I m FEDERAL REGULATIONS & GENERAL PROVISIONS I I I I H I I L I I I I ACQUISITION OR COMBINATION PROJECT Upon receipt of appraisal approval for a project for acquisi- tion of land only, the Department of Parks and Tourism will execute a Contract Agreement between the Applicant (grantee) and the State of Arkansas. For projects including facility development as well as land acquisition, standard review procedures must be followed in regards to plans, specifications, bid documentation, and any necessary per- mits prior to execution of the Contract Agreement. Upon the return of a properly executed contract, the Department of Parks and Tourism will issue a Notification to Proceed. Following the issuance of the Notification to Proceed, the grantee will have forty-five (45) calendar days to submit evi- dence that it has taken Title to the property. If you are unable to take Tide within 45 days, you must inform your project officer in writing of the reason for the delay. This notification must be submitted at least one week prior to the end of the 45 - day period. After you have taken Title to the property you will have sixty (60) calendar days to submit a request for reimbursement for the acquisition costs. This requirement does not apply to combination projects where the property is being donated. The request for reimbursement must include copies ofthe following: 1. Deed Invoice for project sign Cancelled checks (front and back) Ten-year history of conveyance Tide Opinion Statement of Just Compensation If the project includes relocation, you must follow the procedures outlined in the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646). Along with the above listed documentation, any grantee whose project involves relocation must also submit the appropriate relocation documentation with the request for reimbursement. This will include the following: 1. A copy of the written offer to purchase including a statement of just compen- sation. 2. Relocation Plan, advisory services pro- gram and appeals procedures where displacement occurred. 3. A statement ofdifference in value ifthe purchase price is greater than the ap- proved appraisal of fair market value. 4. Documentation showing that the owner or his designated representative has been given an opportunity to ac- company the appraiser during his in- spection of the property. 5. Evidence that occupants of property acquired, were furnished at the time of initiation of negotiation, adequate in- formation explaining theireligibilityto payments under Title II of the Act. 6. Copies of waivers where applicable. 7. Appropriate claims forms and support- ing documentation. 8. Evidence of purchase price and title. Failure to comply with either of the above listed time limits will result in the withdrawal of all LWCF or NCRGTF monies from the project. ' 29 .1 © FEDERAL REGULATIONS & GENERAL PROVISIONS Ti FORMAL APPRAisAL FORMAT Any property that proposes acquisition of property through private donation or which proposes the purchase of property with an anticipated value of $25,000 or more must follow this format. Do not use Multi -purpose Supplemental Addendum for Federally Related Transactions forms or Land Appraisal forms. The Format Appraisal must cover the following: I. QUALIFICATIONS Statement of qualifications of all appraisers and/or technicians, contributing to the report. II. STATEMENT OF LIMITING CONDITIONS The appraiser should provide clear concise statements of all assumptions including the following specifications: • That the title to the property is marketable • That the appraiser assumes no responsibility for legal matters • That the data furnished by others is presumed correct III. PURPOSE OF THE APPRAISAL This shall include a definition of all values required and appraised. 1V. IDENTIFICATION OF THE PROPERTY Legal description of the whole tract and the property that is to be acquired V. CITY AND AREA DATA This data (mostly social and economic) should be kept to a minimum and include only such information as directly affects the property being appraised. VI. PROPERTY DATA • Site • Improvements • Equipment • Condition • Assessed Value and Annual Tax Load • Zoning Describe the zoning for the subject and comparable properties and if rezoning is imminent discuss under item VII. VII. ANALYSIS OF HIGHEST AND BEST USE The report shall state the highest and best market use that can be made of the prop- erty (land and improvements where ap-. plicable, machinery and equipment) for , which there is a current market. The valuation shall be based on this use. In no case shall the land.�be appraised for one highest and best use, and the value of the improvements added when they do not contribute to the fair market value of the land under the highest and best use. Such special purpose appraisals are not allow- ' able. :1 VIII. LAND VALUE The appraiser's opinion of the value of the land shall be based upon its highest and best use, regardless of any existing structures and shall be supported by con- firmed current factual data (sales and offerings) of comparable, or nearly com- parable, lands havingoptimum uses. Dif- ferences shall be weighed and explained to showhow they indicate thevalue ofthe land being appraised. IX. VALUE ESTIMATE BY COST APPROACH This section shall be in the form of computational data, arranged in 'se- quence, beginning with reproduction or replacement cost, and shall state the source (book and page if a national service) of all figures used. The dollar amounts of physical deterioration and functions and economic obsolescence, or the omission of same, shall be ex- plained in narrative form. This proce- dure maybe omitted on improvements, 1 I I I I I I C I I I I I I I 0 FEDERAL REGULATIONS & GENERAL PROVISIONS both real and personal, for which only a salvage or scrap • That in his/her opinion, the market value is estimated. value ofthe taking as of(valuation date) X. VALUE ESTIMATE BY INCOME APPROACH This shall include adequate factual data to support each figure and factor used and shall be arranged in detailed form to show at least • estimated gross rent or income •` an itemized estimate of total expenses including reserves for replacements. Capitalization of net income shall be at the rate prevailing for this type of property and location. The capitalization technique, method and rate shall be explained in narrative form supported by a statement of sources of rates and factors. XI. VALUE ESTIMATE BY COMPARATIVE (MARKET) APPROACH All comparable sales used shall be confirmed by the buyer, seller, broker, or other person having knowledge of the price, terms, and conditions of sale. Each comparable sale shall be weighed and explained in relation to the subject property to indicate the reasoning behind the appraiser's final value estimate from this approach. Three (3) compa- rable sales are required. XII. INTERPRETATION AND CORRELATION OF ESTIMATES The appraiser shall interpret the foregoing estimates and shall state the reasons why one or more ofthe conclusions reached in items IX, X, and XI are indicative of the market value. XIII. TABULATION OF HISTORY OF CONVEYANCES (PROPERTY SALES AND TRANSFERS) Include parties to the transactions, dates of purchase, and amounts of consideration for at least 10 years prior to the appraisal. XIV. CERTIFICATION OF APPRAISER • He/She has personally inspected the property. • He/She has no present or contemplated interest in the is $ • (Signature) • (Date Report Submitted) XV. EXHIBITS AND ADDENDA (Note: All maps and plans maybe bound as facing pages opposite the description, tabulation, or discussions they concern.) • Location Map (within the city or area) • Comparative Map Data (showgeographic location oftheappraised property and the comparative parcels analyzed) • Detail of the Comparative Data (narrative) • Plot Plan • Floor Plans (when needed to explain the value estimates) • Photographs Pictures shall show at least the front eleva- tion of the major improvements, plus any unusual features. When a large number of buildings are involved, include duplicates, one picture may be used for each type. Views of the best comparable should be included whenever possible. Except for the overall view, photographs may be bound as pages facing the discussion or description to which the photographs pertain. All graphic material shall include captions. • Other Pertinent Exhibits property. I 31 4 • • • • I'auiixr GIs au yr Gt tnr rc a C isc i YCAa 1995 ABBREVIATED APPRAISAL FORMAT Any project that proposes the purchase of property with an anticipated value between $5,000 and 24,999 must include an Abbreviated Appraisal Report. Do not use Multi -purpose Supplemental Addendum for Federally Related Transactions forms or Land Appraisal forms. The Abbreviated Appraisal Report must cover the following: 1. A BRIEF DESCRIPTION of the subject property; to include physical characteristics, present use, zoning, public utilities associated with the land, deed restrictions, and any other pertinent information. II. A LEGAL DESCRIPTION of the real property to be acquired and a plot. III. A TEN (10) -YEAR HISTORY of conveyances (sales and transfers), including parties to the transactions, dates of purchase, and amounts of consideration for at least ten (10) years prior to the appraisal. IV. AN ANALYSIS AND STATEMENT of the property's highest and best use. V. SUPPORTING DATA including two or three comparable real property sales, a brief analysis of those sales, and a map showing their locations relative to the land to be acquired. VI. THE APPRAISER'S CERTIFICATION AND SIGNATURE: • He/She has personally inspected the property. • He/She has no present or contemplated interest in the property. • That in his/her opinion, the market value of the taking as of (valuation date) is $ • (Signature) • (Date Report Submitted) VII. THE DATE THE VALUE ESTIMATE APPLIES VIII. A STATEMENT OF THE APPRAISER'S EXPERIENCE AND QUALIFICATIONS 'I FINDING OF VALUE FORMAT Any project that proposes the purchase of property with an anticipated value of less than $4,999 must include a written find- ing of value prepared by a qualified ap- praiser. This finding ofvalue can be based on the individual's knowledge of land values, but should include a statement of the appraiser's experience and qualifica- tions. Include a short description of the factors considered and the means bywhich a conclusion was reached. 1: I Ti I I I I I I I 1 32 0 FEDERAL REGULATIONS & GENERAL PROVISIONS I J J J 11 I J J I I I I I I I r SAMPLE OF SITE PLAN ,0S'9ZZ I 33 i • PR()IF(I NILAnsua::nn_n r Guine FOR FISCAL Y'eAa 1998 SAMPLE OF CROSS-SECTION Extend Structural Subgrade Construct Trail Surfaces 4" -6" Beyond Edge Of With A Minimum Of Pavement & Slope To 1/4" Per Foot Cross 2" Asphalt Surface Surface Slope For Drainage / Compacted =11111111{-111111= Subgrade Structural Subgrade (4" - 6" of 2"- 4" Concrete \ / compacted subbase aggregate) Wearing Surface "\ i►r'r►ej sue .. rnwuasua �IUt� mil( ll{l- 2"x6"Treated Pine 1{{_ ll`— =))I _Structural Subgrade, If Edging To Contain _ �)((! ( I i`1I I x)1)1 _ __ I1 Necessary For Stability Loose Material — \(4" - 6" of compacted Anchor With 2" x 2" subbase aggregate) x18".Treated Stakes 4' - 0" Apart — Recommend Placement Of Compacted Subgrade Various Other Materials Landscape Filter Fabric Between May Also Be Used Compacted & Structural Subgrade TYPICAL TRAIL SURFACES 34 I I • • ietatyjg (• • lNOfIT 11iAi\r\(l\I1\r (ll)l4 )li IISl'r\I Ii r\l! I 99 I L I J I L L I I I H I H BIDDING AND PURCHASING REQUIREMENTS • Goods or materials that are the same or similar to one another for a total amount of $10,000 or more must be bid as one item. Competitive sealed bids are required for these pur- chases. Individual invoices, or a combination of invoices for goods and services that are similar or the same that total $10,000 or more, (submitted for reimbursement) must be accompanied by: 1) A copy of the advertisement (bid invitation) from the Arkansas Democrat -Gazette. 2) The proof of publication notice from the newspaper. 3) A copy of all the bids received. • Goods or materials that are the same or similar to one another that do notindude labor in the amount of $3,000 to $9,999 must be bid as one item. Written and signed competitive bids are required for these purchases. Individual invoices, or a combination of invoices for goods and services that are the same or similar and total $3,000 to $9,999, (submitted for reimbursement), must be accompanied by the written and signed competitive bid sheets. • Goods, materials, or services that are the same or similar to one another and total $1,000 to $2,999 must be bid as one item. Verbal or telephone competitive bids are required for these purchases. Individual invoices, or a combination of invoices for goods and services that are the same or similar and total $1,000 to $2,999 require a telephone quote bid. A minimum of three telephone quote bids are required. In- voices that total $1,000 to $2,999 (submitted for reimburse- ment) must be accompanied by the telephone quote bid sheets. • Goods, materials, or services that are the same or similar to one another and total $999 or less can be purchased on the open market. ' Similar goods and materials with labor included in the price (this is usually referred to as a "turn -key job. ') If labor is purchased in conjunction with materials, the pur- 1 chasing limits are less than the limits for projects that are bidding goods, services, or materials only. Items covered by these regulations include the cost of materials and labor as they relate to the cost of renovations and construction. • Goods or materials that are the same or similar to one another that include la- bor and total $10,000 and above must be bid as one item. Competitive sealed bids are required for these purchases. Individual invoices, or a combination of invoices for goods and materials that include labor and are similar or the same that total $10,000 or more, (sub- mitted for reimbursement) must be accompanied by: 1) A copy of the advertisement (bid invitation) from the Arkansas Demo- crat -Gazette. 2) The proofofpublication notice from the newspaper. 3) A copy of all the bids received. • Goods or materials that are the same or similar to one another that include la- borand total $3, 000 to $9,999 must be bid as one item. Written competitive bids are required for these purchases. Individual invoices, or a combination of invoices for goods and materials that include labor and are the same or simi- lar and total $3,000 to $9,999, (sub- mitted for reimbursement), must be accompanied by a copy of the written quote bid sheet. • Goods or materials that arc the same or similar to one another that include la- borand total $1, 000to $2,999must be 35 ® FEDERAL REGULATIONS & GENERAL PROVISIONS IuiKaaatIitturnastipIzuIrnxII. bid as one item. Verbal or telephone competitive bids are • After the Outdoor Recreation Grants required for these purchases. Individual invoices, or a combi- staff has approved the formal bid docu- nation of invoices for goods and materials that include labor ments, the Grantee will advertise for and are the same or similar and total $1,000 to $2,999, bids for the contemplated work by the (submitted for reimbursement), must be accompanied by a publication ofnoticeonceeachweek,ftr copy of the verbal or telephone quote bid sheet, not less than two consecutive weeks, in the Arkansas Democrat -Gazette. In addi- • Goods, materials, or services that are the same or similar to tion to the Arkansas Democrat -Gazette one another and total $999 or less can be purchased on the you may also advertise in local newspa- open market. pers, trade or construction journals as desired. The last insertion shall be not Examples ofgoods or materials that include labor in the bid are: less than one week prior to the date on • Construction of a walking trail to include the materials and which such bids are to be received. The labor as a turn -key job. notice shall provide for the receipt of sealed bids, by stating the time and • Construction of a concession stand to include materials placewhen bids 'ill be received, specify purchased by the contractor and labor that is performed by where copies of, the plans, specifica- his paid workers. tions, and draft of the proposed con - IF YOU ARE IN DOUBT ABOUT ANY ITEM OR ITEMS, ORANYOF THE BIDDING REGULA TIONS, PLEASE CONTACT US BEFORE YOU PURCHASE, NOTAFTER QUICK REFERENCE GUIDE tract can be obtained. The notice shall contain the amount of the bid bond, if a bond is required; it will state the date, time and place of the bid opening; inform the bidders that Federal Funds • are being used; and that all relevant Federal regulations apply. (Seepage 17.) 1.1 I I I I I I I I I1 I BID REQUIREMENTS FOR GOODS OR MATERIALS ONLY: • If, after having advertised for bids, no • Competitive formal sealed bids: $10,000 and over bids are received by the date of the bid • Written and signed competitive bids: $3,000—$9,999 opening, the grantee must advertise for • Verbal competitive bids: $1,000—$2,999 the goods and/or services to be pro- • Open purchasing: up to $999 cured a second time. The second bid opening date will be established in ac - BID REQUIREMENTS FOR GOODS OR MATERIALS WITH LABOR: cordance with these regulations. • Competitive formal sealed bids: $10,000 and over • Written, signed competitive bids: $3,000—$9,999 • Bids shall be opened at the time and • Verbal competitive bids: $1,000—$2,999 place designated! in the public notices • Open purchasing: up to $999 and the invitation for bid. When prac- tical, the names p of the bidders and Grantees who have not developed their own bid regulations must amounts of their bids may be read ' follow the above listed requirements. The following provisions aloud, except where it may be deemed relate to all grantees: impractical, due io the nature or corn - 36 ' ® FEDERAL REGULATIONS & GENERAL PROVISIONS plexity of an invitation for bid. A list of bids that contain the amount of each bid and the name of the bidder shall be prepared for each invitation for bids. The list of bids shall be retained in the bid file and shall be available for public inspections. A copy of the list of bids must be submitted to your project officer. this bond shall include, but shall not be limited to, the sum by which the amount of the contract covering the proposal, executed with another third party, may exceed the amount bid by the contractor. ' • An award maybe made to the lowest aggregate bidder for all • When issuing statements, press releases, items, group of items, or on an individual item basis, which- requests for proposals, bid solicitations, ' ever is deemed to be in the best interest of the project. and other documents describing projects or programs funded in whole ' • The right to reject any and all bids and to waive technicalities or in partwith Federal money, all grant - and minor irregularities in bids shall be allowed. ees receiving Federal funds, including but not limited to State and local gov- ' • After a reasonable evaluation period, the contract shall be ernments, shall clearly state; (1) the awarded to the responsive and responsible bidder who sub- percentage of the total cost of the pro- mitted the lowest bid that meets the requirements and criteria gram or project that will be financed setforthinthelnvitationforBids.Ifafterevaluationofthebids, with Federal money, and (2) the dollar 'including consideration of any clarifying or explanatory amount ofFederal funds for the project information submitted by the bidders, it is determined by the or program. grantee that no satisfactory bid has been received, all bids may be rejected. If all bids are rejected, the grantee must re- • Act 321 of 1985 provides that only advertise for the goods and/or services to be provided in public construction involving the ex - accordance with these regulations. penditure oftwenry-five thousand dol- t lars ($25,000) or more must be con - Every apparent successful bid over $20,000 submitted on ducted under the supervision of a regis- public construction contracts for the State or any agency or tered professional engineer. ' department of the State or any political subdivision of the State, and every bid submitted for the furnishing of corn- ' modities or services to political subdivisions of the State, shall be absolutely void unless accompanied by a certified check or byawritten bid or proposal bond ofa responsible surety. Such ' bond shall indemnify the public against failure oldie contrac- tor to execute and deliver the contract and necessary bonds for ' faithful performance of the contract. The bond shall be conditioned upon the prompt payment of labor and material furnished in the prosecution of the contract. It shall also provide that the contractor or surety must pay the damage, loss, cost, and expense subject to the amount of the bid bond ' directly arising out of the contractor's default in failing to execute and deliver the contract and bonds. Liability under ' 37 t S • , • • Puoiecr M.AN.Ac I: IrN-r Guu a rfiz Fiscal. YFAR 1998 REIMBURSEMENT The reimbursement request checklist on pages 14 and 15 will provide most of the information needed about a reimburse- ment. The State has established a few additional guidelines to hold down its administrative costs. A reimbursement request for less than ten percent (10%) of the total project amount may be held and combined with a subsequent one. The final five percent (5%) of the total project cost will not be reimbursed until the final inspection is com- plete and the project is ready to be closed. Requests for reimbursement should be submitted at least everythree months. Reimbursements usually require four to six weeks to process after receipt of the request, providing no additional information is required. As a reminder, the following are some items that are not eligible for reimbursement: • finance charges and interest • legal fees • expenses for supplies and tools (e.g., paper, pens, rakes, paintbrushes, saws, saw blades, ladders) • incidental costs related to land acquisition such as appraisals, abstracts, recording fees, etc. • costs incurred prior to the Contract Agreement and the Notice To Proceed. Please note that Copies of bids are not acceptable as an invoice. An invoice is necessary to document the receipt by the grantee ofgoods or services obtained through the procurement process. If you have any questions regarding a reimbursement, please contact your project officer. - Please do not request a final reim- bursement until you have submit- ted a final "as -built" site plan and have notified the project officer (in writing) that the project has been completed. 