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HomeMy WebLinkAbout254-09 RESOLUTIONRESOLUTION NO. 254-09 A RESOLUTION AUTHORIZING THE MAYOR TO ACCEPT AN URBAN FORESTRY ICE STORM DAMAGE ASSESSMENT AND RESTORATION GRANT IN THE AMOUNT OF $81,915.00 FROM THE ARKANSAS FORESTRY COMMISSION; AND APPROVING A BUDGET ADJUSTMENT RECOGNIZING THE GRANT REVENUE BE IT RESOLVED 13Y THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS* Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes the Mayor to accept an Urban Forestry Ice Storm Damage Assessment and Restoration Grant in the amount of $81,915.00 from the Arkansas Forestry Commission to assist in compensation for tree loss due to the 2009 ice storm. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution and incorporated herein as if set out word for word, recognizing the grant revenue. p.N, 111; PASSED and APPROVED this 15th day of December, 200y2`�c,.S-\ RE-9,51''',,sz, 'G\Y O,c •c/A :70: .-xl: :FAYETTEVILLE: st.% :N...? .1eq:QkANS c Jam: eleli ilt T r GO... By; � SONDRA E. SMITH, City Clerk/Treasurer APPROVED: By: ATTEST: City of Fayetteville, Arkansas Budget Adjustment Form Budget Year 2009 Department: Citywide Division: Citywide Program: Sales Tax Capital Improvements Date Requested 11/18/2009 Adjustment Number Project or Item Added/Increased: $30,090 is requested in the Contract Services account and $31,825 in the Landscape Materials account. These funds will be reimbursed upon completion of the grant process. In the grant there is an additional $20,000 awarded, however this is for street tree and park sample inventories which Arkanas Forestry Commission requires direct payment to the selected vendor. Project or Item Deleted/Reduced: To recognize a grant from the Arkansas Forestry Council in the State Grants Capital fund. Justification of this Increase: This funding will enable the City of Fayetteville to replace and repair trees damaged due to the ice storm in winter 2009. Justification of this Decrease: To recognize grant funds from the Arkansas Forestry Council. There is adequate funds in these accounts. • Account Name Increase Budget Account Number Landscape Materials 4470 Contract Services 4470 Account Name State/Municipal Cost Share t on Head 8get Dire or enartment Direct() N, Fin 9470 5220 9470 5315 Amount Project Number 00 31,825 09032 1 00 30,090 09032 1 Decrease Budget Account Number Amount Project Number 97 2- 4470 4470 091:6 4308 00 61,915 09032 1 Date Date Date C% - 1 I I �� X00, ce Director Date � 14 fLi.. hi f otaff '// rS OT / / 8) e Date Type: Budget & Research Use Only A B ' C Requested By General Ledger Date Posted to General Ledger Posted to Project Accounting V.090403 E Initial Date Initial Date Connie Edmonston/Greg Howe Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 12/15/2009 City Council Meeting Date Agenda Items Only Urban Forestry Division Action Required: Parks & Recreation Department A resolution to accept a grant from the Arkansas Forestry Commission via the U. S. Forest Service in the amount of $81,915. n/a Cost of this request 4470.9470.5315.00 4470.9470.5220.00 Account Number Project Number Budgeted Item $ Ice Storm Recovery Grant Category / Project Budget $ Program Category / Project Name 30,090 $31,825 Funds Used to Date $ Program / Project Category Name Sales Tax Capital Remaining Balance Budget Adjustment Attached Date Fund Name X /1--2901 Ci i s ttorney V Date •PaA a -.f Finance and Internal Services Director j1-25-21309 Date Date *it Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Comments: Revised January 15, 2009 • City Council Meeting of December 15, 2009 Agenda Item Number CITY COUNCIL AGENDA MEMO To: Mayor Lioneld Jordan Thru: Don Marr, Chief of Staff Connie Edmonston, Parks and Recreation DirectorO'' From: Greg Howe, Urban Forester Date: November 20, 2009 Subject: Ice Storm Recovery Grant Program Award RECOMMENDATION Accept a grant from the Arkansas Forestry Commission via the U. S. Forest Service in the amount of $81,915. BACKGROUND As we all witnessed on January 27-28, 2009 the central part of the United