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Home My WebLink About97-01 RESOLUTION1 1 • RESOLUTION NO. 97-01 A RESOLUTION AUTHORIZING THE CITY PARKS AND RECREATION DEPARTMENT TO APPLY FOR UP TWO HUNDRED THOUSAND DOLLARS ($200,000) OF MATCHING FUNDS IN THE FORM OF AN OUTDOOR RECREATION GRANT FROM THE ARKANSAS DEPARTMENT OF PARKS AND TOURISM TO FUND THE DEVELOPMENT OF THE CITY SKATE PARK. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby Authorizes the City Parks And Recreation Department to apply for up to Two Hundred Thousand Dollars ($200,000) of matching funds in the form of an Outdoor Recreation Grant from the Arkansas Department Of Parks And Tourism to fund the development of the City Skate Park. PASSED AND APPROVED this 3rd day of July, 2001. ATTEST: By: AL/Le H ATHER WOODRUFF, City APPROVED: By: DAN COODY, Mayor • NAME OF FILE: Resolution No. 97-01 • CROSS REFERENCE: 07/03/01 Resolution No. 97-01 05/29/01 Memo to Mayor Dan Coody & City Council thru Hugh Earnest, Urban Development Director, Connie Edmonston, Parks & Rec. Superintendent, from Eric Schuldt, Parks Dev. Coordinator regarding Arkansas State Parks Outdoor Recreation Grants Program 2002 Arkansas State Parks Matching Grant Application Guide Outdoor Recreation Grants Program 02/07/01 Skatepark Cost Estimate 06/19/01 Staff Review Form 07/11/01 Departmental Correspondence to Eric Schuldt, Parks & Rec. from Heather Woodruff, City Clerk NOTES: FAYETTEVI4,LE THE CITY OF FAYETTEVILLE, ARKANSAS • To: Thru: From: Date: Re: Mayor Dan Coody and City Council Hugh Earnest. Urban Development Director Connie Edmonston. Parks and Recreation Superintendentt Eric.. chuldt. Parks Development Coordinator May 29, 2001 Arkansas State Parks Outdoor Recreation Grants Program The Parks and Recreation Division requests approval to apply for a $200.000 grant from the Arkansas State Park Outdoor Recreation Grant Program for the construction of a skatepark at Walker Park. The Outdoor Recreation Grant Program is a 50/50 reimbursable matching grant which uses money from the Land and Water Conservation Fund and the Arkansas Natural and Cultural Resources Grant Fund for the purpose providing outdoor recreation. As a requirement of the grant- a resolution is required from the Fayetteville City Council expressing support for the project and authorizing the resources for the project's cost. The Parks and Recreation Division, citizens and skaters have been working on the skate park project for over one year Purkiss Rose RSI. Inc. from Fullerton. California was hired to design the skatepark. utilizing a public input process involving the skaters. Three public meetings were held concerning the design of the skatepark and all were well attended. The skatepark project is currently proceeding through the City's Large Scale Development process. The estimated cost for construction of the skatepark is $372.617 which includes a ten percent project contingency. This budget figure does not include some additional amenities such as, sidewalks, picnic tables and seating areas that will be requested in the grant application. The skatepark will be built at Walker Park, located just south of the BMX track, and has a current design of 15.400 sq. ft. which is under half an acre If the City of Fayetteville is awarded the Outdoor Recreation Grant a budget adjustment will be required. The grant requirements stipulate that the City must fund the entire project and request reimbursement after completion. This Outdoor Recreation Grant process has been utilized before by the Parks and Recreation Division. Most recently. an Outdoor Recreation Grant was used for the new playground at Walker Park. Currently. the Parks and Recreation Division has a budget of $225.000 for the skatepark project, of which. $37.885 has been allocated to Purkiss- Rose. RSI for architectural and engineering services. 113 WEST MOUNTAIN 72701 501 521-7700 FAX 501 575-8257 N N c • • Enclosed is a copy of the grant application materials for your review. Please read closely the section on obligations beginning on page six. This section discusses the City of Fayetteville's responsibilities for the grant which includes, designating the land for the project as an outdoor recreation facility in perpetuity. The Parks and Recreation Division will hire a consultant to complete the grant application. If you have any questions, please call Connie Edmonston at 444-3473 or Eric J. Schuldt 444- 3472. Attachment Conceptual Design Grant Application Materials Skatepark Cost Estimate -• • • • GRANT DEADLINE• 5:00 P.M. AUGUST 31, 2001 ARKANSAS STATE PARKS Matcning rant Applicatio OUTDOOR RECREATION GRANTS PROGAM c A • • ARKANSAS STATE PARKS ♦ OUTDOOR RECREATION GRANTS PROGRAM 2002 Matching Grant Application Guide April, 2001 2002 APPLICATION GUIDE Contents Methods of Acquisition 25 Rules Governing Negotiated Purchases and Donation of Property 25 Acquisition for Delayed Development26 Title Opinion or Title Insurance 27 1 Introduction 3 Option to Purchase/Formal 2 An Overview of the Basics5 Who May Apply? 