1 1 1 1 1 1 1 38 I® FEDERAL REGULATIONS & GENERAL PROVISIONS ' AMENDMENTS I I U I I I I I I I I I I I If you should need to change any aspect of your Contract Agreement you must submit a written request for an Amend- ment. If in doubt call and check with your project officer. The request for an Amendment must be from the grantee's chief executive officer. The request letter should indicate what changes are proposed and explain why the changes are neces- sary. Our office must receive your amendment request thirty (30) calendar days prior to any changes being made. If any changes are made to the project without prior written approval from our office, you run the risk ofnot being reimbursed for the expense. Also, you run the risk of having to remove the changes, at your own expense, should the changes not be approved. ' 39 + • • . • Paojgc-1 M Nncesievr Gviue FOR Piss,. YEAR 1998 DONATIONS A park project may be completed by any combination of the following: • Paid labor, equipment, and materials • Donated labor, equipment, and materials from individuals or civic groups. • Force account labor, equipment, and material from a city/ county government. Paid labor, equipment, and materials must be documented for reimbursement purposes by invoices and cancelled checks. Federal wage rates are not required for this program. Wage rates should reflect local Employment Security Wage Rates for labor, or the grantee's usual rate, whichever is greater. Donated labor, equipment, and materials must be docu- mented with time sheets, statements, invoices, or letters signed by the donor. By submitting such documentation in a request for reimbursement, the grantee is acknowledging receipt and acceptance of the donation. The calculations for donated labor wage rates should be based on local Employment Security Wage Rates for general labor, or the grantee's usual rate, whichever is greater, unless, for example, the person doing plumbing work is a professional plumber. In this case his labor may be charged at rate consistent with that earned in his profession. As another example, if a plumber donates his time to help with fencing on the park, his labor could then only be calculated at the rate for a general laborer. The grantee will not receive any monetary reimbursement for donated labor, equipment, and materials. However, you will receive 100 percent reimbursementfor equivalent amounts ofpaid labor, equipment, and materials matching your donated value. Please remember thatyou can only receive reimbursement up to the total amount ofactual cash that you expend. When labor, equipment, and materials are supplied by the local government, this value is treated in the same manner as other cash expenditures. Documentation should include the grantee's employee time sheets and appropriate statements for use of local government equipment and materials. Cancelled Ms payroll checks arenotrequired, butshould be available through your records for possible audits. Force account billings are treated differently from donated value because they are actual expenses to the city/county. The total amount of donated value allowable on your project may not exceed the amount of donated value listed in your project application. For example, suppose your application showed that grantee share of the total project cost to be $50,000, consisting of $40,000 in cash and $10,000 in donated value. The grantee will not be allowed in this case to apply more than! $10,000 in donated I. value to the project. I I I I I I L I I C L C I ® FEDERAL REGULATIONS & GENERAL PROVISIONS I I I I I I I [1 I I1 I I I I I I Sheet # L - r r r • r r r r r r r r ^"Ha ..trYdS X. Project Name and Number Cliffordsville City Park A -99999 -99 -CL Name of Person Contributing Donated Time Kind of Work Performed (Laborer, Dusty Rhodes Plumber, Mason, etc.) Laborer/Picnic Area Hourly Rate Based on Minimum Wage A person donating his time to a project will be paid as a general laborer unless he is professionally skilled in the work he is performing on the project (i.e., plumber doing work on pipes, mason doing work on a brick building). When this is the case, the wage rate this Individual is normally paid for performing his service may be charged to the project. A general laborer's wages may be charged In the amount of that which the city or county in the immediate area pay their city employees for performing similar duties. Date Time of Work x c:pr Mhsa, r xm xtr .F ;F„rF acY �a r � 2:30 4:30 Total Work Hours Hourly Rate Value of Donation* 6/11/95 2 4.75 9.50 6/17/95 9:00 11:30 1:30 3:30 4.5 4.75 21.38 Total Value of Donation ------------------- 30.88 Signature Required Verifying Record Date Signature of Person Donating Time Date Supervisor Verifying Accuracy Date * Hours x hourly its I 41 U FEDERAL REGULATIONS & GENERAL PROVISIONS Sheet # M- 1 rr , • i Project Name and Number Project Element Cllffordsville City Park A-99999,99CL Sidewalks/Parking Donor Clifford Concrete Company ; .:': 12 Tons SB-220 Yards Con 1 . Donation value is current market price of SB-2 and concrete. Owner, Clifford Concrete Company 'I Total Value of Donation 750.00 Verifying Official Signature Date 42 1 • • • . 1'ROILCT MANAGEMENT GLIDE FOR FISCAL YEAR 1998 L L I I I I I I 1 C I I J I I Sheet#E— E— 1 •i •• Project Name and Number Cliffordsville City Park A -99999 -99 -CL Project Element Parking/Driveway Donor BK Construction Company :. ... ... o: . '$. C ♦)`G< 2�`�C Y........LYLu. 6/9/95 �avC>� <Y \ w> QF $(4 a(QS�.�M��. `.T {y��((LCA 9e CJi3ri+:i \< %in.i CU 580C Backhoe (Case) .i) C.]S:F. rc.(��{�jy�'$�j�SMfyy .:vtiF'�.:: t ^'tr �'$.$ (i L nM� CJ li�2(. J: C Jj>Y� F� > fy�-p¢j I' :S) <}l�l k))SC)'^<4 tie � v4w �I�)\f[ n:.�::e1rRa{e <J.{TF. 10 40.00 ')).i.♦ly.�.:�.{F.:.eN1 yL� ..fw.N.�4 'k ))v [ �T/f-/���{p�.A1��)j <.\`�. �'?C>CC .�T^/f 400.00 yyyM ♦ 1::). ♦ MRS. �`.O �I��MxtVi y.>,�� A�'Y I Total Value of Donation ------------ 400.00 Verifying Official's Signature Date • Hours of use x hourly rate I 43 4 • • Paoicf l- MANN( _NII-N-r Guinr. F61Z FISCAL YEAR 199E S a Gi + + -I n m u e m a a a a CD IW pd CD T _ L p •' x )J !H f:jxz Rfp "(n .a. �. rrf T __________ O p m ry 9 a. ri(i m O O xt O :r 00 N O r4 31 N x00 a a I- �G�.. i:. +ri $. r:7 jn:fi X?ikE O1 N W 0No N NO:a3 a' mm r �4 pa (r"i O) -I ;R41::: :O "Rrr N A f+ N W N V Nx..•..:r W O Yv i�ba; iY:frv.:34 y^ 1. IN FM W ' ® FEDERAL REGULATIONS & GENERAL PROVISIONS 1 ' p0p 80 p0 cal O 0 0 cq pO N ' VN C') N 01 N N f N N lM 1 � Ln p � 4 D � ... 8 8 1 ca a °'".... 0 0 0 a paeo O 0 O! a r- - :: 3 pp pp it) f7 8 O) r rT 0 ' ca0 cn) a0 )f) r N pp i p p s"D, g a d � fo E ' • V OI v .<:3 % •g ...-L!.1 .yy-I In CO .i .-I .i .-1 I u L 2 W lil W J W J • n:. • p. Q :>:Y7i.E H N a .yam C 'J^iM'::0:: •wTdo'f O W3•:Q5 l • rao V U eiffi .2 IA M p :>yc3r::Ea: to N sir:. s N C a C N E N Y ' P p:3 m p a.) d IG d i<ccwx.„^ •45 • I ® FEDERAL REGULATIONS & GENERAL PROVISIONS Clifford < Cllffordsvllle City Park xtxata;+. City of Cliffordsvllle Cllffordsville ,.... Cllffordsvllle Park Commission 10 Recreational Land Area (Acres) 0 Recreational Water Area (Acres) 10 Total Recreational Area (Acres) 5 Total Area Currently Developed for Recreation (Acres) 5 Total Area Currently Undeveloped (Acres —Open Land, No Facilities) 1 Baseball/Softball Fields — Non -lighted (Number) 0 Baseball/Softball Fields — Lighted (Number) 0 Open Play Fields (Number) 0 Tennis Courts — Non -lighted (Number) 0 Tennis Courts — Lighted (Number) 1 Basketball Courts (Number) 6 - Picnic Tables (Number) 0 Picnic Shelters/Pavilions (Number) 1 Playgrounds/Tot Lots (Number) 1 Golf Courses (Number of Holes) 0 Hiking/Nature Trails (Number) 1 mile Hiking/Nature Trails (Miles). 0 i Horse Trails (Number) 0 Horse Trails (Miles) 0 Bicycle Trails (Number) 0 I, Bicycle Trails (Miles) o Running/JoggingTrails (Number) 0 Running/Jogging Trails (Miles) I' 0 Exercise Trails/Fitness Course (Number). 0 Fishing (Surface Acres of Water) 0 Boating, Water Skiing, Sailing (Surface Acres of Water) 0 Swimming (Number of Pools) 0 Swimming (Square Feet Area of Pools) 1.. 0 Swimming Areas— Designated Non -pool: Lake, Stream, etc. (Number) 0 Public Access Points to Streams and Lakes (Number) 0 Camping Sites (Number) o Rifle/Pistol Ranges (Number of Lanes) I ;I. o Trap/Skeet Ranges (Number of Stands) 0 Archery Ranges (Number of Targets) 46 ' ® FEDERAL REGULATIONS & GENERAL PROVISIONS I I I L L I I BARRIER FREE AccEss. All recipients of LWCF or NCRGTF monies must comply with P.L. 90-480 and Section 504 Guidelines for Federally Assisted Park and Recreation Programs and Activities, and Title 1I and Title III oftheAmericans with Disabilities Act (ADA) of 1990. These requirements are listed below. Ifatany time during the project construction it is determined that the project facilities do not comply with accessibility regulations, reimbursements will not be processed until all state and federal requirements are met. In no case will f nal reimbursementtakeplace tint/la final inspection shows that the project is in compliance with accessibility regulations. Each recipient must: • Evaluate its programs, activities, policies and practices to determine what actions need to be taken to assure compli- ance, including in this evaluation interested persons and • handicapped persons, or persons or organizations represent- ing handicapped persons. ' • Proclaim to the public its policy of non-discrimination and the procedure for filing complaints. This requirement can be met through the posting of the Department of the Interior's ' non-discrimination poster. Each recipient must explain to an individual who feels he/she has been discriminated against ' that they may write to: Director Office of Equal Opportunity ' Department of the Interior Washington, D.C. 20240 ' • Where structural changes to facilities are necessary to achieve program accessibility, a transition plan must be developed setting forth steps necessary to complete such changes. • Designate at least one person the re- sponsibility for ensuring compliance. • Adopt grievance procedures that pro- vide for the prompt and equitable reso- lution of complaints alleging discrimi- nation on the basis of handicap. • Take initial and continuing steps to notify program participants, beneficia- ries, applicants and employees, includ- ing persons with impaired hearing and vision, that it does not discriminate on the basis of handicap. The Minimum Standards and Crite- ria booklet published by the Arkansas State Building Services should be used as a guide to making new structures acces- sible to the handicapped and in modify- ing existing structures. The grantee's en- gineering and/or project coordinator should be aware of these standards. The rule of thumb to follow is; "a person must be able to travel from a designated handicapped parking space(s) to each facility within the project bound- ary AND they must be able to do this unassisted." It is easier and less expensive to build an accessible facility the first time, than to have to go back and retrofit that facility. ' In addition to the above, any recipient of funds who employs fifteen (15) or more full or part-time employees in their parks or recreation department must: ' • Keep a copy of their self -evaluation on file and available for public inspection for three years after it is completed. ' 47 ® FEDERAL REGULATIONS & GENERAL PROVISIONS - ' INABILITY TO COMPLETE A PROJECT Some circumstances may occur that make it impossible for a grantee to complete a project as agreed to in the Contract Agreement. There are two possible methods by which such a situation can be handled. F If the grantee has not received any LWCF.or NCRGTF monies for the project, the grant can be withdrawn. This will require a written request for withdrawal of the project from the II grantee's chief executive officer. If the grantee has received any LWCF or NCRGTF mon- ies, the project must be complete enough to be considered a usable outdoor recreation facility. If the project can be consid- ered a usable outdoor recreation facility, we can amend the Contract Agreement to delete the incomplete items. Provided that all requirements of the previous section of this guide have ' been met, our staff would then be able to perform a final inspection of the project and complete all final paperwork. However, if the project cannot be considered a usable facility, the grantee would have to develop it to that usable point so that the Contract Agreement could then be amended. As soon as the grantee realizes that the project cannot be completed as contracted, the project officer must be notified so that he can assist you in meeting these requirements. 48 ® FEDERAL REGULATIONS & GENERAL PROVISIONS OPERATION AND MAINTENANCE Projects on land owned by or adja- Property acquired or developed with assistance from the LWCF cent to schools must have signs installed or NCRGTF must be operated and maintained as follows: informing thepublic that the facilities are ' • The property should appear attractive and inviting to the open to the general public. These signs public, should also indicate the times when the • Sanitation facilities should be maintained in accordance with facilities are reserved exclusively for ' applicable health standards. school use. • Properties should be kept for public use. Fire prevention, ' lifeguards, etc., should be provided for proper public safety. The use of property acquired or de - Buildings, roads, trails, and other structures and improve- veloped with assistance from the LWCF ments must be kept in reasonable repair throughout their or NCRGTF may not be changed from ' estimated lifetime to prevent undue deterioration and to the proposed and approved use unless encourage public use. priorapprovalis obtained from the State. ' • The facilities must be kept open for public use at reasonable In some instances, the State must in turn hours and times of the year, according to the type of area or request such approval from the Depart - facility. The grantee should post in a prominent location a ment of the Interior. ' sign indicating the times the facilities are available for public use. If the facilities are ever to be locked, such a sign must be ' posted. However, before locking the facilities the grantee must request permission to do so from the Department of Parks and Tourism. This request must be in writing and give ' a full explanation ofwhy the facilities must be locked and the proposed hours they will be open. ' Property acquired or developed with assistance from the LWCF or NCRGTF must be open to entry and use by all ' persons regardless of race, color, religion, sex, or national origin. It is prohibited to discriminate on the basis of residence, including preferential reservation or membership systems, ex- ' cept to the extent that reasonable differences in admission and other fees may be maintained on the basis of residence. Grantees may impose reasonable limits on the type and extent of use of areas and facilities acquired or developed with LWCF or NCRGTF Fund assistance when such an action is necessary for maintenance or preservation. Therefore, limita- ' tions may be imposed on the number of persons using a recreational area or the type of users, such as hunters or hikers. All such limitations must be in accord with the applicable ' Contract Agreement and amendments. ' 49 F I 4 Ia1J 1iUtUItIJtUI.IS%t• • PRUIECT MANAGEvIFN-r Guir,k FOR FisCALYUhR 1998'i SIGNS Apermanentsign acknowledging receipt ofLWCF orNCRGTF monies must be in place at your park site before the final reimbursement check can be issued. Prior to the final reimburse- ment foryourproject, you must indicateinwriting and/ormapthe exact location of the acknowledgment sign, so that someone unfamiliar with the project could locate it. For example, the sign is located on picnic pavilion 2, on the north wall. Ifat some time the location should change, notify our office. The design of the permanent sign is shown on pages 51 and 52. Projects that will develop several sites musthave apermanentsign ateach site. Ifyour project is for further development or expansion of an existing park that already has a permanent LWCF or NCRGTF acknowledg- ment sign, another sign is not necessary. The acknowledgment sign must be made of a permanent material such as metal or stone. Use of plywood is discouraged. It must contain the information and logo as shown on pages 51 and 52. Please anchor the sign firmly. Your community could incur a lot of expense if it has to constantly replace the sign. There are no rules for a specific color or size; however, it must be large enough to be legible. I I I C I J J J J Your communityshould consider placing directional signs for 1 the park at majorentrances to town and at any turn offpoints along the route to the park. Such signs help visitors and new community ! ' memberslocateyourfacilitieseasily.This is nota requirement, only 1 a suggestion. 1 The illustrations on the following pages show the signs re- quired for LWCF and NCRGTF projects. I I H 50 0 FEDERAL. REGULATIONS & GENERAL. PROVISIONS THIS PROJECT FUNDED IN COOPERATION WITH NATIONAL PARK SERVICE U.S. DEPARTMENT OF THE INTERIOR AND ARKANSAS DEPARTMENT OF PARKS AND TOURISM t Wit 51 • ' • : • • • PROJ11(1 VIA N,1GfNIPNT i,I Eli II PU It I Ii11 x'1 41: I THIS PROJECT FUNDED IN PART BY THE REAL ESTATE TRANSFER TAX: • 52 I 4 • • • PROTECT MANAGEMENT GUIDE FOR FISCAL YEAR 1998 ' ARKANSAS RECREATIONAL EQUIPMENT VENDORS Arkansas Playground, Inc. Jennifer Schueck-McCarty 4 Shackleford Plaza Suite 204 Little Rock, AR 72211 (501) 224-8654 Diversified Recreation, Inc. Jim Edwards 5 Wingfield Circle Little Rock, AR 72205 (501) 228-9191 ABC Playgrounds Rob Schmidt Interstate 30 East Little Rock, AR 72202 (501) 455-3342 Apex Equipment Ron Bales ' P.O. Box 1130 Fairfield Bay, AR 72088 1-800-274-1130 I I I L I Rex Playground Equipment Mike Pacheco 4 Russwood Cove Little Rock, AR 72211 (501) 227-5412 Arkoma Playgrounds & Supply Stuart Thompson 31 E. Center Street, Suite 202 Fayetteville, AR 72701 (501) 443-0066 Ted Helmer 18 Coronado Cove Maumelle, AR 72113 (510) 851-3791 Arkansas park and playground vendors or manufacturers who wish to be listed may do so by contacting Arkansas State Parks, Outdoor Recreation Grants Pro- gram (501) 682-1301. 1 53 I:, ARKANSAS STATE PARKS + OUTDOOR RECREATION GRAMS PROGRAM I I I 1998 Matching Grant I Appfication Guide I Ii I I1 I I I I F II ' Apri( 1997 I I 1998 APPUCATION GUIDE Contents 1 Introduction ....Y.. .... ....... ........ 