HomeMy WebLinkAbout2008 02 11 Awards And Presentations 301 Neighborhood Improvement Grant ProgramCOMMISSION AGENDA
PRESENTATION
ITEM 301
Consent
Informational
Public Hearin
Re ular
Presentation X
February 11, 2008
Regular Meeting Mgr. / pt.
Authorization
REQUEST: Community Development Department, Urban Beautification Services
Division Manager, requesting to make a presentation to the City
Commission regarding the Neighborhood Improvement Grant Program.
PURPOSE: The purpose of this item is to provide an overview for the City
Commission of the history and benefits of the City's Neighborhood
Improvement Grant Program (NIP).
CONSIDERATIONS:
The Neighborhood Improvement Grant Program was initiated on February 14, 2005
at the Regular City Commission Meeting in Item 204. A primary purpose for the program has
been to provide opportunities for Neighborhood Groups to partner with the City and the
Beautification of Winter Springs Advisory Board in beautification of public property to benefit
the entire Winter Springs Community.
As a condition of participation in the program, grant recipients must partner with the City
by providing an equal or greater match in either funding (cash) or volunteer labor (sweat equity)
to install and maintain a beautification project for at least 1 year. Allowing for a match in
volunteer labor encourages groups who are not financially able to participate in the beautification
process to still be included and contribute toward a project. Grant programs like NIP also allow
for participating Cities to leverage valuable beautification funding for projects on public property
at a considerable savings due to the `equal or greater' match requirement.
Since inception, the City has partnered with (11) eleven Neighborhood Groups for
projects in varied locations throughout the City as part of the NIP Grant Program. All projects
have been very successful and will be a benefit to the Community for many years to come.
021108_COMM_Presentation_301_NIP_G rant_Progra m
ATTACHMENTS:
1. 2008 Neighborhood Improvement Grant Program Proposal.
2. Powerpoint Presentation on the overhead projector (on server).
COMMISSION ACTION:
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City of Winter Springs
Urban Beautification Services Division
Grant Project 2008
Neighborhood Improvement Program
1. Introduction
The City of Winter Springs Neighborhood Improvement Grant Program is designed
to assist Neighborhood Groups within the City limits who desire to enhance landscape
amenities in the community in which they reside. A project of this kind allows Citizens to
partner with local government in the beautification enhancement process and therefore
directly affect the surrounding community for years to come.
- The Beautification Board of Winter Springs and the City's Urban Beautification Division
are both looking forward to working with your Neighborhood Group on this project. -
2. Requirements /Conditions
Grants awarded to Neighborhood Groups must be used for beautification
improvements on Public Property such as: Rights-Of-Way along Public Roadways and
Streets, Medians, Public Buildings and Parks in the City of Winter Springs.
Program Requirements:
1. Neighborhood Groups must consist of at least (3) resident households located
within the City of Winter Springs. Homeowner's and Condominium
Associations may participate with written support from the Association Board of
Directors. Private businesses located within the City may also participate.
2. Participants must be willing to match grant funds dollar for dollar (50% of the
total project cosh with either volunteer labor or financial participation.
3. Participants must agree to establish and maintain the project for a minimum of
(1) year after completion.
4. Completed applications with landscape plans must be submitted on or before
June i, 2008. Plans will be reviewed by Staff for compliance with City
ordinances. If plans fail to meet standards, staff will provide suggestions to
allow the application to be processed.
5. Work must be completed, inspected and accepted by the City on or before
September 20, 2008 to qualify for grant reimbursement.
6. Projects must conform to all City requirements including but not limited to:
building codes, regu/ations, ordinances and environmental restrictions
7. Volunteer labor is valued at $18.00 per man hour for calculation purposes.
Only time accrued after the grant award may be used toward the grant
program. Volunteer hours must be documented and submitted along with the
monthly progress report.
8. A project number and start date will be assigned if your grant is approved for
funding. Work may not begin before authorization is provided from the City.
Deadline for submission of grant applications and project plans are tune 1, 2008.
