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HomeMy WebLinkAbout101-16 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 101-16 File Number: 2016-0229 ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S OUTDOOR RECREATION GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 50/50 MATCHING GRANT FROM THE ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S OUTDOOR RECREATION GRANT PROGRAM IN THE AMOUNT OF $150,000.00 FOR THE CONSTRUCTION OF PLAYGROUND AND PARKING IMPROVEMENTS AT WILSON PARK, AND TO APPROVE A BUDGET ADJUSTMENT. WHEREAS, on August 4, 2016, the City Council passed Resolution No. 132-15 authorizing an application for a 50/50 matching grant through the Arkansas Department of Parks and Tourism's Outdoor Recreation Grant Program and that application has been approved. NOW, THEREFORE, 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 acceptance of a 50/50 matching grant from the Arkansas Department of Parks and Tourism in the amount of $150,000.00 for the construction of playground and parking improvements at Wilson Park. 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. PASSED and APPROVED on 5/17/2016 Page 1 Printed on 5118116 File Number: 2016-0229 Resolution: 101-16 Page 2 Attest: Sondra E. Smith, City Clerk Treasurer ��• sCrty FAYETTEVILLE; r s • s '�.' ; O i Printed on 5118/16 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 M— (479) 575-8323 r•- '.�s Text File File Number: 2016-0229 Agenda Date: 5/17/2016 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 7 ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S OUTDOOR RECREATION GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 50/50 MATCHING GRANT FROM THE ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S OUTDOOR RECREATION GRANT PROGRAM IN THE AMOUNT OF $150,000.00 FOR THE CONSTRUCTION OF PLAYGROUND AND PARKING IMPROVEMENTS AT WILSON PARK, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, on August 4, 2016, the City Council passed Resolution No. 132-15 authorizing an application for a 50/50 matching grant through the Arkansas Department of Parks and Tourism's Outdoor Recreation Grant Program and that application has been approved. NOW, THEREFORE, 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 acceptance of a 50/50 matching grant from the Arkansas Department of Parks and Tourism in the amount of $150,000.00 for the construction of playground and parking improvements at Wilson Park. 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. City of Fayetteville, Arkansas Page 1 Printed on 511812016 Alison Jumper Submitted By City of Fayetteville Staff Review Form 2016-0229 Legistar File ID 5/17/2016 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 4/27/2016 Parks & Recreation / _ Parks & Recreation Department Submitted Date Division / Department Action Recommendation: Parks and Recreation requests City Council approval of a resolution to authorize the City to accept a $150,000 matching grant from the Arkansas Parks and Tourism Outdoor Recreation Grant Program and approval of a budget adjustment to recognize the revenue for the replacement of the Wilson Park playground. Budget Impact: 2250.9255.5806.00 Parks Development Account Number Fund 13001.1601 Wison Park Grant Match Project Number Project Title Budgeted Item? Yes Current Budget $ 459,000.00 Funds Obligated $ - Current Balance Does item have a cost? Yes Item Cost $ 300,000.00 Budget Adjustment Attached? Yes Budget Adjustment $ 150,000.00 Remaining Budget 11J, V20140710 Previous Ordinance or Resolution # 132-15 Original Contract Number: Approval Date: Comments: CITY OF Fa yve e—v-1 I I e ARKANSAS MEETING OF MAY 17TH, 2016 TO: Mayor and City Council CITY COUNCIL AGENDA MEMO THRU: Don Marr, Chief of Staff Connie Edmonston, Parks and Recreation Director FROM: Alison Jumper, Park Planning Superintendent DATE: April 27, 2016 SUBJECT: Acceptance of an Arkansas Parks and Tourism Outdoor Recreation Grant for Wilson Park RECOMMENDATION: Parks and Recreation requests City Council approval of a resolution to authorize the City to accept a $150,000 matching grant from the Arkansas Parks and Tourism Outdoor Recreation Grant Program and approval of a budget adjustment to recognize the revenue for the replacement of the Wilson Park playground. BACKGROUND: The Arkansas Department of Parks and Tourism annually offers a matching grant opportunity through its Outdoor Recreation Grants Program. Each year eligible entities may apply for funds for projects that create opportunity for outdoor recreation. The grant is funded from two sources. The Land and Water Conservation Fund (LWCF) is a federal program with funds derived from the sale of federal surplus real estate property, federal motor boat fuel tax, and Outer Continental Shelf mineral receipts. The Natural and Cultural Resources Grant and Trust Fund (NCRGTF) is a state program with funds collected from a tax on the transfer of certain real estate in the State of Arkansas. LWCF and NCRGTF funds are included in the Department of Parks and Tourism's Outdoor Recreation Grants Program for funding outdoor recreation facilities. Only incorporated cities and counties may apply. Arkansas Parks and Tourism has awarded our City with several grants for the development of improvements to Doc Mashburn Park, Sweetbriar Park, Bryce Davis Park, Braden Park, Grinders Skate Park at Walker Park, Gulley Park, Veterans Memorial Park at Lake Fayetteville Park and the Botanical Garden of the Ozarks at Lake Fayetteville Park. A public hearing was held at City Hall, Room 326 on June 25, 2015 to gather input from the public regarding recreation needs and to prioritize an eligible grant project (see attached public hearing affidavit of publication and minutes). Outreach to groups such as ethnic minority populations, the elderly and persons with disabilities was attained through additional group meetings as required by the grant. Specific projects for the grant application were not defined at the outreach meetings or the public hearing. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 The Parks and Recreation Advisory Board approved the selection of this project for the 2016 Arkansas Parks and Tourism Outdoor Recreation Grant. The conceptual plan was approved by PRAB on July 6, 2015 (see attached PRAB meeting minutes). On August 4, 2015, City Council passed Resolution Number 132-15 authorizing Parks and Recreation to apply for a grant from Arkansas Department of Parks and Tourism (see attached resolution). DISCUSSION: This grant contains twelve (12) obligations covering items such as compliance of the Americans for Disabilities Act and requiring that the property be retained in perpetuity for outdoor recreation use (see attached grant obligations). The project area of Wilson Park meets all of these obligations. Section 6(f) (3) of the LWCF Act states "No property acquired or developed with the assistance under this section shall, without the approval of the Secretary of the United States Department of the Interior, be converted to other than public outdoor recreation use." If this property must ever be used for anything other than outdoor recreation use, it is possible to convert the park boundary. The project includes replacing the existing playground and making improvements to the