3 2 An Overview of the Basics .4 Who May Apply?.........:.......................4 How Much May We Apply for? ......4 What Types of Projects May We Applyfor? .......................................... 4 When is the Application Due? ........ 5 Where to Send the Application ...... 5 How the Application Can Be Prepared............................................5 What Are Our Obligations? ............. 5 3 Project Planning and Public Hearing _ _... _...... ... _........ 8 4 Outdoor Recreation Grants Advisory Committee Concerns......__..... ...__......._ 9 5 Application Procedures ..... 12 Required Forms..................................12 Environmental Assessment........... 14 Project Narrative................................16 Boundary Maps/Site Plan/ . Location Maps...............................20 Proof of Ownership ......................... 22 Clearinghouse/Approval Letters. 22 Sample Cost Estimate Form .......... 24 Sample Resolution Form ................ 25 Sample Site Plan................................26 Sample Boundary Map ................... 27 6 Land Acquisition Information ._29 Property Eligible for Acquisition.. 29 Methods of Acquisition .................. 29 Rules GovemingNegotiated Purchases and Donation of Property ............. 29 Acquisition for Delayed Development ..31 Acquisition Schedule .............._....... 31 Title Opinion or Title Insurance.. 31 Option to Purchase/Formal Commitment to Sell/Owners Letter of Intent to Donate Property .......... 31 Formal Appraisal ....._........................ 31 Abbreviated Appraisal Report...... 34 Finding of Value.................................35 Development Plan ........................... 35 Sample Acquisition Schedule Form..................................................36 7 Important Things to Remember ........................... 37 8 Important Dates to Remember .... _............... 39 9 What to Expect After You Submit Your Application... 40 10 Grant Application Checklist 41 11 Five -Year Recreation Plan Format..................._................. 43 12 1995 SCORP Priorities ........ 45 13 Federal Regulations...._...... 48 14 Required Clearances_......... 50 15 Information and Technical Assistance Resources.......... 52 16 Priority Rating System....... 53 17 Index .._...._ ............................... 61 1 1 1 1 1 I I L I L I I I I I I I I I I Introduction Welcome to the Department of Parks and Tourism's Matchi ng G rant program. This guide is designed to assist you through the application process. If you have questions please feel free to call or write us at: Outdoor Recreation Grants Program Department of Parkc and Tourism Number One Capitol Mall Little Rock, Arkansas 72201 Telephone Number: (501) 682-1301 Fax Number (501) 682-1364 or (501) 682-0081 Funding for the Outdoor Recreation Grants Program is made possible from the Land and Water Conservation Fund (LWCF) and the Arkansas Natural and Cultural Resources Grant and Trust Fund (ANCRGTF). Both programs are devel- oped to provide financial assistance for the acquisition and/or development of outdoor recreation areas and facilities. The Land and Water Conservation Fund is a federal program authorized by the LWCF Actof 1965 (Public Law 88-578). These funds are derived from the sale of federal surplus real property, the federal motorboat fuel tax, and OuterContinen- tal Shelf mineral receipts. The Arkansas Natural and Cultural Re- sources Grant and Trust Fund is a state program authorized by Act 729 of 1987. These funds are collected from a tax on the transfer of certain real estate in the State of Arkansas. Both the LWCF and ANCRGTF pro- grams are administered identically by the Arkansas Department of Parks and Tourism, Outdoor Recreation Grants Program. This provides the flexibility to fund projects from either grant source. 3 A An Overview of the Basics WHO MAY APPLY? Eligible Applicants The only entities eligible to apply for financial assistance for the acquisition and/or development of outdoor recre- ation facilities are Incorporated Cities Counties • Unincorporated areas or communities must seek county sponsorship of their project •. School Districts may submit joint ap- plications with incorporated cities of counties fordevelopment ofpublic rec- reationfacil ities on school district prop- erty. (Grant is not intended to replace school district funding for playgrounds or athletic facilities.) Ineligible Applicants The following may not participate in the Outdoor Recreation Grant Program. • 'Colleges and Universities • Private non-profit corporations, foun- dations. clubs or organizations • Any other private entire How MUCH MAY WE APPLY FOR, Applicants may apply for up to $50,000 in reimbursable matching funds. The applicant must be able to match the grant amount with a like amount of cash, or a combination of cash and donations. Do- nations oflaborand materials alone are not sufficient to be considered as the local match. Because the availability of grant funds are limited, lesser amounts may be awarded. Staff recommendations for reductions of the requested amount will be made easier if the applicant provides a detailed bud- get that categorizes project elements and is broken down by line items. (See sample of detailed budget on page 21). WHAT TYPES OF PROJECTS MAY WE APPLY FOR? There are three types of projects which can be funded through the Outdoor Rec- reation Grants Program's Matching Grant Program. 1. ACQUISITION: Land. acquisition for recreational devel- opment Acquisition projects are dis- cussed in Chapter 6. . 2. DEVELOPMENT: A development project is funding for construction of recreational facilities. 3. COMBINATION: A combination project is funding for both acquisition of land not previously owned bytheapplicantand development for recreation use. I J J I I J I I H H I J I - 2 AN OVERVIEW OF THE BASICS 1998 APPLICATION GUIDE t I I I I I C L I J Li H I 1l H WHEN Is THE APPLICATION DUE? The deadline for receipt of applications for FY 1998 is 5:00 p.m., August 29, 1997. All applications must be received in our office by that date. Applications simply postmarked by that date are not acceptable. Applications may be faxed to (501) 682-1364 or (501) 682-0081, but they must arrive prior to the above dead- line. If the application is faxed, all forms containing original signatures must be postmarked on or before the application deadline, August 29, 1997. WHERE TO SEND THE APPLICATION Outdoor Recreation Grants Program Department of Parks and Tourism Number One Capitol Mall Little Rock, Arkansas 72201 How THE APPLICATION CAN BE PREPARED • The application can be prepared lo- cally. The Outdoor Recreation Grant Program staff will upon request, pro- vide applicants with a sample copy of an application. This sample provides the applicant with the correct format of all elements of the application includ- ing forms, narratives, a detailed budget, maps, resolutions, required clearances, and acquisition information. • The application can be prepared by consultants. (Grant preparation can- not be paid for with grant funds). • The application can be prepared by the local areawide Planning or Economic Development Districts or the Regional Planning Commissions. WHAT ARE OUR OBLIGATIONS? We are jointly committed! Both the De- partment of Parks and Tourism's Out- door Recreation Grants Program and the project sponsor are committed to long term program compliance. After the project is completed and all grant funds have been disbursed, our commitment to the requirements of the Arkansas Match- ing Grant Program continues. These on- going commitments include: 1. Property acquired or developed un- der the program must be retained in pe ;neruiry for outdoor recreation use and will be subject to inspection by the State at least once every five years. In addition each projectwill be inspected bythe State during construction and before final re- imbursement is made. 2. Once a public park project boundary has been identified by the Department of Parks and Tourism and the local project sponsor, all facilities constructed within that boundary, at any future time, must be in ct%mpliancewith the rules and regu- lations ofthe Outdoor Recreation Grants Program ProjectManagement Guide. This also applies to those facilities constructed in whole or in pan with local funds. 3. No overhead utility lines are allowed within the project boundary. All existing utilitylines located within the park bound- aries must be placed underground. 2 + AN OVERVIEW OF THE BASICS 4. A permanent sign stating that federal LWCF or state NCRGTF moneys were used to acquire and/or develop public outdoor recreation facilities must be main- tained within the park in perpetuity. Guidelines for the size, placement and design of the signs will be presented to each applicant after grant approval. Upon project completion the applicant will be required to describe the location of the sign, and state that the sign location will not change. 5. All public recreation facilities con- structed within a Matching Grant Pro- gram assisted park must be accessible to the handicapped. This also applies to those facilities constructed in whole or part with local funds. 6. Property acquired or developed with assistance from the fund must be open to entry and use by all persons regardless of race, color, religion, sex, or national ori- gin. Discrimination on the basis of resi- dence, including preferential reservation or membership systems, is prohibited, except to the extent that reasonable dif- ferences in admission and other fees may be maintained on the basis of residence. 7. Property acquired or developed with assistance from the Matching Grant Pro- gram shall be operated and maintained in perpetuity. The property shall be main- tained so as to appear attractive and invit- ing to the public. Sanitation and sanitary facilities shall be maintained in accor- dance with applicable health standards. Properties shall be kept safe for public use. Fire prevention, lifeguards, and the 9 1998 APPUCATION'GUIDE like should be provided for proper public safety. Buildings, roads, trails, and other structures and improvements shall be kept in reasonable repair throughouttheirfunc- tional lifetime to prevent undue deterio- ration and to encourage public use. Fa- cilities that have reached an age that ren- ders them obsolete or worn out may be removed with written permission of the Arkansas Department of Parks and Tourism's Outdoor Recreation Grants Program Director. Permission must be obtained prior to removal of the facilities. 8. The Arkansas ORGP staff will con- duct periodic post completion inspec- tions of the project area to ensure that program compliance continues after the project is completed. These inspections will be unannounced. Sponsors who fail to comply with long term commitment may jeopardize future eligibility for matching grant funds for new projects and/or be subject to legal actions by the State or Federal government to enforce program compliance. 9. The property shall be kept open for public use at reasonable hours and times of the year, according to the type of area or facility. Property which is not operated and maintained in good condition may jeopardize the awarding of future grant funds to that jurisdiction. 10. Participants may impose reasonable limits on the type and extent of use of areas and facilities acquired or developed with Marching Grant Program assistance when such a limitation is necessary for maintenance or preservation. Thus, limi- TI 1 1 1 1 2 + AN OVERVIEW or THE Basks _ 1998 APPLICATION GUIDE ' tations may be imposed on the type of users (i.e. hunters or four -wheelers, etc.). All limitations must be in accord with the applicable grant agreement and amendments. ' 11. AllrecipientsofMatchingGrantPro- gram moneys must comply with the Ar- ' chitectural Barriers Act of 1968, Section 504 of the Rehabilitation Act of 1973, '• and the Americans With Disabil iries Act, of 1990 Tide II and Title III. 1 1 I 1 I. 1 7 3 Project Planning and Public Hearing An application for funding from the Outdoor Recreation Grants program shall be the result of input from the public. Before an application is prepared, each applicant must hold one public hearing for the expressed purpose of obtaining public input into the planning of this specific application and to establish rec- reation priorities. DO NOT PREPARE THEAPPLICATION AND PRESENT IT AT THE PUBLIC HEARING. This will be considered circumvention of the requirements. Prepare the application, AFTER the .hearing, based on the needs and desires of the community. In larger communities, every effort should be made to hold the hearing in a place convenient to those who live in the area and will benefit the most from the project. This public hear- ing must be held no less than one month priorto submitting rheapplication to our A Public Notice about the hearing must appear in a newspaper of greatest local circulation at least seven (7) calen- dar days in advance of the date of the public hearing. A proof of publication notice provided by the newspaper must be submitted with the application. If local practice has found that post- ing the Notice in public places in the community results! in a better turn -out for a hearing, that method may be used instead of publication. If this method is used, the applicant must post notices at least seven (7) calendar days in advance of the date of the public hearing, submit a list of where, and the dates the notices were posted, and a letter signed by the applicant's Chief Executive Officer veri- fying that information. Documentation ofthe hearing which must be submitted with the application includes minutes of the hearing, and a registration sheet indicating the name, address and organisational affiliation of those attending. Minutes of the public hearing should include statements and suggestions from the general public ex- pressing local needs and priorities. State- ments of adjacent landowners should be included when applicable. NOTE: Failure to hold a public hearing one month prior to submission of the appli- cation for the expressed purpose of ob- taining public input into the planning of this specific application will result in the DISQUALIFICATION of that project. Additional points are awarded those ap- plicants who hold their public hearing by Lune 28. 1997. .1 1 L I I I II I L L I I J I I I. I [S I I I I Li I U I I L CI I I C I Outdoor Recreation Grants Advisory Committee Concerns ENVIRONMENTAL CONSIDERATIONS FOR PARK DEVELOPMENT The Outdoor Recreation Grants Advi- sory Committee supports projects which demonstrate sound site selection, aes- thetic appeal, and environmental aware- ness. Each year, the Committee reviews park projects which encompass a wide variety of development plans. It has been our experience that, in many cases, devel- opment is planned at the expense of site resources. In addition, landscaping for either functional or aesthetic purposes is rarely included in the park plans. The absence ofsire or aesthetic considerations has a long -ranging effect and greatly de- tracts from the enjoyment ofa park by the users. After all, people come to a park for a pleasant experience. The basics of good design encourage a well -planned relationship between a particular site and facilities planned for that site. It is very important to select facilities compatible with the site's exist- ing terrain and vegetation rather than radically altering the site to accept the facilities. For example, a large space with slopes ranging from 1-5% and no trees would bewell-suited forballfield orcourt game development; however, it may be poorly suited for development of recre- ational trails and picnic facilities. In con- trast, awoodland area with slopes ranging from 5-12% would be well -suited for picnic facilities and trails; however, very poorly suited for development ofballfields or court games. The Committee is aware that a suitable site for a particular facility is often difficult to find. In the forested, mountainous areas of the state, it is hard to find a good location for a ballfield without drastic alteration of the site. On the other hand, it is difficult to find a suitable location for nature trails or a picnic area in the open flatlands of East Arkansas. This illustrates that some sites are inherently better for a particular activ- ity than others. Significant site alterations greatly in- crease initial development costs and, in most cases, maintenance costs. Large scale clearing and grading, in order to locate a ballfield on a steep wooded slope, is ex- tremely expensive. Significant alteration oldie topography can also result in severe erosion which degrades the quality of the site, surrounding lands, and waterways. These bare slopes will usually consist of poor subsoils which will make it difficult to establish a vegetative cover. The slopes will also require more attention to keep erosion in check. Much of this money could perhaps be better spent by finding a more suitable site for the ballfield,while utilizing the wooded slopes for a more compatible recreational activity. It is also very good planning to make the most of g] 4+ OUTDOOR RECREATION GRANTS ADVISORY COMMn7EE CONCERNS 1998 APPLICATION GUIDE existing vegetation, especially trees. It is difficult to place an aesthetic value on a tree; however, trees are extremely impor- tanttoa a person's feeling ofwell-being. In addition, trees provide shade. People at rest, when sitting at a picnic table or on a park bench, prefer shade. Some activities, such as playgrounds, are more successful if shaded rather than placed in the hot sun. If trees are eliminated in the con- struction process, it will be costly to pro- vide them later. Nursery stock is very expensive and it is difficult to establish a young tree in an unprotected area with- out a great deal of attentive care. The Committee encourages proper site/facility relationship planning in or- der to reduce environmental impact and provide a more enjoyable park setting. One method used to encourage good planning is the Priority Raring System which is part of the Open Project Selec-. tion Process. This rating system is used by the Outdoor Grants staff to help in the evaluation of the grant applications. Within the "project design" section of the Priority Rating System Form, catego- ries relate to both the topography and natural features of the site. All applicant sites are evaluated with regard to the planned development and associated site alterations. There are three rankings within each category. As seen in the ex- ample Priority Rating Form, these rankings are self-explanatory. Ifdevelop- ment is compatible with the site and does not significantly alter these features, it receives the highest ranking. If develop - merit does require significant alteration; however, adequate measures are planned to reduce the impact of this alteration, it receives the mid -level ranking in the ap- propriate category. If there is significant alteration and inadequate measures for reducing impact, it receives the lowest ranking. These rankings contribute to a total point score with determines the applicant's numerical ranking in relation to other applicants. Playground Equipment and Playground Impact Areas Each year the Outdoor Recreation Grants Program receives numerous grant appli- cations for playground equipment. To meet the increasing needs of the children of Arkansas and to establish standards of care, the Committee encourages all grant applicants to join with the U. S. Con- sumer Product Safety Commission and the Arkansas Playground Safety Task Force in promoting playground safety. More than 237,000 injuries, related to playground equipment, occurred among children under age 15 in 1990. These injuries not only involve playground equipment, but the impact area beneath and around the equipment as well. The Outdoor Recreation Grants AdvisoryCommittee strongly encourages all applicants of Marching Grant funds who are requesting assistance to develop playgrounds, including play equipment and landing impact areas, to adhere to the guidelines established by the U. S. Con- sumer Safety Products Commission. The U.S. Consumer Safety Products Commission has published a set ofguide- lines. Handbook for Public Playground I C I H I I I I I LI H I I I H 10 1_ 1- n I I H I I I I I I I I ni I 4 + OLrrpooR RECREATION GRAMS ADVISORY CoMMRTEE CONCERNS Safety. The Commission believes that guidelines, rather than mandatory rules are appropriate. We feel that