States was hit with a devastating ice storm. This storm generated approximately 520,000 cubic yards of tree debris and 3,178 trees removed from the City of Fayetteville. As a result of this destruction, primarily to trees, the U.S. Forest Service has provided funds to the State Forestry Commission to disperse for use in compensating for tree lost In July of 2009 a grant was requested from the Arkansas Forestry Commission. On November 20, 2009 the City was award the full amount of the grant request. DISCUSSION The ice storm recovery grant, officially named the Urban Forestry Ice Storm Damage Assessment and Restoration Grant is for $81,915. This grant will consist of two separate projects. The first will be $20,000 for a street tree and park sample inventories to research how trees were affected by the storm and identify hazardous trees that need to be pruned or removed. The second part, $61,915 is for the planting of approximately 230 trees in street right-of-ways and in parks heavily damaged by the storm. BUDGET IMPACT The City is providing labor, materials and supplies as in-kind match worth $69,510. The majority of this money, $45,000 will be for the use of a truck and trailer with a 400 gallon water tank and pump. The second highest cost will be for labor in watering and maintaining the trees. This is estimated at $10,000 and will be funded from the Tree Escrow account and will have no effect on the general fund. The Urban Forester and Urban Forestry crew labor is estimated at $11,230 which is already appropriated for under salaries. Materials supplied by the City consisting of mulch, arbor tie® guy -wire and water are estimated to cost $3,000. This money is budgeted within the Sales Tax Fund - Forestry/ADA of the Parks and Recreation Department's Capital Improvement Plan. Attachments: Urban Forestry Ice Storm Damage Assessment and Restoration Grant RESOLUTION NO. A RESOLUTION AUTHORIZING THE MAYOR TO ACCEPT AN URBAN FORESTRY ICE STORM DAMAGE ASSESSMENT AND RESTORATION GRANT IN THE AMOUNT OF $81,915.00 FROM THE ARKANSAS FORESTRY COMMISSION; 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 Mayor to accept an Urban Forestry Ice Storm Damage Assessment and Restoration Grant in the amount of $81,915.00 from the Arkansas Forestry Commission to assist in compensation for tree Toss due to the 2009 ice storm. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution and incorporated herein as if set out word for word, recognizing the grant revenue. PASSED and APPROVED this 15`h day of December, 2009. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer Urban and Community Forestry Ice Storm Damage Grant Application for the Citizens of the City of Fayetteville, Arkansas ja ': r .a ,Y , it c!• . r' L IC \ Urban Forestry Ice Storm Damage Assessment and Restoration Grant City of Fayetteville Parks and Recreation Department Urban Forestry Division On January 26 -28, 2009 from northwest Arkansas to the Ohio Valley winter rains turned to freezing ice and brought down trees and power poles in record numbers. According to a National Weather Service report over 300,000 power poles were damaged in Arkansas. This was the worst northwest Arkansas ice storm since the December 2000 storm and some reports say the worst in Arkansas recorded weather history. The City of Fayetteville, with assistance from the federal and state governments spent $6.5 million to clean up approximately 520,000 cubic yards of debris, prune 20,500 trees and remove another 3,200 trees. The pruned and removed trees were from the public right-of-way, city parks and public lands. The Parks and Recreation Department maintains 94 separate parks or public properties. Seventy one of these areas are parks or trails and account for 3,024 acres. Of these, 94 parks/trails 33 are very actively used by citizens. On February 27`s the Urban Forestry Strike Team (UFST) made up of Arkansas Forestry Commission personal, U.S. Forest staff and forestry staff from the Southern Group of State Foresters arrived to assist the city in inventorying the tree damage in city parks