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Home My WebLink About167-05 RESOLUTION• • RESOLUTION NO.167-05 A RESOLUTION AUTHORIZING THE FAYETTEVILLE PARKS AND RECREATION DIVISION TO ACCEPT AN ARKANSAS PARKS AND TOURISM OUTDOOR RECREATION GRANT IN THE AMOUNT OF 540,000.00 FOR THE BRADEN PARK PROJECT; AND APPROVING A BUDGET ADJUSTMENT RECOGNIZING THE GRANT REVENUE. 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 accept an Arkansas Parks and Tourism Outdoor Recreation Grant in the amount of 540,000.00 for the Braden Park Project. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment recognizing the grant revenue. PASSED and APPROVED this 6th day of September, 2005. .................. . /z\C.) @i Y 0;40:s Z. U•• pz ;FAYETfEVILLE; 3 :9;y1/4J/CA SP�J5 ATTEST' '%;NTON G,.� .......w SONDRA SMITH, City Clerk By APPROV B AN COODY, Mayor City of Fayetteville, Arkansas Budget Adjustment Form Budget Year 2005 Department: Division: Program: Sales Tax Capital Improvements Date Requested 7/29/2005 Adjustment Number Project or Item Added/Increased: $40,000 is requested in the Park Improvements Account for Braden Park Development in the Neighborhood Park Development Project # 02013.1 Project or Item Deleted/Reduced: To recognize a $40,000 grant awarded on December 17, 2004 from Arkansas Parks and Tourism in the State Grants Capital fund. Justification of this Increase. The additional funding is needed for the development of this neighborhood park. Justification of this Decrease: In December 2004 Arkansas Parks and Tourism awarded this grant to Fayetteville Parks and Recreation to construct Braden Park. Account Name Increase Expense Budget (Decrease Revenue Budget) Account Number Amount Park improvements Account Name 4470 9470 5806 00 Project Number 40,000 02013 1 Decrease Expense Budget (Increase Revenue Budget) Account Number Amount State grants -Capital 4470 0947 4302 00 40,000 Project Number Approval Signatures E! - D 5 Budget Manager Date Date 8- Ir -a( Date C tate Budget Office Use Only Type: A B Date of Approval Posted to General Ledger Posted to Project Accounting Entered in Category Log C D E Initial Date Initial Date Initial Date Initial Date FAYETI'EVI I.I.F.. PARKS! RECREATION • MEMORANDUM • r 9//c& /6 7 5radrn 64/41 Avei Date: To: Thru From: Reference: Subject: 8/1/05 Mayor Dan Coody and City Council Members Gary Dumas, Director of Operations Connie Edmonston, Parks and Recreation Director Alison Jumper, Park Planner Braden Park Arkansas Parks and Tourism Outdoor Recreation Grant Background: Braden Park is a neighborhood park that will serve the recreational needs of Covington Subdivision located northeast of East Township Street. The City received the 2.25 acres of park land through the Park Land Dedication Ordinance in 1998. The project includes walking paths, playground equipment, stone work and picnic tables. Three public meetings were held with the neighborhood to develop the park master plan. The Braden Park Master Plan was approved by the Parks and Recreation Advisory Board on August 2'4,2004. In 2004, the Parks and Recreation Division applied and was awarded a S40,000 50/50 rcimbursabh, matching grant from the Arkansas Parks and Tourism Outdoor Recreation Grants Program for the 2005 grant year City Council resolution numbcr 144-04 authorized the City to apply for this grant. The grant contains twelve (12) obligations including items such as ADA compliance, no overhead utility lines allowed, and signage. Additionally, the grant requires a boundary to be established for the project. The land within this boundary must be retained in perpetuity for outdoor recreational use and will be subject to inspections by the State. The boundary for this grant includes the entire 2.25 acre park. Matching funds for this project were budgeted from sales tax fund in the neighborhood park development category, the Covington P.O.A. donation of $10,000; and northeast Park Land Dedication funds, $11,165. Current Status: The grant was awarded by Arkansas Parks and Tourism Outdoor Recreation Grant in the amount of S40,000 for 2005. Recommendation: Parks and Recreation staff recommends approval of grant award from Arkansas Parks and Tourism Outdoor Recreation Grant in the amount of $40,000 and a budget adjustment acknowledging this grant award to be added to the project budget for Braden Park. Attachments: Arkansas Parks and Tourism Outdoor Recreation Grant Award Resolution #144-04 Budget Adjustment Grant Obligations cc: files 1 City of Fayetteville Parks and Recreation Division 113 W. Mountain Street, Fayetteville, Arkansas 72701 Telephone: 479.444.3469 E-mail: ajumper@ci.fayettevillc.ar.us • • RESOLUTION NO. A RESOLUTION AUTHORIZING THE FAYETTEVILLE PARKS AND RECREATION DIVISION TO ACCEPT AN ARKANSAS PARKS AND TOURISM OUTDOOR RECREATION GRANT IN THE AMOUNT OF $40,000.00 FOR THE BRADEN PARK PROJECT; AND APPROVING A BUDGET ADJUSTMENT RECOGNIZING THE GRANT REVENUE. 