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HomeMy WebLinkAbout144-04 RESOLUTIONRESOLUTION NO.144-04 A RESOLUTION AUTHORIZING THE MAYOR TO APPLY FOR AN ARKANSAS PARKS AND TOURISM OUTDOOR RECREATION GRANT IN AN AMOUNT UP TO FIFTY THOUSAND DOLLARS ($50,000.00) FOR THE BRADEN PARK PROJECT WHEREAS, Fayetteville, Arkansas seeks to improve the recreation facilities and wishes to seek grant funding assistance, and WHEREAS, in order to obtain the funds necessary to develop and/or improve the site for such a recreation area, it is necessary to obtain a 50/50 Matching Grant from the Arkansas Department of Parks and Tourism's Outdoor Recreation Grant Program; and WHEREAS, the plans for such recreation areas have been prepared and the price therefore has been established; and WHEREAS, this governing body understands the grantee and grantor will enter into a binding agreement which obligates both parties to policies and procedures contained in the Land and Water Conservation Fund Grants Manual including, but not limited to the following; the park area defined by the project boundary map, submitted in the application, must remain in outdoor recreation use in perpetuity, regardless if the property is bought or developed with matching grant funds and; all present and future overhead utility lines within the project boundary must be routed away or placed underground and; the project area must remain open and available for use by the public at all reasonable times of the day and year; facilities can be reserved for special events, league play, etc. but cannot be reserved, leased or assigned for exclusive use, and; the project area must be kept clean, maintained, and operated in a safe and healthful manner. The City Council is well aware and appraised of the above-mentioned project, and will provide the local portion of the development cost of the entire project. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: The City Council of the City of Fayetteville hereby authorizes the Mayor to make application to the Arkansas Department of Parks and • • Tourism for assistance to develop recreational facilities for the City; therefore such application shall be submitted as expediently as possible. PASSED and APPROVED this 21St day of September, 2004. APPROVED: ATTEST: By: astog-o.i SONDRA SMITH, City Clerk By: DAN COODY, Mayor 111111111tt// -4 •••C,\T Y 0,;.0 �e_i ;F= •A: :FAYETTEVILLE: . .•_s..`; .uuuu..." NAME OF FILE: CROSS REFERENCE: Item # Date • Resolution No. 144-04 Document • 1 09/08/04 memo to mayor & City Council 2 draft resolution 3 memo to mayor & City Council 4 copy of letter from Dept. of Parks & Tourism 5 copy of sample resolution 6 copy of Res. 105-04 7 memo to Kit Williams 8 9 10 11 12 13 14 15 16 NOTES • • CITY ATTORNEY AGENDA REQUEST FORM FOR: COUNCIL MEETING OF SEPTEMBER 21, 2004 �J bitJJ-n / rA /o /04 /rax/ ir /n FROM: CITY ATTORNEY KIT WILLIAMS ORDINANCE OR RESOLUTION TITLE AND SUBJECT: A Resolution Authorizing The Mayor To Apply For An Arkansas Parks And Tourism Outdoor Recreation Grant In An Amount Up To Fifty Thousand Dollars ($50,000.00) For The Braden Park Project APPROVED FOR AGENDA: q City Attorney Date • • RESOLUTION NO. A RESOLUTION AUTHORIZING THE MAYOR TO APPLY FOR AN ARKANSAS PARKS AND TOURISM OUTDOOR RECREATION GRANT IN AN AMOUNT UP TO FIFTY THOUSAND DOLLARS ($50,000.00) FOR THE BRADEN PARK PROJECT WHEREAS, Fayetteville, Arkansas seeks to improve the recreation facilities and wishes to seek grant funding assistance; and WHEREAS, in order to obtain the funds necessary to develop and/or improve the site for such a recreation area, it is necessary to obtain a 50/50 Matching Grant from the Arkansas Department of Parks and Tourism's Outdoor Recreation Grant Program; and WHEREAS, the plans for such recreation areas have been prepared and the price therefore has been established; and WHEREAS, this governing body understands the grantee and grantor will enter into a binding agreement which obligates both parties to policies and procedures contained in the Land and Water Conservation Fund Grants Manual including, but not limited to the following; the park area defined by the project boundary map, submitted in the application, must remain in outdoor recreation use in perpetuity, regardless if the property is bought or developed with matching grant funds and; all present and future overhead utility lines within the project boundary must be routed away or placed underground and; the project area must remain open and available for use by the public at all reasonable times of the day and year; facilities can be reserved for special events, league play, etc. but cannot be reserved, leased or assigned for exclusive use, and; the project area must be kept clean, maintained, and operated in a safe and healthful manner. The City Council is well aware and appraised of the above-mentioned project, and will provide the local portion of the development cost of the entire project. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: The City Council of the City of Fayetteville hereby authorizes the Mayor to make application to the Arkansas Department of Parks and • • Tourism for assistance to develop recreational facilities for the City; therefore such application shall be submitted as expediently as possible. PASSED and APPROVED this 21St day of September, 2004. APPROVED: By: DAN COODY, Mayor ATTEST: By: SONDRA SMITH, City Clerk • City Council Meeting of CITY COUNCIL AGENDA MEMO • g65 7/7 idy to 5 Agenda Item Num her ! rK. �.rkS /7Arysn To: Mayor Coody and City Council Thru: Gary Dumas, Operations Director 1 From: Connie Edmonston, Parks & Recreation Director( Date: June 30, 2004 Subject: Arkansas Parks and Tourism Outdoor Grant Program RECOMMENDATION Approval of a resolution authorizing the City to apply for up to $50,000 from the Arkansas Parks and Tourism 2005 Outdoor Recreation Grant for the development of Braden Park. BACKGROUND Arkansas Parks and Tourism Outdoor 2005 Grants Program's purpose is to build outdoor recreation facilities. The grant requires a park boundary be determined in which must remain for outdoor recreation purposes for perpetuity. This is a 50/50 reimbursable matching grant program. This grant is funded by two sources: 1. Land and Water Conservation Fund (LWCF) is a federal program derived from the sale of federal surplus property, federal motor fuel tax and the Outer Continental Shelf mineral receipts. 2. Arkansas Natural and Cultural Resources Grant and Trust Fund (NCRGTF) is a state program based on funds collected from a tax on the transfer of certain real estate in the State of Arkansas. In 2004, 63 cities applied for more than $7 million. Only 28 of the applicants received a total of $2.2 million available. Projections indicate there will be similar funds available in 2005 In 2003, the City of Fayetteville received $100,000 for construction of the skate park at Walker Park. Our city requested $250,000 matching funds for the Lake Fayetteville Spillway Bridge project in 2004; however, the project was not awarded grant funds. Park and Recreation Staff will be writing the grant application for 2005 which must include detailed budgets, site plans, and bidding and construction documents. The grant will be awarded by the Governor in January/February of 2005. DISCUSSION Two public meetings were held on June 22 and 23, 2004 to gather citizen input of recreational desires within our City and to prioritize an eligible grant project. An outreach to ethnic minority populations, the elderly, and persons with diabilities was attained through group meetings, e-mails, distribution of public meeting brochures and telephone conversations. It was the consenus of citizens attending the meetings to develop Braden Park. Braden Park is located in Covington Subdivision, which is north of Vandergriff School off of Township. Braden Park was obtained by the Park Land Dedication Ordinance in 1999. It contains 2.25 acres uniquely shaped in a tear drop design within an island surrounded by the street and homes. The neighborhood has been very persistant over the past 4 years requesting development of the park. At the public meetings, the Braden Park neighborhood shared there ideas for the ammenities they wanted in the park. Park Planners will design the requested features in a park master plan • • City Council Meeting of Agenda Item Number that will be presented to the neighborhood and Parks and Recreation Advisory Board for final approval. Parks and Recreation staff and Parks and Recreation Advisory Board endorses the development of Braden Park as an eligible project for this grant. See attached PRAB Special Meeting Minutes on June 3, 2004. BUDGET IMPACT 2004 CIP Sales Tax Fund included $40,000 for Neighborhood Park Development in Braden Park. Additional funds of $10 000 would be obtained through the Park Land Dedication Fund — NE Park District or through private donations meeting the grant criteria. This grant will enable the project to have matching funds for a possible total of $100,000 of development in the park. Attachment: PRAB Meeting Minutes June 30, 2004 Resolution Public Meeting Minutes -2 DEPARTMENT OF PARKS it TOURISM One Capitol Mall Little Rock, AR 72201 Phone: 501-682-7777 FAX:501-682-1364 History Commission 501-682-6900 (V/IT) Keep Arkansas Beautiful Division 501 682-3507 Personnel Section 501-682-7742 (V/TT) State Parks Division 501-682-1191 (V/T1) Tourism Division 601-682-7777 (V/1T) INTERNET arkansas.com AVkonsosstatePorks.com Mike Nuckabee GOVERNOR Richard W. Davies EXECUTIVE DIRECTOR STATE PARKS. RECREATION & TRAVEL COMMISSION Bill Barnes CHAIRMAN Jane Christenson VICE-CHAIRMAN Stove Ardson Polly Wood Craws Danny Ford Jim Gaston Debra Hack Loretta House Billy Lindsey Monlino McNulty Mike Mills Ness Sochrest Jim $hamburger Wade Williams DIVISION DIRECTORS Luny Corgile ADMINISTRATION Greg Bugs STATE PARKS Joe David Rice TOURISM Nancy Clark GREAT RIVER ROAD John L. Ferguson HISTORY COMMISSION Robert Phelps KEEP ARKANSAS BEAUTIFUL AN EQUAL OPPORTUNITY/ AFFIRMATIVE ACTION / AMERICANS WITH DISABILITIES ACT EMPLOYER Arkansas. THE NATURAL STATE August 30, 2004 The Honorable Dan Coody Mayor of Fayetteville 113 West Mountain Fayetteville, Arkansas 72701 RE- FY 2005 Matching Grant Application RECEIVED SEP 03 2004 CITY OF FAYETTEVILLE MAYOR'S OFFICE Dear Mayor Coody: I have completed the preliminary review of your FY 2005 Matching Grant Application. The following items must be addressed or corrected before I can complete my review of the application: 1. Page 16 of the Matching Grant Application Guide requires that the City Council or Quorum Court resolution supporting the application follow exactly the example shown on page 21 of the application guide. Please resubmit a resolution with the exact wording as that found in the example. 2. A portion of the City's match is corning from donations as shown on the Project Fund Source Assurance form submitted. Please send a Letter of Intent from the Covington POA to this effect I will complete my final review of your application when I receive the corrections or additions listed above. All information must be received prior to October 1, 2004 the deadline for response to deficiency letters. My telephone number is (501) 682-1227 if you have any questions. Sincerely, Ian Hope, Project Officer Outdoor Recreation Grants Program Enclosures • 147/11- 5+ c7f7lS+ APPLICATION PROCEDURES 2005 APPLICATION GUIDE RESOLUTION NO. WHEREAS, Arkansas seeks to improve the recreation facilities and wishes to seek grant funding assistance; and WHEREAS, in order to obtain the funds necessary to develop and/or improve the site for such a recreation area, it is necessary to obtain a 50/50 Matching Grant from the Arkansas Department of Parks and Tourism's Outdoor Recreation Grant Program; and WHEREAS the plans for such recreation areas have been prepared and the price therefore has been established; and WHEREAS, this governing body understands the grantee and grantor will enter into a binding agreement which obligates both parties to policies and procedures contained in the Land and Water Conservation Fund Grants Manual including, but not limited to the following; the park area defined by the project boundary map, submitted in the application, must remain in outdoor recreation use in perpetuity, regardless if the property is bought or developed with matching grant funds and; all present and future overhead utility lines within the project boundary must be routed away or placed underground and; the project area must remain open and available for use by the public at all resonable times of the day and year; facilities can be reserved for special events, league play, etc. but cannot be reserved, leased or assigned for exclusive use, and; the project area must be kept clean, maintained, and operated in a safe and healthful manner. City Council/Quorum Court is well aware and apprised of the above-mentioned project, and will provide the local portion of the development cost of the entire project:. NOW, THEREFORE, BE IT RESOLVED by the City Council/Quorum Court of Arkansas that the Mayor/County judge is hereby authorized to make application to the Arkansas Department of Parks and Tourism for assistance to develop recreational facilities for the City/County; therefore such application shall be submitted as expediently as possible. Passed this day of 2004. APPROVED: Mayor/County Judge Clerk 21 • • RESOLUTION NO.105-04 A RESOLUTION AUTHORIZING THE FAYETTEVILLE PARKS AND RECREATION DIVISION TO APPLY FOR AN ARKANSAS PARKS AND TOURISM OUTDOOR RECREATION GRANT IN AN AMOUNT UP TO FIFTY THOUSAND DOLLARS ($50,000.00) FOR THE BRADEN PARK PROJECT. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes the Fayetteville Parks and Recreation Division to apply for an Arkansas Parks and Tourism Outdoor Recreation Grant in an amount up to Fifty Thousand Dollars ($50,000.00) for the Braden Park Project. PASSED and APPROVED this 20th day of July 2004. .aiuumrnn I F.F.c4S''.. $ (J•�,\1Y Oc'•Gp E FAYETTEVILLE: : 141 ,14•5,kANSP�J2 ���y;NGTON G°t By: Q,44..e4--&) SONDRA SMITH, City Clerk ATTEST: APPROVED: By: DAN COODY, May, FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS City Clerk Division DEPARTMENTAL CORRESPONDENCE • 113 West Mountain Fayetteville, AR 72701 Telephone: (479) 575-8323 To: Kit Williams City Attorney From: Clarice Buffalohead-Pearman Ot City Clerk Division Date: September 27, 2004 Re: Resolution No. 144-04 The City Council passed a resolution, September 21, 2004, authorizing the mayor to apply for grant from Arkansas Parks & Tourism Outdoor Recreation. I have attached a copy of the resolution. The resolution will be recorded in the city clerk's office and microfilmed. If anything else is needed please let the clerk's office know. /cbp attachments cc: Nancy Smith, Internal Auditor DEPARTMENT OF PARKS 1 TOURISM One Capitol Mall LIKIe Rock, AR 72201 Phone: 501-682.7777 FAX 501.682.1364 History Commission 501.682.6900(V/TT) Keep Arkansas Beautiful Divlslon 501.682-3507 Personnel Section 501-687-7742 (VITT) Stare Parks Division 501.6821191 (VITT) Toansm Division 5016827777 (VITT) INTERNET arkansos.com ArkonsosstateParks con MIG Muttanee GOVERNOR Richard W. Davies EXECUTNE DIRECTOR STATE PARKS, RECREATION 1 TRAVEL COMMISSION Jone Christenson CHAIRMAN Jim Stamburger VICE CHAIRMAN Stave Mison Bill Bomes Jay Bunyard Potty Crews Donny Ford Jim Goston Debra Hook Billy Lindsey Monline McNulty Mike Mills Ness Sec/vest Wade Williams DIVISION DIRECTORS lacy Corgue ADMINISTRATION Greg Butts STATE PARKS Joe David Rice TOURISM Nancy Clark GREAT RIVER ROAD John L Ferguson HISTORY COMMISSION Robert Phelps KEEP ARKANSAS BEAUTIFUL AN EQUAL OPPORTUNITY/ AFFIRMATIVE ACTION / AMERICANS WITH DISARILITIFS ACT EMPLOYER Arkansas RiL , 199-ey THE NATURAL STATE® CtTy ORECEIVE0 Gr JUN 0 b 2005 F FAYETTEVILLE MAron's OFFICE The Honorable Dan Coody Mayor of Fayetteville 113 West Mountain Fayetteville, Arkansas 72701 Dear Mayor Coody: June I, 2005 Project #A -10445 -05 -WA Braden Park Development 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 I'rogram is to inform and remind you of the federal Land and Water C:onscrvation 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 Projcct 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 N ill 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. EarKnNAV ¥v POO It I • The Honorable Dan Coody Page 2 June I, 2005 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. Additionally all grant recipients are required to follow the same bidding and purchasing procedures required by law of state agencies. These procedures are explained in the Management Guide which is part of the enclosed contract agreement booklet. I do not have the authority to waive or make exceptions to these procedures. Lately, several grantees have been denied grant reimbursements for failing to follow these procedures. Before advertising for bids or purchasing goods and services, make sure all procedures have been followed. If 1 can provide you with any additional information, please tel free to contact me. Enclosures Since Richard W. Davies Executive Director t ? DI • YomI TI • rI OUTDOOR RECREATION GRANTS PROGAM '- J.^1N Y,f •L.''JI,'_{.111.1. �,.. r.�l l y , 1. CONTRACT AGREEMENT STATE OF ARKANSAS ARKANSAS DEPARTMENT OF PARKS AND TOURISM, LITTLE ROCK, ARKANSAS Applicant: City of Fayetteville Project No. A -10445 -05 -WA Protect Title: Braden Park Development Period Covered By This Agreement: Current date through May 30, 2007 Protect Scope (Description of Protect): Development of Braden Park to include: 1. Play equipment 2. Walkways 3. Land Prep 4. Fall Impact material 5. Irrigation and drainage 6. Fire Pit Protect Costs: Total Costs: $80,000.00 Fund Support: $40,000.00 Fund Amount: $40,000.00 ' 030 0RG 983 2/96 Attachments: 1. General Provisions 2. 1 Land & Water Conservation Fund Natural & Cultural Resources Grant Trust Fund Project Management Guide 1 3. Land & Water Conservation Fund/Natural & Cultural Resources Grant Trust Fund Application 4. Attachment tr1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 STATE OF ARKANSAS ARKANSAS DEPARTMENT OF PARKS AND TOURISM OUTDOOR RECREATION GRANTS PROGRAM STATEMENT OF AGREEMENT No. 2 ProJeetNo.A-10445-05-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 pro ect 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, inconsideration 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 Prnnerties Preservatinn Act of 1966 (80 Stat. 915 16 U.S.C. 470), Executive Order 11593 (Protection and Enhancement of the Cultural Environment); (2) Uniform Relocation Assistance and Real Prooertv Acauisition Policies (41 CFR 114-50) P. L. 91-646; (3) National Environmental Pokcv Act of 1969 (Public Law 91-190); (4) PMR Circular A9.ci: (5) Architectural Barriers Act of 196£4(P. L. 90-480); (6) Fxecutive Order 19088 (Pollution Control); (7) Executive Order 1198 es emended (Floodplain Management); (8) OMB Circular A-102 (9) Executive Order 11246 as amended (Equal Employment Opportunity) 41 CFR Part 60: (10) Copeland 'Anti -Kickback° Act (18 U S C 874) DOL (29 CFR, Part 3); (11) clean Air Act of 19.ZQ (Construction Contract Amounts in Excess of $100,000.00; (12) Nondiscrimination on the Basis of Handicap Section 504 Rehabilitation Act of 1973. DOI (43 CFR Part 17). 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 protect 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 STA NSAS APPUCANT Executive Director Arkansas Departmen. of Parks & Tourism Date 1 030 0RG 885 2/96 71 (55 City 94 Fayetteville BY /J/& Mayor of Fayettevi (Title) ARKANSAS STATE PARKS + OUTDOOR RECREATION GRANTS PROGRAM 2005 Matching Grant Application Guide April, 2004 1 Introduction Welcome to the Department of Parks and Tourism's Matching Grant Program. This guidc is dcsigncd 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 Web Site: www.outdoorgrants.co»t The Land and Water Conservation Fund (LWCF) is a federal program authorized by the LWCF Act of 1965 (Public Law 88- 578). These funds are derived from the sale of federal surplus real property, the federal motor boat fuel tax, and Outer Continental Shelf mineral receipts. The Arkansas Natural and Cultural Resources 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. 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 (c.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 NCRGTF monies cannot be enclosed at a later date. All utility wiring must be placed under- ground, or routed out of the project arca, including any overhead utiliry wiring ex- isting at the start of the project. (In a few cases, waivers may be obtained for sonic existing wiring. Contact the Outdoor Recreation Grants staff for details, re- quirements, 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. This sign must be placed on the site and re- main there in perpetuity. 3 1 1 2 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 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 nor intended to replace school district funding for playgrounds or athletic facilities.) Ineligible Applicants The following may nor participate in the Outdoor Recreation Grant Program. • Colleges and Universities • Private non-profit corporations, foundations, clubs or orga- nizations • Any ocher 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 availabilityofgrant 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. (Sec sample of detailed budget on page 20). WHAT TYPES OF PROJECTS MAY WE APPLY FOR? There arc 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 Chaptcr 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 I5 THE APPLICATION DUE? The deadline for receipt of applications for FY 2005 is 5:00 p.m., August 27, 2004. 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 II I' 2 + AN OVERVIEW OF THE BASICS 2005 APPLICATION GUIDE 6. Property acquired or developed with assistance from the 10. Participants may impose reasonable fund must bcopentocntryanduscbyallpersons regardless limits on the type and extent ofuseof of race, color, religion, sex, or national origin. Discrimina- areas and facilities acquired or devel- tion on the basis of residence, including preferential rescr- oped with Matching Grant Program vation or membership systems, is prohibited, except to the assistance when such a limitation is extent that reasonable differences in admission and other necessary for maintenance or preser- fees may be maintained on the basis of residence. vation. Thus. limitations may be im- posed on the type of users (i.e. hunt - 7. Property acquired or developed with assistance from the ersorfour-wheclers,ctc.).Alllimita- Matching Grant Program shall be operated and main- tions must be in accord with the tained in perpetuity. The property shall be maintained so applicable grant agreement and as to appear attractive and invitingtothepublic.Sanitation amendments. and sanitary facilities shall be maintained in accordance with applicable health standards. Properties shall be kept 11. All recipients of Matching Grant safe for public use. Fire prevention, lifeguards, and the like Program moneys must comply with should be provided for proper public safety. Buildings, the Architectural Barriers Act of roads, trails, and other structures and improvements shall 1968, Section 504 of the Rehabilita- be kept in reasonable repair throughout their functional Lion Act of 1973, and the Americans lifetime to prevent undue deterioration and to encourage With Disabilities Act, of 1990 Title public use. Facilities that have reached an age that renders II and Title III. 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 conduct periodic post completion inspections of the project area to ensure that program compliance continues after the project is com- pleted. 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. Theproperryshallbckeptopenforpublicusearreasonable 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. 7 4 Outdoor Recreation Staff and Advisory Committee SITE EVALUATION AND DEVELOPMENT RECOMMENDATIONS Developing a workable site plan for your project involves many Significant site alterations greatly in - factors. The proper layout of facilities can have a significant crease initial development costs and, in impact on many factors including the cost of the project, the access to persons with disabilities, convenient parking, safety forchildren, and maycven impact grant funding potential. The staff of the Outdoor Recreation Grants Program will willingly come to your project site and review your proposed site plan with you. We have many years of experience and are willing to share experiences with other project successes and failures with you. Scheduling a site visit before August 1. 2004 with an ORGP staff member may provide you with 3 additional points in the priority rating system. You must have a proposed site plan at this visit. ENVIRONMENTAL CONSIDERATIONS The Outdoor Recreation Grants Advisory Committee sup- ports projects that demonstrate sound site selection, aesthetic appeal, and environmental awareness. It has been our experi- ence 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. It is most cases, maintenance costs. Large scale clearing and grading, in order to locate a ball field on a steep wooded slope, is extremely expensive. Significant alteration of the topography can also result in severe erosion which degrades the quality of the site, surrounding lands, and waterways. Much of this money could perhaps be better spent by finding a more suitable site for the ball field, 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. 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. very important to select facilities compatible with the site's Iftrees are eliminated in the construction existing terrain and vegetation rather than radically altering the process, it will be costly to provide them ' site to accept the facilities. For example, a large space with slopes later. ranging from 1-5% and no trees would be well suited for ball field or court game development; however, it may be poorly PLAYGROUND EQUIPMENT suited for development of recreational trails and picnic facili- AND PLAYGROUND IMPACT tics. In contrast, a woodland area with slopes ranging from 5— AREAS ' 12% would be well -suited for picnic facilities and trails; how- EachyearthcOutdoor Recreation Grants ever, very poorly suited for development of ball fields or Program receives numerous grant appli- court games. cations for playground equipment. To r 5 Application Procedures How TO FILL OUT THE FORMS, WRrrE 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 ofthe Chief Executive Officer (and School District Superinten- dent), the legal name of the City or 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 blank provided, the Chief Executive Officer must sign the form. (If this is ajoint application between the city or county and school district, the School District Superinten- dent must also sign the form). In the other blanks provide the title of the Chief Executive Officer. 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. Certifications Regarding Debarment, Suspension and Other Responsibility Matters, Drug -Free Workplace Requirements and Lobbying (Form DI -2010) The Applicant must complete the Certi- fications Regarding Debarment, Suspen- sion and Other Responsibility Matters, Drug -Free Workplace Requirements and Lobbying form and submit it as part of the application package. Read this form in its entirety before signing. After read- ing all of Part A check the box as indi- cated. Afterreadingall read i ng al l of Part B check the box as indicated. After reading all of Part C check the box as indicated. In Section B of Part C indicate the physical address ofthe project to include the address, City, County, State, and Zip Code. Check the final box of Part C if there are other project work places on file that are not indicated here. Skip Part D. In Part E check the first box if the application for funding exceeds $100,000. This is the amount of grant funding you are apply- ing for not the total project cost. The form must be signed by the applicant's Mayor, County judge or Chief Executive Officer. If the application is a joint appli- cation with a school district, the School Superintendent must also sign the form. 11 ' S ♦ APPLICATION PROCEDURES 2005 APPLICATION GUIDE • Water resources/hydrology • Historidarcheological resources • Transportation/access/consumption of energy resources • Socioeconomic effects • Riparian zone (area next to water) "Impacts" are defined as director 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 not 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 water 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 ofthe 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 towaterquality. lfpossible, 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. For information on analysis of riparian areas contact Steve Filipek ' of the Stream Team Program at (501) 776-0218. Information on management and maintenance of riparian areas can be obtained from the Arkansas Game and Fish Commission's I Stream Team Program, the Natural Resources Conservation Service, The Department of Environmental Quality, the County Conservation District, or other natural resource agencies. ' Be sure toindudeadiscussionofpositiveeffectsoftheproject. ' To the extent that it applies, the document will discuss impacts of the project, including environmental damage, which could be 1 caused by users upon economic, cultural, esthetic, 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, in- creased noise levels to surrounding areas, or impacts from park lighting, should be de- scribed. In preparing the environmental assessment, the applicant should keep in mind the cumulative impact of the pro- posed project and of future related projects which are contemplated. The information submitted on cumulative impacts should describe the eventual goal and the relation- ship ofthe action proposed on each project. The environmental information must be accompanied by sufficient maps and details to aid in judging the impact ofthe 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. Project Budget lie attached Project Budget Form must be completed and submitted with the applica- tion. The project budget must be a com- plete 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. In the space on the Budget after Date: Insert the date the budget was prepared. Ihm A If land acquisition is to be included in the 13 5 ♦ APPLICATION PROCEDURES 2005 APPLICATION GUIDE the unincorporated areas of the county and/or, within any (c) how it will benefit the public. incorporated city boundary where the county owns or operates (d) ifthe project provides seasonal or a public park or has received previous grant money from the year around recreation opportu- Arkansas Department of Parks and Tourisms Outdoor Recre- nities. If the proposed project ation Grants Program. The county judge will be responsible for will provide year around oppor- signing these forms to assure each park has been inventoried tunities in aseasonal facility, pro - and the inventories are accurate. vide a scheduleofthoseactivities. If you are not sure which parks have received past grants Agreements from the Arkansas Department of Parks and Tourisms Out- Do you have any use agreements, lease door Recreation Grants Program or you would like to see agreements, or any other agreements for previous inventories of your public parks, please contact our the use or operation of your park? This office. includes use of the ball fields by the Little League, Soccer Association, Ball Associa- PROJECT NARRATIVE tion, High School, etc. This section requires a written narrative about the project proposal. Each of the following topics must be addressed: Do you have an operating agreement for the operation of the concession stand? SCORP Priorities Examples of this would be the Booster Every five years the State of Arkansas, is required by the Club, Little League, Ball Association, etc. National Park Service to write the Statewide Comprehensive Outdoor Recreation Plan (SCORP). This plan identifies and Enclose a copy of all agreements. prioritizes recreation needs in the state and insures eligibility for federal Land and Water Conservation Funds. Your proposed I. Will the City/County operate and project must fit within one or more of these general categories maintain the proposed facilities? to be funded. If not, who will? I. Turn to pages 37-40 and select the item(s) from this list of 2. List any current or proposed use, priorities your project addresses, lease, or operating agreements with 2. Explain in your own words how your project will address other agencies, individuals, or orga- each item(s) selected. niz2tions. Ifthere arc no agreements, indicate this fact. Need for Assistance 3. Provide a budget detailing the oper- 1. Provide an overall statement of need for the proposal. ating and maintenance cost for the Explain each clement of the budget. proposed facilityfor the next five (5) years. Remember to include the an - Benefits Expected nual cost of inflation. 