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HomeMy WebLinkAbout67-02 RESOLUTIONr • • ral • RESOLUTION NO. 67-02 A RESOLUTION SUPPORTING THE LAKE FAYETTEVILLE MULTI -USE TRAIL RENOVATION PROJECT AND AUTHORIZING THE MAYOR TO ENTER INTO A CONTRACTUAL AGREEMENT WITH THE ARKANSAS HIGHWAY AND TRANSPORTATION DEPARTMENT TO ACCEPT A GRANT IN AN AMOUNT NOT EXCEED ONE HUNDRED THOUSAND DOLLARS ($100,000.00) WITH A MATCH FROM THE CITY IN THE AMOUNT OF TWENTY THOUSAND DOLLARS ($20,000.00). BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby expresses its full support for the Lake Fayetteville Multi -Use Trail Renovation Project. Section 2. That the City Council hereby authorizes the Mayor to enter into a contractual agreement with the Arkansas Highway and Transportation Department to accept a grant in an amount not to exceed One Hundred Thousand Dollars ($100,000.00) with a match from the City in the amount of Twenty Thousand Dollars ($20,000.00). PASSED and APPROVED this 7th day of May, 2002. d .zu WOODRUFF, ✓ Clerk APPROVED: By: DAN COODY, Mayo • NAME OF FILE: CROSS REFERENCE: Resolution No. 67-02 1 05/07/02 Resolution No. 67-02 Arkansas Recreational Trails Fund - FY 2002 Funds 04/11/02 Departmental Correspondence to Mayor Coody & City Council thru Hugh Earnest, Urban Dev. Director, Conroe Edmonston, Parks & Rec. Superintendent, from Steve Hatfield, Park Landscape Architect, regarding Recreational Trails Grant Arkansas Recreational Trails Program - 2002 Application - Frequently asked Questions 05/07/02 Staff Review Form 05/08/02 Memo to Steve Hatfield, Parks & Recreation, from Heather Woodruff, City Clerk NOTES: Al•• • Fu ARKANSAS RECREATIONAL TRAILS FUND FY 2002 Funds The Arkansas Recreational Trails Fund uses federal funding from the Transportation Equity Act for the 21s` Century (TEA -21) for the purpose of building and performing major maintenance on motorized, non -motorized, and multiple use trails. Agencies of city, county, state, or federal government and duly incorporated private/non-profit agencies can apply for these funds if access to the project by the general public is provided throughout the life of the project. A local sponsor must provide at least 20% of the total project cost. The local share can be in the form of cash, donated funds, or the documented fair market value of any donated materials or services that are accepted and incorporated into the project. Federal funds from other sources cannot be used to match these funds. Federal agencies wishing to use these funds can provide up to 15% of the total project cost as match, with the remaining 5% coming through cooperative relationships with trail user groups. - This is a reimbursable program. This means once the local sponsor receives an official Notice - to -Proceed from the Arkansas State Highway and Transportation Department, 80% of the costs directly attributable to the project can be reimbursed. The local sponsor is responsible for maintaining records and proving that expenses are legitimate and directly related to the project. This may be in the form of receipts, time sheets, etc. Such reimbursement will occur after an on- site visual verification conducted by AHTD. PROJECT ADMINISTRATION PROCESS The following steps will be taken to administer approved trail projects through completion. 1. Successful applicants (sponsors) will be notified by the Arkansas Recreational Trails Advisory Committee. 2. A trails project administration workshop will be held. Each sponsor must have a representative at this meeting. Environmental clearances, billing procedures, and administrative procedures will be discussed. Sponsors will transmit a resolution to the Arkansas State Highway and Transportation Department (AHTD) from their governing body expressing support for the project and that they have the resources for their 20% share of their project's cost. 4. An Agreement of Understanding will be executed between the sponsor and AHTD. This document outlines the responsibilities of each of the respective parties. Recreational Trails Program 2002 Funds • • 5. The sponsor will provide AHTD with proof of land ownership and all plans, mapping, and construction specifications for review and approval. 6. The sponsor will provide AHTD with proof of State Historic Preservation Officer approval of the project and any other documentation necessary to obtain environmental clearances. 7. Once plans, maps, and construction specifications have been approved and after all environmental clearances have been obtained the final Contract between the sponsor and AHTD will be executed. 8. A pre -construction conference will be held. 9. AHTD will provide the sponsor with an official Notice To Proceed. All expenses incurred after receipt of the Notice To Proceed will be reimbursable at the rate of 80%: All such expenses must be directly related to the trail project as outlined in the documentation listed above. Any expenses incurred prior to receipt of the Notice To Proceed will be the responsibility of the sponsor and will not be eligible for reimbursement. 