5 How Much May We Apply for? 5 What Types of Projects May We Apply for? 5 When Is the Application Due? 5 Where to Send the Application 6 How the Application Can Be Prepared 6 What Are Our Obligations? 6 3 Project Planning and Public Hearing 8 4 Outdoor Recreation Grants Advisory Committee Concerns 9 5 Application Procedures 12 Required Forms 12 Environmental Assessment 13 Project Narrative 15 Boundary Maps/Site Plan/ Location Maps 18 Proof of Ownership 19 Clearinghouse/Approval Letters 19 Sample Cost Estimate Form 21 Sample Resolution Form 22 Sample Site Plan 23 Sample Boundary Map 24 6 Land Acquisition Information ... 25 Property Eligible for Acquisition ..25 Commitment to Sell/Owner's Letter of Intent to Donate Property 27 Formal Appraisal 27 Abbreviated Appraisal Report 29 Finding of Value 30 Development Plan 30 7 Important Things to Remember 31 8 Important Dates to Remember 33 9 What to Expect After You Submit Your Application .34 10 Grant Application Checklist. 35 11 Five -Year Recreation Plan Format 37 12 1995 SCORPPriorities 38 13 Federal Regulations 41 14 Required Clearances 43 15 Information and Technical Assistance Resources 44 16 Priority Rating System Overview 46 17 Index 53 Introduction Welcome to the Department of Parks and Tourism's Marching G rant 1'rogram. 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 Parks and Tourism Number One Capitol Mall Little Rock, Arkansas 72201 Telephone Number: (501) 682-1301 Fax Number (501) 682-1364 or (501) 682-0081 "The Land and Water Conservation Fund (LWCF) is a federal program authorized by the L\VCFAct of 1965 (Public Liw 88- 578). These funds are derived from the sale of federal surplus real property, the federal motor boat fuel rax, and Outer Continental Shelf mineral receipts. The Arkansas Natural and Cultural Resources Grant and Trust Fund is a slue program authorized by Act 729 of 1987. These funds are collected from a rax on the transfer of certain real est re in the 5rate of Arkansas. The purpose of the Matching Grant Program is to provide `outdoor" recreation. Enclosed facilities 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 remember that facilities con- structed with LWCF or NCRG-TF monies cannot be enclosed ar a later date. All uti1irvwiring must be placed underground, or rooted out of the project area, including any overhead utility wiring existing at the start of the project. (In a Icw cases, waivers may be obtained for some existing wiring. Contacr the Outdoor Rec- reation Grants staff for details, require- ments, and assistance prior to the grant award). An acknowledgement sign showing that LWCF or NCRGTF Matching Grant Program monies were used in the acqui- sition and/or development of the project must be present at each site location. Fhis sign must be placed on the site and re- main there in perpetuity. 3 1 +GRANT APPLICATION CHECKLIST 2002 APPLICATION GUIDE WHAT DOES "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% of the project cost. The grantee must finance 100% of project costs, which can include in-kind labor, land donations, contributions and general appropriations. We will not reimburse the grantee for any more than the amount ofcash they spend. Fifty 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, 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 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). $100,000 $75,000 $50,000 $25,000 SO 4 3 0 3 Now, let's assume the grantee spent $ 50,000 cash and locals donated $ 50,000 labor and materials ($50,000 + $50,000 donated labor and materials = $100,000 project). We would then reimburse the grantee $50,000 after the grantee pro- vides 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 do- nated labor and/or materials = $100,000 project). We would only reimburse 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). Congratularions— the park would have been completed without the need of a grant! co 0 CASH DONATED REIMBURSEMENT $100.000 $ 75,000 $50,000 $25.000 $0 e. y 7: Ail Cash Value More Cash Than Donated Equal Donated and Cash More Donated Than Cash All Dona ed, No Reimbursement CASH DONATED REIMBURSEMENT $100.000 $ 75,000 $50,000 $25.000 $0 • 2 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 recreation facilities are: Incorporated Cities Counties • Unincorporated areas or communities must seek county sponsorship of their project • School Districts may submit joint applications with incorpo- rated cities or counties for development of public recreation facilities on school district property. (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, foundations, clubs or orga- nizations • Any other private entity HOW MUCH