1. Identify the benefits to be derived from this project; for 4. Will the funds for operation and example, maintenance be budgeted by the (a) include a description of those who will use the facility, City/County? (b) how the facility will be used, and If not, how will the City/County meet these costs? IF S + APPUCAAON PROCEDURES Cities with a paid Park Director AND a Park Com- mission will not be required to submit the minutes of the Park Commission meetings, just the required information on the Park Director. Overhead Utility Lines 1. Describe the location and nature of all overhead utility lines in the boundary area (as depicted on the site plan/ boundary map), and indicate what measures will be taken to mitigate the effect of the lines. 2. Show the locations of such lines on the site plan. 3. The cost of placing overhead utility lines underground is eligible for grant funding. List the cost as a separate item in the project budget. Include the cost of burying or rerouting the lines in the project budget. Directions I. Provide detailed written directions for traveling to the site of the proposed project from the City of Little Rock. The ORGP staff person who visits the proposed site may be unfamiliar with the area. If a road or street is not marked with a sign giving its name or number, describe it in relation to a marked road or street (e.g., the third graveled road east of Front Street on Highway 14.) City Council Resolution or Quorum Court Order A City Council Resolution or Quorum Court Order must be included to document that the local legislative body supports the project. You must pass the resolution exactly as shown on page 21. BOUNDARY MAPS/SITE PLAN/ LOCATION MAPS Boundary Map Non: All project boundary maps must be submitted on a single 8 1/2" x 11" sheet of paper. All copies, reduced drawings and written descriptions must be easily readable. All applications must include a boundary map. This map will establish the boundaries ofthc area to be included under the 2005 APPLICATION GUIDE provisions ofSection 6(f)(3) ofthe LWCF Act. Everything located within the de- fined boundary must remain in outdoor recreation use in perpetuity! Think long and hard before making this commit- ment. Be sure local citizens, politicians and business leaders are willing to make this commitment before doing so. The NPS and the ORGP requires a le- gally defensible description of project boundaries. If the applicant so desires, the boundary map and the site plan can be combined; however, the map must not be too cluttered with information to prevent easy readability. The applicant is not required to provide accrtified bound- ary survey, but the boundary map must contain all of the following information: I. Title block information including the title 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. ') 2. All boundaries of the project area and all facilities (such as ball fields, fences, concession stands, etc. if shown on boundary map) mustshow show dimensions clearly. These dimen- sions must be marked in feet and inches. 3. The map must be of sufficient detail to be a legal identification ofthe land. (a) You must provide a metes and bounds description with mea- sured distances, (b) Provide a compassbearingoleach property side, (c) You must include the point of 17 I ' 5 APPLICATION PROCEDURES 2005 APPLICATION GUIDE ' Lease Agreement The prospective applicant must submit lithe applicant leases or proposes to lease lands owned by an Form 424, 424D, and copies of all appli- ' agency of the United States Government or the State of cation forms, attachments, maps, etc., Arkansas, (entire application) to the State Clearing - I1. a copy of the existing lease or the proposed lease should be house and the appointedAreawide Clear - submitted. This lease must be for a minimum of 25 years. inghouse to comply with the public re- view process outlined by Executive Order Terms and Conditions 12372. It should be noted that no reversionary clauses may be incorpo- rated in the deed or lease for the property. Inclusion of such The process takes at least thirty days. clauses will disqualify the project. These clearance letters may not be avail- able before the August 27, 2004 applica- Floor Plans tion deadline. This is not a problem. ' Preliminary floor plans are required as a part of the application However, they must be submitted before package for all projects proposingthedevelopmentofbuildings the application will be considered for ' such as restrooms, concession stands, pavilions and bathhouses. final review. It is the responsibility of the I. The plans should be of sufficient detail so the ORGP staff applicant to secure these letters and for - can determine if state and federal accessibility require- ward the responses to the ORGP office as ' ments have been met. soon as they arc received. 2. Dimensions ofdoors, walkways, stalls and hallways should ' be shown to indicate compliance with the Arkansas State Building Service's "Minimum Standards & Criteria." A copy of these standards can be obtained from the Depart- ' ment of Parks and Tourism. CLEARINGHOUSE/APPROVAL LETTERS ' As documentation of compliance with the Stare Clearinghouse process, clearance/approval letters on the proposed project must be obtained from the following agencies/officials. (See I page 43 for addresses.) 1. State Clearinghouse I2. Areawide Clearinghouse (Planning/Economic Development District or Regional Planning Commission in your area) 3. State Historic Preservation Officer/State Archaeologist (Submit form 424, a letter with the project description, a statement that project will be state funded and a detailed ' project location map.) 4. State Highway Department (Submit form 424 and project location map.) ' 19 5 + APPLICATION PROCEDURES 2005 APPLICATION GUIDE RESOLUTION NO. WHEREAS, , Arkansas seeks to improve the recreation facilities and wishes to seek grant funding assistance; and WHEREAS, in order to obtain the funds necessary to develop and/or improve the site for such a recreation area, it is necessary to obtain a 50/50 Matching Grant from the Arkansas Department of Parks and Tourism's Outdoor Recreation Grant Program; and WHEREAS, the plans for such recreation areas have been prepared and the price therefore has been established; and WHEREAS, this governing body understands the grantee and grantor will enter into a binding agreement which obligates both parties to policies and procedures contained in the Land and Water Conservation Fund Grants Manual including, but not limited to the following; the park area defined by the project boundary map, submitted in the application, must remain in outdoor recreation use in perpetuity, regardless if the property is bought or developed with matching grant funds and; all present and future overhead utility lines within the project boundary must be routed away or placed underground and; the project area must remain open and available for use by the public at all resonable times of the day and year; facilities can be reserved for special events, league play, etc. but cannot be reserved, leased or assigned for exclusive use, and; the project area must be kept clean, maintained, and operated in a safe and healthful manner. City Council/Quorum Court is well aware and apprised of the above -mentioned project, and will provide the local portion of the development cost of the entire project:. NOW, THEREFORE, BE IT RESOLVED by the City Council/Quorum Court of , Arkansas that the Mayor/County judge is hereby authorized to make application to the Arkansas Department of Parks and Tourism for assistance to develop recreational facilities for the City/County; therefore such application shall be submitted as expediently as possible. Passed this day of , 2004. APPROVED: Mayor/County Judge Clerk 21 II I, S ♦ APPLICATION PROCEDURES 2005 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 S88°45' 13"E ----------------------- NE Corner, NW SW I - -_ ' \ N88'44" 439.98' I ' \ 38' Oak Tree I Point of Beginning I In I I TRACT A I ; 4.2 AC. I M O Oi N N S88' 35"W 233.34' ' I $ e I 216.64' I ' 6F BOUNDARY MAP Scale: 1' = 200' I •---------------------------J II I, JAMES F. DOE Registered Land Surveyor State of Arkansas 1 Date: 6 22 99 Surveyed for ' James Doe Job No.: 4543 JOHN T. JONES by Signature:Acme Surveyors ' 23 6 + LAND AcouismoN INFORMATION mat must be submitted after the grant approval. 4. Title to the land may taken until federal and state approval is given. The applicant will be notified immediately upon approval. 5. No advance payments will be made on donated property even after the project receives formal approval. 6. 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. 7. The appraised value of donated property may be used as a portion or all of the applicant's 50% matching share. Suc- cessful applications involving donated land will be required to submit an appraisal, after the grant approval, that follows the National Park Service guidelines (see pages 26-29 for information). UNIFORM RELOCATION ASSISTANCE AND REAL PROPERTY ACQUIsmoN POLICIES ACT OF 1970 (UNIFORM ACT) The Uniform Act provides for the uniform and equitable treat- ment of persons displaced from their homes, businesses or farms and establishes uniform and equitable 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 persons whose property is taken for public projects and all persons who arc 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 responsibilities, see the booklet, Relocation and Acquisition Policy Guide. 'UNIFORM RELOCATION ASSISTANCE AND REAL PROPERTY ACQUISmON POLICIES ACT OF 1970 DOCUMENTATION Any application proposing the acquisition of property through any means must submit the following information, even if relo- ' cation assistance is not required, a response to each of the following items must be submitted: 2005 APPLICATION GUIDE 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, (b) an advisory services program and (c) an appeals procedure. 3. Theapplicant must providedocumen- tation showing that the owner or his designated representative has been given an opportunity to accompany the appraiser during his/her inspec- tion of the property. 4. The applicant must provide evidence that occupants of the property, to be acquired, were furnished at the time of initiation of negotiations adequate in- formation explaining their eligibility 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 development of outdoor recreation facilities is planned at a future date. Property acquired 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 development contact the Depart- ment of Parks and Tourism's ORGP staff prior to completing the application. In the interim, between acquisition and development, the property must be open for those public recreation purposes II 25 IT 6 + LAND Acoutsmon INFORMATION 2005 APPLICATION GUIDE IMPROVEMENTS 9. Value Estimate by Cost This shall be by narrative description, including dimensions of Approach ' principal buildings and/or improvements. This section shall be in the form ofcompu- rational data, arranged in sequence, ' EQUIPMENT beginning with reproduction or replace - This shall be by narrative description including the condition of ment cost, and shall state (he source (book equipment. and page if a national service) of all figures ' used. The dollar amounts of physical dete- CoNDmON rioration and functional and economic The current physical condition and relative use and obsolescence obsolescence, or the omission of same, ' shall be stated for each item or group appraised and, wherever shall be explained in narrative form. This applicable, the repair or replacement requirements to bring the procedure may be omitted on improve- , property to usable condition. ments, both real and personal, for which only a salvage or scrap value is estimated. Assasw VALuE AND ANNUAL TAx LOAD Include the current assessment and dollar amount of real estate 10. Value Estimate b taxes. If the property is not taxed, the appraiser shall estimate the Income Approac assessment in case it is placed upon the tax roll, state the rate, and This shall include adequate factual data to give the dollar amount of the tax estimate. support each figure and factor used and shall be arranged in detailed form to show ' ZONING at least Describe the zoning for the subject and comparable properties • estimated gross rent or income and if rezoning is imminent, discuss under item 7. • an itemized estimate of total expenses ' including reserves for replacements. 7. Analysis of Highest and Best Use The report shall state the highest and best market use that can be made Capitalization of net income shall beat ' of the property (land and improvements and where applicable, the rate prevailing for this type of property machinery and equipment) for which there is a current market. The and location. The capitalization technique, ' valuation shall be based on this use. In no case shall the land be method and rate used shall be explained in appraised for one highest and best use and the value of the improve- narrative form supported by a statement of ments added when they do not contribute to the fair market value of sources of rates and factors. ' the land under the highest and best use. Such special purpose appraisals arc not allowable. 11. Value Estimate (Mark et) ket) 8. Land Value Approach The appraiser's opinion of the value of the land shall be based All comparable sales used shall be con- , upon its highest and best use, regardless of any existing structures firmed by the buyer, seller, broker, or other and shall be supported by confirmed current factual data (sales person having knowledge of the price, terms and offerings) of comparable, or nearly comparable, lands having and conditions of sale. Each comparable like optimum uses. Differences shall be weighed and explained to sale shall be weighed and explained in show how they indicate the value of the land being appraised. relation to the subject property to indicate ' 27 6 LAND ACQUISITION INFORMATION purchase, and amounts of consideration for at least ten (10) years prior to appraisal. 4. Analysis and Statement of the property's highest and best use. 5. 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 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 Appraisers 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 statement of the appraiser's experience and qualification, including a short description of the factors consid- ered and the means by which a conclusion was reached. DEVELOPMENT PLAN If the proposed project is for acquisition of land only it will be necessary to prepare a plan for the development of this property. Such a plan should include, at a minimum, the following: 2005 APPLIcATION GUIDE 1. Necessity Discuss why the immediate acquisition of the property is necessary. Include an expla- nation of why the property cannot be de- veloped at this time. 2. Long -Range Development Proposals Include items proposed for development on this site. Be as specific as possible. In- clude 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) ofthe 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 dur- ing the interim period? What is the projected amount of this income? Will this income be used in the proposed development of the site and/or the operations, maintenance, and de- velopment 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 11" 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. '49 II 7 + IMPORTANT THINGS TO RmEMBER may submit a joint application with an incorporated city or county for funding of facilities located on property owned by the school district. • All property acquired or developed 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 Priority Rating System, the applicant's score will be for- warded only to the applicant's ChiefExecutive Officer (mayor, county judge, city manager) prior to the meeting of the Outdoor Recreation Grants Advisory Committee. • All correspondence regarding the application will be sent only to the applicant's Chief Executive Officer. Each project will be rated by the Outdoor Recreation Grant Program staff according to the criteria listed on the FY 2005 priority rating system form located on pages 45-51. • Applicants selected for funding by the Outdoor Recreation Grants Committee will be listed and funded in priority order. If monthly tax collections which partially fund the Outdoor Recreation Grants Program fall below the predicted levels, it is possible that some applications that were selected for funding could wholly or partially go unfunded. We sincerely hope this does not happen; however, if this does occur the applicant(s) arc invited to apply and compete for funding during the next grant cycle. 2005 APPLICATION GUIDE 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. 31 Ii] What to Expect After You Submit Your Application I The process of reviewing applications requires approximately GRANT INVITAnON I two months to complete. All applicants will be mailed a copy of their Priority Rating System score form. Aftcrtheinitial revicwofthcapplic2tion, applicants arc notified All applications will be ranked numeri- ' ofanydeficienciesinthe application. The local ChiefExecutive cally based on their score, and those scor- Officer is notified of the deficiencies and asked to respond as ing the highest number of points will be ' soon as possible. When the ORGP has completed the review, all the applications are rated according to the Priority Rating System and ranked sequentially according to their score. (See page 45-51 for the Priority Rating System explanation and format). invited to make a brief presentation be- fore the Outdoor Recreation Grants Ad- visory Committee. This number will vary depending on the numbcrofapplications submitted and the amount of funds avail- able for grants. After the public hearing ' The Priority Rating System was created as part of the Open the Committee will then pass their rec- Project Selection Process. It is used by the ORGP staff to help ommendations for funding to the Execu- ' in the evaluation of all Matching Grant Program grant applica- tive Director of Parks and Tourism and tions. The resulting score is provided to the applicant's Chief then to the Governor for his announce - Executive Officer. All applications begin the Priority Rating ment of who has been awarded a grant. System with zero points. This completes the ORGP staffreview process. IA meeting of the Outdoor Recreation Grants Advisory Com- mittee is then scheduled to hear applicant presentations and make funding recommendations. The members of the Out- door Recreation Grants Advisory Committee 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 congressional district is represented by one member. Two of the members represent municipal govern- , ments, two represent county governments, and one is a recre- ation/park professional. I ' 33 10 ♦ GRANT APPLICATION CHECKLIST Directions City Council Resolution/Quorum Court Order Boundary Map Legal Stamped Boundary Survey Site Plan Location Map Warranty Deed Lease Agreement —State or Federal Government Lease ONLY Floor Plans CLEARINGHOUSE APPROVAL LEf7ER5 Statewide Clearinghouse Arkansas Historic Preservation Program Arkansas Highway and Transportation Department Areawide Clearinghouse LAND ACQUISITON INFORMATION Uniform Relocation Act Information Commitment For Title Insurance and Title Opinion Option to Purchase, OR Commitment to Sell, OR Letter of Intent to Donate Development Plan 2005 APPLIEATION GUIDE 35 11 12 2003 SCORP Priorities The Statewide Comprehensive Outdoor Recreation Plan (SCORP) is prepared every five years by the staff of the Outdoor Recre- ation Grants Program. The purpose of the plan is to assess the states outdoor recreation facilities and resources, and to make recommendations and prioritize 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 Facilities NEGLECTED FACIunes • Develop a maintenance schedule breach park and recreation facility. Maintenance and repairs should be supervised and completed by park staff or by the general maintenance and operations staff of the city, county or community. • It may be necessary to supplement city, county, or commu- nity staff with volunteers to complete litter pick-up and minor repairs. • A park maintenance line item should be a part of city, county, or community budget. • If maintenance is performed by volunteers, civic organiza- tions or activity associations, a contract or operating agree- ment should be developed to enumerate duties, responsibili- ties and define the expectations of both parties. VANDALISM • When selecting a park site, choose an area that is highly visible, a natural deterrent to vandalism. • Report acts of vandalism to the police and proper public authorities immediately. Complete a report and photograph damages. Repair or replace damaged equipment immediately. • Posting signs with hours of operation, park rules, security lighting, and gates are all tools of effective vandalism man- agement. • Organizing citizen park watch programs and regular local police patrols contrib- ute to good public relations and com- munity pride and ownership. • Well maintained parks and facilities deter vandalism. • Budget contingency funds to replace equipment or make repairs. Safety and Security at Recreation Areas AGING FACII.mF.s AND EQUIPMENT • Prioritize the removing and replacing of play equipment that does not meet Consumer Product Safety Commission guidelines and the Architectural Barri- ers Act. • Install safety impact material under existing play equipment as well as un- der newly acquired play equipment. • Local recreation providers should in- stall signagc at playgrounds on the proper use of playgrounds and equipment. 37 II II 12 + 2003 SCORP PRIoamts 2005 AppucATloN GUIDE of committees and commissions and qualified park and Conservation of Natural and recreation professionals to help plan, manage and maintain Cultural Resources for II parks and administer recreation programs. Outdoor Recreation LITTER AND RECYCLING • Local leaders should conduct public hearings well in advance Community leaders should promote of grant application deadlines, education and awareness programs for its citizens to the need and benefits of I. Conduct community pro -active outreach measures to solicit recycling the state's resources. a diversity of involvement in the planning process. • Community leaders should encourages ' PARK LAYOUT AND FACILITY DESIGN beautification projects at local parks. • Grant applicants should submit accurate and complete park site development plans. • Community leaders should encourage voluntary litter prevention and pro- • Grant applicants should demonstrate ability to spend grant mote awareness of litter law enforce- ' funds by providing detailed budgets, plans and specifications. ment. Funding for Parks, Recreation and Heritage CHANGING RECREATIONAL INTERESTS ' Projects • Community leaders should remain alert • Local governments should find creative methods for funding to new recreational trends in the corn - and spending revenues wisely and efficiently for park, rccre- munity and prepare to meet the result- ation and park projects. ing demand for new facilities. ' • Grantees should complete contractual grant obligations in a Balance preservation ofArkansas's natu- timely manner. ral resources with opportunity to enjoy those resources in a recreational setting. I. Applicants for grant funds should solicit, secure, and docu- ment donations of materials and equipment necessary for TRAILS project completion. • Trail providers should address the main- ' tenance of trails. Conduct a detailed • Applicants and grantees should budget and spend cash equal- inventory of backlogged maintenance ' ing at least 51% of the cash resources necessary to meet work. Estimate funding costs and per - matching obligations for grants. sonnel requirements to develop priori- ties and maintain trails. I. Master plans should be developed and revised on a frequent basis in order to keep pace with community expansion and • Local parks and recreation departments rising costs. should place stronger emphasis on de- ' veloping urban trails and greenways. • Master park plans establish goals and identify priorities. Plans Work alongside residential developers. ' serve no purpose unless a timely schedule is adopted to Enact legislation to set aside property implement them. for trail development that accommo- ' 39 I 1 13 1 Federal Regulations I. This Application Guide is nor intended to serve as a compen- 10. Wild and Scenic Rivers Act of 1968 1 dium of all applicable State and Federal statutes. Applicants arc (PL 90-542) (16 USC 1274 et. seq.) encouraged to contact their legal representatives for further information on the State and Federal laws, rules, and regula- 11. The Rivers and Harbors Act of 1899 1 tions which apply to their proposed project. The following is a (33 USC 401 cc. seq.) list of some of the federal statutes, regulatory requirements, and policies which may apply: 12. Executive Order 11990, Protection 1 of Wetlands 1. The National Environmental Policy Act of 1969 (42 USC 1 4321 et. seq.), as amended 13. The Fish and Wildlife Coordination Act (16 USC Sec. 661, 662) 2. The Clean Air Act (42 USC 7609) as amended I14. The Endangered Species Act of 1973 3. The Clean Water Act (33 USC Secs. 1288, 1314, 1341, (16 USC Sec. 1531 et. seq.) 1342,1344) 1 15. The Antiquities Act of 1906 (16 4. Executive Order 11514, Protection and Enhancement of USC Sec. 431) 1 Environmental Quality (March 5, 1970, as amended by Executive Order 11911, May 24, 1977) 16. ThcArcheologicalandHistoricPres- crvation Act of 1974 (16 USC 1 5. Executive Order 11288, concerning prevention, control Sec. 469 a -I) and abatement of water pollution 17. The National Historic Preservation 6. The Flood Disaster Protection Act of 1973 (12 USC Sec. Act of 1966 (16 USC Sec. 470 24,1701-1 Supp.) (42 USC Sec. 4001 et. seq.) et. seq.) 1 7. Executive Order 11988, Flood plain Management 18. Executive Order 11593, Protection and Enhancement of the Cultural 1 8. Executive Order 11296, Evaluation of Flood Hazard in Environment Locating Federally Owned or Financed Building, Roads, and other Facilities and in Disposing of Federal Lands 19. Federal -Aid Highway Act of 1973 and Properties (PL 93-87) 9. Federal Act for Protection and Restoration of Estuarine 20. Architectural Barriers Act of 1968 1 Areas (PL 90-454) (PL 90-480) 1 41 I I I I I I I I L U U I I I Ii I I 14 Required Clearances • Mr. Ken Gruncwald, Director Arkansas Historic Preservation Program 1500 Tower Building, 323 Center Little Rock, Arkansas 72201 Telephone (501) 324-9357 • Mr. Tracy Copeland, Manager State Clearinghouse Post Office Box 3278 Little Rock, Arkansas 72201 Telephone (501) 682-1074 • Programs and Contracts Division Arkansas Highway and Transportation Department Post Office Box 2261 Little Rock, Arkansas 72203 Telephone (501) 569-2261 • Areawide Planning or Economic Development District Clearing- houses: Central Arkansas Planning and Development District 115 Jefferson Street Lonoke, Arkansas 72086 Telephone (501) 676-2721 - East Arkansas Planning and Development District Post Office Box 1403 Jonesboro, Arkansas 72403 Telephone (870) 932-3957 - Northwest Arkansas Economic Development District Post Office Box 190 Harrison, Arkansas 72602-0190 Telephone (870) 741-5404 - Southeast Arkansas Economic Development District Post Office Box 6806 Pine Bluff, Arkansas 71611 Telephone (870) 536-1971 Southwest Arkansas Planning and Development District 600 Bessie Street Magnolia, Arkansas 71753 Telephone (870) 234-4030 West Central Arkansas Planning and Development District Post Office Box 21 100 Hot Springs, Arkansas 71903 Telephone (501) 525-7577 Western Arkansas Planning and Development District Post Office Box 2067 Fort Smith, Arkansas 72902 Telephone (501) 785-2651 White River Planning and Development District Post Office Box 2396 Batesville, Arkansas 72503 Telephone (870) 793-5233 • Regional Planning Commission Northwest Arkansas Regional Planning Commission Post Office Box 745 Springdale, Arkansas 72765 Telephone (501) 751-7125 Southeast Arkansas Regional Planning Commission Post Office Box 8398 Pine Bluff, Arkansas 71611 Telephone (870) 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, Texas 75505 Telephone (903) 832-8636 I W, 15+ INFORMATION AND TECHNICAL ASSISTANCE RESOURCES 2005 APPUCAT10N GUIDE • Pacheco Outdoor Equipment, Inc. Mike Pacheco 4 Russwood Cove Little Rock, AR 72211 Phone (501) 225-1218 • ArkomaPlaygrounds BeckyThompson 93 Colt Square, Suite 5 Fayetteville, AR 72703 Phone: (479) 443-0066 Fax: (479) 443-9202 Toll Free: 1-888-340-7529 E-mail: Arkorna@4Janbi. orn • Hunter Knepshield Qualite Sports Lighting Keith Lynch 104 Fieldcrest Drive Searcy, AR 72143 Phone: (501) 279-2912 E-mail: klynch@ipa.net • Kyle Recreation Kim Kyle 8570 Cantrell Road Little Rock, AR 72227 Phone: (501) 227-6125 Fax: (501) 227.6124 E-mail: kylerec@sbcglobainet Arkansas park and playground ven- dors or manufacturers who wish to be listed may do so by contacting Arkansas State Parks, Outdoor Recreation Grants Program at (501) 682-1301. 