entry drives on the west end of the park where the paving has deteriorated. Additionally, an ADA space will be striped and curb will be added to reduce erosion problems adjacent the to the drive. The total project is estimated at $300,000. The Parks and Recreation Advisory Board approved the selection of this project for the 2016 Arkansas Parks and Tourism Outdoor Recreation Grant. The conceptual plan was approved by PRAB on July 6, 2015 (see attached PRAB meeting minutes). BUDGET/STAFF IMPACT: Arkansas Outdoor Recreation Grant awarded the City of Fayetteville $150,000 to complete the project. This is a 50/50 matching grant. The matching funds are available in project 13001.1601 Wilson Park Improvements. Attachments: Letter of Award Notification from Arkansas Parks and Tourism PRAB Minutes July 6, 2015 Resolution No. 132-15 Grant Obligations Budget Adjustment DEPARTMENT OF PARKS & TOURISM 1 Capitol Mall Little Rock, AR 72201 501-682-7777 Great River Road Division 501-682-1120 Arkansas.com History Commission 501-682-6900 (TDD) Ark-ives.com Human Resources Section 501-682-7742 (rDD) KeepArkansos Beautiful Division 501-682-3507 (TDD) KeepArko nsasBeauli fu 1. com Slate Porks Division 501-682-1191(TDD) ArkansasStateParks cam Tourism Division 501-682-7777 (TDD) ArkansaS.Cam Asa Hutchinson GOVERNOR Kane Webb EXECUTIVE DIRECTOR DIVISION DIRECTORS Cynthia Dunlap ADMINISTRATION Grady Spann STATE PARKS Joe David Rice TOURISM Ron Maxwell GREAT RIVER ROAD Dr. Lisa Speer HISTORY COMMISSION Robed Phelps KEEPARKANSAS BEAUTIFUL ,%ionsas, THE NATURAL STATE January 19, 2016 The Ilonorable Lioneld Jordan Mayor of Fayetteville 113 W. Mountain Fayetteville, Arkansas 72701 JAIN 5 NIS CITY OF F' T ; F fir; L' F MAYOR.OFFICE OFFICE RE: FY 2016 Matching Grant Project 2016 Wilson Park Improvements Project Number A -10694 -16 -WA Dear Mayor Jordan: Congratulations! As a recipient of a Fiscal Year 2016 Matching Grant Award in the amount of $150,000.00, the first step in beginning your project will be the Project Management Workshop. This workshop should be scheduled at your earliest convenience, but it should be noted that this workshop must be completed before you can begin any work on your project. We require that the person who will handle paper work, prepare bid documents, purchase materials, and supervise the construction for this project attend this meeting. I request that you or a representative from your office attend the meeting. It is also helpful for the Project Engineer or Architect, if applicable, to attend this meeting. During the workshop, we will discuss federal and state regulations for barrier free access, bidding and purchasing procedures, record keeping, reimbursement procedures, and responsibilities after the project has been completed. Please prepare the following items for the meeting: (1) Project Budget (Revised if needed) Enclosed is a form for your use. (2) Site development plan including any revisions that have been made since your application. (3) It will be helpful to have complete plans and specifications that are ready for bid. If the City is unclear on our requirements, we will discuss them at the workshop. After the Project Management meeting, I will review your plans and specifications as well as bid documentation and advertisements. If everything is in order, I will mail a State Contract Agreement for you to sign. After you sign the Contract and return it, the Executive Director of the Department of Parks and Tourism will sign it and return it to you along with an Official Notice To Proceed. PLEASE NOTE: Any expenses associated with this grant project that are incurred prior to the official Notice -To -Proceed hill not be eligible for reimbursement, except for architecture and engineering expenses. I look forward to working with you on your project. Sincerely, - r Mike Sprague, Project Officer AN EQUAL Outdoor Recreation Grants Program OPPORTUNITY/ Tel: 501-682-6946 AFFIRMATIVE ACTION/ AMER CANS WITH Email: michael.sprague@arkansas.gov DISABILITIES ACT EMPLOYER CITY OF i' I S Ta. 1�e ARKANS Parks and Recreation Advisory Board July 61h , 2015 at 5:30 p.m. City Administration Building, Room 326 113 West Mountain Street Fayetteville, AR 72701 MINUTES Members: Kyle McHan, Wade Colwell, Richie Lamb, Chuck Maxwell, David Priest, David Proffitt, Philip Watson, Terry Lawson City Staff: Connie Edmonston, Director; Byron Humphry, Maintenance Superintendent; Alison Jumper, Parks Planning Superintendent; Alan Spann, Program Superintendent, Chanel Pennington; Operations Assistant 1. Call to Order: 5:30 PM 2. Roll Call Parks and Recreation Advisory Board members present were Lamb, Priest, Colwell, McHan, McKnight, and Proffitt. Members absent were Maxwell, Watson, and Lawson. 3. Approval of June1st 2015, PRAB Meeting Minutes PRAB Motion: Lamb motioned to approve minutes, McKnight seconded the motion. Motion passed by voice vote, 6-0-0. 4. Arkansas Parks and Tourism Outdoor Grant Application: Alison Jumper, Park Planning Superintendent Jumper gave a brief explanation of Arkansas Parks and Tourism Outdoor Grant Application that will match the department 50/50. Jumper also gave a brief update regarding the process and status of the grant application. Three meetings have been hosted for input from the community regarding the grant. Staff will take input and compare it to what is available in the budget and try to match the best grant application. Staff is proposing to replace the older playground (ages 5-12) at Wilson Park, make parking and road improvements, and improve ADA accesses. Jumper mentioned that that there $175,000 of matching funds available for the grant. PRAB Motion: Lamb motioned to approve the funds for application, McHan seconded. Motion passed, 6-0-0 Mailino Address: 113 vel Mountain Street wwkv'1ayettevi11e-ar.gov Fayetteville, AR 72,01 RESOLUTION NO. 132-15 A RESOLUTION TO AUTHORIZE AN APPLICATION FOR A 50/50 MATCHING GRANT, THROUGH THE ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S OUTDOOR RECREATION GRANT PROGRAM, IN THE AMOUNT OF $150,000.00 FOR THE CONSTRUCTION OF PLAYGROUND AND PARKING IMPROVEMENTS AT WILSON PARK WHEREAS, the City of Fayetteville seeks to improve recreation facilities at Wilson Park 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 area have been prepared and the price therefore has been established; and WHEREAS, the City Council of the City of Fayetteville, Arkansas 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; and WHEREAS, the City Council of the City of Fayetteville, Arkansas 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 OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to make application to the Arkansas Department of Parks and Tourism for assistance to develop recreational facilities in Wilson Park located in the City of Fayetteville; therefore such application shall be submitted as expediently as possible. Page 2 Resolution No. 132-15 PASSED and APPROVED this 4 1 day of August, 2015. Fm ATTEST: By: . Lat-4�-- SONDRA E, SMITH, City Clerk Tre�Wj�v,r, �tiC 1 TR �*-'�'7�.. ' _ Iii fair FAYETTEVILLt:''�� �r�►/►itEEllti►t 2, AN OVERVIEW OF THE BASICS WHO CAN PREPARE THE APPLICATION? • The application can be prepared locally. • The application can be prepared by consultants. (Grant preparation cannot be paid for with grant funds). • The application can be prepared by the local area -wide Planning or Economic Development Districts or the Regional Planning Commis- sions. WHAT ARE OUR OBLIGATIONS IF WE ]RECEIVE A GRANT? We are jointly committed! Boththe Department of Parks and Tourism's Outdoor Recreation Grants Program and the project sponsor are committed to long term program compliance. After the project is completed and all grant funds have been dis- bursed, our commitment to the requirements of the Arkansas Matching Grant Program continues. These ongoing commitments include: Once a public park project boundary has been identified by the local project sponsor and provided to the Department of Parks and Tourism, all facilities constructed within that boundary, at any future time, must be in compliance with the rules and regulations of the Outdoor Recreation Grants Program Project Management Guide. This also applies to those facilities constructed in whole or in part with local funds. 