MAY WE APPLY FOR? Applicants may apply for up to $250,000 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. Donations of labor and materials alone are not sufficient to be considered as the local match. Because the availability ofgran t 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 budget 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 by the applicant and development for recreation use. WHEN IS THE APPLICATION DUE? The deadline for receipt of applications for FY 2002 is 5:00 p.m., August 31, 2001. All applications must be received in our office by that date. Applications simply postmarked by that date are not acceptable. The Application for Federal Assistance, Form 424 ONLY may be faxed to (501) 682-0081, but it must 5 2 + AN OVERVIEW OF THE BASICS 2002 APPLICATION GUIDE arrive prior to the above deadline. if the form 424 is faxed, the entire application containing original signatures must be post- marked on or before the application deadline, August 31, 2001. 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 locally. The Outdoor Rec- reation Grant Program staff will upon request, provide appli- cants with a sample copy of an application. This sample provides the applicant with the correct format of all elements of the application including forms, narratives, a detailed budget, maps, resolutions, required clearances, and acquisi- tion information. • The application can be prepared by consultants. (Grant preparation cannot be paid for with grant funds). • The application can be prepared by the local areawide Plan- ning or Economic Development Districts or the Regional Planning Commissions. WHAT ARE OUR OBLIGATIONS? We are jointly committed! Both the Department of Parks and Tourism's Outdoor 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 dis- bursed, our commitment to the requirements of the Arkansas Matching Grant Program continues. These ongoing commit- ments include: 1. Property acquired or developed under the program must be retained in perpetuity for outdoor recreation use and will be subject to inspection by the State at least once every five years. In addition each project will be inspected by the State during construction and before final reimbursement is made. 6 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 compliance with the rules and regu- lations of the Outdoor Recreation Grants Program Project Management Guide. This also applies to those facilities constructed in whole or in part with local funds. 3. No overhead utility lines are allowed within the project boundary. All existing utility lines located within the park bound- aries must be placed underground. 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- • 2 + AN OVERVIEW OF THE BASICS • 2002 APPLICATION GUIDE 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 like should be provided for proper public safety. Buildings, roads, trails, and other structures and improvements shall be kept in reasonable repair throughout their functional lifetime ro prevent undue de- terioration and to encourage public use. Facilities that have reached an age that renders 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 ofthe 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 ro 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 Matching Grant Program assistance when such a limitation is necessary for maintenance or preservation. Thus, limitations 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. All recipients of Matching Grant Program moneys must comply with the Architectural Barriers Act of 1968, Section 504 ofthe Rehabilitation Act of 1973, and the Americans With Disabilities Act, of 1990 Title 11 and Fitle 111. 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 recreation priorities. DO NOT PREPARE THE APPLICATION AND PRESENT IT AT YOUR PUBLIC HEARING FOR APPROVAL This will be considered cir- cumvention 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 hearing must be held no less than one month .riot to submittint the a..lication to our office. A Public Notice about the hearing must appear in a newspaperofgreatest local circulation at least seven (7) calendar days in advance of the date of the public hearing A proof of publication notice provided by the newspaper must be submit- ted with the application. The applicant may submit the tear sheet from the newspaper instead of the proof of publication. The tear sheet must be intact and contain the name of the newspaper and date of publication. If local practice has found that posting the Notice in public places in the community results in a better turn -out for a hearing, that method maybe 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 verifying that information. 