45 I' 16 + PRIORITY RATING SYSTEM 2005 APPLICATION GUIDE ming, and planning generally have proven to make good use of It may be necessary to go to them or reach grant funds. out and seek their input through a combi- nation of group meetings or visits with • Priority points will be given to applicants that have taken the minority leadership. To score maximum initiative to hire a park and recreation director, or establish a points in the Priority Rating System the legal park commission, or appoint an advisory committee that applicant must provide documentation of oversees local public parks and recreation programs, and has an extraordinary outreach involving mi- documented the commission or committee meets at a mini- noritics. This may be accomplished by: mum of a quarterly basis. a) The Park Director, a park commission or committee member, mayor, county • Fewer priority points will be given to applicants that have judge or otherciryofficialholdingpub- established a committee or a parks commission within the past lic meetings with minority groups. year, and has documented they have met on a regular basis since Minutes of those meetings which must established, be held prior to the date of the public hearing, can be used at the public hear - No priority points will be given to applicants who will use ing as a part of the planning process. volunteers, public service organizations, or a combination of These meetings could be held at minority these to oversee park planning, operation and maintenance, churches, nursing homes, senior citizens and recreational programs. centers, or special schools for persons with disabilities. Direct public involvement is required to establish local recre- ation priorities and to determine what priorities will be submit- Applications that do not include docu- ted in the application for funding. A public hearing is mandatory mentation of minority involvement will to be eligible for grant funding. Applicants that conduct "early" be returned to the applicant and will not public hearing(s) (between January 1 and June 28. 2004), will be considered for funding. have plenty of time to prepare the grant application and any necessary revisions and modifications. Priority points will be given to those applicants that hold a public hearing be- Minorityinvolvcmentintheplanningoftheproj ticar uirement tween January 1. 2004. and June 28. to be eligible for grant funding. 2004, and havedocurnented they invited ethnic minorities, the elderly, and per - Minority Planning Support sons with disabilities to participate in the It is not unusual for many minorities to have never participated planning process. in the public planning process. The minimum requirements involve how each applicant made efforts to involve minorities in • No priority points will be given to appli- the planning of the proposed project. Minimum requirements cants that hold a publichearingafterJune are: 28, 2004, and before July 29. 2004, and a) Letters sent to minority organizations or groups inviting them have documented they invited ethnic mi- to the public hearing; and norities, the elderly, and persons with b) Letters sent to individuals or minority organizations asking disabilities to participate in the planning them to address their recreational needs process. 47 I 16 ♦ PRIORY' RATING SYSTEM 2005 APPLICATION GUIDL facilities, including access routes, play equipment access, funded project sites) the staff finds sig- walkways, ramps, lifts, and parking. ni ficant trash or litter, grass not mowed, facilities in disrepair, other preventable • Priority points will be deducted for projects with site plans conditions that may impede public use. that do not show detailed barrier free access. • Applicants will he penalized points, ifat IV. MATCHING RESOURCES the time the ORGP staff inspected the ' Applicants that have secured or budgeted local financial re- proposed project site (or other previ- sources prior to submitting a grant application have historically ously funded project sites), they find a completed projects in a timely and efficient manner. Applicants lack of long term, ongoing or adequate ' that depend primarily on volunteer labor and have very limited maintenance. financial backing frequently struggle to meet contract deadlines and occasionally the quality of the facilities is not suitable for V1. DOES THIS PROJECT ' intense public use. PROVIDE DEVELOPMENT OF THE FOLLOWING '• Priority points will be given to applicants whose majority of The law requires that all public facilities the 50/50 match is a cash appropriation (application includes provide barrier free access to "all" citizens. an approved budget), cash currently in bank (supported by a This includes persons with disabilities. I current bank statement), land donation, force account labor, Many existing recreation facilities were sponsor owned equipment use, or any combination there of. built without regard to the law or prior to the Architectural Barriers Act of 1968. I. Priority points will be given if the remainder of the above Barrier free access benefits everyone in - match is: cash, donations of materials (by letter of commit- cluding the elderly, toddlers, and those ment with approximate cash value pre -determined) or do- with disabilities. In addition, falls from ' nated equipment use (by letter of commitment with approxi- play equipment are the number one cause mate cash value pre -determined). of injury on the playground. As noted in the 2003 SCORP, accessibility and play - No points will bcgivenifthcmajority ofthematch ispromises ground safety are two areas that have been of cash, promises of volunteer labor, promises of donated determined to be priorities when consid- equipment use, promises ofdonated materials, or a combina- ering recreation improvements or devel- tion there of. opment. To encourage barrier free access and provide a safer environment for chil- ' V. PAST HISTORY OF MAINTENANCE AND then, priority points will be given to COMPLIANCE OF PROGRAM REGULATIONS projects that directly address these con- ' When available, people use parks on a year around basis. Local terns. These priority points will also be governments should set flexible opening and closing times and awarded to those applicants that can prove schedule regular maintenance so users can have access to clean that all the recreation areas in their city safe parks and recreation facilities at all reasonable times of the comply totally with the barrier free access day and year. and fall impact material requirements. • Applicants will be penalized points if at the time the ORGP staff inspected the proposed project site (or other previously ' 49 16 + PRioRnY RATiNG SYSnM 2005 AvvucanoN GUIDE 6. Applicant has documented community out -reach prior to the public hearing with (I) ethnic minorities (African Americans, Native Americans, Hispanics and Asian Americans) (2) the elderly, and (3) persons with disabilities in the planning process and out -reach measures including any or all of the following; special meetings in minority neighborhoods; surveys; or multiple personal contacts by public officials with local minority leaders and the elderly, and persons with disabilities. 2 Maximum Points Section I1: 8 points III. PLANNING AND DESIGN Project sponsor has included with application, a detailed budget, plans, specifications, and bid documents ready for immediate bid and construction. Applicants certifying they will use a paid professional design consultant will also receive credit. 3 2. Project sponsor has included with application, a detailed budget and will provide plans, specifications, and bid documents immediately following grant award at the Project Management Workshop. 0 3. Applicant has met with the ORGP staff seeking overall evaluation, comments for revisions, additions, or changes to the project site plan (minimum of 28 days prior to grant deadline). Revisions, additions, or changes to this site plan must be completed and submitted no later than October 1, 2004. 3 4. Applicant has provided a legal, stamped, boundary survey with the application. 5. Site plan is 8.5• x 11, contains a north arrow, and based on an ORGP site inspection accurately locates facilities, and is drawn to scale, or if not to scale then all boundary and facility dimensions are shown on the plan 6. Site plan is incomplete or inaccurately locates boundaries and facilities. 7. Site plan shows all necessary details of barrier free access for project facilities, including access routes, play equipment access, walkways, bridges, ramps, lifts, and parking. 8. Site plan does not show detailed barrier free access. Maximum Points Section III: 9 points 51 ii 1 I Ii Ii Ii IJ I I C I A accessibility 7, 18, 41, 42 acquisition, land 24 delayed development 25 methods of 24 property eligible for 24 rules governing 24 addresses 3, 6, 43, 44, 45 advertising public hearing 8 agencies and persons consulted 13 alternatives 12 Americans With Disabilities Act 7, 41,42 application deadline 5, 30 faxing 5, 30 postmark 5, 30 application preparation 6 application procedures 11 organization 34 appraisals abbreviated 28 finding of value 29 formal 26 Architectural Barriers Act 7, 41 Arkansas Natural and Cultural Resources Grant and Trust Fund 3 assistance, need for 14 B boundary map 17 boundary map sample 23 C city council resolution or quorum court order 17, 21 clearances 43 clearinghouse/approval letters 19 commitment to sell 26 conservation of resources 39 construction, beginning 31 D dates 32 deadlines 5, 30, 32 deed, property 18 development plan 29 directions 17 discrimination 6 E eligible applicants 5 environmental assessment 12 F federal regulations 41 floor plans 18 forms 11, 19 424 11, 19 424 D 11, 19 civil rights agreements (Form DI -1350) 11 debarment, suspension assurance DI -1953 11 drug -free workplace DI -1955 11 environmental assessment 12 flood hazard certification (FS 1999) 14 priority fund source (FS 1999) 14 priority rating system 50 project budget 13 recreation priorities form 12 resolution 21 funding of projects 3, 33 G grant limits 5 H hours of operation 7 I impacts 12 improvement of programs and facilities 38 ineligible applicants 5 inspections 6, 8 L Land and Water Conservation Fund (LWCF) 3 lease agreement 18 location maps 18 M maintenance 7. 15, 37, 50 matching share 4, 5, 14, 21, 48 N need for proposal 12 need for assistance 14 0 obligations 6 operation and maintenance 15, 37, 50 option to purchase 26 C 53 I 2005 APPLICATION GUIDE ' Contents Acquisition for Delayed Development.. 25 Commitment for Title Opinion or Title Insurance...............................26 1 Introduction ..»..„."................... 3 Option to Purchase/Formal Commitment to Sell/Owner's Letter 2 An Overview of the Basics_ 5 of Intent to Donate Property ..........26 Who May Apply? ................................ 5 Formal Appraisal...............................26 How Much May We Apply for?...... 5 Abbreviated Appraisal Report ......28 What Types of Projects May We Finding of Value................................29 Apply for? ......................................... 5 Development Plan ............................29 When Is the Application Due? ....... 5 Where to Send the Application...... 6 7 Important Things to How the Application Can Be Remember ..............................30 Prepared ............................................ 6 What Are Our Obligations? ............. 6 8 Important Dates to Remember „.„.„„».....»»..„...„32 3 Project Planning and Public Hearing ».»» _„ »»„ 8 9 What to Expect After You Submit Your Application ...33 4 Outdoor Recreation Staff and Advisory Committee »»»»».» 9 10 Organizing Your Application 34 5 Application Procedures.._.. 11 Required Forms..................................11 11 Five -Year Recreation Plan Environmental Assessment ...........12 Format..»»»»........................36 Project Narrative................................15 Boundary Maps/Site Plan/ 12 2003 SCORP Priorities ....»...37 Location Maps...............................17 Proof of Ownership ..........................18 13 Federal Regulations .............41 Clearinghouse/Approval Letters.. 19 Sample Project Budget Form......... 20 14 Required Clearances .»»__.43 Sample Resolution Form ................21 Sample Site Plan................................22 15 Information and Technical Sample Boundary Map ...................23 Assistance Resources ...„..„.44 6 Land Acquisition Information.. 24 16 Priority Rating System Property Eligible for Acquisition ..24 overview.....„. „» » ..„.. „„„..46 Methods of Acquisition ...................24 Rules Governing Negotiated Purchases 17Index ..„.„.„„„».„ ..„. ....53 and Donation of Property ........24 I 1 + GRANT APPLICATION CHECKLIST 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. Ict'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 arc 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). 3 0 0 5100,000 $75.000 $50.000 $25.000 $0 4 I ! I I I l ' All Cash value More Cash Than Donated Equal Donated and Cash More Donated Than Cash All Donated, No Reimoursement CASH DONATED 2005 APPLICATION GUIDE 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 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 lo- cals donated $100,000 in labor and ma- terials (example column #5). Congratu- lations —the park would have been com- pleted without the need of a grant! o 0 $100.000 REIMBURSEMENT $75.000 $50,000 $25.000 SO LI 2 + AN OVERVIEW OF THE BAsics arrive prior to the above deadline. If the Form 424 is faxed, the 2. entire application containing original signatures must be post- marked on or before the application deadline. August 27, 2004. 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 staffwill upon request, provideappli- 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. 2005 APPLICATION GUIDE Once a public park project bound- ary has been identified by the De- partment of Parks and Tourism and the local project sponsor, all facilities constructed within that boundary, at any future time, must be in com- pliance with the rules and regula- tions of (he 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. AU ex- isting utility lines located within the park boundaries must be placed un- derground. • The application can be prepared by consultants. (Grant 4. preparation cannot be paid for with grant funds). • The application can be prepared by the local arcawide 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 pro- ject sponsor arc 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 Arkan- sas Matching Grant Program continues. These ongoing cony mitments include: 1. Property acquired or developed under the program must be retained in perpetui 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. A permanent sign statingthat federal LWCF or state NCRGTF moneys were used to acquire and/or develop public outdoor recreation facilities must be maintained 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 re- quired 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 Program assisted park must be acces- sible to the handicapped. This also applies to those facilities constructed in whole or part with local funds. I I I I u u I I u u u I u u I I u I 3 Project Planning and Public Hearing An application for funding from the Outdoor Recreation Grants program shall he 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 prior to submitting the application to our office. A Public Notice about the hearing must appear in a newspaperofgrcatest 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 rear 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 ofpublication. 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 ofwhere, and the dates the notices were posted, and a letter signed by the applicant's Chief Executive Officer verifying that information. 8 I Pl 1 Documentation of the hearingwhich 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: 1 Failure to hold a public hearingone month prior to submission of the application for the expressed purpose of obtaining pub- lic input into the planningof thisspecific application will result in the DISQUALI- FICATION of that project. Additional points are awarded those applicants who hold their public hearing by tune 28 2004. 1 I I I I u 4 • OUTDOOR RECREATION GRANTS ADVISORY COMMrrTEE CONCERNS meet the latest guidelines for access to persons with disabilities and to help prevent injuries from falls from playground equip- ment, the Outdoor Recreation Grants Advisory Committee requires all grant applicants to join with the Arkansas Play- ground Safety Task Force and the U. S. Consumer Product Safety Commission in designingand huildingplaygrounds chat comply with current standards. The U. S. Consumer Safety Products Commission has published a set of guidelines, Handbook for Public Playground Safety. The final guidelines document is available on the Architectural and Transportation Barriers Compliance Board's Internet site at: hrrp://www.accessboard. gov/play/ftnalrule.hnn DEVELOPMENT OF WALKING TRAILS Walking for pleasure and exercise are among the most popular recreational activities in Arkansas. The development of trail facilities provide beneficial recreational opportunities for a wide variety of age groups and ability levels. Due to the limited amount of funds for the Matching Grant Program, the Out- door Recreation Grants Advisory Committee discourages pro- spective applicants from requesting funding for school athletic track type of facilities. The Committee encourages a less expensive option ofexercisc, walking or nature trail development. 2005 APPLICATION GUIDE 10 I 5 + APPLICATION PROCEDURES Recreation Priorities Form The applicant must submit the Recreation Priorities Form describing the recreation priorities of the applicant. Directions for completing this form are below: I. List the name of the city or county which is submitting the application. 2. Describe the method bywhich the needs ofthe community have been identified. Such methods must include the public hearing, which is required as part of the application, and may include user -frequency surveys, questionnaires, interviews, telephone or door-to-door surveys, workshops and/or ad -hoc and advisory groups. 3. List the short range (0 to 5 years) recreation priorities of the community 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 Officer must sign and date this form. The applicant's Chief Executive Officer may be the Mayor, City Manager or CountyJudge. If this is a joint application between the city or county and school district for development of school district -owned property, the School District Superintendent 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 that 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/ ORGY 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 he removed, cubic yards of fill to he required, etc.). For projects with property rights outstanding, the stan- dard environmental information must be expanded to explain 12 2005 APPLICATION GUIDE , how the outstanding rights are to be dealt with and how the applicant plans to ensure that the environment will not be affected significantly. The four points to be covered in an environmental assess- ment are: Need for the Proposal This will serve as an introduction, de- scription of the proposed action and sur- roundingcnvironment, statement regard- ing the 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 take place, and, if applicable, the interrelationship with other federal, state, or local projects and proposals. 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 1 II 5 ♦ APPUCATION PROCEDURES 2005 APPUCATION GUIDE ' proposed project, either by private donation or by purchase,the FLOODHAZARDCERIIFICATION ' estimated appraised value of the property must be included. AND FUNDS SOURCE (Inflating the value of the property will not affect the grant ASSURANCE FORM ORGP amount or the matching share. The valuation of the property FS1999 will be determined by an Arkansas Certified or Licensed Land The applicant must complete the flood Appraiser after the grant award has been made). hazard certification form, even if the an- swer is "no." The certification must be ITEM B signed by the applicant's Chief Executive The first line of Item B will be the total ofall development costs. Officer. The remaining lines will be a line item breakdown of individual project elements. Please be as detailed as possible. Refer to Provide the estimated local matching sample project budget form on page 20. Items should be listed fund source(s). Complete each category, in priority order. even if the amount is $0.00. The form must be signed by the applicant's Chief ITEM C Executive Officer. Is the total of Items A and B. ' FY 2005 PARKS AND ITEM D RECREATIONAL FACILITIES Inclusion ofa "contingency" line -item is suggested. This line- INVENTORY ' item can be no more than five percent (5%) of Item B. To keep up to date with the overall con- dition of Arkansas's parks and to inven- ITEM E tory public facilities available for public Project administration is eligible for reimbursement. If the use, we arc asking you to complete an applicant plans to requcst reimbursement for project adminis- Arkansas Park Inventory form for each tration, the "Administration" line -item must be completed. public park in your jurisdiction. Fill in all This line -item can total no more than ten percent (10%)ofltcmB. categories on the form even if the answer is O. ITEM F Architectural/engineering fees are also eligible for reimburse- If the application is submitted by an ment. lithe applicant plans to request reimbursement for such incorporated city, it will be necessary to fees, the "Architectural/ Engineering Fees" line -item must be complete an inventory for each public completed. While the applicant may pay any amount for such park that is owned oroperated by theciry. fees, maximum reimbursement for A/E fees is six percent (6%) The mayor will be responsible for signing of eligible development costs (i.e., a 12% total fee), these forms to assure each park has been inventoried and the inventories arc Budgets that are not of sufficient detail or are incorrect will accurate. be returned to the applicant for correction. lithe application is submitted by the county, it will be necessary to complete an inventory for each public park within 14 5 4 APPUCATION PROCEDURES Income I. State whether or not income will be generated on the site of the 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 ifand how the project will be in competition with private recreational developments in the area. Minority Involvement Each applicant is required to invite public participation in the planning of the project prior to the public hearing. This includes 1) ethnic minority populations (African Americans, American Indians, Hispanics, and Asian Americans) 2) the elderly, and 3) persons with disabilities. A community that does not contain 1) ethnic minorities (African Americans, American Indians, Hispanics, and Asian Americans) must still solicit participation by 2) elderly, and 3) persons with disabili- ties. PARKS AND RECREATION COMMISSION/ Each applicant must describe efforts made to involve COMMITTEE minorities in the planning of the proposed project. This IftheapplicanthasaCommission/Com- may be accomplished by: mittee, a) Providing copies of letters inviting minority organiza- I. Submit a list of Commission/Corn- tions or groups to the public hearing; and mittee members and their terms of b) Providing copies of letters from individuals or minority office. organizations addressing recreational priorities. 2. Submit copies of the Commission/ 2. To score maximum points in the Priority Rating System Committee meeting minutes for the the applicant must provide documentation of an extraor- past year (12 months). dinary outreach involving minorities. This may be accom- plished by: If the applicant has established a Parks a) Providing minutes of meetings, held prior to the date of Commission/Committee in the past year, the public hearing,bytheparkcommissionorcommit- 1. Provide a list of the Commission/ tee, mayor, county judge or other city official with Committee members and their terms minorities, of office. 2. Submit copies of the Commission/ These meetings can be held at minority churches, nursing Committee minutes for the meet - homes, senior citizens centers, or special schools for persons ings conducted during the past year. with disabilities. 2005 APPLICATION GUIDE Simply inviting participation or having minorities present at the required public hearing is not sufficient to score maxi- mum points. 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. PARKS AND RECREATION DEPARTMENT If the applicant has a Parks Department, Submit I. Director's name, address, and tele- phone number. 2. The Parks Department budget. 16 5 4 APPUCAT10N PROCEDURES 2005 APPLICAT1oN GUIDE beginning for measurement, and 3. Location ofany existing power lines, (d) You must provide the township, range, and section or other utility lines within the site. information. 4. Accessibility by persons with dis- 4. The map should include known outstanding rights and abilities, including parking, access interests in the area held by others including routes, ramps, bridges, etc. (a) The measurements and locations of known casements, (b) Any deed/lease restrictions, The site plan shall be of sufficient scale so (c) Any reversionary interests, that grant review staff can easily identify (d)All power lines that cross the site, each proposed project clement, and dur- (e) All rights -of -way, etc. ing site inspection use the plan to locate 5. The boundary map must include all prior grant projects that element easily on the pro- (LWCF/NCRGTF) within the adjacent or same project posed project site. (Seeexampleonpage22.) area. In no instance will the area covered by Section 6(Q(3) be less than that area acquired with LWCF/NCRGTF Location Maps assistance. A city map showing the location of the proposed park site, and all other parks Any of the following additional information that is available within the city. The parks should he should also be included on the boundary map: designated clearly. If the applicant is a 1. Deed references which include deed book number, page county, all parks located in the unincor- number in the decd book, and date recorded, porated area of the county must be desig- 2. Adjoining casements of record, and nated on a county map. 3. Adjoining water bodies or other natural landmarks. PROOF OF OWNERSHIP The project boundary area must be an area that functions as a Property Deed complete recreation unit.Simplydrawingtheprojectboundary Each development project application area around an individual facility will not be considered the package must include documentation project boundary area. (See example on page 23.) showing that the applicant will have suf- ficient control of the project site. If the Site Plan applicant owns the site, a copyofthedeed All applications for combination ordevclopmcnt projects must to the property must be submitted. include a site plan. The site plan is to give a general layout of the park or area to be developed. All site plans must he submitted NOTE: on a single 81/2"X 11" sheet of paper. Any exceptions to this lands leased from other than an agency requirement due to size of project area or project configura- of the United States Government or the tion must be approved by the ORGP staff prior to the State of Arkansas are ineligible for devcl- Application deadline. opment under the Outdoor Recreation A site plan must include the following: Grants Program. (Seepage 5for require - 1. All proposed facilities and developments included in the mentsonproperryownedbyschoo!districts.) phase for which funds arc requested, 2. All existing facilities and developments, and 18 5 APvuunoN PROCEDURES 2005 APPucnnoN GUIDE Project Budget Date: 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 $ 20,000 1 -Mile Walking Trail - Materials and Labor $ 25,866 Pavilion - 32 x 34' $ 10,000 Parking - 5 spaces $ 5,000 Site Preparation $ 10.000 $ S C. Total of A and B $ 80,866 D. Contingency (optional )maximum 5% of total development costs)) $ 3, 544 E . Administration (optional [maximum 10% of total development costs)) $ 7.086 F. Architectural/Engineering Fees $ 8, 504 (optional )maximum 12%of total development costs)) G. Total of C. D. E and F $ 100,000 20 5 + APPLICATION PROCEDURES SITE PLAN 2005 APPLICATION GUIDE 369.32' 0 °< x �?CD N O A I.CJ m O C C F n Iv n 1 ksl TI 3 J D O) % J J — Parking C 100.22' a CJ Co N CD Cu H a m Ib .o I— (05 n, ID N f" w 0 259.10' 22 G Land Acquisition Information Do not obtain an appraisal of the propertyprior to the grant award. The appraisal must follow the format shown in the Application Guide and any appraisals obtained in any other format will have to be redone usually costing additional money. Appraisals are not reimbursable items. There are three types of acquisition: I. Acquisition for immediate development 2. Acquisition for delayed development 3. Acquisition for preservation/protection PROPERTY ELIGIBLE FOR ACQUISITION Acquisition of recreation lands and waters —including new areas or additions to existing parks, forests, wildlife areas, beaches, and other such places dedicated to outdoor recreation —which maybe eligible forassistance include, but are not limited to, the following: I. Areas fronting rivers, streams, lakes, and reservoirs that will provide water -based public recreation opportunities, or the water bodies themselves. 2. Land for creating water impoundments to provide water - based public outdoor recreation opportunities. 3. Areas such as flood plains, wetlands, and areas adjacent to scenic highways that provide special recreational opportuni- tics. 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, neighbor- hood playgrounds, and tot lots; areas adjacent to school playgrounds and competitive nonprofessional sports facili- ties; and more generalized park lands. METHODS OF ACQUISITION There are several ways of acquiring lands and/or waters for outdoor recreation pur- poses. In Arkansas, the most prevalent arc: 1. Negotiated Purchases, resulting in fee simple titles, and donations resulting in fee simple titles. 2. Condemnation, resulting in feesimple titles. Each of these methods is complex and may vary on any single project. Please note that the primary intent of the acquisition must be to provide and insure public outdoor recreational use in perpetuity. RULES GOVERNING NEGOTIATED PURCHASES AND DONATION OF PROPERTY 1. 1'o be eligible for Marching Grant Program assistance, donated property must be in PRIVATE OWNER- SHIP —not public —at the time of acquisition. 2. To be eligible for Matching Grant Program assistance, purchase agree- ments and contracts cannot contain reversionary clauses. 3. Applications for projects which in- volve the purchase of property will be required to submit a Commitment For Title Insurance and a Title Opin- ion (see page 26 for information,). An appraisal, following the required for - 24 II 6 S LAND Acouts ION INFORMATION 2005 APPLICATION GUIDE which the land is capable of supporting or which can be achieved with a minimum public investment. Non -recreational uses such as agriculture, occurringon the property at the time ofacquisition, must cease prior to the request for reimbursement. Any applica- tion for a project proposing delayed development must include a detailed development plan including a time frame for develop- ment. 1. Qualifications Statement ofqualifications ofall appraisers and/or technicians, contributing to the report. 