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 accept an Arkansas Parks and Tourism Outdoor Recreation Grant in the amount of $40,000.00 for the Braden Park Project. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment recognizing the grant revenue. re PASSED and APPROVED this 6th day of September_ 2%01. ied ATTEST: APPRO~VEi: Ay:I/ _` \` DAN GOODY, MaJior • • The Honorable Dan Coolly Mayor of Fayetteville 313 West Mountain Fayetteville, Arkansas 72701 STATE OF ARKANSAS OFFICE OF TTIE GOVERNOR December 17, 2004 RECEIVED Mike Huckabee DEC 2 9 2004 CITY OF MAYORS OFFICE FAYET1LYILLE Governor Dear Mayor Coody: The Department of Parks and 'Tourism's Outdoor Recreation Grants Advisory Committee has recommended that the City of Fayetteville be awarded a grant based on their FY 2005 application for matching grant funds. It gives me great pleasure to award the City of Fayetteville a matching grant in the amount of $40,000.00'tiiassist in the development.of Braden Park. The Department of Parks and Tourism will contact you in the near future to explain our procedure for the awards. MH:m:iph:al Sincerely yours, Mike Huckabee cc: Senator Sue Madison Representative Marilyn Edwards Richard W. Davies, Executive Director Department of Parks and Tourism State Capitol Building, Suite 250 • Little Rock, AR 72201 • mike.huckabee@state.ar.us .501-682-2345 • Fax 501-682-1382 • 'EDI) 501-682-7515 SEP -29-2004 09:12 P.01 • • RESOLUTION NO.t 44-04 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 Conservahon 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 SEP -29-2E04 09 12 P.02 • • Tourism for assistance to develop recreational facilities for the City; therefore such application shall be submitted as expediently as possible. PASSED and APPROVED this 210 day of September, 2004. By: ATTEST: SONDRA SMITH, City Clerk APPROVED: 7. 2 ♦ AN OVERVIEW Or THE BASICS 2006 APPLICATION GLIDE deadline. If the Form 424 is faxed, the entire application containing original signatures must be postmarked on or before the applica- tion deadline, August 26, 2005. 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 Recre- ation Grant Program staff will upon request, provide applicants with a sample copy of an application. This sample provides the applicant with the correct format of all elements of the applica- tion including forms, narratives, a detailed budget, maps, reso- lutions, required clearances, and acquisition information. • The application can be prepared by consultants (Grant prepa- ration cannot be paid for with grant funds) • The application can be prepared by the local areawide Planning or Economic Development Districts or the Regional Planning Commissions. sponsor, all facilitiesconstructed within that boundary, at any future time, must be in compliance with the rules and regulations of the Outdoor Recre- ation Grants Program ProjectManage- mcnt 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. Ail exist- ing utility lines located within the park boundaries must be placed under- ground. 4. A permanent sign stating that federal LWCF or state NCRGTF moneys were used to acquire and/or develop public outdoor recreation facilities must be maintained within the park in per- petuity. Guidelines for the size. place- ment and design of the signs will be presented to each applicant after grant approval. Upon protect completion the applicant will be required to de- scribe the location of the sign, and state that the sign location will not change. WHAT ARE OUR OBLIGATIONS? We are jointly committed! Both the Department of Parks and Tourism's Outdoor Recreation Grants Program and the project sponsor are committed to long term program compliance. After 5. the project is completed and all grant funds have been disbursed, our commitment to the requirements of the Arkansas Matching Grant Program continues. These ongoing commitments include: 1. Property acquired or developed under the program must be retained in perpetuity for outdoor recreation use and will be subject to inspection by the State at least once every five years. 6. In addition each project will be inspected by the State during construction and before final reimbursement is made. 2. Once a public park project boundary has been identified by the Department of Parks and Tourism and the local project 6 All public recreation facilities con- structed within a Matching Grant Pro- gram assisted park must be accessible to the handicapped. This also applies to those facilities constructed in whole or part with local funds. i Property acquired or developed with assistance from the fund must be open to entry and use by all persons regard- less of race, color, religion, sex, or national origin. Discrimination on the basis of residence, including preferen- • r Connie Edmonston Submitted By City of Fayetteville Staff Review Form City Council Agenda Items or Contracts 6 -Sep -05 City Council Meeting Date Parks and Recreation Division Action Required: Operations Department Approval to accept a grant in the amount of $40,000 from Arkansas Parks and Tourism Outdoor Recreation Grants Program on attached budget adjustment in the amount of $40,000. 