8 • Documentation of the hearing which must be submitted with the application includes minutes of the hearing, and a registration sheet indicating the name, address and organizational 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 application for the expressed purpose of obtaining pub- lic input into the planning of this specific application will result in the DISQUALI- FICATION of that project. Additional points are awarded those applicants who hold their public hearing by June 30 2001. • • 4 Outdoor Recreation Grants Advisory Committee Concerns ENVIRONMENTAL CONSIDERATIONS FOR PARK DEVELOPMENT The Outdoor Recreation Grants Advisory Committee sup- ports projects which demonstrate sound site selection, aesthetic appeal, and environmental awareness. Each year, the Commit- tee reviews park projects which encompass a wide variety of development plans. It has been our experience that, in many cases, development 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 ofsite or aesthetic considerations has a long -ranging effect and greatly detracts from the enjoyment of a park by the users. After all, people come to a park for a pleasant experience. The basics of good design encourage a well-planned rela- tionship between a particular site and facilities planned for that site. It is very important to select facilities compatible with the site's existing terrain and vegetation rather than radically alter- ing the site to accept the facilities. For example a large space with slopes ranging from 1-5% and no trees would be well- suited for ballfield or court game development; however, it may be poorly suited for development of recreational trails and picnic facilities. In contrast, a woodland area with slopes ranging from 5-12% would be well-suited for picnic facilities and trails; however, very poorly suited for development of ballfields 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 activity 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 of the 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 ro 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 existing vegetation, especially trees. It is difficult to place an aesthetic value on a tree; however, trees are extremely impor- tant to a person's feeling of well-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. 9 4 + OUTDOOR RECREATION GRANTS ADVISORY COMMITTEE CONCERNS 2002 APPLICATION GUIDE The Committee encourages proper site/facility relation- ship planning in order to reduce environmental impact and provide a more enjoyable park setting. One method used to encourage good planning is the Priority Rating System which is part of the Open Project Selection 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, categories 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 example Priority Rating Form, these rankings are self-explanatory. If development is compatible with the site and does not significantly alter these features, it receives the highest ranking. If development does require significant alteration; however, adequate measures are planned to reduce the impact of this alteration, it receives the mid-level ranking in the appropriate 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 applications 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. Consumer Product Safety Commission and the Arkansas Playground SafetyTask 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 play- ground equipment, bur the impact area beneath and around the equipment as well. The Outdoor Recreation Grants Advisory Committee strongly encourages all applicants of Matching Grant funds who are requesting assistance to develop playgrounds, includ- ing play equipment and landing impact areas to adhere to the 10 guidelines established by the U. S. Con- sumer Safety Products Commission. The U. S. Consumer Safety Products Commission has published asetofguide- lines, Handbook for Public Playground 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 greater play- ground safety. The final guidelines docu- ment is available on the Architectural and Transportation Barriers Compliance Board's Internet site at http://www.access- board.gov/play/finalrule.htm Committee Position on Development of Walking 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 activities, 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 ability levels 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 prospec- tive applicants from requesting funding • • 4 + OUTDOOR RECREATION GRANTS ADVISORY COMMITTEE CONCERNS 2002 APPLICATION GUIDE for school athletic track type of facilities. The Committee does encourage appli- cants who 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 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. if a 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 after repeated use. 11 5 Application Procedures HOW TO FILL OUT THE FORMS, WRITE THE NARRATIVES AND PREPARE THE MAPS REQUIRED FORMS Standard Form 424 Instructions for completing this form are on the back of the form. Additional assistance may be obtained from your local Planning or Economic Development District office, your Re- gional Planning Commissions, or the Outdoor Recreation Grants Program office. Standard Form 424D Read this form in its entirety before signing. 