2. Statement of Limiting Conditions The appraiser should provide clear concise COMMITMENT FOR TITLE INSURANCE AND statements of all assumptions including TITLE OPINION the following specifications: All applications for acquisition or combination projects must include That the title to the property is a CommitmentforTitlelnsuranceanda-fitleOpinionwhichcanbe marketable obtained based on the Commitment for Title Insurance. This will be • That the appraiser assumes no a legal opinion on the current Title to the property and will include responsibility for legal matters a discussion of any liens, mortgages, easements, or other encum- • That all data furnished by others arc branccs on the property. It will also include a statement concerning presumed correct the merchantability of the Title. 3. Purpose of the Appraisal OPfONTOPURCHASE/FORMALCOMMnMENT This shall include a definition of all values TO SELL/OWNER'S LETTER OF INTENT TO required and appraised. DONATE PROPERTY Each application for projectswhich include the acquisition ofland 4. Identification of the by purchaseor combination project must include a formal Option Property to Purchase. The Option to Purchase must be Legal description of the whole tract and 1. Signed by both parties and that to he acquired 2. Include the purchase price, or a written commitment to sell from the property owner. 5. City and Area Data Applications for projects which include the acquisition of land This data (mostly social and economic) through private donation must include a letter from the property should be kept to a minimum and include owner stating his/her intention to donate the property. only such information as directly affects the property being appraised. FORMAL APPRAISAL 6. Property Data Do not use multipurpose Supplemental Addendum for Federally Std Related Transactions forms or Land Appraisal forms. Describe soil, topography, mineral depos- Any project which proposes acquisition of property through its, casements, etc. If there is an indication private donation or which proposes the purchase ofproperry with that mineral deposits have more than a an anticipated value of $25,000 or more must include a Formal nominal commercial value, this fact shall Appraisal. The Formal Appraisal must cover the following: be clearly stated. 11 26 I 6 + LAND AcoutsmoN INFORMATION 2005 APPLICATION GUIDE the reasoning behind the appraiser's final value estimate from this PHOTOGRAPHS approach. Three (3) comparable sales arc required. (Pictures shall show at least the front cicva- 12. Interpretation and Correlation of Estimates The appraiser shall interpret the foregoing estimates and shall state the reasons why one or more of the conclusions reached in items 9, 10, and II are indicative of the market value. 13. Tbbulation 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 appraisal. 14. Certification of Appraiser • 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) 15. Exhibits and Addenda (Nom All maps and plans may be bound as facing pages opposite the description, tabulation, or discussions they concern.) LocAnoN MAP (within the city or area) COMPARATIVE MAP DATA (show geographic location of the appraised property and the comparative parcels analyzed) DETAIL OF THE COMPARATIVE DATA (narrative) PLOT PLAN FLOOR PLANS (when needed to explain the value estimates) don of the major improvements, plus any unusual features. When a large number of buildings are involved, including dupli- cates, one picture may be used for each type. Views of the best comparablcs should be included whenever possible. Except for the overall view, photographs may be bound as pages facing the discussion or descrip- tion to which the photographs pertain. All graphic material shall include captions.) [111:11:1 :iiIN1id4AHI:!i,.1 Do not use multipurpose Supplemental Addendum for Federally Related Trans- actions forms or Land Appraisal forms. Any project which proposes the purchase of property with an anticipated value be- tween $5,000 and $25,000 must include an Abbreviated Appraisal Report. The Ab- breviated 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 II M Important Things to Remember • The deadline for receipt of applications for FY 2005 is 5:00 • The applicant who intends to purchase p.m.. August 27. 2004. All applications must be received in or acquire land by donation may not our office on that date. Applications simply postmarked by take title or begin construction until a that date are not acceptable. The Application For Federal state contract authorizing the acquisi- Assistance, Form 424 may be faxed to (501) 682-0081, buttion is completed. Lands acquired prior it mustartiveonor before the above deadline. Ifthe Form 424 to the date of a signed contract will not is faxed, the entire application containing original signatures be eligible for reimbursement or use as must be postmarked and mailed on or before the above the local matching cost share. deadline. • One public hearing is required to ob- Applicants who have projects on the problem project list or tain public input into the application. who have received letters listing problems with past grant This public hearing mush be held at projects should correct them as soon as possible. It may be least one month prior to submission of necessary to call the Outdoor Recreation Grants Program the application, or prior to July 28, staff to find out if a problem exists or what arrangement can 2004. Additional points are awarded to be made to schedule corrective measures. Those applicants applicants who hold their public hear - who have problems in this area may not be considered for ing two months in advance of the Au - funding unless corrective action is undertaken immediately! gust 27, 2004, deadline. Therefore, to receive additional points for this re - Property acquired or developed under this program must be quirement, the public hearing must be retained forever for public recreation use. Everything located held by June 28, 2004. A public notice within the defined project boundary must remain in out- about the hearing must appear in a door recreation use in perpetuity! Think long and hard newspaper of greatest local circulation before making this commitment. Be sure local citizens, at least seven (7) calendar days (June politicians and business leaders are willing to make this 21, 2004) in advance of the date of the commitment before submitting an application, public hearing. In certain cases the post- ing of a local notice will be sufficient • All utility lines within the park boundaries must be placed (fee page 8). underground. Remember to include the cost of removing or burying these lines in your project budget. • Submit one (original) signed application. • All public recreation facilities constructed within the park must be accessible to the disabled, including those facilities • Only incorporated cities and counties constructed in whole or part with local funds, are eligible for funding. School districts �T: I g Important Dates to Remember 1 1 May 2004 Matching Grant Application guides available May 2004 ORGP Staff conduct application workshops June 21, 2004 Deadline for early public hearing advertisement for 1 extra points June 28, 2004 Deadline for early public hearing for applicants to 1 score extra points (3 points) July 21, 2004 Deadline for advertisements for mandatory public hearing July 28, 2004 Deadline for mandatory public hearing August 1, 2004 Deadline for staff evaluation of project site plans 1 August 27, 2004 GRANT DEADLINE 1 October 1, 2004 Deadline for response to application deficiency letters November 3-5, 2004_ Outdoor Recreation Grants Advisory Committee Hearings (tentative date) December, 2004 Announcement of new grantees February, 2005 Project Management workshops for new grantees 1 1 1 32 1 I 10 Organizing Your Application All matching grant applications submitted for the 50/50 Matching Grant Program must be organized in the following manner. Each page of the applica- tion must have a page number including the maps, deeds, public hearing documentation, and minority involvement information. We have included a form for your use in the application forms. PACE # htt Federal Form 424 Federal Form 424D Form DI -1350 Civil Rights Agreement Form DI -2010 Certifications Regarding Debarment, Suspension and Other Responsibility Matters, Drug -Free Workplace Requirements and Lobbying Recreation Priorities Form Environmental Assessment Project Budget Flood Hazard Certification & Fund Source Assurance Copies of Bank Statements or City/ County Budgets Copies of commitments for funds Copies of commitments for in -kind contributions Park and Recreation Inventory Letters Public Hearing Documentation Newspaper Proof of Publication Sign -in Sheet Minutes of Public Hearing ['1 '1 I I I Flyer Copy of certification of posting & places with Mayor's/County Judge's certification Sign -in Sheet ' Minutes of Public Hearing PROJECT NARRAnve ' SCORP Priorities Need for Assistance Benefits Expected Agreements Income Produced Competition Minority Involvement ' Documentation of meetings or copies of letters Parks & Recreation Dept. Director's Information Park Dept. Budget OR 'Commission Members and terms of office Minutes of meetings for past 12 months Committee —Active for past 12 months Members and terms of office Minutes of meetings for past 12 months Committee —Newly Formed Members and terms of office Minutes of meetings Overhead Utility Lines I CT J 11 Five -Year Recreation Plan Format The purpose of a five-year recreation plan is for local government to compile in one document what facilities and programs are available in theirjurisdiction. It providesan opportunity to learn if the needs of the very young, the actively athletic, those who prefer passive and less competitive experiences, and minorities are being provided for. It is an opportunity to prioritize future development. A recreation plan can provide a road map during the transition from one administration to the nat. The Recreation Plan is no longer a requirement. This outline is provided for communities who would like to develop a plan. Introduction • State who prepared the plan. • Describe when, why, and how plan was initiated. • When was plan adopted by community or county' • Describe recreational goals of community 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 of the sponsor, includ- ing summer recreation programs and programs during the school year. • List existing handicap accessible facilities 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 of the persons in your jurisdiction, including: • Minorities • Middle age • Teens • School and pre-school children • Elderly • Describe the greatest recreation problems and issues in the community. Analysis • Describe how existing facilities and programs serve the needs of the public. • Describe existing recreation trends of the citizenry. • Describe where citizenry presently goes for recreation. • Seek public involvement in recommending recreational needs for the community. Plan • Describe the process of formulating the plan. • Describe how the public was involved in the planning process. • Describe the public recreation priorities and how they were established. • Include public surveys, minutes of public meetings, minority involvement, etc. • Describe land acquisition plans and priorities. • Describe facility development plans and pri- orities. • Describe recreation programming plans and priorities. • How will the community officially adopt the recreation plan' • Describe the methods for this plan's imple- mentation. Evaluation • Evaluate how the recreation plan affects the recreational programming of the community. 36 12 + 2003 SCORP PRIORTEs 2005 APPLICATION GUIDE • Provide separate age appropriate playground facilities for bring existing parks and facilities into older and younger children, compliance with state and federal ac- cessibility laws and guidelines. • Encourage sound design principles for the location, layout and installation of playgrounds and equipment. • Those involved with providing or purchasing public play equipment should contact the Outdoor Recreation Grants Program Staff for technical assistance. Topics should include: product quality, local equipment construction, installation, liability, repairs to existing equipment, impact materials and signage. • Those involved with providing facilities or purchasing public park equipment should refrain from purchasing wood treated with CCA (copper -chromium -arsenic) preservative. • Community leaders should insist that all new construction comply with state and federal accessibility laws and guide- lines and, where practical. exceed stan- dards. • Contact the Outdoor Recreation Grants Program (ORGP) section of the Ar- kansas Department of Parks and Tour- ism for guidelines from the Architec- tural and Transportation Barriers Com- pliance Board. Child Abductions • ContactORGPstafffor technical assis- • Support programs like the Morgan Nick/Amber Alert for tance for the construction and retrofit - missing and exploited children in Arkansas. ting of existing park and recreation facilities and equipment. • Park and recreation personnel should help educate parents and children to help guard against potential danger. RECREATIONAL DIVERSITY • Encourage adult supervision of children. Provide, through good design, benches or viewing areas nearby so adults can sit and watch their children play. • Do not place playground equipment near roads, parking areas, or bushes. • Light public park areas when operating hours or programs continue after sunset. • Install signage in parks and near play equipment informing adults about the supervision of children. Improving Outdoor Recreation Programs and Facilities BARRIER FREE ACCEss • Community leaders should prioritize and budget projects to • Encourage both active and passive ac- tivities when planning parks. • Recreation and park providers should provide a diversity of recreation pro- grams and facilities to meet the chang- ing needs of new users and changing recreation trends. • Local leaders should conduct an active community outreach to include ethnic groups, the elderly, and the disabled. PUBLIC INVOLVEMENT • Local leaders should involve local citi- zens in the planning and development of parks and recreation programs. This may be accomplished through the use 12 + 2003 SCORP PanORlnrs 2005 APPLICATION GUIDE ' dates both recreation and transportation. ' • Increase trail opportunities for users with limited access (i.e., mountain bikers, ORV, and OHV), and particularly for the physically impaired and developmentally disabled. • Develop multi -use trails to increase trail opportunities and reduce maintenance costs. ' 1 1 1 1 40 ' 13 ♦ FEDERAL REGARAnONs 21. Americans with Disabilities Act (ADA) of 1990, Title II and Title Ill 22. Section 504, The Rehabilitation Act of 1973 (P1. 93-112), as amended 23. Uniform Relocation Assistance and Real Property Acqui- sition Policies Act of 1970 (PL 94-646) 24. Title VI of the Civil Rights Act of 1964 (PL 42 USC Secs. 2000d to 2000d-4) 25. Executive Order 11246, Equal Employment Opportunity 26. Executive Order 12372. Provides for the evaluation, re- view and coordination of federal assistance programs and projects. 27. Office of Management and Budget Circular A-102. Pro- vides uniform administrative requirements for grants-in- aid to state and local governments 28. Office of Management and Budget Circular A-87 (for- merly FMC74-4). Identifies cost principles applicable to grants and contracts with state and local governments as they relate to the application, acceptance and use of federal funds 29. Power Plant and Industrial Fuel Use Act of 1978 (PL 95- 620) 30. Executive Order 12185, Conservation of Petroleum and Natural Gas 2005 APP UCATtoN GUIDE 42 15 Information and Technical Assistance Resources • Areawide Planning or Economic Development Districts • Regional Planning Offices • County Agent for the Arkansas Cooperative Extension Service • District Conservationist in each county for Soil Conservation Service • Arkansas Geological Commission 3815 West Roosevelt Road Little Rock, Arkansas 72204 Phone: (501) 663-9714 • Mr. Steve Filipek Arkansas Came and Fish Commission • Stream Team Program 915 East Sevier Street Benton, Arkansas 72015 Phone:(501) 776-0218, ext. 23 OUTDOOR RECREATION GRANTS PROGRAM STAFF • Mr. Bryan Kellar, Director Outdoor Recreation Grants Program Number One Capitol Mall Little Rock, Arkansas 72201 Phone: (501) 682-1301 bryan. kellar@arkansas.gov • Mrs. Susan Clifford, Project Officer Outdoor Recreation Grants Program Number One Capitol Mall Little Rock, Arkansas 72201 Phone: (501) 682-1301 susan. cliffird@arkamat.gov • Mrs. Anita Chouinard, Environmental Planner/Project Officer Outdoor Recreation Grants Program Number One Capitol Mall Little Rock, Arkansas 72201 Phone: (501) 682-1301 anita. chouinard@arkamas.gov • Mr. Ian Hope, State Trails Coordinator/Project Officer Outdoor Recreation Grants Program Number One Capitol Mall Little Rock, Arkansas 72201 Phone: (501) 682-1301 ian.hope@arkanrns.gov RECREATIONAL. EouipMENT VENDORS SERVING ARKANSAS • Arkansas Playground, Inc./May Recreation Equipment Co. Keith Kerfoot 14408 Jerome Drive Little Rock, AR 72223 Phone: (501) 224-8654 Fax: (501) 224-3845 E-mail: arkplayground@aol.com • Diversified Recreation, Inc. Jim Edwards 5 Wingfield Circle Little Rock, AR 72205 Phone: (501) 228-9191 Fax: (501) 228-9279 E-mail: divrcc@swbell.net • ABC Playgrounds Rob Schmidt Post Office Box 1405 Alexander, AR 72002 Phone: (501) 455-3342 Fax: (501) 455-2656 • Apex Equipment Ron Bales Post Office Box 1130 Fairfield Bay, AR 72088 Phone: 1-800-274-1130 Fax: (501) 884-3090 91 16 Priority Rating System Overview The purpose of the Priority Rating System (PRS) is to evaluate all applications for grant funding with the same fair and equi- table criteria. Because the total state and federal grant dollars available for the Matching Grant program is not sufficient to fund the number of requests that arc 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 process, and provide diverse recreation opportunities for recreation users. The Outdoor Recreation Grant Program Staff will review each application submitted by the August 27, 2004 deadline. The staff will notify the applicants of any deficiencies by mail. Applicants will be given till October 1, 2004 to address any deficiencies. A staffperson will also conduct asitevisit visi t to evaluate the project site development plan, and determine if the existing facilities have been regularly maintained in a manner suitable for daily use. Outdoor Recitation Grant Program Staff will score each application and will then mail a copy of the Priority Rating System score form to the applicant. If applicants have questions concerning their Priority Rating System score they should contact the Outdoor Recreation Grant Program Office for clarification prior to the Outdoor Recreation Grant Advisory Committee's public hearing sched- uled for November4, 2003. The following is a brief explanation of the elements and priority assignments in each of the four Priority Rating System sections. In other words, what we are looking for in a priority project. I. PROJECT DIVERSITY AND OPPORTUNITY • Priority points will be given to applications that focus the majority of development funds and resources to increase the different types of recreational activities oropportunities within the community. OR; Priority points will be given to applications that focus the majority ofdevelopment funds and resources to develop parks and signifi- cantly increase the number of recre- ation facilities in under -served areas of the community. OR; Priority points will be given to applications that focus the majority of development funds and resources to renovate or replace obso- lete facilities that have been approved by the ORGP Staff. • Priority points will be given if major elements within the proposed project provide year -around recreational op- portunities. (Examples include basket- ball courts, trails, play equipment, pa- vilion, and picnic facilities, etc.) II. PUBLIC INVOLVEMENT AND SUPPORT Park and recreation facilities and pro- grams are an important part of commu- nity infrastructure. Involving volunteers, public service organizations in park and recreation facilities and programs is very helpful, however these individuals and groups may have singular purposes and may not represent all types of recreational activities. Communities that commit lo- cal resources by hiring park and recreation staff or appoint advisory groups respon- sible to advise the city or county concern- ing the operation, maintenance, program- I 16 + PRIORITY RATING SYSTEM 2005 APPLICATION GUIDE ' Maximum Minority Support fessional design consultant will receive Priority points will be given to applicants who document public credit. outreach prior to the public hearing in the planning of the project. This includes 1) ethnic minority populations (African • Priority points will he given to those Americans, American Indians, Hispanics, and Asian Americans) applicants who have included with the 2) the elderly, and 3) persons with disabilities. A community application a detailed budget and will that does not contain I) ethnic minorities (African Americans, provide detailed plans and specifica- American Indians, Hispanics, and Asian Americans) must still tions, and bid documents immediately solicit participation by 2) elderly, and 3) persons with disahili- following grant award at the Project ties. Out -reach measures include any or all of the following; Management Workshop. special meetings in minority neighborhoods, surveys, personal contacts made by public officials with local minority leaders, • Priority points will he given to those groups, and individuals prior to the public hearing the project applicants who have met with ORGP planning process. These out -reach measures must be docu- staff seeking overall evaluation, com- mented and included with the application. ments for revisions, additions, or changes to the project site plan no later • Applicants who do not document minority involvement prior than August 1. 2004. Revisions, addi- to the public hearing, in the project planning process will be tions, or changes must be completed ineligible for grant funding, and submitted no later than October 1. 2004. ORGP staff person has signed Applicants, who fail to hold a public hearing prior toJuly29 and dated application site plan. 2004, will be ineligible for grant funding and their apylica- tion will be returned without further consideration Priority points will be given to those applicants who provide a legal bound - III. PLANNING AND DESIGN ary survey with the application. Communities that are committed to park development under- stand that grant funds can never replace local financial commit- • Priority points will be given to applica- ment. Frequently, park development and facility construction tions with site plans that are 8.5x1 I", must be completed in phases. Spending grant dollars efficiently contains a north arrow, and based on an and expediently funded through public tax revenues is good ORGI' site inspection accurately lo - government. Communities that are prepared to begin land Cates facilities, and is drawn to scale, or purchases and/or project construction as quickly as possible will if not to scale all boundary and facility be rewarded. Identifying project boundaries can prevent legal dimensions arc shown on the plan. difficulties and potential encroachment of park properties. Applicants providing boundary surveys will receive priority Points will be deducted for site plans ' points, that arc incomplete or inaccurately lo- cate boundaries and facilities. • Priority points will he given to those applicants who include with the application, a detailed budget, plans, specifications, • Priority points will be given to projects and bid documents that are ready for immediate bid and with site plans that show all necessary construction. Applicants certifying they will use a paid, pro- details of barrier free access for project 48 I 16 + PRIORITY RATING SYSTEM PRIORITY RATING SYSTEM 2005 APPUCAnoN GUIDE ' I Matching Grant Program Applications ARKANSAS DEPARTMENT OF PARKS AND TOURISM • OUTDOOR RECREATION GRANTS PROGRAM Points Total 1. PROJECT DIVERSITY AND OPPORTUNITY I. Elements within the proposed project will significantly impact the diversity of recreational facilities/opportunities within the community; OR will expand recreational facilities/opportunities into under -served areas of the community; OR will renovate existing or replace obsolete facilities that significantly impact recreational opportunities. 3 2. Elements within the proposed project provide year -around recreational opportunities. (Examples include basketball courts, trails, play equipment, pavilion and picnic facilities, etc.); OR If the proposed project will provide year around opportunities in a seasonal facility, applicant must include last year's schedule of those activities with the application. 3 Maximum Points Section 1: 6 points II. PUBLIC INVOLVEMENT AND PLANNING I. Applicant has a parks department with a director; OR a parks commission; OR an advisory committee, and has included with the application minutes of the commission or committee meetings. 3 2. Applicant has established a park commission or advisory committee within the past year, and has included with the application minutes of the commission or committee meetings I ' 3. Applicant will use volunteers, public service organizations, or a combination to oversee local park planning, operation and maintenance, and recreation programs. 0 ' 4. Applicant has conducted the required public hearing between January I, 2004, and June 28, 2004, and has documented they invited minorities defined as; (1) ethnic minorities, (African Americans, Native Americans, Hispanics and Asian Americans) (2) the elderly, and (3) persons with disabilities to participate in the planning process. 3 5. Applicant has conducted the required public hearing after June 28, 2004, and before July 29,2004, and has documented they invited (1) ethnic minorities, (African Americans, Native Americans, Hispanics and Asian Americans) (2) the elderly, and (3) persons with disabilities to participate in the planning process. 0 Applicants conducting the public hearing after July 28. 2004. are ineligible. 50 ' L1 16 ♦ PRIORITY RATING SYSTEM 2005 APPLICATION GUIDE IV. Matching Resources 1. Majority of the match is; a cash appropriation (application includes an approved budget), cash currently in the bank (supported by a current bank statement), land donation, force account labor, sponsor owned equipment use, or any combination of the above. 2. Remainder of #1 match is; cash, donations of materials (by letter of intent to donate with approximate cash value pre -determined) or donated equipment use (by letter of intent with approximate hourly rate pre -determined). 3. Majority of match is promises of cash, promises of volunteer labor, promises of donated equipment use, promises of donated materials, or a combination of. V. PAST HISTORY OF MAINTENANCE AND COMPLIANCE OF PROGRAM REGULATIONS 1. At the time the ORGP staff inspected the proposed project site (or other previously funded project sites) they found significant trash or litter, grass not mowed, facilities in disrepair, other preventable conditions that may impede public use. -3 2. Inspection of proposed (and past or other public) project sites revealed a lack of long-term ongoing or adequate maintenance. -10 Maximum Points Section IV -V: 4 points VI. DOES THIS PROJECT PROVIDE DEVELOPMENT OF THE FOLLOWING 1. Project will construct barrier free access to existing facilities within the park or (0(3) project boundary or whose park(s) presently comply totally with barrier free requirements. 2. Project that provides safety impact areas and barrier free access to existing playground equipment or replaces obsolete equipment with new equipment that complies with current ADA regulations and CPSC & AS'FM guidelines, or whose park(s) presently comply totally ADA r gulations and CPSC & ASTM guidelines. Z Maximum Points Section VI: 4 points Total Points Scored: (Maximum possible: 31 points) If the Applicant currently has an active grant project and the ORGP Director has determined the grantee is not progressing in a timely manner, the Applicant is ineligible for further funding until active projects have been completed or significant progress is made. 52 Organizing Your Application 34 Outdoor Recreation Grants Advisory Committee 9, 33 ownership 18 S safety and security 37 school districts, application by 5, 30 scoring of application 33 SCORP priorities 37 P signs 6, 31 parks and recreation Commission/ site alterations 9 Department/Committee 16 site plan 18 playground equipment 9 site plan sample 22 presentations, applicant 33 site selection 9 Priority Rating System 46 site visit, project 9, 48 problems, project 30 staff site evaluation 9 project narrative 14 agreements 15 T benefits expected 15 technical assistance 44 competition 15 terms and conditions 18 directions 17 title opinion 26 income generation 15 title, taking 24, 30 low -moderate income 15 trail development 9 minority involvement 15 trails 39 need for assistance 14 operation and maintenance 15 U overhead lines 3, 6, 16, 30 Uniform Relocation Assistance and Parks Commission/Department/ Real Property Act 25 Committee 16 utility lines 3, 6, 16. 30 Project Budget 13, 20 project types 5 proof of ownership 18 property, perpetuity 6, 3, 30 public hearing 8, 30, 32, 47 public notice 8, 30, 32, 47 R rating of project 33 recreation plan format 36 Rehabilitation Act 7. 18, 41 resolution 17. 21 review of application 33 54 A&ansas. THE NATURAL STATE svww.arkansas.corn L U L ARKANSAS STATE PARKS I PROJECT • MANAGEMENT • GUIDE FOR FISCAL YEAR 2005 I L I L I L L L IJanuary. 2005 r CONTENTS 1. INTRODUCTION ............. .......... 5 2. GENERAL INFORMATION ...........6 WHAT DOES "50/50 MATCHING GRANT" MEAN? ...............................................€ 3. WHAT Do I Do FIRST? A STEP- BY-STEP EXPLANATION OF How TO MANAGE THE MATCHING GRANT...................................8 4. FEDERAL. REGULATIONS & GENERAL. PROVISIONS OF THE MATCHING GRANT CONTRACT FEDERAL REGULATIONS ..........................16 GENERAL PROVISIONS OF THE MATCHING GRANT CONTRACT ...........................16 AMENDMENTS..................................28 BARRIER -FREE ACCESS ...................... 29 INABILITY TO COMPLETE A PROJECT ....... 30 OPERATION AND MAINTENANCE ............31 SIGNS...................................................32 SAMPLE OF LWCF SIGN ........................ 33 SAMPLE OF NCRGTF SIGN .................. 