10. At set stages during the construction of the project, the sponsor can request reimbursement for work accomplished. Such reimbursements will be preceded by a visual verification conducted by AHTD staff. The stages at which reimbursement can be requested will be clearly outlined in the Agreement of Understanding. For information contact: Steve Weston AHTD — Planning and Research P.O. Box 2261 Little Rock, AR 72203 (501) 569-2020 steve.weston@ahtd.state.ar.us Recreational Trails Program 2002 Funds • • • • APPLICATION Project Title: Applicant: Address: Primary Contact Person: Title: Phone: Fax: E-mail Type of Applicant (circle one) Private/Non-Profit Government Agency BUDGET INFORMATION; fill out attached 3 page budget sheet and fill in these blanks. Local Share (must be at least 20% of total project cost): TEA -21 Share (not to exceed 80% of total project cost): Total Project Cost: PROJECT LOCATION County: Nearest Municipality: Township: Range: Section(s): Land Ownership (circle one) Public Private Provide an accurate map indicating the location to the project in relation to the nearest municipality. This map must include information necessary to locate the site from the nearest state or U.S. highway. PROJECT DESCRIPTION Recreational Trails Program 2002 Funds • Outline.exactly what will be accomplished with the funds you are applying for. Provide a description of the work to be accomplished, how it will be accomplished, and who will perform it. Include materials to be used, source of labor, and source of design and construction standards to be used. Provide an accurate site plan covering the entire project with north arrow, scale, project beginning and end point(s), individual points of construction, maintenance, etc. Length of trail to be constructed: Recreational Trails Program 2002 Funds • • • 2. What is the primary purpose of this trail project? (check one) Restoration of sites damaged by trail use. New trail construction. Improvements, upgrading, or segment relocation to enhance use of existing trails. Trail -side or trail -head facility construction including but not limited to benches, vista clearing, bridges, parking, information boards,. etc. Circle each of the trail uses to be provided explanation of how each will be accommodated. bicycling overnight/long distance hiking aquatic Recreational Trails Program 2002 Funds day hiking 4 -wheel drive vehicle barrier free by this project and provide a brief equestrian 4 -wheel all terrain vehicle motorcycle jogging/fitness interpretive other • • 4. How does this project accomplish a recommendation in the current Statewide Comprehensive Outdoor Recreation Plan (available from the Arkansas Department of Parks and Tourism, 501-682-1301 State the recommendation and provide a brief explanation. 5. How will the project be designed and constructed to ensure the safety of its users and to avoid the danger or injury to users due to possible conflicts between different uses? Recreational Trails Program 2002 Funds • • 6. Describe how maintenance will be accomplished after project completion. Include who will perform maintenance, maintenance schedule and checklist, and inspection schedule. 7. Explain the planning process that led to this proposal, i.e. public involvement, establishment of need and demand, review process, etc. Recreational Trails Program 2002 Funds • • 8. What accommodations will be made to provide access to this trail for individuals with disabilities? 9. What is the source of the required local 20% match (budget item, donated materials, donated services, or donated cash)? If donated funds, materials, or services will be used as all or part of the local 20% match, written commitments by the donors(s) must be provided. Please provide copies of this documentation. Recreational Trails Program 2002 Funds • • 10. Will this project be accomplished by a contractor or by in-house (force -account) labor? 11. List any previous Recreational Trail Program funds you have received and the projects' status. All applications must be received at the Arkansas State Highway and Transportation Department headquarters building in Little Rock no later than 4:00 P.M., Friday, May 10, 2002. No facsimile (fax) or electronic (e-mail or disc) applications will be accepted. Send twelve (12) copies of this application with all necessary attachments to: Thomas L. Harrell, Planning and Research Engineer Planning and Research Division Arkansas State Highway and Transportation Department P.O. Box 2261 Little Rock, Arkansas 72201 Recreational Trails Program 2002 Funds e ' - Project Name • Sponsor • • Arkansas Recreational Trails Program Application Budget Sheet 1 Clearing and Grubbing Please estimate the costs of all clearing and grubbing associated with this project . Length (in feet) Width (in feet) Material $ Labor $ 2 Base Please estimate the cost of purchasing and installing sub -base aggregate for this project. Approximate number of cubic yards: 3 Paving Material $ Labor $ Please estimate the cost of purchasing and installing trail paving material. Length (in feet) Width (in feet) Asphalt, approximate number of cubic yards: Concrete, approximate number of cubic yards: Other (indicate material), approximate number of cubic yards: Material $ Labor $ 4 Boardwalk Construction Please estimate the cost of