Correspondence must be directed to: City Ha//, C/O; Urban Beautification Manager,
1126 E. SR 434, Winter Springs, FL 32708 -Phone (407)327-5976.
NIP Grant Ag Ver. 4 Ol /08
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The City of Winter Springs reserves the right to change or cancel the grant
program at any time. Submitting an application for the Neighborhood Improvement
Program does not guarantee a grant will be awarded for your project. All grant
proceeds must be used for beautification improvements on public property within the
City of Winter Springs, Florida. Selection of grant award recipients will be done by the
Beautification of Winter Springs Advisory Board and must be approved by the City
Commission before the project can be funded.
3. Available Grants (FY 2008)
Applicants can apply for grant funding starting at $ 500.00 with maximum grant
funding of up to $ 10,000.00 for the 2008 Neighborhood Improvement Grant
Program.
$ 10,000.00 Total Funds Available
* Grant values must be matched, at minimum, dollar For dol/ar either by volunteer labor or by
~nancia/participation. Total project value shall be at least (x2) of the value shown above.
Definitions
Material used in your project must meet the following minimum criteria:
1. Plant material must be at least 50% native to the Central Florida area; planting Zone 9,
grown within 100 miles of the install site.
2. All plant material must n~,.1 be listed on the Exotic Pest Plant Council -Exotic Invasive
Plant List.
3. All items must be Florida #1 grade plant material at the time of installation.
Ornaments//andscape p/ants -Shrub or plant material installed for aesthetic purposes in modern
landscape setting. Examples are: Viburnum suspensum, Indian hawthorn, Azalea, etc..
Native- A plant which was occurring within the state's boundaries prior to European contact.
Examples are Live oak, Cypress, Firebush, and Coontie, etc.
Canopy Tree- Trees that grow large enough to provide shade for landscaped areas including
roadways. Examples are: Winged elm, Sand live oak, Southern magnolia, Live oak.
Deciduous- Trees that lose their foliage due to seasonal changes throughout the year. Examples
are: Winged elm, Alee elm, Red maple, Laurel oak.
Evergreen -Trees that keep their foliage year round no matter what seasonal changes occur.
Examples are; Live oak, Ligustrum tree, Southern magnolia, Southern Red cedar.
Flowering Tree- Trees that flower at different months throughout the year. Examples are:
Chickasaw plum, Crape myrtle, Golden trumpet.
Hardscaping -Includes but not limited to: brick pavers, decorative walls, signage, benches, etc.
NIP Grant Ag Ver. 4 Ol /08
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4. Project Description/Scope of Work
Project Title:
Description of project:
Project location(s):
Describe existing conditions (include photographs):
Describe how the project will benefit the community:
List any support organizations for the project:
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5. Timetable Outline
Provide detailed information on the expected timetable for the project. Break the
project into phases, and provide a schedule for each phase.
Description of Work Estimated Start
and End Dates
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6. Budget
Make sure to attach a separate document detailing all labor, materials, and costs
required for your project. Please also complete the worksheet below:
1. Project Outline
Description:
2. City's Participation (Grant 50%.)
3. Matching Funds (Your Portion)
4. Matching Volunteer labor (Your Portion)
< $18.00 Hour x Hours >
Options 3 8 4 may be used together or separately but must add up
To 50% of the total project cost.
( Matching may be either funds or volunteer labor or a combination of
both to meet the criteria for a grant)
Total Project Cost (Add 2+3+4 above)
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7. Key Participants
List the key organizer who will be responsible for completion of the project, as well as
other volunteers involved in the project.
Organizer
List all participants with contact information below. For Homeowners Associations list only Board
Members:
Name Address Phone
NIP Grant Ag Ver. 4 O1 /08
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8. Evaluation
Progress will be evaluated on a monthly basis by way of status reports submitted by your
group as well as site visits from City Staff. Should there be any concerns from City Staff
related to your project; your project organizer will be contacted immediately.
9. Good Faith Statement
Please provide a brief written statement which expresses your group's willingness and
commitment to the maintenance of this project fora minimum of (1) year after
installation.