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 between the city or county and school district, the School District Superintendent must also sign the form). In the other blanks provide the title of the Chief Executive (and School District Superintendent), the legal name of the City or County as the applicant organiza- tion, 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 blank provided, the Chief Executive must sign the form. (If this is a joint application between the city or county and school district, the School District Superintendent must also sign the form). In the other blanks provide the title of the Chief Executive. The applicant's Chief Executive Officer may be the Mayor, City Manager or County Judge (and School District Superintendent). The legal name of the City or County as the applicant/ organization, the date the document was signed, the applicant/organization address, and leave the box titled Bureau or Office Extending Assistance blank. 12 • 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 certifica- tion form and submit it as part of the application package. Read this form in its entirety before signing. The spaces below Section B must contain the physical street address of the project. In the space pro- vided, type the name and title of the Chief Executive Officer. The applicant's Chief Executive Officer may be the Mayor, City Manager or County Judge. The document must be signed by the applicant's Chief Executive Officer and dated. (If this is a • • • • 5 • APPLICATION PROCEDURES 2002 APPLICATION GUIDE join( application between theciry or county and school district, the School District Su- perintendent must also sign the form). Recreation Pnonties 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: 1. List the name of the city or county which is submitting the application. 2. Describe the method by which the needs of the community have been identified. Such methods must in- clude the public hearing, which is required as part of the application, and may include user -frequency sur- veys, questionnaires, interviews, tele- phone ordoor-to-doorsurveys, work- shops and/or ad-hoc and advisory groups. 3. 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. 4. The applicant's Chief Executive Of- ficer must sign and dare 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. ENVIRONMENTAL ASSESSMENT Environmental assessments are required for all project applica- tions and for each proposed site. The applicant is reminded chat the environmental assess- ment will be utilized during the rating of the application. Pertinent information of sufficient scope and depth must be provided in an environmental assessment so that the NPS/ ORGP can accurately ascertain the impact of the 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 property rights outstanding, the stan- dard environmental information must be expanded to explain how the outstanding rights are to be dealt with and how the applicant plans to ensure that the environment will nor be affected significantly. The five points to be covered in an environmental assessment are: Need for the Proposal This will serve as an introduction, description of rhe proposed action and surrounding environment, statement regarding the need for the proposed action, and a description of what the proposed action is designed to accomplish (i.e., how the pro- posed action will fulfill the stated needs). It should include such information as the location of the project, the scope, when the action is to take place, and, if applicable, the interrelationship with other federal, state, or local projects and proposals. Alternatives This will include a discussion of the alternatives to the proposed action, including"No action." Explain why each of the alterna- tives was rejected. Impacts Fhis will include a brief and objective statement ofthe environ- mental impacts of rhe 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 13 5 + APPLICATION PROCEDURES 2002 APPLICATION GLADE • Vegetation • Geology and soils • Mineral resources • Air and waver quality • Water resources/hydrology • Historic/archeological resources • Transportation/access/consumption of energy resources • Socioeconomic effects • Riparian zone (area next to water) "Impacts" are defined as direct or indirect effects on the existing environment, whether good or bad, which are anticipated 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. Environmental documentation should be free of project justification and personal bias. The project should be justified elsewhere in the grant application. Do