2. Property acquired or developed with grant funds must be retained in perpetuity for outdoor recreation use and will be subject to inspection by the State at least once every five years. In addition each project will be inspected by the State during construction 6 APPLICATION GUIDE and before final reimbursement is made. 3. No overhead utility lines are allowed within the project boundary. All existing utility lines located within the park boundaries must be placed underground. This regulation applies to any overhead lines including electric lines, phone lines and public announcement system wiring. No vehicular right-of-way easements are allowed within the boundary. 4. A permanent sign indicating that federal LWCF or state ANCRGTF monies were used to ac- quire and/or develop public outdoor recreation facilities must be maintained within the park in perpetuity. The Outdoor Recreation Grants Program will provide the grantee a sign, 10" wide x 8" tall, to be mounted in a promenent location within the park (ex. near entrance). Upon project completion the applicant will be required to describe the location ofthe sign and state that the sign location will not change. 5. All public recreation facilities constructed within aMatching Grant Program -assisted park must be accessi ble to persons with disabilities. This also applies to facilities in the park that were not developed with grant assistance. 6. Property acquired or developed with assistance from the fund must be open to entry and use by all persons regardless of race, color, religion, sex, or national origin. Discrimination on the basis of residence, including preferential res- ervation or membership systems, isprohibited, excepttothe extent that reasonable differences in admission and other fees maybe maintained on the basis of residence. 7. Property acquired or developed with assistance from the Matching Grant Program shall be 2 � AN OVERVIEW OF THE BASICS 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. Buildings, roads, trails, and other structures and improvements shall be kept in reasonable repair throughout their functional lifetime to prevent undue deterioration and to encourage publicuse. Facilities that have reached an age that renders them obsolete or worn out may be removed upon notification oftheArkansas Department of Parks and Tourism's Outdoor Recreation Grants Program Director. Notifi- cation must be provided 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 compli- ance continues after the project is completed. Sponsors who fail to comply with long term commitment may jeopardize future eligibil- ity for matching grant funds for new projects and/or be subjectto 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. Prop- erty 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 ofuse ofareas and facilities acquired or developed with Matching Grant APPLICATION GUIDE 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 ap- plicable grant agreement and amendments. 11. All recipients of Matching Grant Program monies must comply with the Architectural Barriers Act of 1968, Section 504 of the Reha- bilitation Act of 1973, and theAmericans With Disabilities Act, of 1990 Title II and Title III. 12. Properties (parks and recreation areas) ac- quired or developed with LWCF/ANCRGTF assistance are prohibited by Section 6(f)(3) of the LWCF Act of 1965, as amended, from conversion to any use 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. Depart- ment of the Interior, be converted to other than public outdoor recreation use. The Secretary shall approve such conversion only ifhe/she finds itto be in accordancewith 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 properties of at least equal fair market value and of reasonable equivalent usefulness and location." 7 City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division: Parks & Recreation Adjustment Number 2016 Dept.: Parks & Recreation Requestor: Alan Bearden BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Approval to receive/recognize matching grant funds of $150,000 from Arkansas Parks and Tourism Outdoor Recreation Grant Program for use to replace the playground at Wilson Park. There is a 50% matching requirement by the City. COUNCIL DATE: 5/17/2016 LEGISTAR FILE ID#: 2016-0229 3 UN'T?cwctl FeW 4/28/2016 11:00 All Budget Director Date C:\Users\Ismith\App Data\Roaming\L5\Temp\ac77e22e-7cf9-47d3-a2ec-cl7e48608313 i of I TYPE: DESCRIPTION: GLDATE: RESOLUTION/ORDINANCE POSTED: TOTAL 150,000 150,000 v.20160125 Increase / (Decrease) Project.Sub# Account Number Expense Revenue Project Sub AT Account Name 2250.9255.5806.00 150,000 13001 1601 EX Park Improvements 2250.0925.4302.00 - 150,000 13001 1601 RE State Grants - Capital C:\Users\Ismith\App Data\Roaming\L5\Temp\ac77e22e-7cf9-47d3-a2ec-cl7e48608313 i of I Arw,googa�5 14U ristr UDi 15 D rN _:�)a rk. City of Fayetteville Staff Review Form 2016-0453 Legistar File ID N/A City Council Meeting Date- Agenda Item Only N/A for Non -Agenda Item P Ken Eastin 9/26/2016 arks & Recreation / Parks &Recreation Department Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approval of Amended Budget Form for Fayetteville's 2016 Arkansas State Park Outdoor Recreation Grant for Improvements to Wilson Park roads and parking and replacement of the existing playgrounds. 