the safety features and the recommendations in this handbook will contribute to greaterplay- ground safety. Committee Position on Development of Walling Facilities The Outdoor Recreation Grants Advi- sory Committee reviews many applica- tions each year for the development of facilities for walking, jogging, bicycling, roller skating, etc.. Trail related activi- ties, such as walking, are among the most popular recreational activities in Arkan- sas. These activities, in addition to their popularity, provide recreational oppor- tunities for a wider variety of age groups and abilitylevels that just about any other activity. The Committee encourages all communities to consider development of trail facilities in order to serve a commu- nities broad recreational needs. Due to the limited amount of funds available for the Matching Grant Pro- gram, the Outdoor Recreation Grants Advisory Committee discourages pro- spective applicants from requestingfund- ing for school athletic track type of facili- ties. The Committee does encourage ap- plicantswho are considering development of exercise and walking facilities to de- velop less expensive paved trails to serve a broader recreational base. People participate in walking for a variety of reasons including relaxation and fitness. Well planned public walking 1998 AvvucAnos GuioE trails should provide a convenient, safe and pleasurable location for this activity. A walking trail located in a natural set- ting, rather than a dull, hot, open area, will provide a greater opportunity for recreation by offering greater stimulation of the senses. A school track does provide a secure location for fitness walking; how- ever, it usually does not provide an ideal environment, nor does it provide for many other types of trail based activities. An enjoyable trail should be safe and secure, and it should also provide a se- quence of interesting features and experi- ences. IN trail is well planned in a natural setting, it will be much more enjoyable and popular with a wider range of users. It will also provide a facility which will be continually used rather than one that will become boring aher repeated use. 11 5 Application Procedures How To FILL our THE FORMS, WRITE THE NARRATNES AND PREPARE THE MAPS REQUIRED FORMS Application Cover Sheet The Cover Sheer must be included as the cover page in each FY 1998 Application. This form must becompleted in full. The directions for completing this form are listed below. IN SECTION A List the name of the city or county which is submitting the application, the mailing address, zip code and phone number of the city hall or county courthouse. List the county in which the applicant exists. If this is a joint application between the city and school district for development of school district -owned property, the school district name must also be listed. List the name and district number of the state senator and state representative in whose district the project is located. IN SECTION B Check which type of prof -ct this applica- tion is, whether for acquisition, develop- ment or a combination of both. IN SECTION C List the amount of grant funds requested and the total project cost. The amount of grant funds requested can total no greater than 50%, up to $50,000, of the total project cost. IN SECTION D Describe the project briefly. Include a description ofwhat is to be acquired and/ or developed, and why this application is necessaryforthe projectto be undertaken. IN SECTION E The applicant's Chief Executive Officer must complete this section, including his or her signature, printed name, title and the date it was signed. The applicant's Chief Executive Officer may be the Mayor, City Manager or County Judge. If this is a joint application between the city and school district for development of school district -owned property, the School District Superintendent must also sign the form. SECTION F This section must contain the name of the person who prepared the application, including a complete address and phone number. Recreation Priorities Form The applicant must submit the Recre- ation Priorities Form describing the rec- reation priorities of the applicant. Direc- tions for completing this form are below: r - List the name of the city or county which is submitting the application. -I I r C L I I.' I I I' Ii I L Li H I 12 2. Describe the method by which the I. 1998 APPucAnoN Gun 5 APPLICATION PROCEDURES ' 3. ' 4. L C L needs ofthe community. Such meth- ods must include the public hearing, which is required as part of the appli- cation, and may include user -fre- quency surveys, questionnaires, in- terviews, telephone or door-to-door surveys, workshops and/or ad -hoc and advisory groups. State whether a Recreation Plan is enclosed. To receive credit on the Priority Rating System the plan must be in accordance with the require- ments of this Application Guide, See pages 43 and 44 for Recreation Plan format. This plan must have been updated within five (5) years of the grant application deadline. List the short range (0 to 5 years) recreation priorities of the commu- nity in priority order. Also list the long range (5 -plus years) recreation priorities of the community in prior- ity order. The applicant's Chief Executive Of- ficer must sign and date this form. The applicant's Chief Executive Of- ficer may be the Mayor, City Man- ager or County Judge. If this is a joint application between the city or county and school district for devel- opment of school district -owned property, the School District Super- intendent must also sign the form. Standard Forms 424 and 424C Instructions for completing these forms are on the backs oldie forms. Additional assistance may be obtained from your local Planning or Economic Develop- ment District office, your Regional Plan- ning Commissions, or the Outdoor Rec- reation Grants Program office. Standard Form 424D Read this form in its entirety before sign- ing. In the blank provided, the Chief Executive must sign the form. The applicant's Chief Executive Officer may be the Mayor, City Manager or County Judge. (If this is a joint application be- tween the city or county and school dis- trict, the School District Superintendent must also sign the form). In the other blanks provide the title of the Chief Ex- ecutive (and School District Superinten- dent), the legal name of the Cityor County as the applicant organization, and the date the document was signed. Civil Rights Agreements (Form DI -1350) The applicant must complete the Civil Rights Assurance (Title VI. Civil Rights Act of 1964) and submit it as part of the application package. Read this form in its entirety before signing. in the black pro- vided, the Chief Executive must sign the form. (If this is a joint application be- twecn the city or county and school dis- trict. the School District Superintendent must also sign the form). In the other blanks provide the title of the Chief Ex- ecutive. The applicant's Chief Executive Officer maybe the Mayor, City Manager or County Judge (and School District Superintendent). The legal name of the City or County as the applicant/ organi- zation, the date the document was signed, 13 5 + APPLICATION PROCEDURES 14 the applicant/organization address, and leave the blank titled Bureau or Office Extending Assistance blank. Certification Regarding Debarment, Suspension, and Other Responsibility Matters —Primarily Covered Transactions (Form DI -1953) The applicant must complete the certifi- cation form and submit it as part of the application package. Read this form in its entirety before signing. In the space pro- vided, type the name and title of the authorized representative. The applicant's Chief Executive Officer may be the Mayor, City Manager or County Judge. (If this is a joint application between the city or county and school district, the School District Superintendent must also sign the form). The document must be signed by the applicants and dated. Certification Regarding Drug -free Workplace Requirements (DI -1955) The applicant must complete the certifi- cation form and submit it as parr of the application package. Read this form in its entirety before signing. The spaces below Section B must contain the physical street address of rile project. In the space provided, type the name and title of the authorized representative. The applicant's Chief Executive Officer may be the Mayor. City Manager or County Judge. The document must be signed by rile applicant's Chief Executive Officer and dated. (If this is a joint application be- tween the city or county and school dis- trict, the School District Superintendent must also sign the form). 1998 APPLICATION GUIDE ENVIRONMENTAL ASSESSMENT Environmental assessments are required for all project applications and for each proposed site. The applicant is reminded that the envi- ronmental assessment will be utilized during the rating of the application. Per- tinent information of sufficient scope and depth must he provided in an envi- ronmental assessment so that die NPS/ ORGP can accurately ascertain the im- pact ofrhe project and determine whether an Environmental Impact Study is needed. Whenever possible, an impact should be quantified (e.g., number of trees to be removed, cubic yards of fill to be required, etc.). For projects with prop- erty rights outstanding, the standard en- vironmental information must be ex- panded to explain how the outstanding rights are to be dealt with and how the applicant plans to ensure that the envi- ronmearwill not be affected significantly. The five points to be covered in an envi- ronmental assessment are: Need for the Proposal This will serve as an introduction, de- scription of the proposed action and sur- rounding environment, statement regard- ngthe need for the proposed action, and a description ofwhat the proposed action is designed to accomplish (i.e., how the proposed action will fulfill the stated needs). It should include such informa- tion as the location of the project, the scope, when the action is to rake place, and, if applicable, the interrelationship with other federal. state, or local projects and proposals. I I H I H I I I I I I. I I F I I I I I I I I I L I I r L I 5 + APPLICATION PROCEDURES Alternatives This will include a discussion ofthe alter- natives to the proposed action, including "No action." Explain why each of the alternatives was rejected. Impacts This will include a brief and objective statement of the environmental impacts of the proposed action and a description of those elements of the environment so affected. Topics to be addressed include: • Land use (project site and surrounding area) • Fish and wildlife • Vegetation • Geology and soils • Mineral resources • Air and water quality • Water resources/hydrology • Historic/archeological resources • Transportation/access/consumption of energy resources • Socioeconomic effects "Impacts" are defined as director indirect effects on the existing environment, whether good or bad, which are antici- pated as a result of the proposed project or related future projects. Elements on which impacts are unknown or only partially understood should be indicated. A complete written descrip- tion of the impact is required. Environ- mental documentation should be free of project justification and personal bias. The project should be justified elsewhere in the grant application. Do not rely on generalities. Specific facts are essential. All statements and conclusions should be supported, and quantified where pos- 1998 APPuunoN Guide sible. Be concise, dear and to the point. Adverse impacts should be addressed as fairly as beneficial impacts. Be sure to include a discussion of positive effects of the project. To the «tent that it applies, the document will discuss im- pacts of the project, including environ- mental damage, which could be caused by users upon economic, cultural, es- thetic, and social conditions as well as upon the physical and biological environ- ment. Any off -site impacts, such as in- creased traffic on neighborhood roads or increased noise levels to surrounding ar- eas, should be described. In preparing the environmental assessment, the applicant should keep in mind the cumulative im- pact of the proposed project and offuture related projects which are contemplated. The information submitted on cumula- tive impacts should describe the eventual goal and the relationship of the action proposed on each project. The environ- mental information must be accompa- nied by sufficient maps and details to aid in judging the impact of the proposed project as well as the relationship of the project to the surrounding land uses. Agencies and Persons Consulted This will include a list of all agencies and persons consulted in preparing the envi- ronmental assessment. WasteNandalism Management Systems Describe waste management systems to accommodate public use of the site in- cluding any innovative control measures 15 5 + APPLICATION PROCEDURES being proposed. Provide a detailed de- scription of how liner will be controlled. Provide a detailed description of mea- sures to be taken to minimize or prevent vandalism. Cost Estimate The attached Cost Estimate Forni must be completed and submitted with the application. The cost estimate must be a complete listing of all work elements to be undertaken and the total estimated cost of these elements. The directions on how to complete this form are listed below. ITEM A If land acquisition is to be included in the proposed project, either by private dona- tion or by purchase, the estimated ap- praised value of the property must be included. (Inflating thevalue ofthe prop- erty will not affect the grant amount or the matching share. The valuation ofthe properrywill be determined by an Arkan- sas Certified Land Appraiser after the grant award has been made). ITEM B The first line ofltem B will be the total of all development costs. The remaining lines will be a line item breakdown of individual project elements. Please be as detailed as possible. Refer to sample cost estimate form on page 21. Items should be listed in priority order. ITEM C Is the total of Items A and B. 1998 APPLICATION GUIDE ITEM D Inclusion ofa "contingency" line -item is suggested. This line -item can be no more than five percent (5%) of Item B. ITEM E Project administration is eligible for re- imbursement. If the applicant plans to request reimbursement for project ad- ministration, the "Administration"• line - item must be completed. This line -item can total no more than ten percent (10%) of Item B. ITEM F Architectural/engineering fees are also eligible for reimbursement, lithe appli- cant plans to request reimbursement for such fees, the "Architectural/ Engineer- ing Fees" line -item must be completed. While the applicant may pay any amount for such fees, maximum reimbursement for A/E fees is six percent (6%) of eligible development costs (i.e., a 12% total fee). Budgets that are not ofsufficient detail or are incorrectwill be returned to the appli- cant for correction. PROJECT NARRATIVE This section requires a written narrative about the project proposal. Each of the following topics must be addressed: Need for Assistance State which priorities outlined in the 1995 Statewide Comprehensive Out- door Recreation Plan (SCORPJ this project will meet and how it will meet them (cee pages 45 through 47 : I I L I I L H I I I I L 1, I I I 1G 1 5 + APPLICATION PROCEDURES 1998 APPLKATioN GUIDE ' for listing of SCORP priorities). (a) include a description ofthose who 2. Explain why this project is needed, will use the facility, Quantify needs as much as possible. (b) how the facility will be used, and ' 3. State if this project will be the first (c) how it will benefit the public. public recreation facilities in your(d)if the project provides seasonal or ' jurisdiction. year around recreation opportunities 4. Describe the estimated local match- (e) describe how your project will ing fund source(s). Complete each address each category of the Priority category even if item is $0.00. Form Rating System (pages 58-60). FS 1997 is a new form in the appli- • cation forms package. (Sample on Agreements page 28) 1. State who will operate and maintain Cash the land/facility. List any current or ' A. General appropriation or cash proposed agreements with other from another source $ agencies, individuals, or organiza- ' B. Donated land tions participating in this project, (estimated value) $ including any agreements concern - C. Force account labor $ ing operation and maintenance. ' D. City or County 2. If there are no agreements, indicate equipment use $ this fact. I Volunteer 3. Submit copies of any written agree - A. Donated labor $ ments.Anyjointschooldistrict/city/ B. Donated materials S county application for development C. Donated equipment use $ of land must include a copy of the 5. Flood information is on Form joint operating agreement. ORGPFS 1997. (Sampleonpage28) Low -Moderate Income Iftheapplicant can demonstrate that the 1. Indicate the area to be serviced by the ' opportunity to acquire or develop the proposed facility. project will absolutely be lost if funds are 2. If the area is smaller than the ' not obtained within a limited time pe- applicant's entire jurisdiction (e.g., a riod, points will be awarded under the portion of the whole city), submit Priority Rating System. A letter explain- the Median Household Income fig- ' ing the situation must be submitted by ure for the area as determined in the the applicant or property owner to the 1990 census. ' Outdoor Recreation Grants Program 3. Submitthepercentageofhouseholds Director, in the community or area whose income is less than or equal to ' Benefits Expected $16,917.60. 1. Identify the benefits to be derived ' from this project; for example, 17 .1 5 + APPLCATION PROCEDURES Income 1; State whether or not income will be generated on the site ofthe proposed project. 2. If income will be generated, indicate how the income will be generated and the proposed use of such funds. Competition 1. Describe if and how the project will be in competition with private recre- ational developments in the area. Minority Involvement Each applicant is required to encourage participation in the planning ofa project by minorities including ethnic minori- i s the elderly and the handicapped. Ethnic minorities are defined as includ- ing blacks, Hispanics, Native Americans and Asian Americans. 1. To meetthe minimum requirements the applicants must describe efforts made to involve such people in the planning of the proposed project such as copies of letters to organiza- tions/groups representing these people; letters from such organiza- tions/groups in support of specific parts of the proposal; or minutes of meetings with such organizations/ groups at which input into project planning was obtained. 2. To score maximum points in the Priority Rating System the applicant must demonstrate and provide docu- mentation of an extraordinary out- reach effort which successfully in- volved minorities in a hands on way. Simply inviting participation or hav- ing minorities present at the required 1998 APPLICATION GUIDE public hearing is not sufficient to score maximum points. Examples of extraordinary outreach include: spe- cial meetings held by the park com- mission / committee / mayor/county judge at local minority churches, clubs or organizations, nursing homes, schools seeking direct input and involvement in the planning process. Cooperative planning and operating agreements between the city/county/school districts with mi- nority organizations and groups. Special surveys of minority populations. Parks and Recreation Commission/Department/ Committee Indicate whether or not the applicant has an established Parks Department, a Parks and Recreation Commission, or an act- ing Parks Advisory Committee. If the applicant has a Parks Department, Submit 1. Director's name, address, and tele- phone number. 2. A copy of the previous year's park budget must be included with the Park Director information. A Park Director is defined as being paid wages commensurate with the aver- age state market rate and devoting at least 50% of his/her time to profes- sional duties. The Director, in most cases, should be responsible fora city or county park system (not just an individual park) including program- ming recreational activities and events. I I I I I I L I H H H I I I S + APPLICATION PROCEDURES 1998 APPLICATION GUIDE I I I I I I L I L L I I I I I J I 3. The Parks Department budget. In order for points in the Priority Rating System to be awarded fora city parks and recreation commission, it must be estab- lished according to the guidelines set out in Act 348 of 1947. County government may establish an advisory or administra- tive board in accordance with Arkansas Code Tide 14, Chapter 14, Section 705 of the County Government Code. If the applicant has a Commission, 1. Submit a copy of the Resolution legallyestablishing the Commission. 