and along trails. The UFST inventoried these areas and recorded 1,452 trees that needed to be pruned and 674 that needed to be removed due to damage received by the ice storm. The Army Corp of Engineers inventoried soft trails around Lake Fayetteville Park and added 840 additional prunes and 445 removals. This brings the total trees in parks or along trails damaged by the ice storm to 3,414. This type of abrupt canopy loses affects wildlife utilization, stotmwater peak flows, carbon sequestering, air pollution removal and micro climates for people to enjoy. UFST members inventorying' trees By receiving this grant the City of Fayetteville will begin inventorying areas not captured by the UFST as well as the process of replacing these valuable natural resources. Scope of Project: If lolly funded, this Ice Storm Damage Urban Forestry Project will have two parts; 1) street tree sample inventory and 2) public grounds and/or rights-of-way tree plantings. TREE INVENTORY; With funding assistance from the AFC the city conducted a limited street tree and major park inventory in the summer of 2001 and 2002 followed by the development of urban forestry management plan in 2003. In light of the time that has passed from the original inventory and the severity of the ice storm the inventory and management plan are in need of updating. By receiving this grant the city can conduct a sample street tree and major park tree inventory in various parts of the city to compare changes to the original inventory and to gain a perspective, beyond the cleanup numbers of how damaging the ice storm was to public trees. These sample street tree and park tree Inventories shall be done in accordance with the i -Tree STREET, formerly i -Tree STRATUM protocol so that a benefit analysis can be conducted. Sample street tree areas may include the following; City of Fayetteville Parks and Recreation Department Urban Forestry Division 1) Mount Sequoyah Area 2) Washington/Willow Historic District 3) Square Gardens 4) Downtown area including Dickson St. and other sample sites depending on funding allocation Sample major park inventories will include the following; 1) Gully Park 2) Wilson Park 3) Walker Park and Bryce Davis Park depending on funding allocations It is hoped that a minimum 2,500 trees will be inventoried under this grant by a contact to be executed by the AFC. STREET and PARK TREE PLANTING; Public trees are a dynamic resource that ages and dies or suffers from urban environmental issues that result in early demise. They constantly require replacement. This storm removed at least 2,000 trees form the city right-of-way and 1,200 trees from maintained city parks and many more from natural park areas. With this funding assistance form the AFC the city shall start the process of tree canopy replacement. Based on current staffing levels and workload reallocation the City is able to maintain approximately 400 trees. Staff is currently maintaining about 170 trees. This leaves the capacity to add approximately 225 trees. These new trees will all be native trees selected for their ability to withstand the street environment or fit into a park environment with the highest chance of survival How will this Project meet Criteria of Grant?: One hundred percent of the funding to be provided by receiving this grant will directly be used by the City to assess trees damaged by the ice storm and to replace trees that had to be removed due to the storm. Community Background: Fayetteville is located in the scenic Ozark Mountains, it is a town with high quality entertainment and recreational venues, fascinating historical sites, superior health and education facilities and a prosperous business environment. Fayetteville is home to the University of Arkansas. According to a 2007 census estimate, Fayetteville has a population of 72,208. The city is the third most populous in Arkansas and serves as the county seat of Washington County. It was ranked 8th on Forbes Magazine's Top 10 Best Places in America for Business and Careers. Kiplinger's 2008 "Best Cities to Work, Live