2250.9255.5806.00 Account Number 13001.1601 Project Number Budgeted Item? NA Does item have a cost? NA Budget Adjustment Attached? NA Previous Ordinance or Resolution tt 101-16 Original Contract Number: Comments: Budget Impact: Parks Development Fund Wilson Park Grant Match Project Title Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget O V20140710 Approval Date: i Le CITY OF 'Rttvfl1e ARKANSAS TO: Mayor Lioneld Jordan THRU: Don Marr, Chief of Staff Connie Edmonston, Parks and Recreation Director Alison Jumper, Park Planning Superintendent FROM: Ken Eastin, Park Planner II DATE: September 26, 2016 STAFF MEMO SUBJECT: Acceptance of a revised budget for an Arkansas Parks and Tourism Grant Award for Wilson Park RECOMMENDATION: Staff recommends approval of an Amended Budget Form for Fayetteville's 2016 Arkansas State Park Outdoor Recreation Grant for Improvements to Wilson Park roads and parking and replacement of the existing playgrounds. BACKGROUND: The Arkansas Department of Parks and Tourism annually offers a matching grant opportunity through its Outdoor Recreation Grants Program. Each year eligible entities may apply for funds for projects that create opportunity for outdoor recreation. The grant is funded from two sources. The Land and Water Conservation Fund (LWCF) is a federal program with funds derived from the sale of federal surplus real estate property, federal motor boat fuel tax, and Outer Continental Shelf mineral receipts. The Natural and Cultural Resources Grant and Trust Fund (NCRGTF) is a state program with funds collected from a tax on the transfer of certain real estate in the State of Arkansas. LWCF and NCRGTF funds are included in the Department of Parks and Tourism's Outdoor Recreation Grants Program for funding outdoor recreation facilities. Only incorporated cities and counties may apply. Arkansas Parks and Tourism has awarded our City with several grants for the development of improvements to Doc Mashburn Park, Sweetbriar Park, Bryce Davis Park, Braden Park, Grinders Skate Park at Walker Park, Gulley Park, Veterans Memorial Park at Lake Fayetteville Park and the Botanical Garden of the Ozarks at Lake Fayetteville Park. A public hearing was held at City Hall, Room 326 on June 25, 2015 to gather input from the public regarding recreation needs and to prioritize an eligible grant project (see attached public hearing affidavit of publication and minutes). Outreach to groups such as ethnic minority populations, the elderly and persons with disabilities was attained through additional group meetings as required by the grant. Specific projects for the grant application were not defined at the outreach meetings or the public hearing. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 The Parks and Recreation Advisory Board approved the selection of this project for the 2016 Arkansas Parks and Tourism Outdoor Recreation Grant. The conceptual plan was approved by PRAB on July 6, 2015 (see attached PRAB meeting minutes). On August 4, 2015, City Council passed Resolution Number 132-15 authorizing Parks and Recreation to apply for a grant from Arkansas Department of Parks and Tourism. On May 17, 2016, City Council passed Resolution Number 101-16 authorizing acceptance of a 50/50 matching grant from the Arkansas Department of Parks and Tourism's Outdoor Recreation Grant Program in the amount of $150,000 for the construction of a playground and parking improvements at Wilson Park (see attached resolution). DISCUSSION: This grant award is now in the final stages of approval through the Arkansas Department of Parks and Tourism's Outdoor Recreation Grant Program (ORGP). There are two final items that require the Mayors signature for approval prior to being awarded a "Notice to Proceed". These two items include acknowledgement and approval of both the revised budget and the final contract with the ORGP. The revised budget form is included herein as an attachment. Once this is signed and returned to ORGP, they will then return the contract for approval and signing. The budget has been revised only in that one line item, the relocation of overhead power lines, has been requested by Fayetteville Parks Staff to be eliminated from the cost share. This work will still be required; however, its removal as a cost sharable expense will not affect the project budget or the ultimate amount of the grant reimbursement. Once ORGP receives the signed budget, they will then submit a final contract for signature. Once signed by both parties and executed, this project will then receive a Notice to Proceed. Every effort is being made to expedite this process so that Parks and Recreation can then immediately post bid advertisements to implement this project. BUDGET/STAFF IMPACT: Arkansas Outdoor Recreation Grant awarded the City of Fayetteville $150,000 to complete the project. This is a 50/50 matching grant. The matching funds are available in project 13001.1601 Wilson Park Improvements. Attachments: Revised Budget Form Resolution #101-16 PROJECT TITLE 2016 Wilson Park Improvements GRANTEE City of Fayetteville The following information reflects the scope and budget of your Fiscal Year 2013 grant project. Please make changes where needed. LINE ITEM ESTIMATE CHANGES FINAL BUDGET +or - 1. Parking and Accessibility Improvements $100,000 100,000.00 2. Playground $200,000 200,000.00 3. Relocating Electrical Underground (required, however zeroed out per request) $0.00 I hereby certify that the above i on SIGNED: TITLE: 1/ a to thqbest of my knowledge. 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 101-16 File Number: 2016-0229 ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S OUTDOOR RECREATION GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 50/50 MATCHING GRANT FROM THE ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S OUTDOOR RECREATION GRANT PROGRAM IN THE AMOUNT OF $150,000.00 FOR THE CONSTRUCTION OF PLAYGROUND AND PARKING IMPROVEMENTS AT WILSON PARK, AND TO APPROVE A BUDGET ADJUSTMENT. WHEREAS, on August 4, 2016, the City Council passed Resolution No. 132-15 authorizing an application for a 50/50 matching grant through the Arkansas Department of Parks and Tourism's Outdoor Recreation Grant Program and that application has been approved. NOW, THEREFORE, 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 acceptance of a 50/50 matching grant from the Arkansas Department of Parks and Tourism in the amount of $150,000.00 for the construction of playground and parking improvements at Wilson Park. 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. PASSED and APPROVED on 5/17/2016 Page 1 PNnted on 5/18/18 File Number: 2016-0229 Resolution: 101-16 Page 2 Attest: &-n., e Lc Sondra E. Smith, City Clerk Treasurer QF FAYETTEVILLE; sA.YAANSQ�.:��' PAn1ee on B/1&1B I Arkansas Department of Parks and Tourism's Outdoor Recreation Grant -Wilson Park extension City of Fayetteville Staff Review Form 2017-0308 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Ken Eastin Submitted By 6/5/2017 Parks & Recreation / Parks & Recreation Department Submitted Date Division / Department Action Recommendation: Park staff recommends signing and submitting the attached letter to Arkansas State Parks Outdoor Recreation Grants Programrequesting an extension of the grant period for project #A -10694 -16 -WA, $150,000 for Wilson Park Improvements beyond the current deadline of June 30, 2017. Budget Impact: N/A N/A Account Number Fund N/A N/A Project Number Project Title Budgeted Item? NA Current Budget Funds Obligated Current Balance Does item have a cost? NA Item Cost Budget Adjustment Attached? NA Budget Adjustment Remaining Budget Previous Ordinance or Resolution # 101-16 Original Contract Number: Comments: I$ - Is V20140710 Approval Date: CITY OF FAYETTEVILLE ARKANSAS TO: Mayor Lioneld Jordan THRU: Don Marr, Chief of Staff Connie Edmonston, Parks and Recreation Director FROM: Ken Eastin, Park Planner DATE: June 5, 2017 STAFF MEMO SUBJECT: Written request to the Arkansas State Park Outdoor Recreation Grant Program asking for the extension of grant project #A -10694 -16 -WA, $150,000 for Wilson Park Improvements beyond the current deadline of June 30, 2017 RECOMMENDATION: • Park staff recommends signing and submitting the attached letter