Signature of Key Organizer:
Date:
NIP Grant Ag Ver. 4 01/08
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l o. Grant Project Status Report
This form must be completed and submitted at 50% and again at 100 completion of
your project. Failure to submit completed reports will be grounds for disqualification of
your project.
407-327-5976 Voice
407-327-6695 fax
srichart@winterspringsfl.o~ Email
Attn: Urban Beautification Manager
1126 East State Road 434
Winter Springs, FL 32708
Month:
Project Name: _
Project Number:
Contact Person:
Telephone: (Day) (Evening)
Project Elements Work Accomplished ~ Completed
Problems encountered:
NIP Grgnt Ag Ver. 4 Ol /08
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11. Appendix
Draw or attach a detailed sketch of your project here. Applicant must attach a
detailed plant list and list of materials to be used on the project. *Sketch is not required
to be to scale but must define the project location specifically.
NIP Grgnt Ag Ver. 4 O1 /08
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GRANT AGREEMENT
NEIGHBORHOOD IMPROVEMENT PROGRAM
CITY OF WINTER SPRINGS
THIS GRANT AGREEMENT is made the last date signed below, by and
between the City of Winter Springs, a Florida municipal corporation, and
the Neighborhood Improvement Association, which is
made up of the following individuals:
Name:
Address:
Name:
Address:
Name:
Address:
Name:
Address:
Name:
Address:
Name:
Address:
Name:
Address:
Name:
Address:
Name:
Address:
Name:
Address:
Name:
Address:
Name:
Address:
Name:
Address:
Name:
Address:
each of whom are residents of the City of Winter Springs (collectively, the
"Grantee").
RECITALS:
WHEREAS, the Grantor has implemented a Neighborhood
Improvement Program ("NIP"), the primary purposes of which is to
improve the aesthetics and economic order of the community, thereby
promoting the public interest, by making matching grants to interested
groups who desire to enhance the landscaping located upon public
property within the community in which Grantees reside; and
WHEREAS, grants provided by the Grantor shall be on a dollar for
dollar matching basis, matching or exceeding the investment made by
the Grantee and in accordance with the NIP; and
WHEREAS, Grantee has submitted an application under the NIP
which the Grantor believes meets the criteria and purposes as outlined by
the NIP.
NIP Grant Ag Ver. 4 O1 /08
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NOW THEREFORE, in consideration, the mutual covenants and
provisions hereof, and other good, diverse, and valuable considerations,
the receipt and sufficiency all of which is hereby acknowledged, the
parties desiring to be legally bound do hereby agree as follows:
1. Recitals. Each and all of the foregoing recitals are hereby
incorporated herein and declared to be true and correct.
2. Grantee Representative. The Grantee shall appoint a representative who
shall be responsible for managing this Grant Agreement and shall have
the authority to act on behalf of the Grantee.
3. Grant Awarded.
(a) The Grantee is hereby awarded a grant pursuant to the NIP. All
regulations of the NIP shall be adhered to by the Grantee. The amount of
the grant is & NO/100 Dollars
($ .00), and is subject to appropriate by the City Commission.
Under no circumstances shall the amount of money granted for qualifying
neighborhood improvements under the NIP to the Grantee exceed the
amount set forth herein. Grant funds shall only be paid by the Grantor for
qualifying and approved neighborhood improvements described on
Exhibit "B".
(b) The Grant is awarded on a reimbursement basis. Funds subject to
this Grant shall be paid to the Grantee by the Grantor only upon
substantial completion of all work. "Substantial Completion" of all work,
as that term is utilized in this Agreement, shall be the sole determination of
the City Manager, or authorized designee.
(c) To be reimbursed, the Grantee shall provide to the City of Winter
Springs, Beautification Division with paid receipts from suppliers,
materialmen, contractors, and sub-contractors. The paid receipts are
subject to Grantor review and approval for application to this grant. In no
event shall more than fifty percent (50%) of the total project cost be
reimbursed to the Grantee.
(d) All work subject to this Grant Agreement must be completed by
September 20, 2008.