2. Submit a list of Commission mem- bers and their terms of office. 3. Submit copies of the certified Com- mission minutes for the past year (12 months). 4. Stare whether the Commission has a budget. If the applicant has established a Parks Commission in the past year, 1. Provide a copy of the Resolution establishing the Commission with a listofthe Commission members and their terms of office. 2. Submit copies of the certified Com- mission minutes for the meetings conducted during the past year. lithe applicant has an active Parks Advi- sory Committee 1. Submit a listoftheCommitteemem- bers and an outline explaining the Committee's duties and responsi- bilities. 2. To receive points for a park advisory committee, the committee must hold regular meetings quarterly or more often. 3. Submit copies of the Committee minutes for the meetings conducted during the past year. 4. Stare what agency or group is re- sponsible for programming local fa- cility use. 5. State what agency or group is re- sponsible for maintenance of the applicant's recreation facilities. Special Features Describe any special features incorpo- rated in the proposed project. 1. Include an explanation of any inno- vative or special facilities for the handicapped, vandal resistance, en- ergy -efficiency, or litter control. 2. Describe any unusual features or ex- traordinary social and community involvement. All approved projects must comply with the provisions of the Architectural Barriers Act of 1968, Section 504 of the Rehabilita- tion Act of 1973 and the Americans with Disabilities Act, 1990. Routine vandal resistance features include locks, gates, fencing, police patrol, etc. Routine energy -efficiency mea- sures include meeting thermal insu- lation standards, reducing the use of lighting, etc. Litter control measures beyond installation of litter recep- tacles and routine crash pickup are encouraged. Operation and Maintenance 1. Provide a detailed plan foroperation and maintenance of the facility. This must include: (a) schedules for inspection and routine maintenance; I 19 S + APPLICATION PROCEDURES 1998 APPLICATION GUIDE ' (b)projected costs for the first five City Council Resolution or ' yam, Quorum Court Order (c) how these costs will be met; and A City Council Resolution or Quorum (d) a list of persons or organizations Court Order must be included to docu- responsible for operation and ment that the local legislative body sup- maintenance. ports the project. (Seepage25fora resolu- (e) If volunteer groups will assist, tion example.) provide evidence of such commitments. BOUNDARY MAPS/SITE Overhead Utility Lines PLAN/LocATION MAPS 1. Describe the location and nature of all overhead utility lines in the project Boundary Map area, and indicate what measures will NOTE: be taken to mitigate the effect of the All project boundary maps must be sub- lines. mitted on a single 8 112" x I sheet of 2. Show the locations of such lines on paper. All copies, reduced drawings and the site plan. written descriptions must be easily 3. The cost of placing overhead utility readable. lines underground is eligible forgrant funding. List the cost as a separate All applications must include a boundary item in the project budget. Include map. This map will establish the bound - the cost of burying or rerouting the aries of the area to be included under the lines in the cost estimate. provisionsofSection6(f)(3)oftheLWCF Act. Everything located within the de - Directions fined boundary must remain in outdoor 1. Provide detailed written directions recreation use in perpetuity! Thinklong for traveling to the site of the pro- and hard before making this commit - posed project from the City ofLittle ment. Be sure local citizens, politicians Rock. The ORGP staff person who and business leaders are willing to make visits the proposed site may be unfa- this commitment before doing so. miliar with the area. If a road or street is not marked with a sign giv- The NPS and the ORGP requires a le- ' ing its name or number, describe it gally defensible description of project in relation to a marked road or street boundaries. If the applicant so desires, (e.g., the third graveled road east of the boundary map and the site plan can Front Street on Highway 14.) be combined; however, the map must • not be too Buttered with information to prevent easy readability. The applicant is not required ro provide a certified bound- ary survey, but the boundary map must contain all oldie following information: 20 ' 5 APPLICATION PROCEDURES 1998 APPLICATION GUIDE ing site inspection use the plan to locate that element easily on the pro- posed project site. (Seeaampleon page26.) Location Maps A city map showing the location of the proposed park site, and all other parks within the city. The parks should be designated clearly. If the applicant is a county, all parks located in the unincor- porated area of the county must be desig- nated on a county map. PROOF OF OWNERSHIP Property Deed Each development project application package must include documentation showing that the applicant will have suf- ficient control of the project site. If the applicant owns the site, a copy of the deed to the property must be submitted. Lease Agreement lithe applicant leases or proposes to lease lands owned by an agency of the United States Government. 1. a copy of the existing lease or the proposed lease should be submitted. This lease must be fora minimum of 25 years. Terms and Conditions It should be noted that no reversionan' lc cruses may be incorporated in the deed or lease for the property. Inclusion of such clauses will disqualify the project. NoTE: Lands leased from other than an agency of the United States Government are ineligible for development under the Outdoor Recreation Grants Program. (See page 4for requirements on property owned by school districts.) Floor Plans Preliminary floor plans are required as a part of the application package for all projects proposing the development of buildings such as restrooms, concession stands, pavilions and bathhouses. 1. The plans should be of sufficient detail so the ORGP staff can deter- mine ifsrate and federal accessibility requirements have been met. 2. Dimensionsofdoors,walkways,stalls and hallways should be shown to indicate compliance with the Ar- kansas State Building Service's "Minimum Standards & Criteria." A copy of these standards can be obtained from the Department of Parks and Tourism. CLEARINGHOUSE/ APPROVAL LETTERS As documentation of compliance with the State Clearinghouse process, clear- ance/approval letters on the proposed project must be obtained from the fol- lowing agencies/officials. (Seepage 50 for addresses.) 1. State Clearinghouse 2. Areawide Clearinghouse (Planning/Economic Development District or Regional Planning Com- mission in your area) ' 22 S + APPLICATION PROCEDURES 1998 APPLICATION GUIDE I 1 2. W 4. 5. Tide block information including the tide ofthe project, a north arrow, scale (if applicable), date drawn, and the words "Boundary Map." (If the Boundary Map or Site Plan is not drawn to scale, the map MUST state 'Not to Scale.') All boundaries of the project area and all facilities (such as ball fields, fences, concession stands, etc. if shown on boundarytriap) must show dimensions clearly. These dimen- sions must be marked in feet and inches. The map must be of sufficient detail to be a legal identification ofthe land. (a) You must provide a metes and bounds description with measured distances, (b) Provide a compass bearingofeach property side, (c) You must include the point of beginning for measurement, and (d)You must provide the township, range, and section information. The map should include known out- standing rights and interests in the area held by others including (a) The measurements and locations of known easements, (b)Any deed/lease restrictions, (c) Any reversionary interests, (d)Al! power lines that cross the site, (e) All rights -of -way, etc. The boundary map must include all prior grant projects (LWCF/ NCRGTF) within the adjacent or same project area. In no instance will the area covered by Section 6(f)(3) be less than that area acquired with LWCF/NCRGTF assistance. Any ofthe following additional informa- tion that is available should also be in- cluded on the boundary map: 1. Deed references which include deed book number, page number in the deed book, and date recorded, 2. Adjoining easements of record, and 3. Adjoining water bodies orothernaru- ral landmarks. The project area must be an area that functions as a complete recreation unit. Simply drawing the project area around an individual facility will not be consid- ered the project area. ' Site Plan All applications for combination or de- velopment projects must include a site plan. The site plan is to give a general layout ofthe park or area to be developed. All site plans must be submitted on a singles 1/2" X 11" sheet of paper. Any, exceptions to this requirement due to size of project area or project configura- tion must be approved by the ORGP staff prior to the Application deadline. A site plan must include the following: 1. All proposed facilities and develop- ments included in the phase forwhich funds are requested, 2. All existing facilities and develop- ments, and 3. Location of any existing power lines, or other utility lines within the site. 4. Handicapped access, including park- ing, access routes, ramps, bridges, etc. The site plan shall be ofsufficient scale so that grant review staff can easily identify each proposed project element, and dur- 1 I. .1 1 I 21 ' S + APPLICATION PROCEDURES 1998 APPUCATION GUIDE I 3. State Historic Preservation Officer/ StateArchaeologist (Submitform 424 and project location map.) 4. State Highway Department (Submit form 424 and project loca- ' tion map.) The prospective applicant must submit Form 424, 424C, 424D, and copies ofall application forms, attachments, maps, ' etc., (entire application) to the State Clear- inghouse and the appointed Areawide Clearinghouse to comply with the public ' review process outlined by Executive Order 12372. ' The process takes at least thirty days. These clearance letters may not be avail- ' able before the August 29, 1997 applica- tion deadline. This is not a problem. However, they must be submitted before ' the application will be considered for final review. It is the responsibility of the 'applicant to secure these letters and for- ward the responses to the ORGP office as soon as they are received. U I [.j U 23 5 ♦ APPLICATION PROCEDURES 1998 APPLICATION GutDE Cost Estimate APPLICANT NAME. City of Sampleville A. Estimated appraised value of property to be acquired (if applicable) $ 10, 000 B. Total development costs $ 70, 866 Development item (detailed and listed in priority order) Estimated cost of each item Playground Equipment and Installation i-Mile Walking Trail - Materials and Labor $ 20,000 $ 25,866 Pavo . a ilion - .2 x .,4' $ 10, 000 Parking - 5 spaces $ 5,000 Site Preparation $ 10,000 I ua C. Total of A and B D. Contingency (optional [maximum 5% of total development costs]) $ E . Administration (optional [maximum 10% of total development costs)) $ F. Architectural/Engineering Fees $ (optional [maximum 12%ot total development costs]) G T 1 1 oa of C,D,Eanur $ 100.000 24 ' 1 5 APPLICATION PROCEDURES 1998 APPLICATION GUIDE n I I II n I RESOLUMN No. 98-10 WHEREAS, Sampleville, Arkansas seeks to improve the recreation facilities in its City and desires to have federal"assistance where possible; and WHEREAS, in order to obtain the funds necessary to develop and improve the site for such a recreation area, it is necessary to obtain a grant from the appropriate agency of the United States Governmentand WHEREAS, the plans for such recreation areas have been prepared and the price therefore has been established; and WHEREAS, the City Council of Sampleville, Arkansas is well aware and apprised of the above mentioned project, and that Sampleville, Arkansas will provide the local portion of the development cost of the entire project, and that said recreation areas shall be dedicated and maintained perpetually as a recreation facility: NOW, THEREFORE, BE IT RESOLVED by the City Council of Sampleville, Arkansas that the Mayor of said City is hereby authorized to make application through the Arkansas Department of Parks and Tourism, to the National Park Service, U.S. Department of Interior, for assistance to develop recreational facilities for the City;. therefore such application shall be submitted as expeditiendy as possible. Passed this 15th day of Tune , 1998. APPROVED: Mayor 1 1 1 1 1 City Clerk 25 5 + APPLICATION PROCEDURES SITE PLAN 1998 APPLICATION GUIDE 369.32' o < X ^ m a n1 O O f �^ a a v' —i r V 3 2. O) X j m a acc a Parking 100.22' a (0 N N CD - O r mCO �a r -n -CD 0 259.10' 26 1. 5 + APPUCATION PROCEDURES 1998 APPLICATION GUIDE ' BOUNDARY MAP Part of the NW 1/4 of the SW 1/4 of Section 99 Township 10, Range 15, Clark County Arkansas I I L L L L H I n I I U H L L SW45' 13`E — — — — — — — — — — — — — — — — — — — — — — — — — NE Comer, NW SW N88'44 439.98' 38' Oak Tree I Point of Beginning I m I m I TRACT A N I °'• 4.2 AC. a l(7 b N N I S88' 35"W 233.34' Cu 216.64' 8 6F BOUNDARY MAP Scale: 1' = 200' I I --------------------------J JAMES F. DOE Registered Land Surveyor State of Arkansas Date: 6-22-98 Surveyed for Job No.: 4543 JOHN T. JONES by James Doe Signature: Acme Surveyors 27 S + APPLICATION PROCEDURES 1998 APPLICATION GUIDE Flood Hazard Certification Check the appropriate answer. If the Federal Insurance Administration has issued a flood hazard boundary map or a flood insurance rate map that covers the project area, flood insurance will be required for insurable facilities located within the area. (The Outdoor Recreation Grants Program office has copies of most of these maps). Certain types of recreation facilities may be constructed in flood hazard areas without the need for insurance. A list of these facilities may be obtained from the Department of Parks and Tourism's Outdoor Recreation Grants Program office. Is the project located in a flood hazard area for which the Federal Insurance administration has issued a flood hazard boundary map? ❑ Yes ❑ No I certify that the city or county will provide flood insurance or that the city or county is self insured and liable for the full replacement of facilities constructed in the project area. Chief Executive Officer Dale: Fund Source Assurance Each catagory must be completed even if item is $0.00 CASH A. General appropriation or cash from another source $ B. Donated land (estimated value) $ C. Force account labor $ D. City or County equipment use $ VOLUNTEER A. Donated labor $ B. Donated materials $ C. Donated equipment use $ Chief Executive Officer Date: ORGP FS 1997 1 I 1 1 1 I. I. 1 E I I I II I I I I C I I Li Land Acquisition Information There are three types of acquisition: 1. Acquisition for immediate development 2. Acquisition for delayed development 3. Acquisition for preservation/ protection Property Eligible for Acquisition Acquisition of recreation lands and wa- ters —including new areas or additions to existing parks, forests, wildlife areas, beaches, and other such places dedicated to outdoor recreation —which may be eligible for assistance include, but are not limited to, the following: 1. Areas fronting rivers, streams, lakes, and reservoirs that will provide wa- ter -based public recreation opportu- nities, orthewater bodies themselves. 2. Land for creating water impound- ments to provide water -based public outdoor recreation opportunities. 3. Areas such as flood plains, wetlands, and areas adjacent to scenic high- ways that provide special recreational opportunities. 4. Natural areas and preserves AND outstanding scenic areas where the objective is to preserve the scenic or natural values, including areas of physical or biological importance and wildlife areas. These must be open to the general public for outdoor recreational use to the extent that their natural attributes will not be seriously impaired or lost. 5. Land within urban areas for day -use picnic spots, neighborhood play- grounds, and tot lots; areas adjacent to school playgrounds and competi- tive nonprofessional sports facilities; and more generalized park lands. Methods of Acquisition There are several ways of acquiring lands and/orwaters for outdoor recreation pur- poses. InArkansas, Arkansas, the most prevalent are: 1. Negotiated Purchases, resulting in fee simple titles, and donations re- sulting in fee simple tides. 2. Condemnation, resulting in fee simple tides. Each of these methods is complex and may vary on any single project. Please note that the primaryintent of the acqui- sition must be to provide and insure public outdoor recreational use in perpetuity. Rules Governing Negotiated Purchases and Donation of Property 1. To be eligible for Matching Grant Program assistance, donated prop- erty must be in PRIVATE OWN- ERSHIP —not public —at the time of acquisition. 2. To be eligible for Matching Grant Program assistance, purchase agree - f1 29 G ♦ LAND AcQuismoN INFORMATION 1998 APPLICATION GUIDE 3. 4 5. 6. 7 merits and contracts cannot contain reversionary clauses. Applications for projects which in- volve the purchase of property will be required to submit a Tide Opin- ion (see page 31 for information). An appraisal, following the required for- mat must be submitted ,after the grant approval. Title to the land may not be taken until federal and state approval is given. The applicant will be notified immediately upon approval. No advance payments will be made on donated property even after the project receives formal approval. Displaced persons and business or farm interests must be notified of their rights under federal and state relocation laws. Costs for relocation benefits should be included in the total project cost. The appraised value of donated prop- erty may be used as a portion or all of the applicant's 50% matching share. Successful applications involving donated land will be required to submit an appraisal, after the grant approval, that follows the National Park Service guidelines (see pages3 I- 35 for information). Uniform Relocation Assistance and Real Property Acquisition Polities Act of 1970 (Uniform Act) The Uniform Act provides for the uni- form and equitable treatment of persons displaced from their homes, businesses or farms and establishes uniform and equi- table land acquisition policies. It is the policy of the National Park Service and the Department of Parks and Tourism to deal consistently and fairly with all per- sons whose property is taken for public projects and all persons who are displaced from their homes, businesses or farms. The provisions of the Uniform Act apply whether or not Matching Grant Program moneys actually contribute to the cost of the real property acquired. Acquisition of real property is not an activity where shortcuts are possible. For more detailed information concerning your responsi- bilities, see the booklet, Relocation and Acquisition Policy Guide. Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 Documentation Any application. proposing the acquisi- tion of property through any means must submit the following information, even if relocation assistance is not required, a response to each of the following. items must be submitted: I. An estimate of the number of indi- viduals, families, businesses and farms being displaced. 2. Where displacement will occur, the applicant must submit (a) a relocation plan, (h) an advisory services program and (c) an appeals procedure. 3. The applicant.must provide docu- mentation showing that the owner or his designated representative has been given an opportunity to ac- company the appraiser during his/ her inspection of the property. 