to Arkansas State Parks Outdoor Recreation Grants Program requesting an extension of the grant period for project #A- 10694 -16 -WA, $150,000 for Wilson Park Improvements beyond the current deadline of June 30. BACKGROUND: The City of Fayetteville received a 2016 Outdoor Recreation Grant of $150,000 for a new playground and other improvements at -Wilson Park. The major projects proposed to be accomplished utilizing grant money include the complete renovation of the park entry drive off Prospect Street into the westernmost parking lot, burial of three existing overhead powerlines within the defined project area, and the demolition and replacement of the two existing . playgrounds. Thus far, the entry drive has been completed and one of the overhead power lines has been moved underground. The two remaining overhead lines are planned to be moved during early June DISCUSSION: Through an extended Request for Proposal process, Fayetteville Parks and Recreation selected and contracted with ACS Adventure Playgrounds of Oklahoma City, OK for the removal of the existing play structures, the installation of improved accessible sidewalks, and the installation of new playground equipment. A combination of bidding delays, last minute plan development by the contractor, and ongoing weather delays has caused the completion schedule for the playground to be delayed until the end of July. The previous grant closeout deadline of June 30, 2017 will not be met and the granting agency has requested a letter requesting extension from the mayor. BUDGET/STAFF IMPACT: The grant extension request will not impact the budget or staff time. Attachments: Letter from mayor requesting grant extension Resolution 101-16 Grant Acceptance Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 CITY OF FAYETTEVILLE ARKANSAS May 31, 2017 John Beneke, Director Arkansas State Parks Outdoor Recreation Grant 1 Capitol Mall Little Rock, AR 72201 RE: Outdoor Recreation Grant Extension Request Dear Mr. Beneke, The City of Fayetteville was awarded a 2016 Outdoor Recreation Grant in the amount of $150,000 for development and improvements to Wilson Park. This grant is referenced by project #A -10694 -16 -WA. Although the City has made good progress, bidding and weather delays have extended our completion schedule. We have recently been informed by our playground contractor that this construction schedule has been revised.with completion now scheduled for the end of July. This revision- is necessary to allow adequate time for curing of the concrete pad beneath the• larger playground and for trouble -free installation of the resilient tile material beneath the play structure., Based on this revised timeline, I am formally requesting an extension of the contract period for Project #A -10694 -16 -WA with the City of Fayetteville. Should you have any questions or need additional information, please call the Fayetteville Department of Parks and Recreation at 479.444.3471. Thank you for a favorable decision on this request. Sincerely, City o aye vi Lioneld ord Mayor cc: Don Marr, Chief of Staff Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 101-16 File Number: 2016-0229 ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S OUTDOOR RECREATION GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 50/50 MATCHING GRANT FROM THE ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S OUTDOOR RECREATION GRANT PROGRAM N THE AMOUNT OF $150,000.00 FOR THE CONSTRUCTION OF PLAYGROUND AND PARKING IMPROVEMENTS AT WILSON PARK, AND TO APPROVE A BUDGET ADJUSTMENT. WHEREAS, on August 4, 2016, _the City Council passed Resolution N. 132-15 authorizing an application for a 50/50 matching grant through the Arkansas Department of Parks and Tourism's Outdoor Recreation Grant Program and that application has been approved. NOW, THEREFORE, 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 acceptance of a 50/50 matching grant from the Arkansas Department of Parks and Tourism in the amount of $150,000.00 for the construction of playground and parking improvements at Wilson Park. 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. PASSED and APPROVED on 5/17/2016 Page 1 Printed on 5/18/16 File Number.: 2016-0229 Resolution: 101-16 Page 2 Attest: Li1.& L Sondra E. Smith, City Clerk Treasurer Printed on 5/18/16 City of Fayetteville, Arkansas 113 West Mountain Street / Y Fayetteville, AR 72701 ( -` i (479) 575-8323 I!.J)Text File File Number: 2016-0229 Agenda Date: 5/17/2016 Version: 1 Status: Passed In Control: City Council Meeting Agenda Number: A. 7 File Type: Resolution ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S OUTDOOR RECREATION GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A . 50/50 MATCHING GRANT FROM THE ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S OUTDOOR RECREATION GRANT PROGRAM IN THE AMOUNT OF $150,000.00 FOR THE CONSTRUCTION OF PLAYGROUND AND PARKING IMPROVEMENTS AT WILSON PARK, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, on August 4, 2016, the City Council passed Resolution No. 132-15 authorizing an application for a 50/50 matching grant through the Arkansas Department of Parks and Tourism's Outdoor Recreation Grant Program and that application has been approved. NOW, THEREFORE, 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 acceptance of a 50/50 matching grant from the Arkansas Department of Parks and Tourism in the amount of $150,000.00 for the construction of playground and parking improvements at Wilson Park. 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. City of Fayetteville, Arkansas Page 1 Printed on 5/18/2016 F City of Fayetteville Staff Review Form 2016-0229 Legistar File ID 5/17/2016 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Parks & Recreation / Alison Jumper 4/27/2016 Parks & Recreation Department Submitted By Submitted Date Division / Department Action Recommendation: Parks and Recreation requests City Council approval of a resolution to authorize the City to accept a $150,000 matching grant from the Arkansas Parks and Tourism Outdoor Recreation Grant Program and approval of a budget adjustment to recognize the revenue for the replacement of the Wilson Park playground. Budget Impact: 2250.9255.5806.00 Parks Development Account Number Fund 13001.1601 Wison Park Grant Match Project Number Project Title Budgeted Item? Yes Current Budget $ 459,000.00 Funds Obligated $ - Current Balance t 3i3(.t iz Does item have a cost? Yes Item Cost $ 300,000.00 Budget Adjustment Attached? Yes Budget Adjustment $ 150,000.00 Remaining Budget V20140710 Previous Ordinance or Resolution # 132-15 Original Contract Number: Approval Date: Comments: CITY OF aeev1e ARKANSAS MEETING OF MAY 17TH, 2016 TO: Mayor and City Council CITY COUNCIL AGENDA MEMO THRU: Don Marr, Chief of Staff Connie Edmonston, Parks and Recreation Director FROM: Alison Jumper, Park Planning Superintendent DATE: April 27, 2016 SUBJECT: Acceptance of an Arkansas Parks and Tourism Outdoor Recreation Grant for Wilson Park RECOMMENDATION: Parks and Recreation requests City Council approval of a resolution to authorize the City to accept a $150,000 matching grant from the Arkansas Parks and Tourism Outdoor Recreation Grant Program and approval of a budget adjustment to recognize the revenue for the replacement of