0 Cost of this request 4470.9470.5806 Acc unt Number 2013.1 Project Number Budgeted Item x $ 61,127.00 Category/Project Budget $ 347.00 Funds Used to Date $ 60,780.00 $ Remaining Balance Budget Adjustment Attached x Neighborhood Park Development Program Category / Project Name Park Development Program / Project Category Name Sales Tax Fund Name eaneg—o c f • Department Director Previous Ordinance or Resolution # 144-04 Date Original Contract Date: City Attorney/ 1 ilOS- Finance a d Internal Service Director Dat Mayor ( \ Date Original Contract Number: 1 -Jun -05 A -10445 -05 -WA Received in Mayor's Office ENTERO Viet Comments: !Clarice Pearman - Res. 167-05 i From: Clarice Pearman To: Jumper, Alison Subject: Res. 167-05 Allison, Attached is the resolution passed by City Council September 6, 2005 regarding the Braden Park grant. I will pass on the original budget adjustment to Budget & Research via interoffice mail. Thanks. Clarice CC: Deaton, Vicki; Fell, Barbara Page 1 • 2 ♦ AN OVERVIEW Or THE BASICS • 2006 APPLICATION GUIDE tial reservation or membership systems, is prohibited, except to the extent that reasonable differences in admission and other fees may be maintained on the basis of residence. 7. Property acquired or developed with assistance from the 11 Matching Grant Program shall be operated and maintained in perpetuity. The property shall be maintained so as to appear attractive and inviting to the public. Sanitation and sanitary facilities shall be maintained in accordance with applicable health standards. Properties shall be kept safe for public use. Fire prevention. lifeguards and the like should be provided for proper public safety. Buildings, roads. trails. and other struc- tures and Improvements shall be kept in reasonable repair throughout their functional lifetime to prevent undue dete- rioration and to encourage public use. Facilities that have reached an age that renders them obsolete or worn out may be removed with written permission of the Arkansas Depart- ment 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 comple- tion inspections of the project area to ensure that program compliance continues after the project is completed. These inspections will be unannounced. Sponsors who fail to com- ply with long term commitment may jeopardize future eligibility for matching grant funds for new protects and/or be subject to legal actions by the State or Federal government to enforce program compliance. 9. The property shall be kept open for public use at reasonable hours and times of the year, according to the type of area or facility. Property which is not operated and maintained in good condition may jeopardize the awarding of future grant funds to that Jurisdiction. 10. Participants may impose reasonable limits on the type and extent of use of areas and facilities acquired or developed with Matching Grant Program assistance when such a limitation is necessary for maintenance or preservation. Thus, limitations may be imposed on the type of users (i.e. hunters or four- wheelers, etc.). All limitations must be in accord with the applicable grant agreement and amendments. All recipients of Matching Grant Pro- gram moneys must comply with the Architectural Barriers Act of 1968, Section 509 of the Rehabilitation Act of 1973, and the Americans With Disabilities Act, of 1990 Title 11 and Title 111. 12. Properties (parks and recreation areas) acquired or developed with LWCF/ NCRGTF assistance are prohibited by Section 6 (f) (3) of the LWCF Act of 1965, as amended, from conversion to other than public outdoor recreation use Section 6(0(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 shag approve such conversion only if he/she finds it to be in accordance with the then exist- ing Statewide Comprehensive Out- door Recreation Plan (SCORP) and only upon such conditions as he/she deems necessary to assure the substi- tution of other recreation properties of at least equal fair market value and of reasonable equivalent useful- ness and location". 7 Connie Edmonston Submitted By City of Fayetteville Staff Review Form City Council Agenda Items or Contracts n/a City Council Meeting Date Parks and Recreation Division Action Required: Operations Pi ► 6��oS � aettflefr an k1 16145 Department Approval of Change Order #1 (see attached) to Midland Construction, Inc. in the amount of $1,989 and an additional 30 calendar days. The project has a contingency of $10,996. This change order does not exceed the project contingency. $1,989 Cost of this request 4470.9470.5806 Account Number 2013.1 121,305.00 Category / Project Budget 110,622.00 Neighborhood Park Development Program Category / Project Name Capital Funds Used to Date Program / Project Category Name 10,683.00 Capital Improvement Const. Expense Project Number Remaining Balance Budgeted Item x Budget Adjustment Attached Department Director City Attorney Finance and Internal Service Director lZ?,�Date-os /Z/Ya/Zoos Date Dat Mayor Date Fund Name Previous Ordinance or Resolution Original Contract Date: Original Contract Number: 167-05 9/6/2005 Comments: Site conditions required • •ditional grading to meet ADA requirements. The additional work delayed the cons ruct' • n of temperature sensitive elements which will now require additional work days to complete. • IAY 1,111.