4. The applicant must provide evidence 30 I 6 LAND ACQUISITION INFORMATION 1998 APPLICATION GUIDE i, J I I C I I I I I I I H I I I that occupants of the property, to be acquired, were furnished at the time of initiation ofnegotiations adequate information explaining their eligi- bility to payments for relocation 5. If there are no occupants, the appli- cant must indicate this fact. Acquisition for Delayed Development Grant assistance may be available to ac- quire property for which the develop- ment of outdoor recreation facilities is planned at a future date. Property ac- quired for future development must be developed within 3 years. A detailed plan for development will be required before funding assistance will be considered. If you are planning to seek grant assistance to acquire property for future develop- ment contact the Department of Parks and Tourism's ORGP staff prior to com- pleting the application. In the interim, between acquisition and development, the property must be open forthose public recreation purposeswhich the land is capable ofsupporting orwhich can be achieved with a minimum public investment. Non -recreational uses such as agriculture, occurring on the property at the rime of acquisition, must cease prior to the request for reimbursement. Any application for a project proposing delayed development must include a de- tailed development plan including a time frame for development. Acquisition Schedule Each project application that includes acquisition or a combination project for acquisition and development must in- clude an acquisition schedule. (Seepage 36 for an example of the acquisition schedule.) Title Opinion or Title Insurance All applications for acquisition orcombi- nation projects must includea Title Opin- ion on the property to be acquired. This will be a legal opinion on the currentTitle to the property and will include a discus- sion of any liens, mortgages, easements, or any other encumbrances on the prop- erty. It will also include a statement con- cerning the merchantability of the Title. Option to Purchase/Formal Commitment to Sell/ Owner's Letter of Intent to Donate Property Each application for projects which in- clude the acquisition of land by purchase or combination project must include a formal Option to Purchase. The Option to Purchase must be I. Signed by both parties and 2. Include the purchase price, or a writ- ten commitment to sell from the property owner. Applications for projects which include the acquisition of land through private donation must include a letter from the property owner stating his/her intention to donate the property. Formal Appraisal Any project which proposes acquisition of property through private donation or which proposes the purchase of property with an anticipated value of $25.000 or 31 6 ♦ LAND ACQUISITION INFORMATION 1998 APPLICATION GUIDE ' more must include a Formal Appraisal. Do not use multipurpose Supplemental Addendum for Federally Related Trans- actions forms or Land Appraisal forms. The Formal Appraisal must cover the following. 1. QUALIFICATIONS Statement of qualifications ofall apprais- ers and/or technicians, contributing to the report 2. STATEMENT OF LIMITING CONDITIONS The appraiser should provide clear con- cise statements ofall assumptions includ- ing the following specifications: • That the title to the property is mar- ketable • That the appraiser assumes no re- sponsibility for legal matters • That all data furnished by others are presumed correct 3. PURPOSE OF THE APPRAISAL This shall include a definition of all val- ues required and appraised. 4. IDENTIFICATION OF THE PROPERTY Legal description of the whole tract and that to be acquired 5. CITY AND AREA DATA This data (mostly social and economic) should be kept to a minimum and in - dude only such information as directly affects the property being appraised. G. PROPERTY DATA Site Describe soil, topography, mineral de- posits, easements, etc. If there is an indi- cation that mineral deposits have more than a nominal commercial value, this fact shall be clearly stated. Improvements This shall be by narrative description, including dimensions of principal build- ings and/or improvements. Equipment This shall be by narrative description including the condition of equipment. Condition The current physical condition and rela- tive use and obsolescence shall be stated for each item or group appraised and, wherever applicable, the repair or replace- ment requirements to bring the property to usable condition. Assessed Value and Annual Tax Load Include the current assessment and dollar amount of real estate taxes. If the prop- erty is not taxed, the appraiser shall esti- mate the assessment in case iris placed upon the tax roll, state the rate, and give the dollar amount of the tax estimate. Zoning Describe the zoning for the subject and comparable properties and if rezoning is imminent, discuss under item 7. 7. ANALYSIS OF HIGHEST AND BEST USE The report shall state the highest and best market use that can be made of the prop- erty (land and improvements and where applicable, machinery and equipment) for which there is a current market. The valuation shall be based on this use. In no I I I I Li I I I L I I I I I I I 32 I. I IJ I I 6 ♦ LAND AcQuismoN INFORMATION case shall the land be appraised for one highest and best use and the value of the improvements added when they do not contribute to the fair market value of the land under the highest and best use. Such special purpose appraisals are not allowable. ' S. LAND VALUE I I I I I I 11 I I I I H The appraiser's opinion ofthevalue ofthe land shall be based upon its highest and best use, regardless of any existing struc- tures and shall be supported by confirmed current factual data (sales and offerings) of comparable, or nearly comparable, lands having like optimum uses. Differ- ences shall be weighed and explained to show how they indicate the value of the land being appraised. 9. VALUE ESTIMATE BY COST APPROACH This section shall be in the form of com- putational data, arranged in sequence, beginning with reproduction or replace- ment cost, and shall state the source (book and page if a national service) of all figures used. The dollar amounts of physical de- terioration and functional and economic obsolescence, or the omission of same, shall be explained in narrative form. This procedure may be omitted on improve- ments, both real and personal, for which only a salvage or scrap value is estimated. 10. VALUE ESTIMATE BY INCOME APPROACH This shall include adequate factual data to support each figure and factor used and shall be arranged in detailed form to show at least • estimated gross rent or income 1998 APPucATION GuiDE • an itemized estimate of total expenses including reserves for replacements. Capitalization of net income shall be at the rateprevailing forthis type ofproperry and location. The capitalization technique, method and rate used shall be explained in narrative form supported by a statement of sources of rates and factors. 11. VALUE ESTIMATE BY COMPARATIVE (MARKET) APPROACH All comparable sales used shall be con- firmed by the buyer, seller, broker, or other person having knowledge of the price, terms and conditions of sale. Each comparable sale shall be weighed and explained in relation to the subject prop- erty to indicate the reasoning behind the appraisers final value estimate from this approach. Three (3) comparable sales are required. 12. INTERPRETATION AND CORRELATION OF ESTIMATES The appraiser shall interpret the forego- ing estimates and shall state the reasons why one or more of the conclusions reached in items 9, 10, and 11 are indica- tive of the market value. 13. TABULATION OF HISTORY OF CONVEYANCES (PROPERTY SALES AND TRANSFERS) Include parties to the transactions, dates of purchase, and amounts of consider- ation for at least 10 years prior to appraisal. 14. CERTIFICATION OF APPRAISER • He/she has personally inspected the property. 33 6 + LAND ACQULSITION INFORMATION • He/she has no present or contemplated interest in the property. • That in his/her opinion, the market value of the taking as of (Valuation date) is $ • (Signature) • (Date Report Submitted) 15. EXHIBITS AND ADDENDA (Note: All maps and plans may be bound as facing pages opposite the description, tabulation, or discussions they concern.) Location Map (within the city or area) Comparative Map Data (show geographic location ofthe appraised property and the comparative parcels analyzed) Detail of the Comparative Data (narrative) Plot Plan Floor Plans (when needed to explain the value esti- mates) Photographs (Pictures shall show at least the front elevation of the major improvements, plus any unusual features. When a large number of buildings are involved, in- cluding duplicates, one.picture may be used for each type. Views of the best comparables should be included when- ever possible. Except for the overall view, photographs may be bound as pages fac- ing the d iscussion or description to which 1998 APPLICATION GUIDE the photographs pertain. All graphic material shall include captions.) Other Pertinent Exhibits Abbreviated Appraisal Report Any project which proposes the purchase of property with an anticipated value between $5,000 and $25,000 must in- clude an Abbreviated Appraisal Report. Do not use multipurpose Supplemental Addendum for Federally -Related Trans- actions forms or land appraisal forms. The Abbreviated Appraisal Report must cover the following: 1. BRIEF DESCRIPTION OF THE SUBJECT PROPERTY to include physical characteristics, present use, zoning, public utilities associated with the land, deed restrictions, and any other pertinent information. 2. LEGAL DESCRIPTION of the real property to be acquired and a plot. 3. TEN-YEAR HISTORY of conveyances (sales and transfers), in- cluding parties to the transactions, dates of purchase, and amounts of consider- ation for at least ten (10) years prior to appraisal. 4. ANALYSIS AND STATEMENT of the property's highest and best use. S. SUPPORTING DATA including two or three comparable real property sales, a brief analysis of those I H I I L H L I H I I H H I L L 34 6 + LAND ACQUISITION INFORMATION 1998 AvaucanoN GuiDt 7 I I I H I I I Li II I I sales, and a map showing their locations relative to the land acquired. 6. THE APPRAISERS CERTIFICATION AND SIGNATURE: • He/she has personally inspected the property. • He/she has no present or contemplated interest in the property. • That in his/her opinion, the market value of the taking as of (Valuation date) is $ • (Signature) • (Date Report Submitted) 7. THE DATE THE VALUE ESTIMATE APPLIES 8. STATEMENT OF APPRAISER'S EXPERIENCE AND QUALIFICATIONS Finding of Value Any project which proposes the purchase of property with an anticipated value of less than $5,000 must include a written finding of value prepared by a qualified appraiser. This finding of value can be based on the individual's knowledge of land values, but should include a state- ment of the appraiser's experience and qualification, including a short descrip- tion of the factors considered and the means bywhich a conclusion was reached. Development Plan lithe proposed project is for acquisition ofland only it will be necessary to prepare a plan for the development of this prop- erty. Such a plan should include, at a minimum, the following: 1. NECESSITY Discuss why the immediate acquisition of the property is necessary. Include an explanation of why the property cannot be developed at this time. Z. LONG-RANGE DEVELOPMENT PROPOSALS Include items proposed for development on this site. Be as specific as possible. Include estimated dates for such develop- ment. Also include proposed methods for funding such developments if they are known. If the source of funding is not known, please indicate this fact. 3. INTERIM PLANS FOR THE SITE How will the site be used until develop- ment starts? Include in this section the current use(s) of the site. How long will this interim period last? If there will be more than one use list each use and its estimated time frame. 4. INCOME Will income be generated from the site during the interim period? What is the projected amount of this income? Will this income be used in the proposed de- velopment of the site and/or the opera- tions, -maintenance, and development of the applicant's park system as a whole? Have any arrangements been made to insure such a use of this income? If so, what are they? 5. SITE MAPS AND PLANS Include at least one 8 1/2" x I I" site plan indicating the proposed use areas of the site, e.g., playground areas, picnic areas, ballfield areas. If possible, include more detailed plans of these developments. 35 6+ Lsum AcauamoN INroRMATioN 1998 APPUCAT)oN GurE ' Acquisition Schedule City of Sampleville Parcel # Acreage Estimated Date Estimated Value Estimated Value Total ' of Acquisition of land to be of Land to be Acquired Acquired 1 4.2 8/99 $10,000 S0 $10,000 Administration of Program ---------------------------------------------------$p t Total Acreage 4.2 Total------------------------------------------------------------------$10,000 • 1 1 1 1 1 1 1 1 1 1 36 ' I I I II I I I I I I I Li I I H I I Important Things to Remember • The deadline for receipt ofapplications for FY 1998 is 5:00 p.m.. August 29. 1997. All applications must be received in our office on that date. Applications simpjypostmarked by that date are not acceptable. Applications may be faxed to (501) 682-1364 or (501) 682-0081, but they must arrive on or before to the above deadline. If the application is faxed, all forms containing original sig- natures must bepostmarked and mailed on or before the above deadline. • Applicants who have projects on the problem project list or who have re- ceived letters listing problems with past grant projects should correct them as soon as possible. It may be necessary to call the Outdoor Recreation Grants Program staff to find out if a problem exists orwhat arrangement can be made to schedule corrective measures. Those applicants who have problems in this area may nor be considered for funding unless corrective action is undertaken immediately! • Property acquired or developed under this program must be retained forever for public recreation use. Everything located within the defined project boundarymust remain in outdoor rec- reation use in perpetuity! Think long and hard before making this commit- ment. Be sure local citizens, politi- clans and business leaders are willing to make this commitment before sub- mitting an application. • All utility lines within the park bound- aries must be placed underground. Re- member to include the cost of remov- ing orburying these lines in yourprojea budget. • All public recreation facilities con- structed within the park must be acces- sible to the disabled, including those facilities constructed in whole or part with local funds. • The applicant who intends to purchase or acquire land by donation may take tide or begin construction until a state contract authorizing the acquisi- tion is completed. Lands acquired prior to the date of a signed contract will not be eligible for reimbursement or use as the local matching cost share. • One public hearing is required to ob- tain public input into the application. This public hearing must be held at least one month prior to submission of the application, or prior to July 28, 1997. Additional points are awarded to applicants who hold their public hear- ing two months in advance of the Au- gust 29, 1997, deadline. Therefore, to receive additional points for this re - 37 7 + IMPORTANT THING TO REMEMBER quirement, the public hearing must be held by June 28, 1997. A public notice about the hearing must appear in a newspaper of greatest local circulation at least seven (7) calendar days (June 21, 1997) in advance of the date of the publichearing. In certain cases the post- ing of a local notice will be sufficient (see page 8). • Submit one (original) signed application. • Only incorporated cities and counties are eligible for funding. School districts may submit a joint application with an incorporated city or county for funding of facilities located on property owned by the school district. • All propertyacquired ordeveloped shall be operated and maintained in good condition in perpetuity. • A sign stating that Outdoor Recreation Grants Program funds were used to acquire and/or develop the facilities must remain in place at the park forever. • When each application is rated by the staff according to the 'riority Rating System, the applicant's score will be forwarded only to the applicant's Chief Executive Officer (mayor, county judge, city manager) prior to the meeting of the Outdoor Recreation Grants Advi- sory Committee. • All correspondence regarding the ap- plication will be sent only to the applicant's Chief Executive Officer. 1998 APPLICATION GUIDE • To receive points in the priority rating system for the Recreation Plan, the plan must contain the items as de- scribed on pages 37 and 38, and 'must have been updated within five (5) years of grant application deadline. • Each project will be rated by the Out- door Recreation Grant Program staff according to the criteria listed on the 1998 priority racing system form lo- cated on pages 53—IS0. • Applicants selected for funding by the Outdoor Recreation Grants Commit- tee will be listed and funded in priority order. If monthly tax collections which partially fund the Outdoor Recreation Grants Program fall below the pre- dicted levels, it is possible that some applications that were selected for fund- ing could wholly or partially go un- funded. We sincerely hope this does not happen; however, ifthis does occur the applicant(s) are invited to applyand compete for funding during the next grant cycle. This is only a brief description of some of the most frequently asked questions re- garding our grant program. Complete regulations and requirements are con- tained elsewhere in the booklet. Review your application to ensure yourself that the information provided in the project application addresses the point criteria in the priority rating form. I El CI El I I I Li I Li I I UI I I Important Dates to Remember March 1997 Matching Grant Application guides available April & May 1997 ORGP Staff conduct application workshops June 21, 1997 Deadline for early public hearing advertisement for extra points June 28, 1997 Deadline for early public hearing for applicants to score extra points (5 points) July 21, 1997 Deadline for advertisements for mandatory public hearing July 28, 1997 Deadline for mandatory public hearing deadline (1 Point) August 29, 1997 GRANT DEADLINE October 1, 1997 Deadline for response to application deficiency letters November 12-14, 1997_ Outdoor Recreation Grants Advisory Committee Hear- ings (tentative date) December, 1997 Announcement of new grantees February, 1998 Project Management workshops for new grantees 9 What to Expect After You Submit Your -Application The process of reviewing applications requires approximately three months to complete. After the initial review of the application, applicants are notified of any deficiencies in the. application. The local Chief Ex- ecutive Officer is notified of the deficien- cies and asked to respond as soon as possible. When the0RGP has completed the review, all the applications are rated according to the Priority Rating System. (See page 53-60 for the Priority Rating System explanation and format). The Priority Rating System was created as part of the Open Project Selection Process. It is used by the ORGP staff to help in the evaluation of all Marching Grant Program grant applications. The resulting score is provided to the applicant's Chief Executive Officer. All applications begin the Priority Rating System.with zero points. The applica- tions are scored in Sectic.:rs 1, II. 111, and IV of the Priority Rating System Form for 1998. The successful applications are put in priority order according to their scores. The applicants who score in the top 50°/r of the total applicants scored will receive a project site visit. The appli- cants who score in the lower 50% of the total applicants scored will be invited to apply again next year. After the site visits, Section V of the Priority Rating System Form is completed. This completes the ORGP staff review process. A meeting of the Outdoor Recreation Grants Adviso ryCom mittee is then s ched- uled to hear applicant presentations and make funding recommendations. The members of the Outdoor Recreation Grants Advisory Committee (See page 52 for a list of the Committee members) are appointed by the Governor for four- year terms, concurrent with the Gov- ernor's term of office. The Committee is comprised of five members. Each con- gressional district is represented by one member. Two of the members represent municipal governments, two represent county governments, and one is a recre- ation/park professional. The successful applicants are notified of theirscoresand are invited to make a brief presentation to the Outdoor Recreation Grants Advisory Committee. Shortly af- ter the public hearing the Committee passes their recommendations for fund- ing to the Executive Director of Parks and Tourism and then to the Governor for his announcement of who has been awarded a grant. I I I H I H I L L C I I 1 I 'I I I• I I I I C I I I I I n I Grant Application Checklist Use this checklist to make sure the appli- cation being submitted contains all the necessary items. ALL GRANT APPLICATIONS MUST INCLUDE THE FOLLOWING FORMS • 1997 Application Cover Sheet (Seepage 12) • Recreation Priorities Form (See pages 12 & 13) • Application For Federal Assistance Federal Form 424 (Seepage 13) • Budget Information Federal Form 424 C (Seepage 13) • Assurances -Construction Programs Federal Form 424 D (Seepage 13) • Civil Rights Assurance Form D1-1350 (See page 13) • Certification Regarding Debarment, Suspension Federal Form DI -1953 (Seepage 14) • Certification Regarding Drug -Free Workplace Federal Form DI -1955 (Seepage 14) • EnvironmentalAssessment (Seepages 11, i4&15 • Cost Estimate (See pages 16 &24) ALL GRANT APPLICATIONS MUST INCLUDE THE FOLLOWING ITEMS PROJECT NARRATIVE Each item listed must be addressed. (Seepages 16-20fordetailedinformation.) 