34 5. ACQUISITION OR COMBINATION PROJECT ACQUISITION INFORMATION..................35 FORMAL APPRAISAL FORMAT .................. 36 ABBREVIATED APPRAISAL FORMAT........... 38 FINDING OF VALUE FORMAT .................. 38 6. PROCUREMENT, BIDDING PROCEDURES, AND REIMBURSEMENTS BIDDING AND PURCHASING REQUIREMENTS................................39 SAMPLE NEWSPAPER AD - MATERIALS ONLY ............................. 46 SAMPLE NEWSPAPER AD - LABOR ONLY ................................... 47 SAMPLE NEWSPAPER AD - TURN -KEY ....................................... 48 SAMPLE NEWSPAPER Au - PROPOSALS .......................................49 DONATIONS .......................................... 50 REIMBURSEMENT INFORMATION .............5! REIMBURSEMENT CHECKLIST .................. 52 SAMPLE REIMBURSEMENT FORMS............ 53 7. MISCELLANEOUS SAMPLES SAMPLE PARK INVENTORY FORM ............ 58 SAMPLE CROSS SECTION ........................ 60 S. VENDORS ARKANSAS RECREATIONAL EQUIPMENT VENDORS.........................................61 9. POST COMPLETION RESPONSIBILITIES ................... 62 0 I C • U INTRODUCTION I 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 Anita Chouinard, Project Officer Ian Hope, Project Officer Department of Parks and Tourism Outdoor Recreation Grants Program One Capitol Mall Little Rock, Arkansas 72201 Telephone: (501) 682-1301 wwtv.out doorgrants.rom 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. I I F V I I I © 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 of certain 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 acquired 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 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 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 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 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 I I u I n I I I I I I I 6 I I ® GENERAL INFORMATION 1 ' percent of the eligible expenditures. up to the amount of the Wewould then reimburse thegrantee grant. may be reimbursed by periodic billings during the $50,000 after the grantee provides us project period or the grantee may wait until project completion with canceled checks, invoices, and time Ito request the total reimbursement. sheets detailing the local labor (example column #3). The chart shown below will help to understand how the 50/ 50 reimbursable matching grant works. For simplicity's sake. If the grantee spent $25,000 in cash let*ss,aythata project willcosta total of $ 100,000. If thegramee and locals donated $75,000 in labor and ' spent $100.000 cash. submitted canceled checks and invoices or materials ($25,000 cash + $75,000 for $100.000 and the expenditures are part of the approved donated labor and/or materials = project. then we would mail the grantee a reirnbursement check $100,000 project), we would only reim- for $50.000 (example column # 1). burse the grantee with a $25,000 check. The point to remember is to build a park. Now let's say the grantee spent $75,000 cash and local not make a profit (example column #4). citizens donated $25,000 in labor ($75,000 cash + $25,000 donated labor = $100.000 project). We will reimburse the The last example shows that the lo- grantee $50,000 after the grantee provides us with canceled cals donated $100,000 in labor and ma - checks, invoices, and time sheets detailing the local labor terials (example column #5). Congratu- (example column #2). lations— the park would have been corn- ' pleted with out the need of a grant! 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). o 0.000 ® - ® m 0 - $100, 5,000 -- -- - -- $75,0 0,000 - — $50.0 5,000 $25.0 $0 $0 Equal Donated More Donated All Donated, No and Cash Than Cash Reimbursement CASH DONATED REIMBURSEMENT All Cash Value More Cash Than Donated 7 ©WHAT Do I Do FIRST A STEP-BY-STEP EXPLANATION OF How TO MANAGE THE MATCHING GRANT Do not spend any project funds, purchase or accept donated property, or contract for construction before you receive written authorization. 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. 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. 1) Budget —detailed costs for each part of your project • 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. • If the amount of the grant award is less than the amount the applicant requested, a new revised budget must be mailed to the ORGP Project Officer for approval. Elements not con- tained in the original application cannot receive funding. cession stands, covered bleachers that 2) Plans —drawings of facilities, structures and floor plans are eight feet high or higher, and any • You must submit construction plans of sufficient detail that building with a roof and four walls a contractor or a builder can use the plans to construct the must include a licensed engineer's cer- facility. You must provide floor plans and cross sections of all tification for earthquake stabilization. sidewalks, trails, basketball courts, pa- vilion slabs, or any concrete or asphalt work. Pavilion, concession stand, and basketball court slabs should show rebar reinforcements in the cross sections. These plans must be submitted to the Project Officer within 30 days after the Project Management workshop.(see Chapter 7, blue page 60 for an example of a cross section) Plans must show all handicapped ac- cess 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 pathway con- struction material. If there are any changes in the site plan, from the one submitted with the original applica- tion, you must submit a new site plan. (For example, a change in the location of a pavilion or playground.) If your original site plan did not address handi- capped access to each facility, you must submit a new plan showing the handi- capped access. Plans for the construction of covered structures including rest rooms, con- In I ® WHAT Do I Do FtRsT7 (Act 1228 of 1997) The certification must be stamped on the weather, and can withstand heavy pub - plans for the facility, tic use will be approved. Buildings of four thousand (4,000) square feet or less shall • All areas under playground equipment be exempt for the requirements of Act 1228 of 1997 only must be surfaced with an impact ab- upon the resolution of the local planning corttrnission, or sorbing material. Playgrounds must be in the absence of a local planning commission, upon the accessible for use by the handicapped. resolution of the governing body of the political subdivi- A portion ofthe impact areaundereach sion specifically exempting the city or community from piece of play equipment shall be an this Act. approved material offering wheelchair access from beyond the contained ma - 3) Specifications —written descriptions of building materials terial toeach pieceof playground equip - and furnishings ment. Impact materials must be ap- proved and tested under the American You must submit specifications of sufficient detail that a Society of Testing Materials (ASTM) contractor or a builder can use the specifications to pur- regulations. Ask your salesperson for a chase all materials needed to construct the facility. Speci- certificate of testing from ASTM to fications should identify and describe all major construe- ensure compliance. tion materials. All building materials (which you wish to be reimbursed for) used in the construction of pavilions. • Picnic tables must be new, commercial rest rooms, or concession stands must be new and shall be grade, and constructed ofmaterialsthat of durable materials that resist weathering and heavy withstand weatheringand heavy public public use. Plumbing should be commercial type and use. Grills must be commercial grade vandal proof. Fixtures inside the concession stand must be and preferably pedestal mounted. At new and of commercial grade materials. Specifications for least twenty per cent (20%) of the total pavilion slabs should include depth and materials of the number of picnic tables and grills, in sub base, construction materials, and size of slab. the project area, roust be handicapped accessible to comply with ADA. Specifications for pre -fabricated facilities such as pavilion kits, playground equipment and basketball goals, trash • All specifications must be written (es - containers, etc. may be copied from manufacturers' cata- pecially playground equipment) so that logues, brochures or printed spec. sheets provided they the specifications are not vendor spe- contain enough detail for the ORGP staff to determine ciflc. You can specify a make or model quality, suitability for the intended purpose and materials numberbut you must includethewords: used for manufacture. Details for footings, slabs etc. must or "approved equal. - be provided for pre -fabricated equipment installation. • Basketball courts must include the • Playground equipment must be new and comply with guide- backboards. goals, and basketball slabs. lines established by the U. S. Consumer Product Safety Thebackboardsandgoalsmustbenew, Commission. Only new, commercial grade equipment. con- of commercial grade, and constructed strutted of material that has proven durable in all types of of materialsthat have proven durable in It] I 3 I?s?a:risPie,Itnid Pizolicr MA'AcrnurN r Gt inr toiz Fiscu Yi \r, 2005 all types of weather. They must also be suitable for heavy parking spaces must follow the require - public use. ments in Title II and Title III of the Americans With Disabilities Act. • Sidewalks, trails, and/or pathways should include the depth and material of the sub base, construction materials, length. Ifyour project includes a land pur- and width of trail and the distance between control joints (if chase for which you wish to be reim- any). We do not require sidewalks as a means of handicapped bursed you must have it appraised. access, however, we do require access, in all kinds of weather, to all facilities within the project boundary. Appraisals —(see Chapter 5 blue pages 35-38 for the appraisal information • Fencing specifications should include the gauge and height of and formats). An appraisal is a profes- wire for the backstop (minimum specifications of the back- sional determination of the fair market stop will be 2 inch mesh 9 gauge fencing and a height of 16 value of a piece of land. Only the ap- feet with a 4 foot over -hood such as a typical commercial praised fair market value will be eligible quality backstop, for total of 2O foot height), the wings for reimbursement. (minimum specifications of wings will be 2 inch mesh 9 gauge Formal Appraisal fencing and a height of 12 feet placed at 45 degree angles to • Parcels of land with an estimated value the main backstop and parallel to the foul lines), the sides of $25,000 orgreater will need a formal (minimum requirements are 2 inch mesh 11 gauge fencing), appraisal. and the outfield fence (minimum requirements are 2 inch mesh 1.1 gauge fencing), the gauge, diameter, and material of • The formal appraisal must follow the the vertical frame posts (minimum requirements are 3 inch narrative format on blue pages 36-37 outside diameter galvanized steel pipe), and the gauge, diam- with no exceptions. Please give your eter, and material of the horizontal rails (minimum require- appraiser a copy of this format and ask ments are 1 5/8 inch outside diameter galvanized steel pipe. them to prepare the appraisal exactly as You should include the width and number of the walk gates required. Appraisals that do not follow (minimum clearance is 3 feet on walk gates to comply with this format will be returned and may ADA) and the drive through gates. Ball field dug -outs and ball end up costing the grantee additional fields must be accessible to the disabled. money to have another appraisal done. • Parking areas must be all-weather and designed for a mini- Abbreviated Appraisal mum of 10 spaces. Each space should be a minimum of 9 feet • Parcels of land with an estimated value wide by 18 feet long with one of the spaces designated of $5,000 to $24,999 will need an handicapped accessible. You must provide one handicapped abbreviated appraisal. accessible parking space for every 25 (or portion thereof) spaces of parking. (This information complies with Act 772 • The abbreviated appraisal must follow of Arkansas.) The handicapped space must have a 5 foot the narrative format on blue page 38 adjacent access aisle constructed of a hard surface material with no exceptions. Please give your suitable for wheelchair travel and the parking space(s) must be appraiser a copy of this format and ask designated by a sign showing the international symbol of them to prepare the appraisal exactly as accessibility. Parking areas that contain more than 100 marked required. Appraisals that do not follow 10 ® WHAT DO I Do FIRST? this format will be returned and may end up costing the specifications, budget, sitedeveloprnent grantee additional money to have another appraisal done. plan, and appraisal (where applicable) are approved. Finding of Value • Parcels of land with an estimated value of $4,999 or less will • In the saute letter you will be asked to need a finding of value. forward all bid documentation for re- view and approval. • The finding of value must follow the format on blue page 38 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 additional money to have another ap- praisal 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 for review and approval. The appraisal review process will take approximately 60 to 90 days. • Your ORGP Project Officer will send a letter with recom- mended revisions, corrections or additions to your construc- tion plans, specifications, site plan, budget. and appraisal (where applicable) if they are not approved. • After the revisions, corrections, or additions are made, you need to return them to your Project Officer for approval. III. THE PROJECT OFFICER WILL MAIL A LEI -TER OF APPROVAL FOR: (1) CONSTRUCTION PLANS: (2) SPECIFICATIONS; (3) BUDGET: AND (4) REVISED SITE PLAN (IF NEEDED) (5) APPRAISAL (WHEN APPLICABLE) • You will receive a Contract Agreement • The grantee will receive a letter stating that the plans, forsignatureafteryourplans.speciftca- IV. THE GRANTEE MUST SUBMIT BID DOCUMENTS TO THE PROJECT OFFICER FOR APPROVAL. Grantees must follow the bid require- ments in the Project Management Guide. Arty grantee who does not follow estab- lished bidding procedures as outlined in this guide, will not he reimbursed for any expenses deemed in violation of the pur- chasing regulations outlined in this sec- tion. There are no exceptions to these regulations. Chapter 6, blue pages 39- 45for purchas- ing regulations and bid requirements. See Chapter 6, Blue Pages 46-49 for Sample Newspaper Bids • The grantee will receive a letter with recornrnendations for revisions. correc- tions, or additions. if the bid documen- tation is not approved. This informa- tion must be resubmitted to your Pro- ject Officer with revisions, corrections, or additions for approval. V. THE PROJECT OFFICER WILT. SENT) A LETTER TO THE GRANTEE WITH A STATE CONTRACT AGREEMENT FOR SIGNATURE. 3 • • PROJLCT IVIANAGI w N I Gtun J( in Fltil a Yi vk 2005 tions, budget, and appraisal (if applicable), and all bid docu- ments 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 Mayor or the County Judge must sign the Contract Agreement. The School Superintendent must also sign, if the project is ajoint project with a school. The Mayor, CountyJudge and/or School Superintendent should be aware that this Contract Agreement is binding in perpetuity. VI. THE GRANTEE WILL RETURN THE SIGNED CONTRACT TO THE ORGP PROJECT OFFICER. • Return both pages of the Contract Agreement to the Project Officer for approval by the Executive Director of the Depart- ment of Parks and Tourism. VII. 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 Direc- tor 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 Manage- ment Guide. This Contract Agreement should be placed in a safe place and should be made a part of the permanent records of the city or the county. If you have any questions, please call your Project Officer. • 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 a Contract Amend- ment must be submitted by the grantee's Mayor or County Judge or chief execu- tive officer. The request letter should indicate what changes are proposed and explain why the changes are necessary. Our office must receive your amend- ment request thirty (30) calendar days prior to any changes. If any changes are made to the project without prior writ- ten approval from our office, you run the risk of not being reimbursed for expenses incurred as a result of the change. Should the changes not be approved, you run the risk of having to remove the changes. VIII. GRANTEES BEGIN THE BIDDING PROCESS. • The grantee will solicit quote bids as specified in Chapter 6, blue pages 39 - 45 for items requiring bids. All bids received should be documented on a bid tabulation sheet. The grantee is required to accept the lowest bid re- ceived that meets all specifications. Please contact your Project Officer be- fore accepting a bid other than the lowest bid. IX. GRANTEE ACCEPTS OR REJECTS BIDS. The grantee must accept the lowest bid that meets the specifications. If the lowest bid is accepted you may contact the vendor and schedule construction or delivery of the bid items. If the lowest bid is in question, contact your Project Officer before accepting an- other bid. Any and all bids may be rejected if over the budgeted amount 12 3 PI<c,JI( I \•I.t\U.iXII \I Gt n,i If Piu ti V ir. 201)5 and the project must be re -bid. Bids cannot be rejected if you receive a responsible bid that is within your budgeted amount. • If the bids are rejected because they exceed 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, outlin- ing the problem and request an Amendment to reduce the scope of the project. You will receive an Amendment, chang- ing 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 IV. • If. after having advertised for bids, no bids are received by tire date of the bid opening, the grantee must advertise a second time. See blue pages 40 and 41. X. GRAMFEE BEGINS CONSTRUCTION OF PROJECT FACILITIES. • Project construction must begin within 60 days of the offi- cial Notice To Proceed and/or the hid award. You must notify your Project Officer, in writing, if you will be unable to meet this deadline. Please explain the reasons for the delay and provide a time line for the construction of the project. Circumstances may occur that make it impossible for a grantee to complete a project as agreed to in the Contract Agreement. If you find you are unable to complete a project, you must notify the Directorof the Outdoor Recreation Grants Program assoon as possible. We will work with you to bring the project to an end and still provide the community with a viable recreation area. There are two possible methods by which such a situation can be handled. If the grantee has NOT received reirnbursentent of any LWCF or NCRGTF funds for the project, the grant can he withdrawn. The Chief Executive Officer should write a letter requesting withdrawal of the project. The letter should be addressed to Bryan Kellar, Director, Outdoor Recreation Grants Section. If the grantee HAS received reim- bursement of any LWCF or NCRGTF funds, the project must be sufficiently complete to be considered a usable out- door recreation facility. If the project can be considered usable, we can amend the Contract Agreement to delete the incom- plete Items, provided all other require- ments have been met. Our staff would be able to perform a final inspection of the project and complete all final paperwork. However. if the project cannot be consid- ered a usable facility. the grantee would have to develop it to a usable condition so the Contract Agreement could be amended. As soon as the grantee realizes the project cannot be con rpleted as contracted, the Project Officer must be notified in writing so that he/she can assist you in meeting these 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 brief letter stating what progress. if any. you have madc on your project. The report allows the Project Officer to better plan inspec- tions. both progress and final, as well as provide information needed for a quar- terly status report to the Natural and Cultural Resources Council. XII. TIDE GRANTEE SUBMITS REIMBURSEMENT REQUEST(S) TO THE PROJECT OFFICER TO RECEIVE GRANT FUNDS. In the 2005 Application Project Narrative 13 3 t • t • Piun it i Nl,tx. ci_\ii x i Gt iui i uu Fix v Yi u: 2005 each Crantee provided an estimate ofthe amount oflocal matching land source(sf, i.e., General Appropriation, Force Account Labor, Donated Land. City/County Equipment Use, In -Kind Services. Your Project Priority Rating Score was based on that estimate. Each Grantee is expected to adhere to this estimate. Reimburse- ments inconsistent with the estimate will not be processed unless the Director, Outdoor Recreation Grants Program, approves the variance. Reimbursement requests are processed when they are re- ceived. You should allow a minimum of four weeks for process- ing. Reimbursement requests that are received, but do not follow the correct format, will be returned to the grantee without being processed. Before submitting your reimburse- ment request please read and follow the steps listed in Chapter 6, BluePages5l -52. Failure to include the correct information will delay your request. See Chapter 6, blue pages 53-57 for examples of the 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 compli- ance with your Contract Agreement and ADA requirements. Post -Completion • At least once every five years an inspec- tion will be made to ensure that your park is well maintained, that the LW CF/ NCRGTF sign is still in place, that no ineligible items have been added within the project boundary, and that all ap- plicable LWCF/NCRGTF regulations are being met. This inspection is in compliance with the Contract Agree- ment that you signed with the State. reimbursement forms. XV. NOTIFY YOUR PROJECT OFFICER, IN WRITING, THAT THE PROJECT HAS XIII. THE ORGP DIRECTOR MAILS A LETTER BEEN COMPLETED. CONTAINING A PAYMENT WARRANT TO THE GRANTEE. • Order sign to be placed permanently at • Grantee will receive a warrant reimbursing them for the project site. approved project expenses, OR • Request the final inspection. • Grantee will receive a letter detailing additions or corrections before the reimbursement request can be processed, OR • Prepare final "as -built" site plan. • Grantee will receive a letter of notification that the request has Prepare updated park inventory form. been processed with exceptions. The letter will explain the See Chapter 7, page 58for an example exceptions, of blank park inventory form. XIV. ORGP STAFF WILL CONDUCT ON -SITE INSPECTIONS. ' Prepare the final reimbursement re - Progress quest. • This inspection is to check the progress of the project. If at any of the progress inspections it is noted that ADA guidelines If your project does not pass the final are not being followed, you will not receive any reimburse- inspection you will be sent a letter detail- ment requests until you are in compliance, ing the problem(s) with recommenda- tions for correcting the problem(s). 14 ;{ Phil t -I \i x.u.1 \II XI Gi ii'i 1-t k fut \1 Vi \k 2110. Your final reimbursement request will not be processed until all items noted above are received and approved. XVI. PARK DEDICATION OR RIBBON-CUTI1NG CEREMONY Once you have completed your project and the final inspection has been completed, 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 construction or those who assisted the city or county with the application process. This ceremony also encourages community awareness and promotes good community relations. 15 El 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 17 through 27 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 • 0MB 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) AgreementwiththeState.youhaveagreed • Americans with Disabilities Act of 1990 to cacti item of the General Provisions. • Clean Air Act of 1970 • Endangered Species Act of 1973 (P.L. 93-205) Please note that Part 1. (tern E indi- • Non-discrimination on the Basis of Handicap, Section 504. cates that wherever a term, condition, Rehabilitation Act of 1973 obligation, or requirement, listed in the • Flood Disaster Protection Act of 1973 General provisions refers to the State. • Historic Properties Preservation Act of 1966 (P.L. 89-665) such reference shall also apply to the • National Environmental Policy Act of 1969 (P.L. 91-190) grantee. except where it is clear from the • Uniform Relocation Assistance and Real Property Acquisi- nature of the term, condition, obligation. tion Policies Act of 1970 (P.L. 91-646) or requirement that it is to apply solely to • Executive Order 11246 (Equal Employment Opportunity the State. • Executive Order 11296 (Evaluation of Flood Hazard) • Executive Order 11288 (Prevention, Control and Abatement Also note that all references to the of Water Pollution) Land and Water Conservation Fund also • Copeland Anti -Kickback Act. apply to projects funded through the Natural and Cultural Resources Grant and Trust Fund. 16 ® FEDERAL REGULATIONS & GENERAL PROVISIONS LBWCF GRANTS MANUAL CHAPTER 660.3 ATTACHMENT B LAND AND WATER CONSERVATION FUND PROJECT AGREEMENT General Provisions Part I - Definitions A. The term "NPS" as used herein means the National Park Service, United States Department of the Interior. 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 clear from 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. 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. Manual Release 151 Replaces all preceding manual releases ' 17 q PR(rjci r \4nNncr a N F G1.n)l I 'k Put .11 1'I nit 21)11;r •' LBWCF GRANTS MANUAL 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 other than public outdoor recreation use but shall be maintained in public outdoor recreation in perpetuity or for 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 t reasonably equivalent usefulness and location. This replacement land becomes subject to Section 6(0(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 prior to its full term due to the existence of provisions in such lease known and agreed Ito 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 18 1 U FEDERAL REGULATIONS & GENERAL PROVISIONS LBWCF GRANTS 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 money furnished by the United States by way of assistance under the 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 under this 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 comply with the policies and procedures set forth in the Land and Water Conservation 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. 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 19 I • • • • Pu()uC I MAN\( L\lIN F Gcn,l. tuft Fist a Yi \u 21)05 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 Pan 12.41 12.92 (Administrative Requirements and Cost Principles for Assistance Programs), A 87 (Cost Principles for State and Local Governments). and Al 28 (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 AoDlication 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 authority to apply for the grant. and to finance and construct the proposed facilities. A resolution, motion or similar action has been duly adopted or passed authorizing the 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 acquired or developed by the project. Manual Release 151 Replaces all preceding manual releases I I I PK(jJI.C F NIANvl.l .vII \ CL IN i )I< 1'IS( \i YI .vH 2005 LSWCF 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. 3. 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 DOI Section 504 Regulations (43 CFR Part 17). The State will be responsible 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 III, the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646), 94 Stat. 1894 (1970), and the applicable Manual Release 151 Replaces all preceding manual releases 2l 1 lash Pltunrl NI w U.r u'Cl Grim lul; Fix l 11 to 211115 LBWCF GRANTS MANUAL CHAPTER 660.3 ATTACHMENT 8 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 93234. 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, rebate, subsidy. disaster assistance loan or grant, or any other form of direct or indirect Federal assistance. 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 assist the 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•I 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 22 fl FEDERAL REGULATIONS & GENERAL PROVISIONS LBWCF GRANTS MANUAL CHAPTER 660.3 ATTACHMENT 6 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, prior to 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 following the 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 Requirements: 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 23 I Pui jiir N'lA\',\( :P)n[Nl (:L.11)1 It FiM \I ii tr 211115 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 under the 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 may terminate 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 grantS 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 riot 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 24 I I1 iutiatuiturt TtI1e&d&.Nk1,JM Pi pNi Guiiw l(RFist 'L Yi.v:21)05 LBWCF GRANTS MANUAL CHAPTER 660.3 ATTACHMENT B a state of recreational usefulness agreed upon by the State and the Director or that all funds provided by the National Park Service be returned. 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: (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 officer or employee of Congress, or an employee of a Member of 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 25 I • :tI,EI au:Z.NI1flIRK1 Pin iii rNI\>.tr.i'i NI Ginn IrruPim a Vi\u2(I():r LSWCF GRANTS MANUAL CHAPTER 660.3 ATTACHMENT B by the completion and signing of Department of the Interior Form Dl- 1963, available from the National Park Service Regional Office. H. Provision of a Drug -Free Workplace 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 for a 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 PT1 U FEDERAL REGULATIONS & GENERAL PROVISIONS LBWCF GRANTS MANUAL CHAPTER 660.3 ATTACHMENTB (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 (t). 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 -1 955, available from the National Park Service Regional Office. Manual Release 151 Replaces all preceding manual releases 27 11 I IPIi UI1,tuJflic.J '•• • I'u niri \I \u.iw I G1 iin It W Iiva 1'i u: 2111: AMENDMENTS 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 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 of not 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. i Ii • • PRolI?Cr IN4ANAGI'.,UFN'I" GUIDE: FOR FISCAL YI .AR 2005 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 II and Title III of the Americans with Disabilities Act (ADA) of 1990. These requirements are listed below. If at any time during the project construction it is deter- mined that the project facilities do not comply with accessibility regulations, reimbursements will not be pro- cessed until all state and federal requirements are met. In no case will final reimbursement take place until a 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. 