and Play" list featured Fayetteville as #7. Since 1994 the city has been a Tree City USA and received 5 Growth Awards from the National Arbor Day Foundation. The city had one of the earliest tree ordinances in the state and currently has an ordinance that assists developers in preserving, protecting and replanting trees during the development process. In 2004 the City hired its first Urban Forester. Ice Storm Accomplishments as of June 2009: Since January 2009 the Transportation, Parks & Recreation, Solid Waste and Water & Sewer Departments for the City have all contributed to pruning trees along or in rights -of -ways, drainage easements, parks, trails, natural areas and public grounds. The Parks & Recreation and City of Fayetteville Parks and Recreation Department Urban Forestry Division Transportation Departments continue to remove or prune damaged public trees. The Engineering Department has applied for a grant from the Natural Recourses Conservation Service to clean up creeks and streams that are part of the stormwater system for the city. Project Funding: The City is requesting a minimum of $20,000 for a sample tree inventory and $61,915 in grant money to plant trees. The City will contribute $1,760 in in-kind services for the inventory. The City will provide $67,750 in in-kind services for tree planting and maintenance. Some trees will be planted by the Urban Forestry work crew however; the majority will be installed by a landscape contractor. Trees will be cared for with one dedicated staff person, the Urban Forestry Technician and supplemented, as need by the Urban Forestry work crew. The use of ooze tubes will assist with reduced watering care so that more trees can be maintained. Details of People to be Involved with Project: The Parks and Recreation Department will head up the project with the following personal being the main administrators or work crew. Byron Humphry, Parks Maintenance Superintendent has a M.S. degree in Agronomy and a B.S. degree in Environmental Soil and Water Science with 1 year as a superintendent and 3.5 years as the Park Maintenance Supervisor. His current responsibilities include direct oversight of the parks maintenance, horticulture, and urban forestry divisions Greg Howe, Urban Forester has a B.S. in Environmental Science and Policy and is an ISA Certified Arborist.. He has been active in rising nursery tree stock, developing planting plans, planting trees and conducting or supervising tree maintenance since 1984. He has been directly involved with natural resource management and urban forestry activities since 1988 and the City Urban Forester for the past year. Dick Lingleback, Urban Forestry Crew Supervisor has a B.S. degree in Horticulture and is an ISA Certified Arborist. He has been the crew supervisor for tree planting and maintenance since joining the City in 1998. Dick has been involved with grounds maintenance for over 21 years. Randy Wolfe, Urban Forestry Technician has a B.S. in Biology with course work for a M.S. in Horticulture. He has been active in the commercial tree care industry for four years and been the technician assigned to tree care for the last ten months. Urban Forestry Crew: This 3 man crew is responsible for equipment operation and skilled labor in supporting the urban forestry maintenance and planting work. Project Outcome and Benefits: The sample tree inventories will allow for an assessment of the ice storm damage in street right- of-ways highlighting which trees need to be properly pruned to ANSI -A300 standards and which are hazards and need to be removed thereby protecting the public safety and/or providing for healthy trees in the urban forest. New trees will grow and replace those tree canopies lost during the storm. Trees will be planted to shade playgrounds and pavilions or to restore native vegetation on a hillside or in a riparian area. U&CF Ice Storm Damage Recovery Detailed Project Budget Proposal Non-Federal'(Match) . Categories Federal Grant Cash In -Kind i Total Personnel (Inventory) Urban Forester 80 hrs @ $22 $1,760 Personnel (Planting) P&R Maintenance Superintendent 20 hrs @ $26 $520 Urban Forester 100 hrs @ $22 $2,200 Urban Forestry Technician 1130 hrs @ $9 $10,170 Urban Forestry Crew & Equipment 4 @ $135 per tree (50 trees) $6,750 Fringe Benefits Travel Equipment Provided by the contractor See Urban Forestry Crew above. Pick up and trailer with 400 gal water tank •, $40/hour x 1,125 hrs $45,000 Supplies 217 - 2" Caliper Trees $27,125 10 - 1" Caliper Trees $1,250 Rough Chipped Mulch $2,750 Arbor Tie $360 Water 25 gal Ooze Tubes @ $15.00 ea (230) $3,450 Contractual Tree Planting Contractor 177 trees @ $170 ea $30,090 Other Tree Inventory $20,000 Totals $81,915 $69,510 The Urban Foresty Technican and the pick up truck with trailer will be used to water and maintain the trees for approximate 47 weeks, October 1 or first planting until Sept. 1, 2010. City of Fayetteville Parks and Recreation Department Urban Forestry Division U C F Ice Storm Damage Tree Planting Species - Cost List Species Size Caliper (in) QTY Cost* Total Cost Use Kentucky Coffeetree'Prairie Titian' 2 4 $145 $580 Ice Damage Replacement Street Tree Northern Red Oak 2 4 $105 $420 Ice Damage Replacement Street Tree Red Maple 'Autumn Blaze' 2 6 $125 $750 Ice Damage Replacement Street Tree Thornless Honeylocust'Shademaster' 2 6 $135 $810 Ice Damage Replacement Street Tree Tulip Tree 2 2 $135 $270 Ice Damage Replacement Street Tree Prairie Crabapple 1 10 $75 $750 Ice Damage Grasslands Replacement Park Trees - Shagbark Hickory 2 15 $145 $2,175 Ice Damage Replacement Park Trees - Hillside Bald Cypress 2 20 $130 $2,600 Ice Damage Replacement Park Trees - Riparian Sweetgum, American 2 15 $120 $1,800 Ice Damage Replacement Park Trees - Riparian Tulip Tree 2 15 $135 $2,025 Ice Damage Replacement Park Trees - Riparian Tupelo (Blackgum) 2 15 $135 $2,025 Ice Damage Replacement Park Trees - Riparian Sycamore 2 20 $105 $2,100 Ice Damage Replacement Park Trees - Riparian & Uplands Loblolly Pine 8-10' 10 $140 $1,400 Ice Damage Replacement Park Trees - Uplands Short -Leaf Pine 8-10' 10 $140 $1,400 Ice Damage Replacement Park Trees - Uplands Bur Oak 2 15 $110 $1,650 Ice Damage Replacement Park Trees - Uplands & Hillside Post Oak 2 20 $135 $2,700 Ice Damage Replacement & Hillside Park Trees - Uplands Shumard Oak 2 20 $100 $2,000 Ice & Hillside Damage Replacement Park Trees - Uplands White Oak 2 20 $120 $2,400 Ice Damage Replacement Park Trees - Uplands Hi & llside Totals 227 $27,855 Avg cost =$125 ea Actual species planted will be subject to availability at time of order. The cost reflected here does not include any discount for a large order. Nurseries contacted said larger quantity orders will have reductions in price. Any remaining money can be used to purchase additional trees, returned to the Arkansas Forestry Commission Grant or put towards the tree inventory. This decision would be at the discretion of the AFC U&CF Coordinator. Project Request: Project Number Project Title Project Status Project Manager Project Group Project Type Fiscal Start Mo./ Year : • • • • • • Sub Project Request: Sub Project Number Sub Project Title Sub Project Status Sub Project Manager Grant (Y/N) Sub Project Request: Sub Project Number : Sub Project Title Sub Project Status : Sub Project Manager : Grant (Y/N) Project Request Form (will be assigned by Budget) Ice Storm Recovery Grant - Ar Forestry Comm. Active Connie Edmonston Project Grants Nov -09 901 Ice Storm Recovery Grant Active Connie Edmonston Yes General Ledger Accounts Assigned: 4470.9470.5315.00 4470.9470.5220.00 General Ledger Accounts Assigned: Is this item going to Council? Yes If yes, please specify date: Is a budget adjustment needed? Yes Tracie Martin Requested By • 12/15/2009 Entered By Greg Howe Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements N/A City Council Meeting Date Agenda Items Only Parks Planning/Urban Forestry Parks and Recreation Division Action Required: Department Request for approval of contract extension for Bid 10-35 with All Around Landscaping, Inc. NONE Cost of this request 4470.9470.5315.00 Account Number 09032.1 Project Number Budgeted Item x 61,425.00 Category / Project Budget 46,780.60 Ice Storm Recovery Grant Program Category / Project Name Contract Services Funds Used to Date Program / Project Category Name 14,644.40 Sales Tax/Grant Remaining Balance Fund Name Budget Adjustment Attached Department Direc anhigteefr as -22.