the Wilson Park playground. BACKGROUND: The Arkansas Department of Parks and Tourism annually offers a matching grant opportunity through its Outdoor Recreation Grants Program. Each year eligible entities may apply for funds for projects that create opportunity for outdoor recreation. The grant is funded from two sources. The Land and Water Conservation Fund (LWCF) is a federal program with funds derived from the sale of federal surplus real estate property, federal motor boat fuel tax, and Outer Continental Shelf mineral receipts. The Natural and Cultural Resources Grant and Trust Fund (NCRGTF) is a state program with funds collected from a tax on the transfer of certain real estate in the State of Arkansas. LWCF and NCRGTF funds are included in the Department of Parks and Tourism's Outdoor Recreation Grants Program for funding outdoor recreation facilities. Only incorporated cities and counties may apply. Arkansas Parks and Tourism has awarded our City with several grants for the development of improvements to Doc Mashburn Park, Sweetbriar Park, Bryce Davis Park, Braden Park, Grinders Skate Park at Walker Park, Gulley Park, Veterans Memorial Park at Lake Fayetteville Park and the Botanical Garden of the Ozarks at Lake Fayetteville Park. A public hearing was held at City Hall, Room 326 on June 25, 2015 to gather input from the public regarding recreation needs and to prioritize an eligible grant project (see attached public hearing affidavit of publication and minutes). Outreach to groups such as ethnic minority populations, the elderly and persons with disabilities was attained through additional group meetings as required by the grant. Specific projects for the grant application were not defined at the outreach meetings or the public hearing. Mailing Address: 113 W. Mountain Street www.tayetteville-argov Fayetteville, AR 72701 The Parks and Recreation Advisory Board approved the selection of this project for the 2016 Arkansas Parks and Tourism Outdoor Recreation Grant. The conceptual plan was approved by PRAB on July 6, 2015 (see attached PRAB meeting minutes). On August 4, 2015, City Council passed Resolution Number 132-15 authorizing Parks and Recreation to apply for a grant from Arkansas Department of Parks and Tourism (see attached resolution). DISCUSSION: This grant contains twelve (12) obligations covering items such as compliance of the Americans for Disabilities Act and requiring that the property be retained in perpetuity for outdoor recreation use (see attached grant obligations). The project area of Wilson Park meets all of these obligations. Section 6(f) (3) of the LWCF Act states "No property acquired or developed with the assistance under this section shall, without the approval of the Secretary of the United States Department of the Interior, be converted to other than public outdoor recreation use." If this property must ever be used for anything other than outdoor recreation use, it is possible to convert the park boundary. The project includes replacing the existing playground and making improvements to the entry drives on the west end of the park where the paving has deteriorated. Additionally, an ADA space will be striped and curb will be added to reduce erosion problems adjacent the to the drive. The total project is estimated at $300,000. The Parks and Recreation Advisory Board approved the selection of this project for the 2016 Arkansas Parks and Tourism Outdoor Recreation Grant. The conceptual plan was approved by PRAB on July 6, 2015 (see attached PRAB meeting minutes). BUDGET/STAFF IMPACT: Arkansas Outdoor Recreation.Grant awarded the City of Fayetteville $150,000 to complete the project. This is a 50/50 matching grant. The matching funds are available in project 13001.1601 Wilson Park Improvements. Attachments: Letter of Award Notification from Arkansas Parks and Tourism PRAB Minutes July 6, 2015 Resolution No. 132-15 Grant Obligations Budget Adjustment DEPARTMENT OF PARKS & TOURISM I Capitol Moll Little Rock, AR 72201 501-682-7777 Great River Road Division 501.682-1120 Arkonsas.com History Commission 501.682-6900 QDD) Ark-Ives.com Human Resources Section 501-682-7742 (TDD) Keep Arkonsos Beautiful Division 501-682-3507 (TOO) KeepArkc nsosBeauliful.cor n Stale Parks Division 601-682.1191 (TOD) ArkonsosSlatoParks corn Tourism Division 501.682-7777 (TOD) Arkansas.com Asa Hutchinson GOVERNOR Kane Webb EXECUTIVE DIRECTOR DIVISION DIRECTORS Cynthia Dunlop ADMINISTRATION Grady Spann STATE PARKS Jae David Rice TOURISM Ron Maxwell GREAT RIVER ROAD Dr. Lisa Spoor HISTORY COMMISSION Robert Phelps KEEP ARKANSAS BEAUTIFUL Arkansas. THE NATURAL STATE January 19, 2016 The Honorable Lioneld Jordan Mayor of Fayetteville 113 W. Mountain Fayetteville, Arkansas 72701 JAN 25 2016 CITY OF rA, ET i E 4 _;: MAYOR'S OFFICE RE: FY 2016 Matching Grant Project 2016 Wilson Park Improvements Project Number A-10694- 16 -WA Dear Mayor Jordan: Congratulations! As a recipient of a Fiscal Year 2016 Matching Grant Award in the amount of $150,000.00, the first step in beginning your project will be the Project Management Workshop. This workshop should be scheduled at your earliest convenience, but it should be noted that this workshop must be completed before you can begin any work on your project. We require that the person who will handle paper work, prepare bid documents, purchase materials, and supervise the construction for this project attend this meeting. I request that you or a representative from your office attend the meeting. It is also helpful for the Project Engineer or Architect, if applicable, to attend this meeting. - During the workshop, we will discuss federal and state regulations for barrier free access, bidding and purchasing procedures, record keeping, reimbursement procedures, and responsibilities after the project has been completed. Please prepare the following items for the meeting: (1) Project Budget (Revised if needed) Enclosed is a form for your use. (2) Site development plan including any revisions that have been made since your application. (3) It will be helpful to have complete plans and specifications that are ready for bid. If the City is unclear on our requirements, we will discuss them at the workshop. After the Project Management meeting, I will review your plans and specifications as well as bid documentation and advertisements. If everything is in order, I will mail a State Contract Agreement for you to sign. After you sign the Contract and return it, the Executive Director of the Department of Parks and Tourism will sign it and return it to you along with an Official Notice To Proceed. PLEASE NOTE: Any expenses associated with this grant project that are incurred prior to the o/fictol Notice -To -Proceed will not be eligible for reimbursement, except for architecture and engineering expenses. I look forward to working with you on your project. Sincerely, , r Mike Sprague, Project Officer AN EQUAL I Outdoor Recreation Grants Program OPPORTUNITY! ITel: 501-682-6946 AFFIRMATIVE ACTIOACTION/ DISABIAMERILITIES NS H Email: michael.s ra Llel arkansas.00v DISABILITIES ACT p g o EMPLOYER CITY OF a e vtie ARKANSAS Parks and Recreation Advisory Board July 6"', 2015 at 5:30 p.m. City Administration Building, Room 326 113 West Mountain Street Fayetteville, AR 72701 MINUTES Members: Kyle McHan, Wade Colwell, Richie Lamb, Chuck Maxwell, David Priest, David Proffitt, Philip Watson, Terry Lawson City Staff: Connie Edmonston, Director; Byron Humphry, Maintenance Superintendent; Alison Jumper, Parks Planning Superintendent; Alan Spann, Program Superintendent, Chanel Pennington; Operations Assistant 1. Call to Order : 5:30 PM 2. Roll Call Parks and Recreation Advisory Board members present were Lamb, Priest, Colwell, McHan, McKnight, and Proffitt. Members absent were Maxwell, Watson, and Lawson. 