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. • 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 ABA Minimum Standards and Criteria booklet published by the Arkan- sas Building Authority 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. 29 I I'Ri )II( t\1\\'\t.I\II\I f,l I)I I i. I- I'" \I VI \I: 2IIIIa Ii 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. 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 grantees chief executive officer. ' Ifthe 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 ' usable, we can amend the Contract Agreement to delete the incomplete items. Provided that all requirernents of the previ- ous 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 consid- ered usable the grantee would have to develop it to a 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 he notified so that he or she can assist you in meeting these requirements. C IT II I , 30 FEDERAL REGULATIONS & GENERAL PROVISIONS OPERATION AND MAINTENANCE Property acquired or developed with assistance from the LWCF or NCRGTF must be operated and maintained as follows: • The property should appear attractive and inviting to the public. • Sanitation facilities should be maintained in accordance with applicable health standards. • Properties should be kept for public use. Fire prevention, lifeguards, etc., should be provided for proper public safety. • Buildings, roads, trails, and other structures and improve- ments must be kept in reasonable repair throughout their estimated lifetime to prevent undue deterioration and to recreational area or the type of users, such as "hunters only" or "hikers only". All such limitations must be in accord with the applicable Contract Agreement and amendments. Projects on land owned by or adja- cent to schools must have signs installed informing the public that the facilities are open to the general public. These signs should also indicate the times when the facilities are reserved exclusively forschool encourage public use. use. • The facilities must be kept open for public use at reasonable hours and times of the year, according to the type of area or facility. The grantee should post in a prominent location a sign indicating the times the facilities are available for public use. If the facilities are ever to be locked, such as seasonal facilities during winter, a sign must he posted stating the facilities are closed for winter and indicating when they will open again. However, before locking facilities (other than swimming pools during the off-season) for an extended period of time, 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 of why 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 The use of property acquired or de- veloped with assistance from the LWCF or NCRGTF may not be changed from the proposed and approved use unless prior approval is obtained from the State. In some instances, the State must in turn request such approval from the Depart- ment of the Interior. 31 tO FEDERAL REGLATIONS & GENERAL PROVISIONS SIGNS A permanent sign acknowledging receipt of LWC F or NC RGTF monies must be in place at your park site before the final reimbursement check can be issued. Prior to the final reim- bursement for your project, you must indicate in writing and/ or map the 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. If at some time the location should change, please notify our office. The design of the permanent sign is shown on blue pages 33-34. Projects that develop several sites must have a permanent sign at each site. If your project is for further development or expansion of an existing park that already has a permanent LWCF or NCRGTF acknowledgment sign, an- other 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 blue pages 33-34, Please anchor the sign firmly. Your community could incura lot of expense if you have to constantly replace the sign. There are no rules for a specific color or size: however, it must be large enough to be legible. Your community should consider placing directional signs for the park at major entrances to town and at any turn off points along the route to the park. Such signs help visitors and new community members locate your park. This is not a requirement, only a suggestion. The illustrations on the following pages show the signs required for LWCF and NCRGTF projects. BYa I '•IPR( UiJ i M:ANAGEN11 NI GLlur u Fis .vI Vi yr Z(IILr THIS PROJECT FUNDED IN COOPERATION WITH NATIONAL PARK SERVICE U.S. DEPARTMENT OF THE INTERIOR AND ARKANSAS DEPARTMENT OF PARKS AND TOURISM N�timW P►r! A COOPERATNE Land & PROJECT FOR OUTDOOR Cam Lion RECREATION FUM fi FEDERAL REGUTAIIONS & GENERAL PROVISIONS THIS PROJECT FUNDED IN PART BY THE REAL ESTATE TRANSFER TAX. 34 ACQUISITION OR COMBINATION PROJECT Upon receipt of appraisal approval for a project for acquisition 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 permits 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. project involves relocation must also sub- mit the appropriate relocation documen- tation with the request for reimburse- ment. This will include the following: 1. A copy of the written offer to purchase including a statement of just compen- sation. 2. Relocation Plan, advisoryservices pro- gram and appeals procedures where displacement occurred. 3. A statement of difference in value if Following the issuance of the Notification to Proceed, the the purchase price is greater than the grantee will have forty-five (45) calendar days to submit evi- approved appraisal of fair market value. dence that it has taken Title to the property. If you are unable 4. Documentation showing that the to take Title within 45 days, you must inform your project owner or his designated representa- officer in writing of the reason for the delay. This notification tive has been given an opportunity to must be submitted at least one week prior to the end of the 45- accompany the appraiser during his day period, inspection of the property. 5. Evidence that occupants of property After you have taken Title to the property you will have acquired, were furnished at the time sixty (60) calendar days to submit a request for reimbursement of initiation of negotiation, adequate for the acquisition costs. This requirement does not apply to information explaining their eligibil- combination projects where the property is being donated. The ity to payments under Title II of the request for reimbursement must include copies of the following: Act. 1. Deed 6. Copies of waivers where applicable. 2. Invoice for project sign 7. Appropriate claims forms and sup - 3. Cancelled checks (front and back) porting documentation. 4. Ten-year history of conveyance 8. Evidence of purchase price and title. 5. Title Opinion 6. Statement of Just Compensation Failure to comply with either of the above listed time limits will result in the If the project includes relocation, you must follow the withdrawal of all LWCF or NCRGTF procedures outlined in the Uniform Relocation Assistance and monies from the project. Real Property Acquisition Policies Act of 1970 (P.L. 91-646). Along with the above listed documentation, any grantee whose 35 ® ACQUISITION OR COMBINATION PROJECT APPRAISAL FORMATS NOTE TO APPRAISERS• Do not use Multi -purpose Supplemental Addendum for Federally Related Transactions forms or any type ofLand Appraisal forms. This must be a narrative appraisal. FORMAL APPRAISAL FORMAT Any project 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. The Formal Appraisal must cover the following: I. QUALIFICATIONS Statement of qualifications of all appraisers and/or technicians. contributing to the report. II. STATEMENT OF LIMFI'ING CONDrITONS 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. IV. 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 rezon- ing 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. 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 corn - parable lands having optimum uses. Dif- ferences shall be weighed and explained to show how they indicate the value of the land being appraised. IX. 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 36 ® ACQUISITION OR COMBINATION PROJECT 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 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. 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 the • 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 esti- mate from this approach. Three (3) comparable 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 of the 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 property. • That in his/her opinion, the market value of the taking as of (valuation date) is: $ • (Signature) • (Date Report Submitted) XV. 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 of the ap- praised 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 el- evation of the major improvements, plus any unusual features. When a large num- ber of buildings are involved, include duplicates, one picture may be used for each type. Views of the best comparable should be included whenever possible. kyi I ® ACQUISITION OR COMBINATION PROJECT Except for the overall view, photographs may he bound as pages VI. THE APPRAISER'S CERTIFICATION ' facing the discussion or description to which the photographs AND SIGNATURE: pertain. All graphic material shall include captions. • He/She has personally inspected the • Other Pertinent Exhibits property. • He/Shchas no present orcontemptated ABBREVIATED APPRAISAL FORMAT interest in the property. I. That in his/her opinion, the market Note To Appraisers value of the saki ng as of (valuation date) Do not use Multi -purpose Supplemental Addendum for is: $ I Federally Related Transactions forms or any type ofLand Appraisal forms. This must be a narrative appraisal. • (Signature) Any project that proposes the purchase of property with an anticipated value between $5.000 and $24.999 must include an ' Abbreviated Appraisal Report. The Abbreviated Appraisal Re- • (Date Report Submitted) port must cover the following: It. A BRIEF DESCRIPTION of the subject property: to include physical characteristics. VII. THE DATE THE VALUE present use, zoning, public utilities associated with the land, ESTIMATE APPLIES 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. VIII. A STATEMENT OF THE APPRAISERS EXPERIENCE AND QUALIFICATIONS 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 of value can be based on the individuals knowledge of land values, but should include a statement of the appraisers experience and qualifica- tions. Include a short description of the factors considered and the means by which a conclusion was reached. 38 I © PROCUREMENT, BIDDING, AND REIMBURSEMENTS ARKANSASCODE ANNOTATED(A.CA.)19-11-204,19-11-229, 19-11-230,19-11-231,19-11-234, AND 19-4-1405 PURCHASING REQUIREMENTS AND BID contact name and phone number or DOCUMENTS REQUIRED FOR MATERIALS address of the firms contacted, and the (COMMODITIES)ONLY date contacted. Each bid, together • Include all similar materials for the entire project. with the name of the bidder, shall be recorded on a bid tabulation sheet and • Purchases for similar materials (commodities) that do not exceed $5,000 may be purchased on the open market, see A.C.A. §19-11-231. • All purchases will be awarded to the responsible bidder who has submitted the lowest bid that meets the requirements, criteria, and specifications. Delivery time must be reasonable • and consistent with current industry norms. • Competitive bids must be secured for similar material (com- modity) that exceeds $5,000 and is less than or equal to $25,000. Competitive Bidding A.C.A. §19-11-234 Definition: "Competitive bidding" is a method of purchasing that requires obtaining bids by: A) Direct mail request to prospective bidders and obtaining written bids; or B) Telephone request to prospective bidders and obtaining written bids; or C) Written form request to prospective bidders and obtaining written bids; or D) Fax request to prospective bidders and obtaining written bids. (1) You must have a minimum of three (3) competitive bids. If three (3) competitive bids are not obtained, you must include the names of at least three (3) firms contacted in attempting to obtain competitive bids. Please include the open to public inspection. (2) Only firms that sell the type of mate- rial (commodity) or provide the type of labor (service) to be purchased will be contacted. Bids may be solicited from vendors within the city, county, state, or country. Several (multiple) purchases of $5,000 or less, made by the Grantee, to circumvent bid limits will be a violation of state purchasing proce- dures. The grantee will not be reim- bursed for expenditures that violate these procedures. • Competitive "sealed" bids must be se- cured for similar materials (commodi- ties) that exceeds $25,000. Competitive Sealed Bidding A.C.A.§19-11-229 Definition: "Competitive sealed bidding," means a method of purchasing that re- quires: (1) Issuance of an invitation for bids with a purchase description and all con- tractual terms and conditions appli- cable to the purchase; 39 II ® PRDGUREm6Yf. BIDDING, AND RMIBUR5E.Iu4n (2) Public opening of bids at a pre -designated time and place; goods and/or services to be procured a (3) Acceptance of a bid without alteration or correction (you second time. The second bid opening must notify your Project Officer if alteration or corrections date will be established in accordance are needed): with the previous regulations. (4) Award to the responsive and responsible bidder who has submitted the lowest bid that meets the requirements and PURCHASING REQUIREMENTS criteria set forth in the invitation for bids; and AND BID DOCUMENTS REQUIRED (5) Public notice. FOR LABOR SERVICES) ONLY • Include all similar labor (services) for • A notice for bid must be placed at least once (I) in a newspaper with general circulation in the state. The notice must be published one (1) time, at least five (5) days. but no more than thirty (30) days prior to the date for the opening of bids. • The notice will include a general description of the materials (commodities) to be purchased, state where invitations for bid may be obtained, and include the notice that federal (state) funds are being used in the project. A 5% bid guarantee. Is to be sent with each proposal, if the bid is in excess of $20,000. • Bids will be opened publicly in the presence of one (1) or more witnesses at the time and place designated in the invitation for bids. Each bid, together with the name of the bidder, shall be recorded on a bid tabulation sheet and open to public inspection. Bids are to be evaluated based on the requirements set forth in the invitation for bids. The invita- tion for bid must include the evaluation criteria. No criteria may be used in bid evaluation that were riot set forth in the invitation for bids. The contract will be awarded with reason- able promptness by written notice to the lowest responsible bidderwhose bid meets the requirementsand criteriaset forth in the invitation for bids. I You must take the lowest bid submitted that meets your I specifications and requirements. You will riot be reimbursed for expenditures that do not follow these regulations. • If, after having advertised for bids, no bids are received by the date of the bid opening. the grantee must advertise for the ' 40 the entire project. • Purchases for similar labor (services) that do not exceed $5,000 may be pur- chased on the open market, see A.C.A. §19-I1-231. • All purchases will he awarded to the responsible bidder who has submitted the lowest bid that meets the require- ments, criteria, and specifications. De- livery time must be reasonable and con- sistent with current industry norms. • Competitive bids must be secured for similar labor (services) that exceeds $5,000 and is less than or equal to $25.000. Competitive Bidding A.C.A. §19-11-234 Definition: "Competitive bidding is a method ofpurchasing (acquiring services) that requires obtaining bids by: A) Direct mail request to prospective bid- ders and obtaining written bids: or B) Telephone request to prospective bid- ders and obtaining written bids: or C) Written form request to prospective bidders and obtaining written bids: or D) Fax request to prospective bidders and obtaining written bids. II PROCUREMENT, BIDDING, AND Ru.mmE iuirs (1) You must have a minimum of three (3) competitive bids. If three (3) competitive bids are not obtained, you must include the names of at least three (3) firms contacted in attempting to obtain competitive bids. Please include the contact name and phone number or address of the firms contacted, and the date contacted. Each bid, together with the name of the bidder, shall be recorded on a bid tabulation sheet and open to public inspection. (2) Only firms that offer the type of labor (services) or provide the type of labor (service) to be purchased will be contacted. Bids may be solicited from vendors within the city, county, state, or country. Several (multiple) purchases of $5,000 or less, made by the Grantee, to circumvent bid limits will be a violation ofstate- purchasing procedures. The grantee will not be reimbursed for expenditures that violate these procedures. • Competitive "sealed" bids must be secured for similar labor (services) that exceeds $25,000. Competitive Sealed Bidding A.C.A. §19-11-229 Definition: "Competitive sealed bidding," means a method of purchasing (acquiring) that requires: (1) Issuance of an invitation for bids with a purchase (acquiring) of labor (services) description and all contractual terms and conditions applicable to the purchase; (2) Public opening of bids at a pre -designated time and place; (3) Acceptance of a bid without alteration or correction (you must notify your Project Officer if alteration or corrections are needed); (4) Award to the responsive and responsible bidder who has submitted the lowest bid that meets the requirements and criteria set forth in the invitation for bids; and (5) Public notice. • A notice for bid must be placed at least once (1) in a newspaper with general circulation in the state. The notice must be published one (1) time, at least five (5) days, but no more than thirty (30) days prior to the date for the opening of bids. • The notice will include a general de- scription of the labor (services) to be purchased (acquired), state where invi- tations for bid may be obtained, and include the notice that federal (state) funds are being used in the project. • Bids will be opened publicly in the presence of one (1) or more witnesses at the time and place designated in the invitation for bids. Each bid, together with the name of the bidder, shall be recorded on a bid tabulation sheet and open to public inspection. Bids are to be evaluated based on the requirements set forth in the invitation for bids. The invitation for bid must include the evalu- ation criteria. No criteria may be used in bid evaluation that were not set forth in the invitation for bids. The contract will be awarded with reasonable prompt- ness by written notice to the lowest responsible bidder whose bid meets the requirements and criteria set forth in the invitation for bids. You must take the lowest bid submitted that meets your specifications and re- quirements. You will not be reimbursed for expenditures that do not follow these regulations. • If, after having advertised for bids, no bids are received by the date of the bid opening, the grantee must advertise for the goods and/or services to be pro- cured a second time. The second bid 1 1 1 1 41 0 Pat,uri \4axacIXIINI (..ia1)1 Hoc Fiu a 1i 1:21111. opening date will be established in accordance with the previous regulations. IN THE EVENT ALL BIDS EXCEED A VAILABLE FUNDS, YOU MUST NOTIFY YOUR PROJECT OFFICER. BID DOCUMENTS REQUIRED FOR MATERIALS AND LABOR (TURN -KEY PROJECTS) • Small order contracts for materials and labor (turn -key job) that do not exceed $5.000 may 1w. obtained on the open market. see A.C.A. § 19-11-231. Several (multiple)purchasesof$S,000orless, made by the Grantee, to circumvent bid limits will be a violation of state purchasing procedures. The grantee will not be reimbursed for expenditures that violate these proce- dures. • Contracts above$ 5.000 and below $20.000 for materials and labor (turn -key job) will be by competitive bids. Competitive Bidding A.C.A. §19-11-234 Definition: `Competitive bidding" is a method of purchasing that requires obtaining bids by: A) Direct mail request to prospective bidders and obtaining written bids; or B) Telephone request to prospective bidders and obtaining written bids: or C) Written form request to prospective bidders and obtaining written bids: or D) Fax request to prospective bidders and ohtaining written bids. (1) You must have a minimum of four (4) competitive bids. If four (4) competitive bids are not obtained, you must include the names of at least four (4) firms contacted in attempting to obtain competitive bids. Please include the contact name and phone number or address of the firms contacted, and the date contacted. (2) Only firms that provide the type of material and labor to be contracted will be contacted. Bids may be solic- ited from vendors within the city, county, state, or country. Competitive Sealed Bidding A.C.A. §19-4-1405 • Competitive "sealed" bids roust be se- cured for materials and labor (turn -key jobs) that equals or exceeds $20,000. Definition: "Competitivesealed bidding, means a method of purchasing that re- quires: (1) Issuance of an invitation for bids with a purchase description and all con- tractual terms and conditions appli- cable to the purchase: (2) Public opening of bids at a pre -desig- nated time and place; (3) Acceptance of a bid without alteration or correction (you must notify your Project Officer if alteration or correc- tions are needed); (4) Award to the responsive and respon- sible bidder who has submitted the lowest bid that meets the require- ments and criteria set forth in the invitation for bids: and (5) Public notice. • A notice for hid must be placed at least once (I) a week for one (1) week for projects $20,000 to $49,999 in a news- paper with general circulation in the county where the project is located. • A notice for bid must be placed at least once (1) a week for two (2) consecutive 42 I 11 Pro.p:c r A9AN:u:Nn[NI Cuu)i; rent Piss i. Yi,\i< 2005 weeks for projects over $50,000 in a newspaper with general • Performance and payment bonds will circulation in the county where the project is located. The be required if the contract is over notice must be published at least seven (7) days, but no more $20,000. The bonds will be for the than thirty (30) days prior to the date for the opening of bids. completion of the construction. free of all liens and encumbrances and for the • For a bid advertisement that requires two insertions, the last insertion will be not less than one (1) week prior to the date on which the bids are to be received. • The notice should include a general description of the mate- rials and labor to be contracted and: • Provide for the receipt of sealed bids; • Set the time and place where the bids will be received; • Contain the amount of the bid bond. A 5% bid guarantee is to be sent with each proposal, if the bid is in excess of $20,000; • Specify where copies of the plans and specifications and a draft of the proposed contract can be obtained for examina- tion; and • Contain other information and requirements as necessary. • Bids will be opened publicly in the presence of one (1) or more witnesses at the time and place designated in the invitation for bids. Each bid, together with the name of the bidder, shall be recorded on a bid tabulation sheet and open to public inspection. Bids are to be evaluated based on the requirements set forth in the instruction to bidders. These instructions must include all the evaluation criteria. No criteria may be used in bid evaluation that is not included in these instructions. The contract will be awarded with reason- able promptness by written notice to the lowest responsible bidder whose bid meets the requirements and criteria set forth in the instruction to bidders. A 5% bid bond is required and must accompany each bid. The bid will be void unless accompanied by a cashier's check drawn upon a bank or trust company doing business in the state or by a corporate bid bond. protection of the grantee against all liability for injury to persons or damage to, and loss of property in the course of the work project. The bond must be filed in the county where the work is to be done. The Contract Award will not be issued until the performance bond is received and filed. All contracts will be awarded to the re- sponsible bidder who has submitted the lowest bid that meets the requirements, criteria, and specifications. You must take the lowest bid submit- ted that meets your specifications and requirements. You will not be reimbursed for contracts that do not follow these regulations. OVER $20,000 BID PROPOSALS AND/OR CONTRACTS IN THE EVENT ALL BIDS EX- CEED AVAILABLE FUNDS, YOU MUST NOTIFY YOUR PROJECT OFFICER. OVER $20,000 BID PROPOSALS AND OR CONTRACTS (ARKANSAS CODE ANNOTATED 18-44- 503, 18-44-506, 18-44-507, 22-9- 401, 22-9-402, 22-9-403) • A 5% bid guarantee is to be sent with each proposal, if the bid is in excess of $20,000. 43 ID Ppcx uwthm, BIDDL%, LND Rmi6URSEMETh ' • A successful bidder shall furnish a Performance Payment bond within 10 days after receipt of the Owners Intent to Award notice. Failure to furnish the required bonds may ' cause forfeiture of bid guarantee to the owner as liquidated damages. ' • The Contractor shall furnish a "Performance and Payment Bond" In the amount equal to 100% of the contract price as security for the faithful performance of this contract and for ' payment of all indebtedness for labor and materials furnished or performed in connection with this contract. The bond shall be written by a surety company which is qualified and is ' authorized licensed by the Insurance Commissioner to repre- sent the surety company executing said bond and filing with said bond, his power of attorney as his authority. The mere countersigning of a bond will not be sufficient. The bond shall be written in favor of the owner and executed. The ' contractorshall file (not record) the original with the Clerk in the Circuit Court of the County in which the work to be performed is located. The contractor is to pay all expense ' incident to the filing of the bond. Two copies of the bond should be certified by the Clerk to evidence the filing of the original. One copy shall remain with the contractor and one copy provided to the Owner. ' • Contractors must be licensed the day the project bids. All bidders shall conform to the requirements of Arkansas Code Annotated 17-25-101 et.seq. Arkansas State Licensing Law for Contractors. • There shall be only one (I) bid submitted per State Contrac- ' tors License. Each bid received shall contain the license for that bidder to do business in the State of Arkansas. ' • If, after having advertised for bids. no bids are received by the date of the bid opening. the grantee must advertise for the goods and/or services to be procured a second time. The second bid opening date will be established in accordance with the previous regulations. Act 321 of 1985 provides that public construction involving the expenditure of $25,000 or more must be conducted under the supervision of a registered pro- fessional engineer and the expenditure of $100,000 or more must be conducted under the supervision of a registered architect. PURCHASES AND BID DOCUMENTS REQUIRED FOR MATERIALS ONLY, LABOR ONLY, OR TURN -KEY PROJECTS UTILIZING "REQUESTS FOR PROPOSALS" § 19-11-230 Competitive Sealed Proposals Definition: "Competitive sealed propos- als" meansa method of procurement that involves, but is not limited to: (I) Solicitation of proposals through a request for proposals; (2) Submission of cost or pricing data from the offeror where required: (3) Discussion with responsible offerors whose proposals have been determined to be reasonably susceptible to being selected for award: and (4) An award made to the responsible offeror whose proposal is determined in writing to be the most advanta- geous considering price and evalua- tion factors set for the in the request for proposals. When, tinder regulations promulgated by the State Procurement Director, the director determines in writing that the ' 44 ® PROCUREMEM, BIDDING, MD REIMBURSEMEMS use of competitive sealed bidding is not practicable and advan- tageous, a contract may be awarded by competitive sealed proposals. Public notice of the request for proposals shall be given in the same manner as provided in § 19-11-229(d), which refers to public notice of "competitive sealed bidding" PURCHASES AND BID DOCUMENTS REQUIRED FOR MATERIALS ONLY, LABOR ONLY, OR TURN -KEY PROJECTS UTILIZING "REQUESTS FOR PROPOSALS" § 19-11-230 Competitive Sealed Proposals Definition: "Competitive sealed proposals" means a method of procurement that involves, but is not limited to: (1) Solicitation of proposals through a request for proposals; (2) Submission of cost or pricing data from the offeror where required; (3) Discussion with responsible offerors whose proposals have been determined to be reasonably susceptible to being selected for award; and (4) An award made to the responsible offeror whose proposal is determined in writing to be the most advantageous consid- ering price and evaluation factors set for the in the request for proposals. When, under regulations promulgated by the State Procure- ment Director, the director determines in writing that the use of competitive sealed bidding is not practicable and advanta- geous, a contract may be awarded by competitive sealed proposals. Public notice of the request for proposals shall be given in the same manner as provided in § 19-11-229(d), which refers to public notice of "competitive sealed bidding" 45 i I ® PRccuRFME\T, BIDDING, AND RF. NB T6wESIS ' SAMPLE NEWSPAPER BID FOR MATERIALS ONLY ' STATEWIDE NEWSPAPER ' Sun State News 999 Anyplace Street Anywhere, Arkansas 90000 1 I Insertion Date: February 20,2005 Public Notice Contact: Amy Small Phone: 501-999-9999 Fax: 501-000-0000 ' The City of Smallville is accepting bids on the purchase of a modular play structure designed to accommodate 30-35 children. 