-/1 Date Previous Ordinance or Resolution # 254-09 Original Contract Date: 2^ tt ^ Lott Original Contract Number: City Attorney Date 4) Finance and Internal Services Director 2-1z- lot Date Comments: Date i � Dat Received inCity 02-22-11 A10:17 RCVD Clerk's Office , / Received in Mayor's Office Revised January 15, 2009 ve vLle THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE ARKANSAS www.accessfayettevilie.org CITY COUNCIL AGENDA MEMO To: Mayor Lioneld Jordan Thru: Don Marr, Chief of Staff L Connie Edmonston, Parks and Recreation Director Cy Alison Jumper, Park Planning Superintendent pi) From: Greg Howe, Urban Forester Date. February 18, 2011 Subject: Bid # 10-35 Tree Planting and Maintenance Project Contract Amendment PROPOSAL: On December 15'h, 2009, the City Council passed Resolution Number 254-09 authorizing the Mayor to accept the Ice Storm Recovery Grant from the Arkansas Forestry Commission with funding from the U.S. Forest Service. The grant included $61,915 to replace trees damaged or removed due to the January 2009 ice storm and maintain them for ninety (90) days. The bid for the 2010 Tree Planting and Maintenance Project was advertised on April 29th and May 5th and opened on May 18'h. Four vendors including All Around Landscaping, Inc., B&H Specialties, Dixon Contracting, Inc. and Second Nature Property Management, LLC. submitted bids with All Around Landscaping, Inc. being the low bid in the amount of 588,040.50. The trees funded by the ice storm recovery grant have been planted and the 90 day maintenance period has begun. During the planting process staff had several concerns over tree health due to the contractor's watering schedule. Since the trees are now dormant and overall tree health is more difficult to assess, the contractor and staff have agreed to extend the 90 day maintenance and guarantee period to two hundred and twenty (220) days or approximately until May 2, 2011. Staff worked with the Assistant City Attorney to draft a contract extension. This will allow staff to evaluate tree health after spring leaf out. RECOMMENDATION: Staff recommends approval of the contract extension. BUDGET IMPACT: This contract extension does not change the financial obligations of the bid. There is no budget impact. Attachments: Contract Extension Agreement Signed by Contractor • Contract Amendment No. 1 to Agreement between the City of Fayetteville and All Around Landscaping, Inc. Entered June 1, 2010 Whereas, the City of Fayetteville and All Around Landscaping, Inc. (hereinafter the "Parties") desire to modify a term of the agreement entered June 1, 2010, pursuant to Bid #10- 35, for the planting and maintenance of trees, and Whereas, the Parties desire that continued viability of the trees planted be guaranteed for an extended period of time. NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL OBLIGATIONS AND PROMISES CONTAINED HEREIN, THE PARTIES HEREBY AGREE AS FOLLOWS: 1. That wherever the Agreement between the Parties entered June 1, 2010, for the planting and maintenance of the Ice Storm Recovery Grant trees provides for a ninety (90) day guarantee of planting by requiring All Around Landscaping, Inc. to make all repairs and replacements necessitated by defects in the materials, workmanship or prosecution of the Work under the Agreement and to pay for any damage to other works or property resulting from such defects, said requirement shall be amended to require a two hundred twenty (220) day guarantee under identical terms. 2. All other terms and conditions of the contract shall remain unchanged. AGREED TO THIS 29th DAY OF December, 2010. ALL AROUND LANDSCAPING, INC. CITY OF FAYETTEVILLE, AR ATTEST: City Clerk llllll mutt, G�G�SY•Oc ••G,P S65 .1 E ;FAYETTEVILLE• '''1i/1/46TO4 °`O%