3. Approval of Junelst 2015, PRAB Meeting Minutes PRAB Motion: Lamb motioned to approve minutes, McKnight seconded the motion. Motion passed by voice vote, 6-0-0. 4. Arkansas Parks and Tourism Outdoor Grant Application: Alison Jumper, Park Planning Superintendent Jumper gave a brief explanation of Arkansas Parks and Tourism Outdoor Grant Application that will match the department 50/50. Jumper also gave a brief update regarding the process and status of the grant application. Three meetings have been hosted for input from the community regarding the grant. Staff will take input and compare it to what is available in the budget and try to match the best grant application. Staff is proposing to replace the older playground (ages 5-12) at Wilson Park, make parking and road improvements, and improve ADA accesses. Jumper mentioned that that there $175,000 of matching funds available for the grant. PRAB Motion: Lamb motioned to approve the funds for application, McHan seconded. Motion passed, 6-0-0 Mailing Address: 113 W. Mountain Street www,fayetteville ar.gov Fayetteville, AR 72701 RESOLUTION NO. 132-15 A RESOLUTION TO AUTHORIZE AN APPLICATION FOR A 50/50 MATCHING GRANT, THROUGH THE ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S OUTDOOR RECREATION GRANT PROGRAM, IN THE AMOUNT OF $150,000.00 FOR THE CONSTRUCTION OF PLAYGROUND AND PARKING IMPROVEMENTS AT WILSON PARK WHEREAS, the City of Fayetteville seeks to improve recreation facilities at Wilson Park 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 giant from the Arkansas Department of Parks and Tourism's Outdoor Recreation Grant Program; and WHEREAS, the plans for such recreation area have been prepared and the price therefore has been established; and WHEREAS, the City Council of the City of Fayetteville, Arkansas 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; and WHEREAS, the City Council of the City of Fayetteville, Arkansas 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 OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to make application to the Arkansas Department of Parks and Tourism for assistance to develop recreational facilities in Wilson Park located in the City of Fayetteville; therefore such application shall be submitted as expediently as possible. Paget 12esolution ; No. :132-15 PASSED and APPROVED this 4'",day of August, 201 S. ALP By ATTEST: By:. A.L4 SONDRA E. Si111TH, City Cieirk Tiea��lxtHy»f���� -�; FAY[TTEVILI fy5, �kAtlS'r �, Q`tiia� :�`�� 2 : AN OVERVIEW OF THE BASICS WHO CAN PREPARE THE APPLICATION? • The application can be prepared locally. • The application can be prepared by consultants. (Grant preparation cannot be paid forwith grant funds). • The application can be prepared by the local area -wide Planning orEconomic Development Districts or the Regional Planning Commis- sions. WHAT ARE OUR OBLIGATIONS IF WE RECEIVE A GRANT? We are jointly committed! Both theDepartmentof Parks and Tourism's Outdoor Recreation Grants Program and the project sponsor are committed to long term program compliance. After the project is completed and all grant funds have been dis- bursed, our commitment to the requirements of the Arkansas MatchingGrantProgram continues. These ongoing commitments include: Once a public park project boundary has been identified by the local project sponsor and provided to the Department of Parks and Tourism, all facilities constructed within that boundary, at any future time, must be in compliance with the rules and regulations of the Outdoor Recreation Grants Program ProjcctManagernent Guide. This also applies to those facilities constructed in whole or in part with local funds. 2. Property acquired or developed with grant funds must be retained in perpetuity for outdoor recreation use and will be subject to inspection by the State at least once every five years. In addition each project will he inspected by the State during construction 6 APPLICATION GUIDE and before final reimbursement is made. 3. No overhead utility lines are allowed within the project boundary. All existing utility lines located within the park boundaries must be placed underground. This regulation applies to any overhead lines including electric lines, phone lines and public announcement system wiring. No vehicular right-of-way easements are allowed within the boundary. 4. Apermanentsign indicating that federal LWCF or state ANCRGTF monies were used to ac- quire and/or develop public outdoor recreation facilities must be maintained within the park in perpetuity. The Outdoor Recreation Grants Program will provide the grantee a sign, I0" wide x 8" tall, to be mounted in a promenent location within the park (ex. near entrance). Upon project completion the applicant will be required to describe the location ofthc sign and state that the sign location will not change: 5. All public recreation facilities constructed within a Matching GrantProgram-assisted park must be accessible to persons with disabilities. This also applies to facilities in the park that were not developed with grant assistance. 6. Property acquired or developed with assistance from the fund must be open to entry and use by all persons regardless of race, color, religion, sex, or national origin. Discrimination on the basis of residence, including preferential res- ervation or membership systems, is prohibited, except to the extent that reasonable differences in admission and other fees maybe maintained on the basis of residence. 7. Property acquired or developed with assistance from the Matching Grant Program shall be 2 AN OVERVIEW OF THE BASICS 8 9 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., Buildings, roads, trails, and other structures and improvements shall be kept in reasonable repair throughout their functional lifetime to prevent undue deterioration and to encourage publicuse. use. Faci l ities that have reached an age that renders them obsolete or worn out may be removed upon notification oftheArkansas Department of Parks and Tourism's Outdoor Recreation Grants Program Director. Notifi- cation must be provided prior to removal of the facilities. The Arkansas ORGP staff will &onduct periodic post completion inspections of the project area to ensure that program compli- ance continues after the project is completed. Sponsors who fail to comply with long term commitment may jeopardize future eligibil- ity for matching grant funds for new projects and/or be subject to legal actions by the State or Federal government to enforce program compliance. 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. Prop- erty 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 ofuse ofareas and facilities acquired or developed with Matching Grant APPI..IcAT10N GUIDE 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 ap- plicable grant agreement and amendments. 