purchasing and installing materials for boardwalks. Length (in feet) Width (in feet) Recreational Trails Program Budget Sheet - Page 1 of 3 2002 Funds Material $ Labor $ • • • Arkansas Recreational Trails Program Application Budget Sheet 5 Trail Support Facilities Please estimate the number and cost of purchasing and installing trail support facilities such as signs, bulletin boards, benches, parking spaces, etc.. A $ B $ C $ D $ E $ Material $ Labor $ 6 Bridges Please estimate the number and cost of purchasing materials and installing bridges Number of bridges: Length(s) of bridges: Width(s) of bridges: Distance between water and surface of bridges: Material S Labor $ 7 Utilities Please describe and estimate the costs for installation of any utilities necessary for this project, i.e. water lines, electrical lines, etc. A $ B $ c $ D $ Material $ Labor $ Recreational Trails Program Budget Sheet - Page 2 of 3 2002 Funds 4 • • • Arkansas Recreational Trails Program Application Budget Sheet 8 Drainage Structures Please describe and estimate the costs for purchasing materials and installing any drainage structures, i.e. culverts, etc.. Number: Length: Material $ Labor $ 9 Brochures and/or Educational Materials Please estimate the costs associated with publishing any brochures necessary for your trail project. Material $ Labor $ 10 Other Please describe and estimate the cost for any other trail related project. A B c D Material $ Labor $ PROJECT TOTALS Total Project Material $ Total Project Labor $ Total Project Cost $ Recreational Trails Program Budget Sheet - Page 3 of 3 2002 Funds FAYETTEV&LE THE CRY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE • TO: THRU: FROM: DATE: SUBJECT: Mayor Coody and City Council Hugh Earnest, Urban Development Director/ A /gyp Connie Edmonston, Parks and Recreation Superintehrdd ._ Steve Hatfield, Park Landscape Architect April 11, 2002 Recreational Trails Grant Background The Arkansas Recreational Trails Fund uses federal funding from the Transportation Equity Act for the 2P' Century (TEA -21) for the purpose of building and performing major maintenance on motorized, non - motorized, and multiple use trails. A resolution is required from the Fayetteville City Council to the Arkansas State Highway and Transportation Department (AHTD) expressing support for the project and authorizing the resources for a 20% share of the project's cost. Current Status The renovation of Lake Fayetteville Trail is a wonderful project which will improve the trail experience around the perimeter of the lake. Currently, the Parks and Recreation Division has a $20,000 matching grant awarded for this project. Staff is currently waiting on approval from the State to utilize this funding for three trail kiosks, various trail corridor signage, and an interpretive brochure/trail map. These new trail amenities will provide important trail education materials such as trail usage, trail distances, designation of trail routes, emergency contact numbers, listing of trail events, and information that would promote the historical and environmental importance of the area. The Parks and Recreation Division requests approval to apply for up to $100,000 (80/20 match) in 2002 grant money from the Arkansas Recreational Trails Fund to continue the Lake Fayetteville Trail Renovation project. This funding will be used for developing accessible trail experiences in and around North Shore Park. The City of Fayetteville's matching money contribution, of up to $20,000, will be provided by the Parks and Recreation Capital Improvement Budget. Recommendation The Parks and Recreation Division recommends approval of a resolution expressing support from the Fayetteville City Council to the AHTD for the project and authorizing the resources for a 20% share of the project's cost. Enclosed is a copy of the grant application materials for your review. If you have any questions, please call Connie Edmonston at 444-3473 or Steve Hatfield 718-7688. Attachments: Grant Application M Cc 04 ARKANSAS RECREATIONAL TRAILS PROGRAM 2002 APPLICATION Frequently asked Questions How much money can I request? There is no maximum or minimum to a sponsor's request. The largest award to date has been $119,000 and the smallest has been $1,500. The average award is $33,000. For the 2002 federal fiscal year, Arkansas has $764,935 to distribute statewide. What should I do if I want to request funding for more than one project? If a sponsor submits applications for more than one project separate applications for each project must be submitted and they must be prioritized by the applicant. When is the application due? All applications are due no later than 4:00 PM, Friday, May 10, 2002. Applications received after 4:00 p.m. on Friday, May 10, 2002 will not be considered. Decrease the possibilities of late arrivals by completing and mailing your application(s) at least one week prior to the deadline. How do I fill out and send in the application? Read the questions in the application carefully. Determine what information is required and provide the information in the space provided. Use the application in the form received. Do not add additional pages. There is ample space