nor rely on generalities. Specific facts are essential. All statements and conclusions should be supported, and quanti- fied where possible. Be concise, clear and to the point. Adverse impacts should be addressed as fairly as beneficial impacts. The applicant is reminded that, while an area around waver is often chosen for a recreation area, they are also sensitive areas environmentally and need to be managed with extreme care. The riparian area or that area immediately adjacent to any river, stream, spring, pond, or lake, is one of the most important environmental areas due to the habitat they provide for various fish and wildlife species and because of their shading and filtering capacity related to water quality. If possible, most trees, shrubs, and grasses should be left near streams and other water bodies. This will Insure that the project you are working on will remain in good shape, water -wise, for years to come. Informa- tion on analysis, management, and maintenance of riparian areas can be obtained from the following agencies free of charge: Arkansas Game and Fish Commission's Stream Team Pro- gram, Natural Resources Conservation Service, Arkansas De- partment of Environmental Quality, County Conservation District, and other natural resource agencies. 14 Be sure to include a discussion of posi- tive effects of the project. To the extent that it applies, the document will discuss im- pacts of the project, including environmen- tal damage, which could be caused by users upon economic, cultural, esthetic, and so- cial conditions as well as upon the physical and biological environment. Any off-site impacts, such as increased traffic on neigh- borhood roads, increased noise levels to surrounding areas, or impacts from park lighting, should be described. In preparing the environmental assessment, the appli- cant should keep in mind the cumulative impact of the proposed project and of fu- ture related projects which are contem- plated. The information submitted on cu- mulative impacts should describe the even- tual goal and the relationship of the action proposed on each project. The environ- mental information must be accompanied 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. Cost Estimate The attached Cost Estimate Form must be completed and submitted with the applica- tion. The cost estimate must be a complete listing of all work elements to be under- taken and the total estimated cost of these elements. The directions on how to com- plete this form are listed below. • • 5 ♦ APPLICATION PROCEDURES 2002 APPLICATION GUIDE 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 the value of the prop- erty will not affect the grant amount or the matching share. The valuation of the property will be determined by an Arkan- sas Certified or Licensed Land Appraiser after the grant award has been made). ITEM B The first line of [tem 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. hems should be listed in priority order. plans to request reimbursement for such fees, the "Architec- tural/ Engineering 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 of sufficient detail or are incorrect will be returned to the applicant for correction. FLOOD HAZARD CERTIFICATION AND FUNDS SOURCE ASSURANCE FORM ORGP FS1999 The applicant must complete the flood hazard certification form, even if the answer is "no." The certification must be signed by the applicant's Chief Executive Officer. Provide the estimated local matching fund source(s). Com- plete each category, even if the amount is $0.00. The form must be signed by the applicant's Chief Executive Officer. ITEM C Is the total of Items A and B. PROJECT NARRATIVE This section requires a written ITEM D Inclusion ofa "contingency" line -item is suggested. This line -item can be no more than five percent (5%) of Item B. narrative about the project proposal. Each of the following topics must be addressed: Need for Assistance ITEM E Project administration is eligible for re- imbursement. If the applicant plans to 2. request reimbursement for project ad- ministration, the "Administration" line - item must be completed. This line -item can total no more than ten percent (10%) 1. of Item B. State which priorities outlined in the 1995 Statewide Comprehensive Outdoor Recreation Plan (SCORP) this project will meet and how it will meet them (see pages 38 through 40 for listing of SCORP priorities). Explain why this project is needed. Quantify needs as much as possible. Benefits Expected Identify the benefits to be derived from this project; for example, (a) include a description of those who will use the facility, (b) how the facility will be used, and (c) how it will benefit the public. (d) if the project provides seasonal or year around recre- ITEM F Architectural/engineering fees are also eli- gible for reimbursement. If the applicant 15