11. All recipients of Matching Grant Program monies must comply with the Architectural BarriersActof 1968, Section 504 of the Reha- bilitation Act of 1-973, and the Americans With Disabilities Act, of 1990 Title 11 and Title 111. I2. Properties (parks and recreation areas) ac- quired or developed with LWCF/ANCRGTF assistance are prohibited by Section 6(t)(3) of the LWCF Act of 1965, as amended, from conversion to any use other than public outdoor recreation use. Section 6(t)(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. Depart- ment of'the Interior, be converted to other than public outdoor recreation use. The Secretary shall approve such' conversion only if he/shelinds 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 properties of at least equal fair market value and of reasonable equivalent usefulness and location." I City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division: Parks & Recreation Adjustment Number 2016 Dept.: Parks & Recreation Requestor: Alan Bearden BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Approval to receive/recognize matching grant funds of $150,000 from Arkansas Parks and Tourism Outdoor Recreation Grant Program for use to replace the playground at Wilson Park. There is a 50% matching requirement by the City. COUNCIL DATE: 5/17/2016 LEGISTAR FILE ID#: 2016-0229 3 a rb-cwa. j=eLL 4/28/2016 11:00 AM Budget Director Date TYPE: DESCRIPTION: GLDATE: RESOLUTION/ORDINANCE POSTED: / TOTAL 150,000 150,000 v.20160125 Increase / (Decrease) Proiect.Sub# - Account Number Expense Revenue Project Sub AT Account Name 2250.9255.5806.00 - 150,000 - 13001 1601 EX Park Improvements .._......__ . _....._ ................. 2250.0925.4302.00 - 150,000 13001 1.601 RE State Grants - Capital C:\Users\lsmith\AppData\Roarning\L5\Te!Yip\oc77e22e-7cf9-47d3-a2ec-c 17e48608313 1 oI`I COF-Parks & Recreation -Arkansas State Parks Outdoor Recreation Grants program for project #A -10694 -16 -WA, Wilson Park Road, Parking, and Playground Improvements. City of Fayetteville Staff Review Form 2018-0049 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item l.4 Ken Eastin Submitted By 1/11/2018 Parks & Recreation / _ Parks & Recreation Department Submitted Date Division / Department Action Recommendation: Park staff recommends signing the attached letter requesting reimbursement in the amount of $150,000 from the Arkansas State Parks Outdoor Recreation Grants program for project #A -10694 -16 -WA, Wilson Park Road, Parking, and Playground Improvements. Budget Impact: N/A N/A Account Number Fund N/A N/A Project Number Budgeted Item? NA Current Budget Funds Obligated Current Balance Does item have a cost? NA Item Cost Budget Adjustment Attached? NA Budget Adjustment Remaining Budget Previous Ordinance or Resolution # 101-16 Original Contract Number: Comments: Project Title Is $ Is V20140710 Approval Date: O1 - A - I Q CITY OF FAYETTEVILLE ARKANSAS TO: Mayor Lioneld Jordan THRU: Don Marr, Chief of Staff Connie Edmonston, Parks and Recreation Director Ted Jack, Park Planning Superintendent FROM: Ken Eastin, Park Planner STAFF MEMO DATE: January11, 2018 SUBJECT: Grant reimbursement request in the amount of $150,000 to the Arkansas State Park Outdoor Recreation Grant Program concerning grant project #A -10694 -16 -WA, for Wilson Park Improvements. RECOMMENDATION: Park staff recommends signing the attached letter requesting reimbursement in the amount of $150,000 from the Arkansas State Parks Outdoor Recreation Grants program for project #A- 10694 -16 -WA, Wilson Park Road, Parking, and Playground Improvements. BACKGROUND: Fayetteville received a 2016 Outdoor Recreation Grant in the amount of $150,000 for a new playground and other improvements at Wilson Park. The major projects that were accomplished with the grant include the complete renovation of the park entry drive off Prospect Street into the westernmost parking lot, burial of three existing overhead powerlines within the defined project area, and the demolition and replacement of the two existing playgrounds. DISCUSSION: The project has been completed and all invoices have been paid and payments cleared. The Outdoor Recreation Grants Office requires a hard copy reimbursement request with full documentation of bid advertising, contracting, invoicing, and payment. In addition, they require a letter requesting reimbursement from the successful applicant's chief executive officer. The full documentation, which exceeds 100 pages, is not attached in Legistar, but will be included with the packet sent to the state for reimbursement. BUDGET/STAFF IMPACT: The grant reimbursement request will not impact budget or staff time. Attachments: Letter from mayor requesting reimbursement Resolution 101-16 Grant Acceptance Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 CITY OF FAYETTEVILLE ARKANSAS January 11, 2018 Michael Sprague Arkansas State Parks Outdoor Recreation Grants Program 1 Capitol Mall Little Rock, AR 72201 RE: Outdoor Recreation Grant Project #A-1 0694 -16 -WA Reimbursement Request #1 Mr. Sprague, The City of Fayetteville deeply appreciates the assistance of the Arkansas State Parks Outdoor Grants Program with re -development of the Wilson Park Playground and adjacent parking and access. This was a much -needed project and has already been widely praised by the residents of Fayetteville. As you know, Fayetteville was awarded the above referenced 2016 grant in the amount of $150,000. The project is now complete and all checks issued for payment have cleared. This letter is requesting reimbursement in the full grant amount of $150,000. Attached is documentation of the contracting process, invoicing, and payment. If additional information is needed, please contact Ken Eastin, Park Planner at 479.444.3472. Again, the residents of Fayetteville are very appreciative of this funding opportunity. Thank you. Sincerely, City of ayette Lioneld Jord n Mayor cc: Don Marr, Chief of Staff Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 101-16 File Number: 2016-0229 ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S OUTDOOR RECREATION GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 50/50 MATCHING GRANT FROM THE ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S OUTDOOR RECREATION GRANT PROGRAM IN THE AMOUNT OF $150,000.00 FOR THE CONSTRUCTION OF PLAYGROUND AND PARKING IMPROVEMENTS AT WILSON PARK, AND TO APPROVE A BUDGET ADJUSTMENT. WHEREAS, on August 4, 2016, the City Council passed Resolution No. 132-15 authorizing an application for a 50/50 matching grant through the Arkansas Department of Parks and Tourism's Outdoor Recreation Grant Program and that application has been approved. NOW, THEREFORE, 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 acceptance of a 50/50 matching grant from the Arkansas Department of Parks and Tourism in the amount of $150,000.00 for the construction of playground and parking improvements at Wilson Park. 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. PASSED and APPROVED on 5/17/2016 Page 1 Printed on 5/18/16 File Number: 2016-0229 Resolution: 101-16 Page 2 Attest: Sondra E. Smith, City Clerk Treasurer ��y�1111f11.11/ v' GAT y :p/ 'G ; FAYETfEVILLE' Printed on 5/18/16