1. Need for Assistance 2. Benefits Expected 3. Agreements 4. Low Moderate Income 5. Income 6. Competition 7. Minority Involvement 8. Parks & Recreation Commission or Department or Committee 9. Special Features 10. Operation and Maintenance 11. Overhead Utility Lines 12. Directions (derailed) CITY COUNCIL RESOLUTION/QUORUM COURT ORDER (Sample copy: see page 25) PUBLIC HEARING DOCUMENTATION (See page 8 for derailed information) 1. Public Notice (Newspaper notice pr flyers are required, not both) A. Newspaper Notice (Proof of Publication) B. Flyers 1. Copy of Flyer 2. Letter signed by Mayor/ County Judge with posting places listed and the date the flyers were posted. 2. Minutes from the Public Hearing 3. Sign -in sheet (Names, addresses, and affiliations with special interestgroups) I 41 10 + GRANT APPLICATION CHECKLIST 1998 APPLICATION GUIDE ' MAPS AND PLANS 1. Boundary Map (Seepages20&21— all information listed is required) (Sample on page 27) 2. Site Plan (See page 21—allinforma- tion listed is required) (Sample on page 26) 3. Location Map (Seepage 22allin- formation listed is required) FLOOR PLANS (IF APPLICABLE) CLEARINGHOUSE APPROVAL LETTERS (See pages 50 & 51 for addresses) 1. Areawide Clearinghouse 2. State Historic Preservation 3. Stare Highway Department 4. Statewide Clearinghouse PROOF OF OWNERSHIP FOR DEVELOPMENT PROJECTS (Seepage 22 for details) 1. Warranty Deed with no reversion- ary clauses 2. 25 -year Lease Agreement for Feder- ally owned land ADDITIONAL INFORMATION REQUIRED FOR LAND ACQUISITION OR COMBINATION PROJECTS (LAND ACQU15m0N AND DEVELOPMENT PROJECTS) (Seepages 30-31 fordetailedinformation) 1. Documentation on Uniform Relo- cation & Real Property Acquisition Policies Act 2. Acquisition Schedule (Sample on page 36) 3. Tide Opinion or Tide Insurance 4. Option to Purchase or Formal Com- mitment to Sell or Owner's Letter of Intent to Donate .1 I I I I I I I I I I I H I 42 U I I H U I I I H I I I I H H I I Five -Year Recreation Plan Format The purpose ofa five-year recreation plan is for local government to compile in one document what facilities and programs are available in their jurisdiction. It pro- vides and opportunity to learn if the needs of the very young, the actively athletic, those who prefer passive and less competitive experiences, minorities, and the elderly are being provided for. It is an opportunity to prioritize future develop- ment. A recreation plan can provide a road map during the transition from one administration to the next. This plan will also provide the ORGP staff with an idea about the determination and dedication of your local government. Introduction • State who prepared the plan. • Describe when, why, and how plan was initiated. • When was plan adopted by commu- nity or county? • Describe recreational goals of commu- niry or county. Inventory • List of all existing public, semi-public, and private recreational facilities. • Numbers of facilities • Types of facilities • Acreages • List and describe current recreational programs ofthe sponsor, including sum- mer recreation programs and programs during the school year. • List existing handicap accessible facili- ties of the sponsor. • Include city map with streets and city limits shown. • Locate existing parks on map. • Locate proposed parks on map. • How do your recreational facilities and programs meet the needs ofthe persons in your jurisdiction, including: • Minorities • Middle age • Teens • School and pre-school children • Elderly • Describe the greatest recreation prob- lems and issues in the community. Analysis • Describe how existing facilities and pro- grams serve the needs of the public. • Describe existing recreation trends of the citizenry. • Describe where citizenry presently goes for recreation. • Seek public involvement in recom- mending recreational needs for the com- munity. Plan • Describe the process of formulating the plan. • Describe how the public was involved in the planning process. • Describe the public recreation priori - 43 11 + Frv€-v€AR REcn€Anon Puui Foarnnr ties and how they were established. • Include public surveys, minutes ofpub- lic meetings, minority involvement, etc. • Describe land acquisition plans and priorities. • Describe facility development plans and priorities. • Describe recreation programming plans and priorities. • How will the community officially adopt the recreation plan? • Describe the methods for this plan's implementation. Evaluation • Evaluate how the recreation plan af- fects the recreational programming of the community. 1998 APPucAnow Gum€ 44 I. 1 Il I I I I I I I I H I I J I 12 1995 SCORP Priorities The Statewide Comprehensive Outdoor Recreation Plan (SCORP) is prepared ev- ery five years by the staffof the Outdoor Recreation Grants Program. The pur- pose of the plan is to inventory the states outdoor recreation facilities and resources, and to make recommendations and pri- oritize areas that need attention in the future. In order for your project to be funded it must fit within one or more of these general categories. Maintenance of Parks and Recreation • Recreation providers should concen- trate their efforts on maintaining and renovating existing recreation facilities to reduce liability created by deterio- rated facilities. • Recreation providers should implement a regular maintenance schedule and keep detailed records of inspections and repairs. • Recreation providers should urilizevol- unteers for routine maintenance par- poseswhere practical (e.g., linerpickup, grounds -keeping, etc.). • Recreation providers must invest in facility designs that meet or exceed safetystandards, including low main re- nance designs as well. • Recreation professionals must become more politically active by educating decision -making bodies concerning parks and recreation issues, specifically the need for a higher priority placed on funding for maintenance of recreation facilities Safety and Security at Recreation Areas • Municipalities, schools and private rec- reation providers should train staff and designate specific individuals for main- tenance responsibilities of recreation facilities. • Recreation providers, including school districts, should cooperate with theAr- kansas Department of Health and the Arkansas Department of Parks and Tourism to develop training programs for employees to properly inspect and repair playground equipment. • Recreation providers should construct impact areas with proper surfacing un- derneath all playground equipment to improve safety at parks and recreation areas. • Recreation professionals should inte- grate more supervised programs and activities at parks for youth. I 45 1998 APPLICATION GUIDE 12 + 1995 SCORPPaoRfE5 • Recreation providers should make law enforcement personnel more visible to deter crime at these areas. • Local neighborhood crime watch pro- grams should integrate parks and recre- • ation areas to improve the safety and security of park users. • Recreation providers should post safety information at recreation areas, par- ticularly remote sites in rural areas (e.g., emergency numbers, persons to con- tact, location of nearest medical facil- ity/hospital, etc.). Funding of Parks and Recreation Resources • Recreation providers should develop a' working relationship with area schools to provide recreation facilities and pro-' grams targeted for at -risk youth. • Recreation providers should work to, • ward achieving a balance between facil ity development, maintenance of facili, ties and recreation programming. • All levels of recreation providersshoull be encouraged to develop a balance ti recreation facilities that provide for variety of active recreation opportunities (e.g., picnic facilities, camping, wildli, observation, photography, etc.). • Access to outdoor recreation faciliti' • Cities and county governments should must become a budgetedpriorityamong propose local funding initiatives to as- recreation providers at all levels of gt- 1 cal rks and recre- •emment and the private sector. list in sustaining o pa ation resources in the future. • Communities should seek corporate donations from companies that have a vested interest in their community in. addition to traditional public funding sources. Improving Outdoor Recreation Programs and Facilities • Recreation providers should develop and implement programs to serve and meet the needs of various population groups. • Recreation providers should develop parks that are easily accessible and meet the needs of the elderly, disabled, and minority communities. • Recreation providers should invot disabled persons in the planning of facilities. • Recreation providers should mak n effort to use the SCORP as a tool1r management and development; f resources. Conservation of Natural aid Cultural Resources for Outdoor Recreation • Parkand recreation professionals sh d become proactive in their local xi- munities concerning littering and cy- cling efforts. • Parks should become examples lit- ter -free zones in communities thrh• out the state. ' Ii I. I I Li I I I I C LI I I C] 12 + 1995 SCORP PRIORrES • The state's law enforcement commu- nity should cooperate within the limits of their resources to better enforce anti - litter laws. • Recreation providers must do a better job of planning and budgeting for the destruction of facilities due to vandalism. • Recreation providers should institute programs that educate users concern- ing the damage to parks and recreation resources caused by vandalism. • Recreation providers should invest in facilities designed to be less susceptible to vandalism. • Communities should establish park watch programs in neighborhoods where parks are located to offset vandalism. 1998 APPLICATION GUIDE halls • All applicable trail providers should conduct a thorough and consistent in- ventory of backlogged maintenance work along with estimated costs to de- velop priorities as well as funding and personnel requirements to address maintenance of trails. • Stronger emphasis placed on the devel- opment of urban trails and greenways by local parks and recreation depart- ments by working with residential de- velopers and enacting legislation to set aside property to develop trails for both recreation and transportation • Increased trail opportunities for those users with limited access (i.e., moun- tain bikers, ORV, and OHV), and par- ticularly the physically impaired and developmentally disabled. • The development of more multiple -use trails to increase trail opportunities and reduce maintenance costs n 47 13 Federal Regulations ThisApplication Guide is not intended to serve as a compendium of all applicable State and Federal statutes. Applicants are encouraged to contact their legal repre- sentatives for further information on the State and Federal laws, rules, and regula- tions which apply to their proposed project. The following is a list of some of the federal statutes, regulatory require- ments, and policies which may apply: 1. The National Environmental Policy Act of 1969 (42 USC 4321 et. seq.), as amended 2. The CleanAirAct (42 USC 7609) as amended 3. The Clean Water Act (33 USC Secs. 1288, 1314, 1341, 1342,1344) 4. Executive Order 11514, Protection and Enhancement of Environmen- tal Quality (March 5, 1970, as amended by Executi. _ Order 11911, May 24, 1977) 5. Executive Order 11288, concerning prevention, control and abatement of water pollution 6. The Flood Disaster Protection Act of 1973 (12 USC Sec. 24,1701-1 Supp.) (42 USC Sec. 4001 et. seq.) 7. Executive Order 11988, Flood plain Management 8. Executive Order 11296, Evaluation of Flood Hazard in Locating Feder- ally Owned or Financed Building, Roads, and other Facilities and in Disposing of Federal Lands and Properties 9. Federal Act for Protection and Res- toration of Estuarine Areas (PL 90-454) 10. Wild and Scenic Rivers Act of 1968 (PL 90-542) (16 USC 1274 et. seq.) 11. The Rivers and Harbors Act of 1899 (33 USC 401 et. seq.) 12. Executive Order 11990, Protection of Wetlands 13. The Fish and Wildlife Coordination Act (16 USC Sec. 661, 662) 14. The Endangered Species Actof 1973 (16 USC Sec. 1531 et. seq.) 15. The Antiquities Act of 1906 (16 USC Sec. 431) 16. TheArcheologicaland Historic Pres- ervation Act of 1974 (16 USC Sec. 469 a-1) -1 I I C I I I I I I I L I I 13 + FEDERAL REGULATIONS 1998 APPLICATION GUIDE 1. I I I fl I 17. The National Historic Preservation Act of 1966 (16 USC Sec. 470 et. seq.) 18. Executive Order 11593, Protection and Enhancement of the Cultural Environment 28. Office of Management and Budget Circular A-87 (formerly FMC74- 4). Identifies cost principles appli- cable to grants and contracts with state and local governments as they relate to the application, acceptance and use of federal funds 19. FederalAid Highway Act of 1973 29. RowerPlantand Industrial Fuel Use (PL 93-87) Act of 1978 (PL 95-620) 20. Architectural Barriers Act of 1968 30. Executive Order 12185, Conserva- (PL 90-480) tion of Petroleum and Natural Gas 21. Americans with Disabilities Act ' (ADA) of 1990, Title II and Tide III 22. Section 504, The Rehabilitation Act of 1973 (PL 93-112), as amended • ' 23. Uniform Relocation Assistance and Real Property Acquisition Policies Actof 1970 (PL 94-646) ' 24. Title VI of the Civil Rights Act of ' 1964 (PL 42 USC Sea. 2000d to 2000d-4) ' 25. Executive Ordcr 11246, Equal Em- ployment Opportunity 26. Executive Order 12372. Provides for the evaluation, review and coordina- ' tion of federal assistance programs and projects. ' 27. Office of Management and Budget Circular A-102. Provides uniform administrative requirements for grants-in-aid to state and local governments 49 14 Required Clearances • Ms. Cathy Slater, Director Northwest Arkansas Economic Arkansas Historic Preservation Program Development District 1500 Tower Building, 323 Center Post Office Box 190 Little Rock, Arkansas 72201 Harrison, Arkansas 72601 Telephone (501) 324-9357 Telephone (501) 741-5404 • Mr. Tracy Copeland, Manager Southeast Arkansas Economic State Clearinghouse Development District Post Office Box 3278 Post Office Box 6806 Little Rock, Arkansas 72201 Pine Bluff, Arkansas 71601 Telephone (501) 682-1074 Telephone (501) 536-1971 • Mr. Dan Flowers, Director Southwest Arkansas Planning Arkansas Highway & Transportation and Development District Department 600 Bessie Street Post Office Box 2261 Magnolia,. Arkansas 71753 Little Rock, Arkansas 72203 Telephone (501) 234-4030 Telephone (501) 569-2241 West Central Arkansas Planning • Areawide Planning or Economic and Development District Development District Clearinghouses Post Office Box 1558 Hot Springs, Arkansas 71901 Central Arkansas Planning Telephone (501) 624-1036 and Development District Post Office Box 187 Western Arkansas Planning Lonoke, Arkansas 72086 and Development District Telephone (501) 374-4669 Post Office Box 2067 Fort Smith, Arkansas 72901 East Arkansas Planning Telephone (501) 785-2651 and Development District Post Office Box 1403 White River Planning Jonesboro, Arkansas 72401 and Development District Telephone (501) 932-3957 Post Office Box 2396 Batesville, Arkansas 72501 Telephone (501) 793-5233 50 14 REQUIRED CLEARANCES 1998 APPLICATION Guioe • Regional Planning Commission NorthwestArkansas Regional Planning Commission Post Office Box 745 Springdale, Arkansas 72764 Telephone (501) 751-7125 Southeast Arkansas Regional Planning Commission Post Office Box 8398 Pine Bluff, Arkansas 71611 Telephone (50]) 534-4247 METROPLAN 501 West Markham, Suite B Little Rock, Arkansas 72201 Telephone (501) 372-3300 ARK-TEX Council of Governments Post Office Box 5307 Texarkana, Arkansas 75505 Telephone (903) 832-8636 51 15 Information and Technical Assistance Resources 52 • Areawide Planning or Economic Development Districts • Regional Planning Offices • County Agent for the Arkansas Cooperative Extension Service • Mr. Ken Eastin, State Trails Coordinator Outdoor Recreation Grants Program Number One Capitol Mall Little Rock, Arkansas 72201 Telephone (501) 682-1301 I j I I 1995-1999 ARKANSAS OUTDOOR , • District Conservationist in each RECREATION GRANTS ADVISORY county for Soil Conservation Service COMMITTEE • Arkansas Geological Commission 3815 West Roosevelt Little Rock, Arkansas 72204 Telephone (501) 663-9714 • Mr. Michael Hedges University of Arkansas Cooperative Extension Service 2301 South University Post Office Box 39 Little Rock, Arkansas 72203 Telephone (501) 671-2000 OUTDOOR RECREATION GRANTS PROGRAM STAFF • Mr. Bryan Kellar, Director Outdoor Recreation Grants Program Number One Capitol Mall Little Rock, Arkansas 72201 Telephone (501) 682-1301 • Mrs. Susan Clifford, Project Officer Outdoor Recreation Grants Program Number One Capitol Mall Little Rock, Arkansas 72201 Telephone (501) 682-1301 • Dr. Delores White 1604 Mill Creek Drive Arkadelphia, Arkansas 71923 • The Honorable P. Frank Lucas Mayor of Jennette 274 Lucas Road Crawfordsville, Arkansas 72327 • The Honorable Dorothy G. Keathley Yell County Treasurer Post Office Box 846 Danville, Arkansas 72833 • The Honorable Bobbye McAlister Pope County Tax Collector Pope County Courthouse Russellville, Arkansas 72801 • The Honorable Harold West Mayor of Monticello Post Office Box 505 Monticello, Arkansas 71653 1:16 • Priority 1 1 1 1 I. 1 1 1 I 1 1 1 1 1 1 1 Rating System The purpose of the Priority Raring Sys- tem (PRS) is to evaluate all applications for grant funding with the same fair and equitable criteria. Because the total state and federal grant dollars available for the Matching Grant program is not suffi- cient to fund the number of requests that are submitted each year, the PRS has been designed to give the highest priority to projects that demonstrate thorough and advanced planning, involve local users including minorities in the planning pro- cess, and provide diverse recreation op- portunities for all citizens. For most projects, the maximum of $50,000 per grant is only enough to begin the development of a local park. Grant funding can never replace local financial commitment. The staff of the Department of Parks andTourism's Outdoor Recreation Grant Program recommends that each county judge, mayor. and appl iaticn author use the Priority Rating System to score their own application before final signatures are attached. if this review is done in advance of the application deadline, it may help to identify areas of opportunity to improve the applicants overall score. The elements of the Priority Rating System are designed to identify projects that increase the variety of local recreation op- portunities, provide fora diversity of users, and demonstrates local commitment and involvement in theplanning and operation ofparks, programs, and facilities. The Outdoor Recreation Grant Pro- gram staff will review each application submitted prior to the August deadline and notify the applicants of deficiencies by mail. Sufficient time will be allotted for applicants to address the noted defi- ciencies (October 1,1997). Scores will be assigned to Sections I. Project Diversity and Opportunity, II. Project Priority, and Ill. Local Involvement and Plan- ning. Those applicants not scoring in the top 50% will be mailed a rejection notice and a copy of their Priority Rating Sys- tem score form. For those applicants scor- ing in the top 50%, the staffwill conduct an inspection of the applicants proposed projectsite and previously funded project sites within the community. The success- ful applicants will then be mailed a copy oftheirPriorityRatingSystem score form and an invitation to appear before the Outdoor Recreation Grant Advisory Committee's public hearing. The following is a brief explanation of the elements and relative priority as- signments in each of the four Priority Rating System sections. In other words, what we are looking for in a priority project. 