5 to 12 years of age; with a minimum of 15 play activities. Bids will also be accepted for the purchase of fill material to place underneath the structure, to consist of 3 (three) inches of ' pea gravel covered by 9 (nine) inches of compressed wood fibers, and on the purchase of borders to contain the fill material. All persons wishing to provide the above items must meet additional specifications contained in the instruction to bidders. The Instructions to Bidder" packets may be obtained from the office of Sun Planning District. Post Office Box 888. Smallville, Arkansas 90000, or by calling 501-999-9999. Requests for additional information maybe directed to Amy Small at the Planning District or the above listed telephone number. Bids must be returned to the Sun Planning District office no later than 10:00 a.m. on March 14, 2005, and must be clearly marked Smaliville Park Bid -SEALED BID. State (or Federal) funds are being used in this project and all Federal and State regulations apply. Minority and women owned businesses are encouraged to bid. John Small, Mayor Send Billing and Proof of Publication to: The Honorable John Small Mayor of Smallville City Hall Smallville, Arkansas 90000 46 U PROCUREMENT, BIDDING, AND REIMRURSFMEMS SAMPLE NEWSPAPER BID FOR LABOR ONLY STATEWIDE NEWSPAPER Sun State News 999 Anyplace Street Anywhere, Arkansas 90000 Insertion Date: February 20, 2005 Public Notice PIilllec r MnNI,ENII y 1 CI iul rlm. FISC.SI \'I\u 20051 Contact: Amy Small Phone: 501-999-9999 Fax:501-000-0000 The City of Smallville is accepting bids on the installation of a modular play structure to accommodate 30- 35 children, 5 to 12 years of age; with a minimum of 15 play activities. Bids will also be accepted for the installation of fill material to place underneath the structure, to consist of 3 (three) inches of pea gravel covered by 9 (nine) inches of compressed wood fibers, and on the installation of borders to contain the fill material. All persons wishing to provide the above items must meet additional specifications contained in the instruction to bidders. The "Instructions to Bidder" packets may be obtained from the office of Sun Planning District, Post Office Box 888, Smallville, Arkansas 90000, or by calling 501-999-9999. Requests for additional information may be directed to Amy Small at the Planning District or the above listed telephone number. Bids must be returned to the Sun Planning District office no later than 10:00 a.m. on March 14, 2005, and must be clearly marked "Smallville Park Bid - SEALED BID. State (or Federal) funds are being used in this project and all Federal and State regulations apply. Minority and women owned businesses are encouraged to bid. John Small, Mayor Send Billing and Proof of Publication to: The Honorable John Small Mayor of Smallville City Hall Smallville, Arkansas 90000 47 ® PEX:uRalfxr, Biw c Aw Rmieurzuk+r,\is SAMPLE NEWSPAPER BID FOR MATERIALS AND LABOR (TURN -KEY PROJECT) COUNTYWIDE NEWSPAPER Sun County News 999 Anyplace Street Smallville, Arkansas 90000 Contact: Amy Small Phone: 501-999-9999 Fax: 501-000-0000 Insertion Date: February 20, 2005 Public Notice The City of Smallville is accepting bids on the purchase and installation of a modular play structure designed to accommodate 30-35 children, 5 to 12 years of age; with a minimum of 15 play activities. Bids will also be accepted for the purchase and installation of fill material to place underneath the structure, to consist of 3 (three) inches of pea gravel covered by 9 (nine) inches of compressed wood fibers, and on the purchase and installation of borders to contain the fill material. All persons wishing to provide the above items must meet additional specifications contained in the Instruction to bidders. `Instructions to Bidder" packets may be obtained from the office of Sun Planning District, Post Office Box 888. Smallville. Arkansas 90000, or by calling 501-999-9999. Requests for additional information may be directed to Amy Small at the Planning District or the above listed telephone number. Bids must be returned to Sun Planning District office no later than 10:00a.m. on March 14, 2005. and must be clearly marked "Smallville Park Bid -SEALED BID. State. (or Federal) funds are being used in this project and all Federal and State regulations apply. Minority and women owned businesses are encouraged to bid. John Small, Mayor Send Billing and Proof of Publication to: The Honorable John Small Mayor of Smallville City Hall Smallville, Arkansas 90000 I' 48 I G '•� :iii �' •,y SAMPLE NEWSPAPER ADVERTISEMENT REQUEST FOR PROPOSALS STATEWIDE NEWSPAPER Sun State News 999 Anyplace Street Anywhere, Arkansas 90000 Contact: Amy Small Phone: 501-999-9999 Fax: 50 1-000-0000 Insertion Date: February 20, 2005 Public Notice The City of Smallville is accepting proposals on the purchase of a modular play structure (for children 5 to 12 years of age) and safety impact surfacing sufficient to accommodate the play structure. All persons wishing to provide the above items must meet additional specifications contained in the notice to bidders. The "Notice to Bidder" packets may be obtained from the office of Sun Planning District, Post Office Box 888, Smallville, Arkansas 90000, or by calling 501-999-9999. Requests for additional information maybe directed to Amy Small at the Planning District or the above listed telephone number. Bid proposals must be returned to the Sun Planning District office no later than 10:00 a.m. on March 14, 2005, and must be clearly marked Smallville Park Playground Proposal -SEALED BID PROPOSAL. State (or Federal) funds are being used in this project and all Federal and State regulations apply. Minority and women owned businesses are encouraged to bid. John Small, Mayor Send Billing and Proof of Publication to: The Honorable John Small Mayor of Smallville City Hall Smallville, Arkansas 90000 I n I I u fl Li I I u I l 1 I 1 1 49 , ® PROafREt1E\7, BDC, AND REIAiBUR$ENF.NrB 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 documented 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 ac- ceptance of the donation. The calculations for donated labor wage rates should be based on local Employment Security Wage Rates for general labor, 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 reimbursement for equivalent amounts ofpaid labor, equipment, and materials matching your donated value. Please remember that you can only receive reimbursement up to the total amount ofactual cash that you expend. When labor, equipment, and materialsare supplied by the local government, this value is treated in the same manner as other cash expenditures. Documentation should includethegrantee's employee time sheets and appropriate statements for use of local government equipment and materials. 50 Cancelled payroll checks are not required, but should be available through your records for possible audits. Force account billings are treated differently from do- nated value because they are actual ex- penses to the city/county. The total amount of donated value allow- able on your project may not exceed the amount of donated value listed in your project application. For example, sup- pose your applicat ion 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 value to the project. ® PROCUREMENT, BIDDING, AND REIMBURSFMEMs REIMBURSEMENT The reimbursement request checklist will provide most of the information needed about a reimbursement. The State has established a few additional guidelines to hold down its administrative costs. A reimbursement request for less than twenty percent (20%) of the total project amount may be held and combined with a subsequent one. The final twenty per- cent (20%) of the total project cost will not be reimbursed until the final inspection is complete and the project is ready to be closed. Requests for reimbursement should be submitted at least every three months. Reimbursements usually require four to six weeks to process after receipt of the request, provid- ing 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 of goods 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 reimbursement until you have submitted a final "as- built" site plan and have notified the project officer (in writing) that the project has been completed. REIMBURSEMENT REQUEST CHECKLIST I. All requests for reimbursement must be ad- dressed to: Outdoor Recreation Grants Program Arkansas Department of Parks and Tourism One Capitol Mall Little Rock, Arkansas 72201 2. Include a cover letter requesting reimburse- ment. This letter must include the project number, total dollar amount requested, 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, clear copies of all itemized invoices (not billing statements) must be attached to the check or checks they represent. If the invoices are not itemized or cannot be clearly read they will be returned to you unpaid. Invoices must be itemized, contain the name (not the part number) of the item pur- chased, the number of items purchased, the unit cost, the total cost of the items and tax if applicable. The vendor's name and ad- dress must be on the invoice. 4. Invoices for similar materials or similar labor that total $5,001 and are less than or equal to $25,000 must include copies of the three (3) competitive quote bids and a bid tabulation form as documentation the project was bid as required. _ 5. Invoices for similar materials or similar labor that total $25,000 and above must be accom- panied by a copy of the contract, bid tabulation sheet, copies of all bids received, and proof of advertising in a statewide newspaper. 51 (i Pkt ULC t \'1.\\.\c.I'.\II \ I (.,t II )I I t'i 1:1st \I Vi \I: Lllll5 6. Invoices for materials and labor (turn -key project) that total $5.001 arid are less than or equal to $20,000 must include copies of the four (4) competitive quote bids and a bid tabulation form as documentation the pro- ject was bid as required. 7. Invoices for materials and labor (turn -key project) that total $20.001 to $50.000 must be accompanied by a copy of the contract. bid tabulation sheet, copies of all bids re- ceived, and proof of advertising once in a newspaper that has countywide circulation in the county where the work is to be per- formed. 8. Invoices for materials and labor (turn -key project) that total $50.001 and above must be accompanied by a copy of the contract• bid tabulation sheet, copies of all bids re- ceived• and proof of advertising once a week for two consecutive weeks in a newspaper that has countywide circulation in the county where the work is to be performed. 9. Submit the Reimbursement Summary Sheet with the Project Title, Project Number, Request Number, and Current Date. Enter the budgeted line item (from your approved budget). enter the reference number (either the check number or the number from your donated value sheet or City/County value sheet), and the total amount of the check if applicable. Your expenses should he listed in the appropriate columns depending on each expenditure. Total each column (except check amount). The sum of each individual column should equal the sum of the line total column. 10. Supply copies of both sides of all canceled checks. _ 11. Please package the request in the following order: a. Cover Letter b. Reimbursement Summary Sheet c. Checks/Invoices d. Requests for in -kind credits Related items (checks and invoices) should be stapled together in the order they appear on the reimburse- ment summary street. 12. The name and telephone number of the person who can answer questions about the request should appear somewhere on the cover letter. _ 13. Only costs incurred during the contract period are eligible for reimbursement. Any reimbursements received in the ORGP office that do not follow the format and do not contain the correct bid documentation in this chapter will be returned to the grantee. Please check your requests and make sure that the requests are in the correct format and that you include all bid documents. Sample copies of the reimbursement forms are lo- cated on pages 53 through 57. 52 a PRocUREMEM, BIDDING, M'D REIMBURSEMEM$ O 000 OOO e O N _ O O O M OOO F O MM A M d M oO O M a M ('J O) )O N ' N N M C cc C" Og e C U) o �g m v � E n Cr- • • O S S 8 W S O O O M M • n O OO N N E m O M N O A E ;g � Z m at m v m z,- 0 0 0 U • q O O S O e in W O M •y; M N N {O N N cc gE O C L uo s O O M r E N E m≤ m rn z' R S. mC C` r ,- V) W f r' f' I- r —a Z E m M V U U • a Q O M M z r r e. > CO T CO T CO m 0 0 a m O 0 0 U f y y) c y) , m TEl ogygy`m Y C C o a V1 7 N a LL a N LL as a r 53 ® PR(XUREML\T. BIDDING, AND E1M8UWeMh f e IC a z a a 8 8 8 8 o m a � m 'ar N r r N O O O �O u0i n p O 8 I" cO 2 Z N Oi r m m O r r E 2 � o m m w w LL N o N f= N N 0 O L v 6 m L V. - • a v C v v • Y m 3 m m m m m m C m m m O Z` 3 _ . - 3 �se d a $ m 3 n m 3 a as O % • a ' a m E 4 V� hN 3g a V1 2 w ow O CO h c c O4 O B ap m a O 2 0 y 2 0 a s m 8 8 8 10 m ( m 4.--- - A < V C O c 0 C F C O LL G I- + • m Fm I 54 O PKUJI':Cf N'(r\iN,\GI,\IISNr ii Ulu.: l uR FISG\I, it FI2 2005 Sheet# L - sr r Project Name and Number Smallville City Park r r r , r R A -99999 -O5 -SC AIN FOR AUDIT Name of Person Contributing Donated Time Dusty Rhodes FKInd of Work Performi lumber, Mason, etc.j aborer/Picnic Area (Laborer, 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 skillet in the work he is performing on the project (i.e., plumber doing work on pipes, mason doing work on a brick building). When d] s is the case, the wage rate this individual is normally paid for performing his service may be charged to the project. A gener ii laborer's wages may be charged in the amount of that which the city or county in the immediate area pay their city emplofor performing similar duties. i Date Time of Work Stag End Start End Total Work Hours Hourly Rate Value of Donation* 6/11/95 2:30 4:30 2 5.15 I 10.30 6/17/95 9:00 11:30 1:30 3:30 4.5 5.15 23.18 1 Total Value of Donation --------------------33.48 Signature Required Verifying Record Date Signature of Person Donating Time Date Supervisor Verifying Accuracy Date ` Hours x hourly rate 55 (i ''r •n i •('IOII('I'V)AN\(.I,\1ENI'(.I.'11)1 Iihlm \1 it\I<21)1)5 Sheet I E- 1 r r RETAIN FOR AUDIT Project Name and Number SmalMlle City Park A 9999905SC Project Element Parking/Driveway Donor Date of Donation 6/9/05 Type and Size of Equipment 580C Backhoe (Case) Total Hours of Uas 10 Hourly Rate 4000 Value of Donation 400.00 Equipment Operator's Signature Total Value of Donation — — — — — — ---- - 400.00 Verifying Official's Signature Date • Hours of use x hourly rate 56 6 ''r i rr r ' t : • PROJECT M,vN�,�c.e�u_n I Cuii i rint l'IscAu Yr:vR 2005 Sheet # M- 1 r r RETAIN FOR AUDIT Project Name and Number Project Element Smallville City Park A -9999905 -SC Sidewalks/Parking Donor Rocky's Gravel & Concrete Company Description of Material Donated Date of Fair Basis of Value Donation Value 12 Tons SB-2 6/4/05 300.00 Market 20 Yards Concrete 6/4/05 450.00 Market Donation value is current market price of SB-2 and concrete. Rocky Road, Owner Rocky's Gravel & Concrete Company Total Value of Donation ------------ 750.00 Verifying Official's Signature Date 57 7 • PIC'IJ( I N-I.\N\LI%I \\i Gi nn Il IM.\I Yi v;ZIm5 Name of Park\Recreaton Site Closest Major Highway Site Location\Address City County Operating. Agency Owner SIZE OF THE AREA Recreational Land Area (acres) ..... ....................................... ... .._......... .........................-- Recreational Water Area (acres)................................................._............._._................_..........._ Is Fishing Permitted? .. ..... .. _ IsBoating Permitted? .................................. ..............................__.......... _....... ..............._ PLAYING FIELDS Baseball/softball fields - Unlighted (number)......_..._..........................__..._..............................._ Baseball/softball fields - Lighted (number)................................................................................. _ Soccer Fields - Lighted (number)..................................................._............................................_ Soccer Fields - Unlighted (number)..................................................._..... __.............__.......-- Open Space Acres (number) .........................._......... .................................................. COURTS Tennis Courts - Unlighted (number)............................................................................................._ Tennis Courts - Lighted (number)............................................................................................. _ Basketball Courts - Unlighted (number) ..................... ............... ......... ........._................._ Basketball Courts - Lighted (number)..................................__................__..........._.... _............._ GOLF 18 Hole Golf Courses (number)..........................................................................................._ 9 Hole Golf Courses (number) .. ..... ................._. _... _........ .... .......... Miniature Golf/Putt-Putt Courses (number) ................ _.. ..... __.. ... ... ... _........_............_ Golf Driving Ranges (number) ................ _ __. .. .... ._....................__. Disk Golf Courses (number)...................._.............................................. ... ................._..._ SWIMMING Swimming (number of pools) ................................ ... ..............._............ ...... .... ............ _ Swimming (total sq U. area of pools) ......................... Non -Pool Swimming Areas (lake. river) (number)._..................._......................._....................._.._ Water Play Areas (splash pads. water slides etc) (number) ............_...._... — PLAYGROUNDS Multi•station Play Structures (number) ......................................................................................... Individual Pieces of Play Equip. (swings, spring animal. etc.) (number) ............................................ _ TRAILS Paved Trails (number) ._.. .... ... _.................................................................._........................-- PavedTrails (miles) ....................... ......... ......... ..... ...... _.............................................. 58 7 • PNOJECI MANACI MIA I CLIVE FOR FIS( \I. YiAR 2005 UnpavedTrails (number)................................................................................................................._ UnpavedTrails (miles).................................................................................................................... ATVTrails (number)........................................................................................................................_ ATVTrails (miles)........................................................................................................................... Other Trails (list) WATER ACCESS Fishing Piers or Docks (total number).................................................................................... ......._ Boating (number of launching ramps)..................................................................................... ......._ Marina (number of slips or stalls)..................................................................................................._ CAMPING Camping - W/Utilities (number of sites).........................................................................................._ Camping- Other (number of sites).................................................................................................._ PICNIC FACILITIES Pavilions(number)........................................................................................................................._ Picnicsites (number)..................................................................................................................... OTHER FACILITIES Skate Park (bowls, ramps, or half -pipes etc.) (number of sites).......................................................... BMX Tracks (number of sites)........................................................................................................._ Amphitheater(number)...................................................................................................................— Paved Vehicle Parking (number of spaces)......................................................................................._ Un-Paved Vehicle Parking (number of spaces).................................................................................._ List other developed outdoor recreation facilities on the site _ List any other enclosed buildings on the site such as Restroom s, Concession Stands, Community Centers, Recreation Centers, Library, etc. DESCRIBE THIS PARK New Park (const. within the past 5 years)........................................................................................_ Park is in overall good condition (was completed within 5-10 ago) ...................................................... Park is in overall good condition (was const. over 10 yrs ago)............................................................ Park is in overall good condition (some facilities need repairs or upgrading) ........................................ Park is serviceable (needs several facilities repaired or upgraded)..................................................... All facilities provide barrier -free access............................................................................................__ Most facilities provide barrier -free access........................................................................................_ Some facilities provide barrier -free access......................................................................................._ Most facilities do not provide barrier -free access.............................................................................._ Comments? Mayor / County 59 I • Pauieci N'l\N,\C.IAII.NrCi iui IL t IlM a 11 'w 2(0)5 SAMPLE OF CROSS-SECTION Extend Structural Subgrade Construct Trail Surfaces 4" -6" Beyond Fdge Of With A Minimum Of Pavement & Slope To 1/4" Per Foot Cross 2" Asphalt Surface Surface \ Slope For Drainage z Compacted Subgrade Slope Adjacent Soil To Edge Of Trail Surface Li 2"- 4" Concrete Wearing Surface Loose Material Surface Structural Subgrade (4" - 6" of compacted subbase aggregate) 2" x 6" Treated Pine =III Edging To Contain Loose Material — IIII_ .1 I = J4 =1 Anchor With 2" x 2" x18" Treated Stakes 4 - 0" Apart — Recommend Placement Of Various Other Materials Landscape Filter Fabric Between May Also Be Used Compacted & Structural Subgrade TYPICAL TRAIL SURFACES Compacted Subgrade Structural Subgrade, If Necessary For Stability (4" - 6" of compacted subbase aggregate) Compacted Subgrade 60 8 � • Pizulrc r L11 v.N.u,I vu.cr CL'iui i OR FIN ,yI ii U< 211115 ARKANSAS RECREATIONAL EQUIPMENT VENDORS May Recreation Equipment Company Keith Kerfoot 144708 Jerome Drive Little Rock, Arkansas 72223 Phone: (501) 224-8654 Fax: (501) 224-3845 E-mail: Keith@maytecreation.com Arkoma Playgrounds & Supply Becky Thompson 93 Colt Square, Suite 5 Fayetteville, Arkansas 72703 Voice: (479) 443-0066 Toll Free: (888) 340-7529 Fax: (479) 443-9202 E-mail: nicole coble@playlsi.com Diversified Recreation, Inc. Jim Edwards 5 Wingfield Circle Little Rock, Arkansas 72205 Phone: (501) 228-9191 Fax: (501) 228-9279 E-mail: divred@swbeJJ.net ABC Playgrounds Rob Schmidt Post Office Box 1405 Alexander, Arkansas 72002 Phone: (501) 455-3342 Fax: (501) 455-2656 E-mail: roboggan@sbcg/obaJnet Apex Equipment Ron Bales Post Office Box 1130 Fairfield Bay, Arkansas 72088 Toll Free: (800) 274-1130 Fax: (501) 884-3090 E-mail: apex@hypertech.net www. apex -associates. net Pacheco Outdoor Equipment, Inc. 11324 Arcade Drive, Suite 3 Little Rock, Arkansas 72212 Phone: (501) 225-1218 Toll Free: (800) 933-8600 E-mail: frnpacheco@sbeg/obai. et Kyle Recreation Kim Kyle 8570 Cantrell Road Little Rock, Arkansas 72227 Phone: (501) 227-6125 Fax: (501) 227-6124 E-mail: kyIerec@sbcg/obaLnet Lynch Enterprises Recreational Sports Lighting Equipment Keith Lynch 104 Fieldcrest Drive Searcy, Arkansas 72143 Phone: (501) 279-2912 E-mail: k1ynch9332@sbcglobai.com m RI POST -COMPLETION RESPONSIBILITIES FOR LOCAL PROJECT Local Project Sponsors are required, as recipients of LWCF/ANCRGTF assistance, to maintain assisted sites and facilities in public outdoor recreation use following project completion. When you received Matching Grant Program Funds your city of county agreed by signing a contract with the State of Arkansas guaranteeing that the property identified in the boundary map 6(f) (3) that was provided with the grant application would remain in `outdoor recreation" use in `perpetuity". Eventually the facilities located on this property will become outdated and obsolete and need to be repaired or replaced. In some instances, it may be necessary to remove these facilities, totally. Regardless of the circumstances, the park property must remain available for outdoor recreation use forever. Please contact the Arkansas Department of Parks and Tourism's Outdoor Recreation Grants Program office and notify us of your wish to make these modifications prior to taking any action. A) Property acquired or developed with Land and Water Conservation Fund Assistance shall be operated and maintained according to the following standards: 1. All LWCF/ANCRGTF assisted project sites must be operated and maintained in a manner, which encourages public participation. 2. The property shall be attractive and inviting to the public. Staffing and servicing of facilities shall be adequate. 3. Sanitation and sanitary facilities shall be maintained in accordance with applicable health standards. 4. Properties, facilities and equipment shall be maintained for proper public safety. 5. Facilities, roads, trails and other improvements shall be kept in reasonable repair throughout their estimated lifetime to prevent undue deterioration and to encourage public use. Erosion problems shall be corrected. 6. The facility shall be kept open for public use at reasonable hours and times. Rest rooms shall be unlocked during normal park hours. 7. The LWCF/ANCRCTF acknowledgment sign shall be displayed on site throughout the project life. B) Property acquired or developed with LWCF/ANCRGTF shall be available to all persons to use and enjoy. The project sponsor must comply with the following: 1. Discrimination On The Basis Of Race, Color, National Origin, Religion, or Sex. Under Title VI of the 1964 Civil Rights Act property acquired or developed with LWCF assistance shall be open to entry and use by all persons regardless of race, color, or national origin, who are other- wise eligible. The code of Federal Regulations, Title 43, Part 17, effectuates the provisions of Title VI. The prohibitions imposed by Title VI apply to park or recreation areas benefiting from Federal 62 W POST COMPLETION RESPONSIBILITIES assistance and to any other recreation areas administered by the State agency or local agency receiving the asistance. Discrimination is also prohibited on the basis of religion or sex. 2. Discrimination On The Basis Of Residence. Section 6(f)(8) of the LWCF Act provides that with respect to property acquired or developed with LWCF assistance, discrimination on the basis of residence, including preferential reservation, mem- bership or annual permit systems is prohibited except to the extent that reasonable differences in adm- ission and other fees may be maintained on the basis of residence. Fees charged to nonresidents cannot exceed twice that charged to residents. Where there is no charge for residents but a fee is charged to nonresidents, nonresident fees cannot exceed fees charged for residents at comparable State or local public facilities. Reservation, membership or annual permit systems available to residents must also be available to nonresidents and the period of availability must be the same for both residents and nonresidents. These provisions apply only to the recreation areas described in the project agreement. Nonresi- dents fishing and hunting license fees are excluded from these requirements. 3. Discrimination On The Basis Of Disabilities. Section 504 of the Rehabilitaion Act of 1973 requires that no qualified person shall, on the basis of disability be excluded from participation in, be denied benefits of, or otherwise be subjected to discri- mination under any program or activity, which receives or benefits from Federal financial assistance. C) Property acquired or developed with LWCF/ANCRGTF assistance must be used as outdoor recreation areas. Use of the project site may be restricted, depending on the project area and use. Project sponsors may impose reasonable limits on the type and extent of use of areas and facilities acquired or developed with fund assistance, when such a limitation is necessary for maintenance or preservation. Thus, limitations may be imposed on the numbers of persons using an area or facility or the type of users, such as "hunters only" or "hikers only." Project site limitations shall be in accordance with the applicable grant agreement and amendments. The Outdoor Recreation Grants Program Project Officer will be responsible for performing post -completion inspections for the life of the project. The items mentioned above will be addressed when these post -completion inspections are made. CONVERSION Properties (parks and recreation areas) acquired or developed with LWCF/ANCRGTF assistance are prohibited by Section 6 (t) (3) of the LWCF Act of 1965, as amended, from conversion to other than public outdoor recreation use. Section 6(f) (3) of the LWCF Act states that "No property acquired or developed with assistance under this section shall, without the approval of the Secretary, U. S. Department of the Interior, be converted to other than public outdoor recreation use. The Secretary shall approve such conversion only if he/she finds it to be in accordance with the then existing Statewide Comprehensive Outdoor Recreation Plan (SCORP) and only upon such conditions as he/she deems necessary to assure the substitution of other recreation 63 I 9 '• • Pl<(fl I \l,t\u l IN l (;i lui tui: 1: \i )'i tlt 2(11) i properties of at least equal fair market value and of reasonable equivalent usefulness and location". The basis for determining the area covered by Section 6(f)(3) is through the LWCF/ANCRGTF Contract Agreement with the State. any attachments made a part of the Contract Agreement, and the project boundary reap. When an area acquired or developed with LWCF/ANCRGTF assistance will be used for other than public outdoor recreation use, this use constitutes a conversion under Section 6 (f) (3) of the LWCF Act. The restriction on the use of LWCF/ANCRGTF assisted properties is a perpetual restriction which can only be removed by an Act of Congress. Conversions are remedies to otherwise unresolved situations, riot vested rights in the program. The Secretary, U.S. Department of the Interior, has the authority to disapprove conversion requests and/or reject proposed property substitutions. Conversions generally occur in the following four situations: 1. Property interests are conveyed for non-public recreation uses. 2. Non -outdoor recreation uses (public and private) are made of the area or a portion thereof. 3. Non -eligible indoor recreation facilities are developed within the project area. 4. Public outdoor recreation use of property acquired or developed with LWCF assistance is terminated. Examples of conversions are construction of through -roads. construction of residential. industrial and commercial developments, water or sewer lines, community centers, gymnasiums, senior centers, offices, residences, electrical easements, private circus showings, and other uses not permitted under the LWCF Program. Conversions are normally discovered in the following manner: 1. Inspections conducted by the Outdoor Recreation Grants Staff or National Park Service Staff. 