provided on the application for answers to the questions. Do not skip any questions on the application. Do not omit the budget sheets Twelve copies of the application must be submitted. Applications with fewer copies will not be considered. No fax (facsimile) applications will be accepted. No e-mail or electronic applications will be accepted. Recreational Trails Program 2002 Funds • • • • All drawings, site plans, maps, displays, etc must be 8.5 inches by 11 inches. Do not serid oversized drawings, figures, maps, or plans. Do I need to include proof of support for the project? It is not necessary to provide copies of letters from individuals supporting your project unless they are indicating a financial commitment to the project as requested in the application. What is the minimum width of a paved bicycle and walking path. To meet existing safety and design guidelines, multiple use trails allowing access to bicycles must be 10 feet wide. Such facilities can be as narrow as 8 feet in width when bicycle use is expected to be low, pedestrian traffic is expected to be low, there is adequate horizontal and vertical sight clearance, and the trail will not be used by maintenance vehicles. Using a width of less than 10 feet must be justified. Does my project need to be in compliance with the Americans with Disabilities Act? With few exceptions, all trails, particularly in urban areas, must be accessible to initials with disabilities. Existing barrier free design standards must be adhered to. What kind of work can I request funding for? Projects resulting in new trails or major maintenance to existing trails have a higher priority for funding than do projects with large percentages of trail support facilities. These support facilities include, but are not limited to benches, trash receptacles, lighting, trailhead information kiosks, drinking fountains, etc.. Landscaping beyond what is necessary to eliminate construction damage and irrigation facilities cannot be approved. Visitor center construction/improvements, playground equipment, and sidewalks will not be funded. Can a project on private property be approved? Projects on private property can be funded. However, public access must be provided for. Recreational Trails Program 2002 Funds • • • What can I use for my 20% (twenty per cent) local match? Budgeted line item funds (cash) are the preferred source of local match. The documented and verified value of donated materials can be used as local match. Volunteer labor can be credited at the prevailing minimum rate and used as local match. The appraised value of property, real estate, donated to the sponsor for the express purpose of the trail project can be used as local match. When can I start work on the project? The Arkansas State Highway and Transportation Department. (AHTD) will issue each sponsor who submits required project development information (proof of ownership, plans and specifications, and approval from the State Historic Preservation Officer) and who signs an Agreement of Understanding and a Contract an official notice to proceed. Any approved costs directly associated with the project incurred after the issuance of the notice to proceed are eligible for reimbursement. Costs incurred prior to the issuance of the notice to proceed will not be eligible for reimbursement. Can I receive funds to get started on the construction? This is a reimbursable program. The sponsor is responsible for accomplishing work on the project prior to receiving funds from the AHTD. If you have questions that are not covered here, please contact: Steve Weston AHTD — Planning and Research P.O. Box 2261 Little Rock, AR 72203 (501) 569-2020 steve.weston@ahtd.state.ar.us Recreational Trails Program 2002 Funds • XX _ • AGENDA REQUEST . CONTRACT REVIEW GRANT REVIEW For the Fayetteville City FROM: Steve Hatfield STAFF REVIEW FORM • Council meeting of May 7,2002 comsat -- Parks and Recreation Urban Development Name Division Department ACTION REQUIRED: fl+o„i�� '7 A resolution a Recreational Trails Grant application and authorizing resources for a 20% share of project's cost. COST TO CITY: q7n non t/24111.6 Cost of this Request Category/Project Budget 2250-9250-5814-00 $-0 Account Number q:na7 Project Number Funds Used To Date $77 RRS Remaining Balance Park Trail rinvalnpmant Category/Project Name Park Tmprnvamnnt¢ Program Name Parka naval npmnnt Fund BUDGET REVIEW: X Budgeted Item I9AJ1ecu'ola,U I0ak., ��: tatico.J Bud et Manager u.A)ee4a3.) Budget Adjustment Attached Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: Acc unting Manager ' fl'ade!as441_.. Wim( 0N�ta. q!60� City Attorney Date GRANTING AGENCY: 1/6/02— Date Int rnal Ad6itor IP V cep_ Ibfoa— Purchasing Officer Dbte ijOIL 44 10} -- Date ADA Coordinator Date STAFF RECOMMEj9 D TION: Approval of Resolution Da tLI Depa Adm t ati _ Services Director M• or Hie- V Da e e Cross Reference New Item: Prev Orig Orig Ord/Res 0: _ Contract Date:_ Contract Number: • • STAFF REVIEW FORM Description Recreational Trails Grant Meeting Date May 7, 2002 Comments: Reference Comments: Budget Coordinator Accounting Manager City Attorney Purchasing Officer ADA Coordinator Internal Auditor Page 2