53 16 + PIuoRr Y RATING SYSTEM I. PROJECT DIVERSITY AND OPPORTUNITY Diversity of recreation opportunities en- sures that all local citizens can enjoy some facet of the local parks. not everyone can compete athletically, nor does everyone want to walk a trail but, providing a variety of facilities and different park locations will help meet the wide variety of local interests. The Outdoor Recre- ation Grant Program staff will use the local recreation facility inventory and on - site inspections to determine local diver- sity, including active and passive recre- ational opportunities for the old and the young. • High priority will be given to projects that significantly diversify the types of local recreation opportunities. • Lower prioritywill be given to projects that renovate or replace older facilities that have deteriorated due to heavy use. • Lowest prioritywill be given to projects that duplicate existing facilities. • Priority will be given to projects with facilities that tradition2lly provide year round recreation use. The applicant must describe in the project narrative how this will be accomplished. • Projects with facilities that are tradi- tionallyseasonal (baseball, softball) and the applicant has proven a past. local history of year round use will receive maximum priority points. _1. 1998 AVrkicAT1oN GUIDE • Lowest prioritywill be given to projects that primarily develop facilities which provide seasonal recreational use. I H. PROJECT PRIORITY Providing parks and recreation facilities for Arkansans to use is the goal of Arkansas's Outdoor Recreation Grants program. • High priority will be given to projects that acquire land and develop new facilities. • Lower priority will be given to projects that develop existing land. • Lowest priority will be given to projects that are for acquisition of land only. • High priority will be given to appli- cants that can demonstrate that recre- ational facilities will be lost, or that the opportunity to acquire and develop land will be lost, if funding is not se- cured during the current grant cycle. • High priority will be given to projects located in areas of low to moderate income (LMI) as defined on page 17 of the Application Guide. III. LOCAL INVOLVEMENT AND PLANNING A history of local commitment and care- ful long range planning results in quality public recreation programs and facilities. Fil I 16 ♦ PRIORY RATING SYSTEM 1998 APPLICATION GumE I I I Li I C I I I Li H I I • High priority will be given to appli- cants that have taken the initiative to establish and follow Arkansas's legal process to hire park and recreation pro- fessionals and/ or establish a commis- sion that oversees local public parks and recreation programs. • Lower priority points will be given to applicants that have established a com- mittee, but have chosen not to follow state standards for appointing mem- bers and delegating responsibilities. • No priority points will be given to applicants without a public commis- sion or committee . Long range planning allows the public and local officials to establish and priori- tizerecreational needs, financial commit- ments and schedule development. • High priority will be given to projects that are consistent with their local five- year recreation plan. • Lower priority will be given to those projects that are not identified or are inconsistent with their local five-year recreation plan. • Applicants will be penalized points for not having a local five-year recreation plan to guide recreation programming and future park development. Direct public involvement is required to establish local recreation priorities and to determine what priorities will be submit- ted in the application for funding. A public hearing is mandatory to be eligible for grant funding. Applicants that fail to hold a public hearing prior to July 28, 1997, will be ineligible for grant finding and their application will be returned without further consideration. • High priority will be given to those applicants that hold a public hearing between January 1, 1997, and June 28, 1997. • Lowest priority will be given to appli- cants that hold a public hearing be- tween June 29, 1997, and July 28, 1997. Applicants that have secured or budgeted local financial resources prior to submit- ting a grant application have historically completed projects in a timely and effi- cient manner. Applicants that depend primarily on volunteer labor and have very limited financial backing frequently struggle to meet contras deadlines and occasionally the quality of the facilities is not suitable for intense public use. • High priority will be given to appli- cants that can demonstrate that the majority of the local match will come from general appropriations, force ac- count labor, land donations. This in- formation must be documented in the application. • Lowest priority will be given to projects with the majority of the labor provided byvolunteers and/or donated materials. Aggressive proactive measures including 55 16 ♦ PRIORrr RATING SYSTEM 1998 APPLICATION GUIDE outreach meetings and contact by public officials is required to insure that chil- dren, females, persons with disabilities, differing local ethnic representation, and the elderly have been involved inplan- ning and development of local parks and facilities. Involving representatives of the entire community helps to ensure that variety, location and parity are considered during the planning process. • High priorirywill begiven to applicants who document proactive minority in- volvement in the planning process. • No priority points will be given to ap- plicants that do not meet the minimum minority involvement requirements. • Applicants that do not document mi- nority involvement in the project plan- ning process will be ineligible for grant funding. IV. STAFF SITE INSPECTION The staff will conduct site visits to local parks and the project site(s) of the appli- cants that score in the top 50% of all applications. Outdoor Recreation Grant Program staff will take * nd use the site plan provided in the grant application to inspect the proposed project site. This inspection will attempt to locate the project site on the ground and determine where the proposed facility development will take place. • The highest priority points will be given to applications with site maps that; (1) defines the project boundary, (2) accu- 56 rarely locates facilities, (3) is drawn to scale, or all boundary and facility di- mensions are shown on plan, and (4) contains a north orientation arrow. • No points will be given to project site maps that are incomplete or inaccurate. Both state and federal law require that public facilities must be accessible to the handicapped. The goal of the Outdoor Recreation Grant Program is that appli- cants plan for designated parking, ob- stacle -free, all weather access to proposed facilities, and facilities designed to be usable by handicapped citizens. • Priority points will be given to applica- tions with site plans that depict proper handicapped access. • Applicants will be penalized points for site plans that do not adequately depict handicapped accessibility. Selecting a park site that is suitable for the intended use costs less than one that requires extensive site modifications. Good park site evaluation and selection incorporates the natural site contours and vegetation into facility design and location. • Priority points will be given to projects that enhance, preserve or restore aes- thetic beauty of the proposed project area. • Applicants will be penalized points for proposed project sites that are inappro- priate or extensively damage the natu- ral features. I I E J J J J J J J J J I ,'- 16 + PRIORITY RATING SvsrEA+ 1998 AvvuuTION Gum* • Responsible distribution oflimited grant funds dictates that funding should be limited to those applicants that have dem- ' onstrated responsible long term and day to day maintenance of existing parks and facilities. ' • Applicants will be penalized points ifat ' the time the ORGP staff inspected the proposed project site (or other previ- ously funded project sites) the staff finds significant trash or litter, unmown grass, facilities in disrepair, other pre- ' ventable conditions that may impede public use. A brief explanation of the problem will be written on the Priority ' Rating System score sheet. • ' • Applicants will be penalized points, if at the time the ORGP staff inspected the proposed project site (or other pre- viously funded project sites), they find a lack of long term, ongoing or ad- equate maintenance. I I I I I I ' 57 16 PwoRttt RATNG Sysimi PRIORITY RATING SYSTEM T' 1998 APrucAnoN GUIDE Matching Grant Program Applications ARKANSAS DEPARTMENT OF PARKS AND TOURISM • OUTDOOR RECREATION GRANTS PROGRAM I. PROJECT DIVERSITY AND OPPORTUNITY • Project primarily diversifies and enhances local recreational opportunities. • Project primarily renovates existing or replaces obsolete facilities. • Project primarily duplicates existing facilities. • Project will primarily provide year -around use. • Project will primarily provide seasonal use. ' I C Points Total 5 0 5 1 Maximum possible Section I: 10 points lie PROJECT PRIORITY • Application is for a combination acquisition/development project. 5 • Application is for a development project. 3 • Application is for an acquisition project. • Applicant can demonstrate that an opportunity to acquire land and develop facilities will absolutely be park or facility will be lost or closed if funds are not obtained within a limited time period. (A letter explaining reasons from the applicant and owner must be submitted to ORGP Director.) 5 • Project will be located in an area of low to moderate income. I H I I I I 3 1 Maximum possible Section II: 13 points , III. LOCAL INVOLVEMENT AND PLANNING • Applicant has a commission and has documented that it meets on a regular basis and/or has a department with a director. 5 • Applicant has a committee and has documented that it meets on a regular basis and/ or has established a park committee within the past year. I • Applicant has neither a commission, director, or a committee to oversee park and recreation programs and facilities. . _ 0 • Application is consistent with local 5 year parks and recreation plan. 5• Application is not consistent with local plan. 0 • Applicant does not have a local parks and recreation plan. -5 58 L 1. I I I I I I H I. 16 PRIORRY RATING Svsrmt • Applicant has conducted a public meeting between January 1, 1997, and June 28, 1997. • Applicant has conducted a public meeting prior to July 28, 1997. • Majority of the local cost match is general appropriation, force account, land donation. • Majority of the local cost match is donated labor and materials. • Documented minority involvement has been part of project planning (including elderly, physically challenged, ethnic minorities, female, youth). • Documented minority involvement has not been part of project planning. 1998 APPucAT1oN GUIDE 5 0 3 1 5 0 Maximum possible Section III: 23 points Total Points Scored Sections I., II., & III: (Maximum possible: 46 points) IV. STAFF SITE INSPEcTION • Site plan is 8.5" x 11", (unless alternate plan size is approved in advance by ORGP) contains a north arrow, accurately locates facilities, and is drawn to scale, or all boundary and facility dimensions are shown on plan. 3 • Site plan is incomplete or inaccurate. 0 • Proposed plans and project description meets minimum handicapped accessibility standards. 1 • Plans and project description do not indicate handicapped accessibility. -1 ' Staff Comments J [l F • Project will enhance, preserve or restore aesthetic beauty of the area. • Project will be developed on a site that is of questionable appropriateness and/or involves extensive tree removal and/or earth work IStaffComments H 5 -3 H 59 1998 APPucATIoe GUIDE 16 + PaJORRY RAnNG SYSTEM • At the time the ORGP staff inspected the proposed project site (or other previously funded project sites) they found significant trash or litter, un-mown grass, facilities in disrepair, other preventable conditions that may impede public use. -3 Staff Comments • Inspection of proposed (and past or other public) project sites revealed a lack of I o long-term ongoing or adequate maintenance. Staff Comments Maximum possible Section IV: 9 points Total Points Scored Sections I., II., III., & IV: (Maximum possible: 55 points) I: 1998 APPLICATION GUIDE IV Index I I I I I I I I I I H H A accessibility 7, 19, 49 acquisition, land 29 delayed development 31 methods of 29 property eligible for 29 rules governing 29 schedule 31 types of 29 acquisition schedule 36 addresses 5, 50, 51, 52 advertizing public hearing 8, 41 agencies and persons consulted 15 alternatives 15 Americans With Disabilities Act 7,19,41 application deadline 5, 37, 39 faxing 37 postmark 37 application preparation 5 application procedures 12 appraisals abbreviated 34 finding of value 35 formal 31 Architectural Barriers Act 7, 19, 49 Arkansas Natural and Cultural Resources Grant and Trust Fund 3 assistance, need for 16 B boundary map 20 boundary map sample 27 C checklist, application 41 city council resolution or quorum court order 20, 25 clearances 50 clearinghouse/approval letters 22 commitment to sell 31 conservation of resources 46 construction, beginning 37 cost estimate 16, 24 D dates 39 deadlines 39 deed, property 22 development plan 35 directions 20 discrimination 6 E eligible applicants 4 environmental assessment 14 F federal regulations 48 floor plans 22 forms 12, 17, 53 424 23 424 C 23 424 D 23 application cover sheet 12 civil rights agreements (Form DI -1350) 13 cost estimatesample24 debarment, suspension assurance Dl -1953 14 drug -free workplace Dl -1955 14 flood hazard certification (F51997) 28 priority fund source (FS 1997) 28 61 1998 APPLICATION GUIDE priority rating system 58 recreation priorities form 12 resolution, sample 25 sample acquisition schedule 36 funding of projects 38 funding sources 46 G grant limits 4 H hours of operation 6 I. impacts 15 Improvement of programs and facilities 46 ineligible applicants 4 inspections 6 L Land and Water Conservation Fund (LWCF) 3 lease agreement 22 location maps 22 M maintenance 6, 38, 45 N need for proposal 14 need for assistance 16 O obligations 5 operation and maintenance 19 option to purchase 31 Outdoor Recreation Grants Advisory Committee 9, 40 ownership 22 P parks and recreation Comrriisilon/ Department/Committee 18 playground equipment 10 presentations, applicant 40 Priority Rating System 10, 53 problems, project 37 project narrative 16 agreements 17 benefits expected 17 competition 18 directions 20 income generation 18 low -moderate income 17 minority involvement 18 need for assistance 16 operation and maintenance 19 overhead lines 20 parks Commission/Department/ Committee 18 project types 4 proof of ownership 22 property, perpetuity 37 public hearing 8, 37, 39 public notice 8, :38, 39 R rating of project 38 recreation plan 13, 38 format for 43 Rehabilitation Act 7, 19, 49 resolution 25, 20 review of application 40 S. safety and security 45 school districts, application by 4, 38 scoring of application 40 SCORP priorities 45 signs 6. 38 I I I I I I I I H I U H L I 62 ' 1. + INDEX 1998 APPLICATION GUIDE site alterations 9 site plan 21 ' site plan sample 26 site selection 9 site visit, protect 40, 56 special features 19 T technical assistance 52 terms and conditions 22 title opinion 31 title, taking 37 ' trail development 11 trails 47 ' U Uniform Relocation Assistance and Real • Property Act 30 utility lines 5, 20, 37 W waste/vandalism management 15 1 63 _ AGENDA REQUEST CONTRACT REVIEW -- GRANT REVIEW For the Fayetteville Cit FROM: 4L2 lre— .4 QflG n Name STAFF REVIEW FORM Council meeting of irks J ACorcisr, Division F I. ID%cks Department ACT:CON REQUIRED: Q /40t^q7 zj&n I z t gweirrFoe t�, zlk& Mark rou.,0/, ,meat �/ / W rc. 6// 6iiea,nnj!!L`ef'+�S 859.e yaac(aoorovo/oP2 ef4djrast h&lf. COST TO CITY: Cost of this Request 9'i' Zas0-S81 V -co Accoint Number hros ?rojc ct Number COww.CRACT/GRANT/LEASE REVIEW: GRANTING AGENCY: Acco :it Actorrfey" (l V Purc.:iasing Officer �/ //.. N iii/I/-•ice -'• - Categ6r /Project Budget $0. Used To Date Remai ing Balance Administrative Services Director r 5. roven..ci 'Category/Project Name Program Name Fund Adjustment //-?4/ Date A Coordinator >>, ?-9fZnL&diJS Date In ernal Auditor II -9-n8 Date Date Date qN� Date Cross Reference New Item: Yes No Prev Ord/Res M: '�—Da`tte��`/-'� / Date Mayor Date Orig Contract Date: w! 114. jg6ia PURCHASE ©RDDLQ FAYETTEVILLE VENDOR NO. 7195 Westlin Concrete Inc 1004 Lowell Road Springdale AR 72764 Each Package Must Be Marked Exactly As Shown Here City of Fayetteville, Arkansas DATE 1IlT1idil~" 12/09/98 PURCHASE ORDER # 98-0004536-001 EXHIBIT A Unit Description and Unit Price TOTALS Oty. of Account Number issue 1.00 JOB a) Purchase & Install Playground 59859.04 59859.04 Equipment at Waflr Park Bid 8-9 2250.9 .5814.00 98095 1 $59859.04 C, 4 SHIP TO: Parks & Recreation CITY OF FAYETTEVILLE 1455 happy hollow Rd Fayetteville AR 72701 Edmonsto71 Venable, C 1. Send itemized Invoice In duplicate to: Accounts Payable City of Fayetteville 113 Weal Mountain Fayetteville, AR 72701 2. Mark all packages With P.O. number ae shown above. All ordara must be accompanied by a packing clip, quantity shipped and P.O. number. CONDITIONS 3. No substitutions without pilot approval. 4. Discounts effective to 10th of fofiowkp month. 5. Orders must be shipped In full unless otherwise notified I/ ! V PURCHASING D JAN 2 0 1999. 1111 flun Sales Tax Total: Purchase Order Total: 59859.04 S. F.O.B. Fayetlevllle unlace otherwise agreed upon. No extra for packing and delivery will be allowed 7. NO C.O.D. ORDERS, S. Pro -pay freight and add to Invoice. Ship to 113 W. Mountain St., Rear Entrance, unless otherwise specified. PURCHASING/NUMERICAL FILES 1 S. E 3 m z z `o `0 -o m 0 C c m m > > m U Co T � I _ $ m a M E 2 H4c 8 co 'n p o m O m ¢ o o m8 t p C -it R c N Y_______ Ic- _ __ __ __ __ __ __ __ m V v I I I I I I I I I 1 I-- I I 1 I I I E I I I I I I I I I I`` 1'= 1 I -' I I I I I I E Q I 1 I I I I I I I I I I I I 1 I I - 1 I I I I I I I 41 N o0 Z c N m o m r_ 7 C " $ E Z O L V 0 a 4 E I Q U C 0 z (� z C u I O ¢ E m h • cc O �If O C JU a L c c E o ¢ o O 0 < a V Q N H 0 m m m 2 0. <0. �C LzV I- 0 u m 0 Li C C 'o u o U r >. E o m a m ?i. " City of Fayetteville, Arkansas Budget Adjustment Form Budget Year (Department: Public Works I Date Requested 1998 Division: Parks & Recreation 11/02/98 Project or Item Requested: Recognize grant funding and green space funds to establish project #98095, Walker Park Playground Equipment Replacement. Justification of this Increase: Recognition of grant funding and utilization of existing green space funds is proposed for this adjustment. Account Name Parks Improvements Account Name State Grants Green Approval Signatures Adjustment # Project or Item Deleted: None. Grant funding and reallocation of Green Space funds are proposed for this adjustment. Justification of this Decrease: Recognize grant funding from Arkansas State Parks and approve a reallocation of green space funds. The green space funds were originally scheduled for another project, however, the original project will not utilize the programmed funding prior to the end of 1998. Green space funds with a lapse date after 1998 will be utilized for the Walker Park Parking Lot project. Increase Expense (Decrease Revenue) Amount Account Number 59.975 2250 9250 5806 00 Project Number 98095 1 Decrease Expense (Increase Revenue) Amount Account Number Project Number 30,000 2250 0925 4302 00 29,975 1010 Date 1I/2 D to 6/ -f Date Date /ys/i Date 1505 03 Budget Office Use Only Type: A B C l D l E Date of Approval Posted to General Ledger Posted to Project Accounting Entered in Category Log Blue Copy: Budget & Research / Yellow Copy: Requester C:41PP\98BUD\BAADJ\WLKR_PL.WK4