2. Contact with local officials. Activities leading to a conversion of park property, may also be discovered using the above mentioned means and the following: I. Local news media reports. 2. Intergovernmental review process. Examples of pre -conversion activities are public hearings. application for permits, etc. FURTHER CONSTRUCTION ON PARK SITE? What do you do if further development is considered at a park site? M. �) • • Pltl lI L r NI \V.\r'.I \II \' (,L IUI I I I I•Itil \I i i \I: 2(HPI When additional development on LWCF/ANCRGTF assisted park property is necessary; the local sponsor should contact the Outdoor Recreation Grants Program Section. When the Program Section has been contacted, a meeting will be held with the local sponsor to determine if the activity is allowable, or exempt from the Section 6(f) (3) requirements of the LWCF Act. According to LWCF Manual Section 675.9 (3) A. (5), exceptions to a conversion may be allowed for the following: (a) Underground utility easements that do not have significant impacts upon the recreational utility of the park will not constitute a conversion. (b) Proposals to construct public facilitieswhere it can be shown there is a gain or increased benefit to public outdoor recreational opportunity, will not constitute a conversion. Final review and approval of such cases shall be made on a case -by -case basis. If it is determined that either (a) or (b) is applicable. the project sponsor must request, In writing, permission to continue the activity based on their ability to meet the following requirements: For underground utility easements: 1. Provide a written justification for granting the easement. 2. Provide a written description of the possible impacts on the park and their effect on the outdoor recreation experiences in the park, both positive and negative. 3. Provide a detailed site plan of the park showing the location of the easement, the current development in the park, and the planned future development in the park. 4. Provide a statement of assurance that public right or interests will be granted in the property by project sponsor. 5. Provide a statement of assurance that the intended present and future use of the project will not be impaired, and the property will be restored to its prior condition. For construction of public facilities: . Provide complete detailed plans for the proposed development, including: (a) A description of the proposal, including purpose of facility, potential users, types of facilities, and activities proposed (arts and crafts, reading areas, kitchen, gymnasium, and multipurpose room). (b) Provide maps and/or drawings depicting the existing recreation facilities with respect to the purposed public facility including additional support necessitated by any new construction (parking areas, road access). Photographs are useful in depicting the area. (c) Description of the proposed facility's size and design. 2. A site plan to scale showing the park property improvements to the property, and the proposed development. M ® POST COMPLETION RESPONSIBILITIES •aIIknaLRwflhIgptuIunIr.upp1aug4IIIpU 3. A description of how the proposed facility will increase public outdoor recreation use (positive net impact). A narrative must be included, which describes how existing recreation opportunities will be enhanced or augmented by construction of the public facility. 4. A statement describing the proposed construction schedule, and any foreseeable interruptions in 1 usage of the park. 5. A statement outlining public support of and involvement in the planning of the project. I 6. An analysis of the impact on existing outdoor recreation facilities and its integration into the recreation purpose of the surrounding property. Will any existing recreation facilities be destroyed or relocated either on or off the site? Is the existing facility being used to capacity? Will the facility be constructed on the only area of its type in the community? 7. A complete environmental assessment using the information that follows: An assessment of the effect the project will have on the immediate and surrounding environment must be done. The environmental assessment should be a reporting of the effect this project will have on the environment. The Environmental Assessmentshould cover the three points listed below in sufficient detail to resolve ' the test of "major" and "significant". Prepare your assessment in the format shown below, with headings and subheadings and not in a flowing narrative style. a. The Proposed Action. Include a description of the proposed action, a statement regarding the need for it, a description of what the action is designed to accomplish, location of the project, its scope, the level of impact -causing activities associated with the project, when the action is to take place, and, if applicable, its relation to the Federal, State, or local projects and proposals. b. Alternative To The Proposed Action. This section will include a brief description of alternatives as required by National Environmental Protection Act Section 102 (2) (E). The environmental impacts of the proposal and the alternatives should be presented in comparative form and should define the issues, pros and cons of a reasonable range of alternatives, and provide a clear basis for choice between them by program staff and the public. c. Environmental Impacts Of Proposed Action. Succinctly describe those environmental elements that would be affected. Discuss anticipated impacts on the following elements and any means to mitigate adverse environmental impacts: ' • Land use (project site and surrounding area), • Fish and wildlife, • Geology and soils, • Mineral resources, • Air and water quality, • Water resources/hydrology, • Historic/archeological resources, 66 ' !I •• • • I'W,II Li \I\.\.\(.I Nil ..\I CrIUI Ii i 1�1>t \1 it \i<211111 Transportation/access. • Consumption of energy resources, • Socio-economic effects. • Discuss any existing easements, rights -of -way. etc., and their effect on the proposed site. "Impacts" are defined as causing direct or indirect changes in the existing environment, whether beneficial or adverse that are anticipated as a result of the proposed action or related future actions. To the extent appropriate, the document will discuss impacts of the action, including environmental damage that could be caused by users, upon the physical and biological environment as well as upon cultural, aesthetic, and socio-economic conditions. Elements of impacts that are unknown or only partially understood should be indicated. Any off -site impacts, such as increased traffic on neighborhood roads or increased noise levels in surrounding areas, should be described. d. A Listing Of Agencies And Persons Consulted. 8. A statement of assurance that no rights or interest in the property will be granted in the property by the project sponsor. 9. Astatement of assurance that the intended presen t and future use of t he projectwill l not be impaired. 10. A statement of assurance that the property will be restored to its original condition after construction is completed. CONVERSION PROCESS What if a conversion is necessary? In the event the activity is not allowed, or does riot qualify as an exception, program staff should determine jilt could be removed from the park voluntarily by the project sponsor. If not, the following procedure shall be followed: 1. Program staff shall inform the project sponsor of the conversion determination, and request the following information as a prerequisite to approval: a. A written description of all practical alternatives to the conversion. b. A statement as of their evaluation and why they were rejected on a sound basis. 2. If a viable alternative to the conversion is available, the program sponsor must use it, either voluntarily or due to the contractual obligations as specified under the funding agreement, and section 6(f)(3) of the LWCF Act. If the conversion is necessary, several additional prerequisites are required to be met before approval. 67 1-1 fl •Vs1t sl nhr.1u1s1auK'k1mullli*Pr on CIMAN,A(:EMPNT Cl'ii)t. H )R 11S(.\I YL,Ai' 2005 To convert property that was either acquired and/or developed with LWCF/ANCRGTF assistance, new property must be substituted for that being converted to other than public outdoor recreation use. To determine if the property qualified as replacement property, the program sponsor must submit the following: 1. Two appraisals: One appraisal establishing the fair market value of the property to be converted, and the second appraisal to be of the property proposed for substitution showing the property proposed for substitution to be at least equal in fair market value to that being converted. An appraiser must conduct the appraisal. (a) Generally, this will necessitate a review of appraisals prepared in accordance with the current Uniform Appraisal Standards for Federal Land Acquisition published by the Land Acquisition Conference for both the property proposed to be converted and that recommended for substitution. (b) Property improvements will be excluded from all fair market value consideration for properties to be substituted. Exceptions are allowed only in those cases where property proposed for substitution contains improvements that directly enhance its outdoor recreation utility. 2. A statement that the property proposed for replacement is of reasonably equivalent usefulness and location as that being converted Dependent upon the situation and the discretion of program staff, the replacement property need not provide identical recreation experiences or be located at the same site, provided it is in a reasonably equivalent location. It must, however, be administered by the same political jurisdiction as the converted property. 3. A statement of assurance that the property proposed for substitution meets the eligibility requirements for LWCF assisted acquisition as follows: (a) The project sponsor will obtain title or adequate control and tenure of the proposed substitute property to provide reasonable assurance that a conversion under Section 6(1) (3) of the LWCF Act will not occur without approval. (b) The land was not originally acquired by the seller for recreation, if seller is a public agency. (c) The land has not been managed for recreational purposes while in public ownership. (d) Federal assistance was not provided in the original acquisition by the other agency to facilitate the basic project being funded by LWCF assistance, unless the Federal assistance was allowed by the Act. (See Manual Section 670.1.5) (e) Law requires the selling agency; to receive payment for land transferred to another public agency. (Example -Public school land that can be used for non -school purposes only through payment to the school agency, or excess State prison lands that can be transferred to local government use only on a purchase basis.) (f) The requirement of appraisal, history of conveyances and evidence of title are the same as normal purchases. (g) If the selling agency is Federal, fair market value is paid. , I !I '• • I'i;ulri \I.tN'dl \uNi nn inn: Ilu v li \I HIM ' 4. A statement that the project sponsor is aware of and complies with the requirements of P. L. 91- 646 Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970. 5. A complete environmental assessment for the substitute property. NOTE: Replacement property must constitute or be part of a viable recreation area. If the Outdoor Recreation Grants Staff concurs with the proposal, regarding LWCF assisted properties. it will besent to the National Park Service for final review and approval. The Outdoor Recreation Grant Staff will conduct a final approval of ANCRGTF assisted projects. If the State does not concur with the proposal, ' the project sponsor must submit a new proposal for the replacement property until the conversion is resolved. ' NOTE: Repayment of the LWCF/ANCRGTF grant monies Is not an option in resolving a conversion. The Arkansas Department of Parks and Tourism. Outdoor Recreation Grants Program stands ready to assist local governments with their outdoor recreation needs. It is the intent of the LWCF/NCRGTF to provide the means for you and future generations to enjoy outdoor recreation opportunities in your community. Remember the requirements of the contractual obligation in the agreements with the State and National Park Service when considering changes in your LWCF/NCRGTF assisted facilities. F I I I I I I I 69 9 IVsistsmiairsjjti s Pi uji( i N'AN.yct_y11Ni Ci in iui Fix,vi Yi tr. 2005 APPENDIX I LOCAL SPONSOR RESPONSIBILITY CHECKLIST 1. Are facilities open at reasonable hours and times of day? Are facilities open at reasonable times of the year? 2. Are all facilities open to the public? 3. Is a differential fee system in use? 4. Is there any evidence of discrimination? 5. Are there any un-approved overhead utility lines? 6. Are all facilities accessible to the disabled? 7. Is vandalism a serious problem? 8. Are there any health, safety, or liability concerns? 9. Is there any conflict with adjacent areas? 10. Is the upkeep and repair of facilities adequate? 11. Is the staffing and servicing of facilities adequate? 12. Are any directional, use, or safety signs needed? 13. Is the LWCF or NCRGTF acknowledgment sign posted? 14. Is the quality of the area being maintained? 15. Is the property attractive and inviting to the public? Periodic inspection of your facilities by State and Federal officials will be made concerning the above items. 70 II i •. . . . II; u i \I u.i a (; i r F,.. l APPENDIX II CHECKLIST OF REQUIREMENTS DOCUMENTATION EXEMPTIONS FROM SECTION 6(F)(3) REQUIREMENTS. A.) Utility Easements 1. Provide a written justification for the easement. 2. Provide a written description of the possible impacts on the park. 3. Provide a detailed site plan, to scale or with all facility dimensions marked in feet and inches. B.) Public Facility Proposals 1. Provide detailed plans for the proposed development. 2. Provide a detailed site plan. to scale or with all facility dimensions marked in feet and inches. 3. Provide a description of how the proposed facility will increase public recreation use. 4. Provide the proposed construction schedule. 5. Provide a statement outlining public support. 6. Provide an analysis of the impact on existing outdoor recreation facilities. 7. Provide a complete environmental assessment. 8. Provide a statement of assurance that no rights or special interests in the property will be granted by the project sponsor. 9. Provide a statement of assurance that the intended present and future use of the project will not be impaired. 10. Provide a statement of assurance that the property will be restored to its original condition after construction is completed. 71 9 '• • • •• Pi )jI'CI M'1AN,v(..FyIIvl ci.II)1I(w list vI �I vI: APPENDIX III CHECKLIST OF REQUIRED DOCUMENTATION CONVERSION PROPOSAL 1. Prerequisite Documentation a) Provide a written description of all practical alternatives to the conversion. b) Provide a statement of the evaluation of the alternatives and why they were rejected. 2. Submit Proper Documentation a) Provide appraisals of the fair market value of both parcels of land. These appraisals must be completed by a certified appraiser. b) Provide a statement of reasonably equivalent usefulness and location. c) Provide a statement of assurance that the property meets the eligibility requirements. d) Provide a statement that the project sponsor complies with the requirements of P.L. 91-646 Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970. 3. Proposal Information a) Provide a detailed site plan (or development plan) for the substitute property. b) Provide a narrative on the proposed development of the substitute property. c) Provide a plat of the substitute property. 72 ) I'R(ill( 11'1.\.\.\(.I\II\I (,I II)I k C JI l IM BARRIER FREE COMPLIANCE CHECKLIST FOR LWCF AND NCRGTF PROJECTS LWCF Project Number Applicant 1: WALKS/AccFss RotrrEs Date of Inspection At least one accessible route or walkway shall connect accessible buildings, facilities, and elements that are on the same site including accessible parking spaces. loading zones, accessible public streets, and sidewalks. 1.1 Accessible walks shall be at least 3 feet wide and shall have a gradient of 5% (1:20) or less. 1.2 Accessible walks shall have a continuous common surface, not interrupted by steps or abrupt changes in level, greater than 1/2 inch. 1.3 Wherever accessible walks cross other walks, driveways, or parking lots, they shall blend to a common level. 1.4 Accessible walks terminating at doors shall have a level platform 5 ft. by 5 ft. extending at least 1 ft. 6 in. on the opening side of door. 1.5 The surface texture along accessible walkways shall be stable, firni. and relatively nonslip under all weather conditions. Materials as loose stone, cobblestone, with unfilled joints, and finely graded clay covering on an unsurfaced area shall not be used. 1.6 Accessible walkways with a running slope greater than 5% (1:20) is a ramp and shall comply with Section 4: Ramps. 1.7 Accessible walks, including trails, shall have a minimum of 6 ft. 8 in. clear headroom. SECTION 2: PARKING AND PASSENGER LOADING 2.1 Location— Parking spaces for disabled persons and accessible passenger loading zones that serve a particular building or facility shall be located on the shortest possible accessible circulation route to an accessible entrance of building or facility including picnic shelters/areas, swimming pools. athletic areas, and game courts. In separate parking lots that do not serve a particular building or facility, parking spaces for disabled persons shall be located on the shortest possible circulation 73 ® POST COMPLETION RESPONSIBILITIES route to an accessible pedestrian entrance. The distance from the accessible parking spaces to the principal entrance of the building or facility shall be no greater than 150 feet. 2.2 The minimum number of accessible parking spaces shall be one (1) space per 25 spaces, or a portion thereof. 2.3 Accessible -parking spaces shall be designated as reserved for the disabled by an sign showing the international symbol of accessibility. Each space shall be marked with a vertical signpost; in addition a symbol painted on the pavement is allowed. Such signs shall not be obscured by a vehicle parked in the space. 2.4 Accessible parking spaces shall be a minimum of 8ft. wide with an adjacent access aisle 5ft. wide for autos and 8ft. wide for vans. Two accessible parking spaces may share a common access aisle. 2.5 Passenger loading zones shall provide an access aisle at least 4 ft. wide and 20 ft. (4 x 20') long adjacent and parallel to the vehicle pull-up space. If there are curbs between access aisle and the vehicle pull-up space, then an accessible curb ramp is required. _2.6 The surface of accessible parking spaces shall be stable, firm, and relatively nonslip under all weather conditions 3: Cum3 RAMPS _3.1 Location —Curb ramps shall be provided wherever an accessible route or walkway crosses a curb. 3.2 Slopes of curb ramps shall comply with Section 4.1. 3.3 The minimum width of curb ramps shall be 3 feet, exclusive of flared sides. 3.4 Surfaces of curb ramps shall be stable, firm, and relatively nonslip under all weather conditions. 3.5 Sides of curb ramps. If a curb ramp is located where pedestrians must walk across the ramp, then it shall have flared sides; the maximum slope of the fare shall be 10 %. Curb ramps with returned curbs may be used where pedestrians would not normally walk across the ramp. 3.6 A curb ramp shall have a tactile warning texture such as exposed aggregate concrete. SECTION 4: RAMPS Any part of an accessible route or walkway with a slope greater than 1:20 (5%) shall be considered a ramp and comply with all requirements therein. 74 ® Post COMPLETION RFSPONSIBILITIPS 4.1 The maximum slope of a ramp shall be 1:12 (8.33%). The maximum rise of any uninterrupted ramp run shall be 30 inches. NOTE: If practical, aslopeof of 1:16(6.24%) maximum rise, is recommended for facilities serving the elderly, double amputees, and disabled persons with weak arm muscles. 4.2 The minimum clear width of a ramp shall be 4 ft. 4.3 Ramps shall have level landings at the bottom and top of each run. The landing shall be at least as wide as the widest ramp leading to it; with a length of at least 5 feet clear. If the ramp changes direction at landings. the minimum in landing size shall be 5 ft. by 5 ft. If a doorway is located at a landing, then the area in front of the doorway shall comply with Section 1.4 Walks/Access Routes. 4.4 Handrails —If ramp slope is greater than 1:20 (5%) up to and including 1:12 (8.33%) and there is no drop off, then one side shall have a handrail. Where ramps drop off on one or both sides, both sides should have handrails. A handrail is not required on slopes of 1:20 (5%) or less, when there is no drop off. 4.5 The cross slope of ramp surfaces shall be no greater than 1:50 (2%). 4.6 The ramp surface shall comply with Section 1.5. SECnoN 5: ENTRANCES At least one principal entrance to a building or facility shall be part of an accessible route or walkway and shall comply with Section 1: Walks/Access Routes. An accessible route to accessible spaces or elements within the building or facility shall connect entrances. 5.1 Doorways shall have a minimum clear opening of 32 inches with the door open at a 90 -degree angle, measured between the face of the door and the stop. 5.2 Stairs —Staircases that are going to he used by semi -ambulant persons or elderly persons shall be designed so that they are usable with a minimum of energy expenditure. 5.2.1 Treads and Risers —On any given flight of stairs, all steps shall have uniform riser heights and uniform tread widths. Stair treads shall be no less than 11 inches wide, measured from riser to riser. 5.2.2 Nosings—The undersides of nosings shall not be abrupt. The radius of curvature at the leading 75 I ® POST COMPLETION RESPONSIBILITIES ' edge of the tread shall be no greater than 1/2 inch. Risers shall be sloped or the underside of the nosing shall have an angle not less than 60 degrees from the horizontal. Nosings shall project no ' more than 1 1/2 inches. _5.2.3 Handrails —Stairways shall have handrails at both sides of stairs. SECTION 6: DRINKING FOUNTAINS AND WATER COOLERS If fountains or coolers are provided, at least one shall comply with requirements below and shall be along an accessible route. _6.1.1 Spout Height —Spouts shall be no higher than 3 feet, measured from the floor or ground surfaces to the spout outlet. _6.1.2 Spout Location —The spouts of drinking fountains and water coolers shall be at the front of the unit and shall direct the water flow in a trajectory that is parallel or nearly parallel to the front of the unit. The spout shall provide a flow of water at least 4 inches high so as to allow the insertion of a cup or glass under the flow of water. 6.1.3 Controls and operating mechanisms shall be operable with one hand and shall not require tight grasping, pinching, or twist of the wrist. The force required to activate controls shall be no greater ' than 5 lbs. 6.1.4 Clearances: 1. Wall and post -mounted cantilever units shall have a clear knee space between the bottom of the apron and the floor or ground at least 27 in. high, 30 in. wide, and 17 to 19 in. deep. Such units shall also have a minimum clear floor ground space of 30 to 48 in. to allow a person in a ' wheelchair to approach the unit facing forward. 2. Free standing or built-in units not having a clear space under them shall have a clear floor or ' ground space at least 30 in. to 48 in. to allow a person in a wheelchair to make a parallel approach to the unit. ' SECTION 7: TOILET ROOMS At least one (1) stall shall be accessible along or at the end of an accessible route, walkway, hallway, corridor or pathway. The stall shall be at least 3 ft. wide and 5 ft. deep. If a door is used, it shall have a 32 in. wide clearance swings out. Grab bar shall be mounted on each side, 33 in. high and 42 in. long, parallel to the floor, 1 1/2 in. outside diameter, with 1-1/2 in. clearance between the rail and wall and fastened securely at ends and center. 76 ' ® POST COMPLETION RESPONSIBILITIES 7.1 Water Closets- The height of water closets shall be 17in. to 19 in.. measured from the floor to the top of the toilet seat. 7.2 Urinals --At least one (1) urinal shall be wall -hung with an elongated rim at a maximum of 17 in. above the floor. A clear floor space 30 in. to 48 in. shall be provided in front of urinals to allow forward approach. 7.3 Lavatories —At least one (1) lavatory shall be mounted with a clearance of at least 29 in. from the floor to the bottom of the apron and a maximum rim height of 34 in. 7.4 Exposed pipes and surfaces —Hot water arid drain pipes under lavatories shall be insulated or otherwise protected. There shall be no sharp or abrasive surfaces under lavatories. 7.5 Mirrors --At least one (1) mirror shall be mounted with the bottom edge no higher than 40 in. from the floor. SECTION 8: PUBLIC TELEPHONES If public telephones are provided, then they shall comply with the following: 1. A clear or ground space at least 30 in. by 48 in. that allow either a forward or parallel approach by a person using a wheelchair. Bases, enclosures, and fixed seats shall not impede approaches. 2. The highest operable part of the phone shall be no higher than 48 in. Diagonally mounted telephones (in a corner) shall be no higher than 54 in. 3. The cord length from the telephone to the hand set shall be at least 29 in. long. SECTION 9: SIGNS All signs that provide emergency information, or general directions, or identifies rooms and spaces shall comply as follows. 1. Letters and numbers on signs shall have a width -to -height ratio between 3:5 and 1:1 and a stroke - width -to -height ratio between 1:5 and 1:10. 2. Characters and symbols shall contrast with their background- -either light characters on a dark background or dark characters on a light background. 3. Letters and numbers on signs shall be raised or incised 1/32 in. minimum. Raised characters or symbols shall be at least 5/8 in. high, but no higher than 2 in. Indented characters or symbols shall have 77 D ' • • • • Plnijecr MANACFNII..N t Guim: Ft u l'iu. Yi..u< 2005 a stroke width of at least 1/4 in. Symbols or pictographs on signs shall be raised or indented 1/2 in. minimum. 4. The International Symbol of Accessibility shall be used to identify accessible facilities. SECTION 10: OUTDOOR FACILITIES 10.1 Park Benches —Accessible benches shall have a back rest and arm supports to give added body support to individuals affected by muscle weakness or spasms. _____ 10.1.2 Accessible benches shall be a maximum of 14 in. to 16 in. deep with the back 18 in. high and arm rest 8 in. from the seat. The seat surface shall be from 15 in. to 17 in. from the ground, including a space beside benches for wheelchairs and strollers, 30 in. 10.2 Lighting —If the facilities are to be used during night hours, accessible loading zones and parking spaces shall be adequately lighted. ______ 10.3 Picnic Tables —Accessible tables should be located on level sites adjacent to or connected to accessible walkways, or accessible route; and have the following features: 1. A clear space between the ground and bottom edge of the table of 29 in. 2. One end of the table shall have an extension 19 to 25 in. 3. There should be a minimum 3 ft clearance around the table. (4 ft. preferably). 4. Tables and seating should be placed on level, firm surface pads. Connections between pads and pathways shall comply with Section 1: Walks/Access Routes. ______ 10.4 Grills —At least one rotating unit shall be 30 to 36 in. high, with a horizontal reach, from a wheelchair, of 15 in. Handles should not conduct heat and be easy to grasp. There should be a minimum 3 ft. firm surfaced clearance around the grill and be placed on level, firm surface pads. Connections between pads and pathways shall comply with Section 1: Walks/Access Routes. ______ 10.5 Water Faucets —At least one faucet shall be 36in. to 42 in. high. ______ 10.6 Picnic Shelters —At least one picnic shelter shall be accessible with accessible tables, seating and grills. Connections between pavilion and pathways shall comply with Section 1: Walks/Access Routes. _____ 10.7 Swimming Facilities 78 ® POST COMPLETION RESPONSIBILITIES 1 ______ 10.7.1 Pools —Accessibility to pools can be provided in the following manner. 1. At various locations, the pool coping can be raised above the pool deck I' 7" and fitted with grab bars to aid disabled persons to sit arid then swing their legs over the side into the water. The ' water level should be high, 3 to 4 inches from the top of the coping. to aid in a safe return out of water. 2. The coping can be level with the pool's water height and deck. withjust enough slope to allow for drainage of water splashed on the deck. 3. The installation of a ramp with handrails, and a set of stairs with handrails, both located at the shallow end of the pool. a) Width of ramp minimum of 36 inches. b) Handrails between 30 minimum to 36 inches maximum height. c) Slope of ramp should be at least 1:12 (8.33%). 4. Hydraulic lift pads and movable floors are other alternatives. 10.7.2 Lakes/Beaches—Generally, lake or beach swimming is not recommended for disabled persons. because of the lack of control over water depth, temperature, supervision and sanitation control. However. if a designer wishes to make a lake accessible, the following items should be considered: 1. The slope of the beach into the water should be no more than 10 percent. 2. An access walk leading to and along the water's edge is necessary. (See Section 1: Walks/Access Routes and Section 4: Ramps) ' 3. A ramp with handrails along one side extending into the water to a depth of 36 inches should be provided. 4. Entire swimming area should he well marked with floating markers or signals. ' SECT1ON ii: FISHING PIERS This type of facility can serve as a meaningful therapeutic tool for disabled persons if the following standards are met. 1. Access walk to the pier from the shore must comply with Section 1: Walks/Access Routes. ' 2. Fishing platforms must he a minimum of 8 feet wide to provide adequate room for circulation and tackle storage. 79 F ® POST COMPLETION RESPONSIBILITIES ' ® 3. Handrails must be provided around the entire pier. Hand rails must be 36 inches high and have a 30 degree angle sloping top for arm and pole rest. 4. A shelf for bait and tackle must be provided at a height of no more than 30 inches from the floor of the pier. The shelf should extend 2 feet beyond handrails. 5. A kick plate must be provided to prevent foot pedals of wheelchairs from going off the pier. 6. A smooth non -slip surface must be provided on the access walk and the pier. Boards used for the surface area must he laid no more than 1/2 inch apart. 1 I 1 80 ,