(e) Authorized work may not be performed by a Grantee and applied
to this Grant, unless same was approved prior to the date of this
Agreement by the Grantor.
NIP Grant Ag Ver. 4 Ol /08
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(f) Reimbursement shall be denied for any instance in which the terms
of this Agreement have been violated.
4 Warranty of Grantee: Maintenance. Grantee covenants and warrants
that all improvements approved for matching funds under this Grant
Agreement shall be maintained and preserved for a minimum of one (1)
year. Such maintenance shall include, but is not limited to, trimming,
watering, and fertilization. Failure to maintain these improvements shall
constitute a default under the terms of this Grant Agreement, and may
eliminate the individual Grantee's from participating in future grant
programs
5. Grantee is an Independent Contractor. It is specifically understood
and agreed to by and between the parties hereto that in utilizing the
funds hereunder, that this grant award, and relationship between the
Grantor and the Grantee is one in which the Grantee is an independent
contractor of the Grantor and not an agent, employee, joint venturer, or
other partner of the Grantor. Nothing contained herein shall be construed
to be inconsistent with this relationship or status. Nothing in this Grant
Agreement shall be interpreted or construed to constitute the Grantee, or
any of its agents, volunteers or participants to be the agent, employee,
partner, or representative of the City of Winter Springs, Florida.
6. Applicable Law/Notice.
(a) This grant award and the attachments hereto shall be governed by
the law of the State of Florida. Venue shall only be properly placed in
Seminole County,
Florida for state court actions and Orlando, Florida for federal actions.
(b) All notices, demands, requests, instructions, approvals, and claims
shall be in writing. All notice of any type hereunder shall be given by U.S.
mail or by hand delivery to an individual authorized to receive mail for the
below listed individuals, all to the following individuals at the following
locations:
NIP Grant Ag Ver. 4 Ol /08
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TO THE CITY OF WINTER SPRINGS: Attn: Urban Beautification Manager
City of Winter Springs
1126 East State Road 434
Winter Springs, Florida 32708
TO THE GRANTEE: Neighborhood
Improvement Association
By:
As Authorized Representative
Florida
Notice shall be deemed to have been given and received on the date
the notice is physically received if given by hand delivery or first class U.S.
mail, postage prepaid, as addressed above. Notice shall be deemed to
have been given and received on the date the notice is mailed, if given
by certified mail, return receipt requested, postage prepaid, as addressed
above. Any party hereto by giving notice in the manner set forth herein
may unilaterally change the name of the person to whom notice is to be
given or the address at which notice is to be received.
7. Amendment of Grant Agreement. Modifications or changes in this
Grant Agreement must be in writing and executed by the parties bound
to this Grant Agreement.
8. Severability. Invalidation of any one word, clause, sentence, or
paragraph, or the application thereof in specific circumstances, by
judgment, court order, or administrative hearing or order shall not affect
any other words, clauses, sentences, or paragraphs, alf of which shall
remain in full force and effect.
9. Entire Grant Agreement. This Grant Agreement represents the entire and
integrated Agreement between the parties and supersedes all prior
negotiations, representations, or Agreement, either oral or written, and all
such matters shall be deemed merged into this Grant Agreement.
10. Sovereign Immunity. Nothing contained in the Agreement shall be
construed as a waiver of the Grantor's right to sovereign immunity under
Section 768.28, Florida Statutes, or other limitations imposed regarding the
Grantors potential liability under state of federal law.
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11. Headings. The headings used in this Agreement are for reference only
and shall not be relied upon nor used in the interpretations of this
Agreement
[Leff blank intentionally, signatures on next page.]
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IN WITNESS WHEREOF, Grantors and Grantee have set forth their signatures
on the day and year written below.
Witnesses: GRANTEE:
Neighborhood
Beautification of Winter Springs Improvement Association
Advisory Board Member
By:
Its: Authorized Representative
Urban Beautification Manager
Date: , 20_
Attest: GRANTOR:
CITY OF WINTER SPRINGS, FLORIDA,
By:
Ronald W. McLemore, City
Deputy City Clerk Manager
Date: , 20_
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