% 11.1.1. CHANGE ORDER NO. 1 Cost Plus Pre -Agreed Unit Price X Project Name and Number: Braden Park Construction Name of Contractor: Address of Contractor: Date of Contract: Midland Construction , Inc P.O. Box 369 Rogers, AR 72757 September 6, 2005 Original Contract Sum: Total Amount of All Previous Approved Change Orders: $ 0.00 Contract Sum prior to this Change Order: $ 109,960.37 Contract Sum increase this Change Order $ 1,989.30 New Contract Sum including this Change Order: $ 111,1949.67 $ 109,960.37 Subject and Reason For This Change order: Site conditions required additional grading to meet ADA requirements. The additional work delayed the construction of temperature sensitive elements which will now require additional work days to complete. ITEM DESCRIPTION NUMBER UNIT EST. unit price 1 MOBILIZATION/CLEARING/GRUBBING L. S. 1.00 1.000.00 5 CONCRETE WALK S. F. 60.00 427.80 8 . CONCRETE CURB -PLAYGROUND CONTAINMENT L. F. 8.00 224.00 10 PLAYGROUND SAFETY SURFACING -SAND C. Y. 7.50 337.50 Total Cost of All Materials, Labor and profit $ 1,989.30 Additional Time Requested: 30 Calendar Days Dated this 15th day of December, 2005 CITY OF FAYETTEVILLE Parks & Recreation Division %,V � Park Planner By: CITY OF By: ATTES (Attach Itemization With Unit and Total Costs) dland ntractor tinction Inc. By: Title A %%%%%%%%%%%%%% �\'G • \TY O,e•SG9 ; V • •• ova •Aa E : FAYETTEVILLE : ��z• :9•e la slllyRkANS:.\) , Page 1 of 1 STAFF REVIEW MEMO To: Mayor Dan Coody Thru: Gary Dumas, Director of Operations Connie Edmonston, Director of Parks and Recreation From: Alison Jumper, Park Planner Date: December 30, 2005 Subject: Braden Park Change Order No. 1 RECOMMENDATION Parks and Recreation Staff recommends approving Change Order Number 1 resulting in an increase in the contract with Midland Construction by $1,989.30 and 30 calendar days. BACKGROUND Braden Park is a neighborhood park that will serve the recreational needs of Covington Subdivision located northeast of East Township Street. The City received the 2.25 acres of park land through the Park Land Dedication Ordinance in 1998. The project includes walking paths, playground equipment, stone work and picnic tables. Three public meetings were held with the neighborhood to develop the park master plan. The Braden Park Master Plan was approved by the Parks and Recreation Advisory Board on August 2nd, 2004. In 2004, the Parks and Recreation Division applied and was awarded a $40,000 50/50 reimbursable matching grant from the Arkansas Parks and Tounsm Outdoor Recreation Grants Program for the 2005 grant year. City Council resolution number 144-04 authorized the City to apply for this grant. The grant contains twelve (12) obligations including items such as ADA compliance, no overhead utility lines allowed, and signage. Matching funds for this project were budgeted from sales tax fund in the neighborhood park development category, the Covington P.O.A. donation of $10,000; and northeast Park Land Dedication funds, $11,165. City Council approved this contract with Midland Construction for $109,962 with a 10% contingency on $10,996. Notice to proceed was issued on September 28, 2005 for a sixty • day contract. Liquidated damages in the amount of $150.00 are included in the contract for each day beyond the completion time. DISCUSSION As construction began, problems were realized with the grades. In order to insure ADA compliance, changes to the design were necessary. These changes delayed Midland Construction and resulted in material quantity changes in the amount of $1,989.30. Midland Construction has asked for an additional 30 calendar days to complete the project. These changes were necessary to comply with the grant regulations and the Americans for Disabilities Act. From: Clarice Pearman To: Edmonston, Connie Date: 1/23/06 4:32PM Subject: Midland Constr Connie, Attached is a copy of the above change order signed by the mayor and city clerk. I will forward to you extra originals via interoffice mail. CC: Bell, Peggy; Deaton, Vicki Page 1 1 Clarice Pearman - Midland Constr From: Clarice Pearman To: Edmonston, Connie Date: 1/23/06 4:32PM Subject: Midland Constr Connie, Attached is a copy of the above change order signed by the mayor and city clerk. I will forward to you extra originals via interoffice mail. CC: Bell, Peggy; Deaton, Vicki