Loading...
HomeMy WebLinkAbout2005 11 09 Attached Distributed to the BoardDate: November 9, 2005 ATTACHED DISTRIBUTED TO THE BOARD City of Winter Springs Grant Project 2005 Neighborhood Improvement Program 1. Introduction The City of Winter Springs Neighborhood Improvements 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 the Citizens to have greater input and participation in the enhancement process and therefore directly affect the surrounding community. A primary focus of this program is the Residents of Winter Springs; therefore, this program is not available to businesses of any kind or status. - The Beautifikatlon Board of Winter Springs in cooperation with the Beautification Coordinator and City Arborist bok forward to working with your Community on this project. - 2. Requirements /Conditions Grants awarded to Neighborhood Groups must be used for landscaping on Public Property such as Rights-Of-Way, Medians, Public Buildings, or Parks in the City of Winter Springs. Program Requirements: 1. Neighborhood groups must consist of at least (10) households located within the City of Winter Springs. Homeowners and Condominium Associations may participate with written support of the Association Board of Directors. All groups must be not for profit. 2. Participants must be willing to match grant funds dollar for dollar (50% of the tots/ project cash with either volunteer labor or finandal participation. 3. Neighborhood groups 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 May 1~, 2005. Plans will be reviewed by Staff for compliance with ordinances. If plans fail to meet standards, staff will provide suggestions to allow the application to be processed. 5. Work must be completed and inspected by no later than September 20"', 2005 - 3:OOpm. 6. Projects must conform to all City requirements induding but not limited to: building codes, regulations, and ordinances. 7. Volunteer labor is valued at $15.00 per man hour for calculation purposes. Only time aaxued 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. Dead//ne ff~~ subm~s/on of grant app/Icadons and p/ans is May 1'; 2005 ~ 3pm. Location: City Ha//, C/O: Nancy ~odorniA~ Purchasing Coordinator, l i26 E. SR 434, Winter Springs, FL 32708 NIP Grant Ag Ver. 1 1 /21 /OS Page 2 of 17 The City of Winter Springs reserves the rift to change or canoe/the grant program at any dme..4pp/icadon /for ifie Neiyhbodiood Improvement Program does notguarantee a giant wi// be awarded /for your project. A//grant proceeds must be used /for tree and landscaping improvements on pub/ic properly or ri~its-of-way areas wid~in Ghe City of W/nterSprin~ Florida. Se%don of grant award recipients wi// be done by GFie Beaudficadon of Winl~er Springs Adv/sory Board avid must be arpproved by the City Comm/ssion belbre the project can be !funded, 3. Available Grants (FY 2004-2005) Code Amount Descriution A $ 2,000.00 Ornamental Landscape Plants and Flowering Tree. B $ 3,000.00 Native Tree. C $ 2,000.00 Canopy Tree and Flowering Tree. D $ 3,000.00 Canopy Tree. E $ 5,000.00 Ornamental Landscape Plants, Flowering Tree, and Canopy Tree. 5 15.000.00 Total Funds Available * Amounts shown are tl~e grant value that must be matched dollar fnr dollar eider by volunteer labor or by financial partidpalion. Total pmject value shall be (x1) of the value shown above. The above desaipdon outlines the lype ofmateria/ In be used as a majority on the project. Other items maybe used but only up to 15% of the tntal material on the pmject. Definitions Material used in your project must meet the following criteria: Plant material must be primarily native to the Central Florida area; planting Zone 9a. All plant material must p,Q~ 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/landscape plants -Shrub or plant material installed for aesthetic purposes in modern landscape setting. Examples are: Viburnum suspensum, Indian hawthorn, Azalea, etc.. Nadve- 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. Evierpreen -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. NIP Grant Ag Ver. 1 1 /21 /OS Page 3 of 17 4. Project Description/Scope of Work Project Title: Description of project: Project locations): Describe existing conditions (include photographs): Describe how the project will benefit the community: List any support organizations for the project: NIP Grant Ag Ver. 1 1 /21 /OS Page 4 of 17 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 NIP Grant Ag Ver. 1 1 /21 /OS Page 5 of 17 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: *See section IV for grant code letter. 1. Grant Code Description: '~ 2. CNy's Participation (Grant) $ 3. MatchU~ Funda (Your Portion) ; $ 4. Mah:hin0 Volunteer labor (Your Portion) $ < $15.00 Hour x Hours > I Matching may be either funds or volunteer labor or a combination of both to meet the criteria for a grant) TOtal PfOjeCt COSt (Add 2+3+4 above) $ Notes: NIP Grant Ag Ver. 1 1 /21 /05 Page 6 of 17 7. Key Participants List the (4) key organizers who will be responsible for completion of the project, as well as other volunteers involved in the project. List ~ participants with contact information below. For Homeowners Associations list only Board Members: Name Address Phone 2 7 9 NIP Grant Ag Ver. 1 1/21/05 Page 7 of 17 8. Evaluation Progress will be evaluated on a monthly basis byway 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; one of your project key organizers 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 for a minimum of (1 ~ year after installation. Signature of Key Organizer: Date: NIP Grant Ag Ver. 1 1/21/05 Page 8 of 17 10. Grant Project Status Report This form must be completed and submitted on a monthly basis for the project to be funded. Failure to submit completed reports will be grounds for disqualification of your project. 407-327-5976 Voice 407-327-5976 Fax srichartQwinterscrinasfl.ora Email Attn: BeautNicatlon Coordinator 1126 East State Road 434 Winter Springs, FL 32708 Month: Project Name: _ Project Number: Contact Person: Telephone: (Day) (Evening) Protect Elemenh Work Accomollshed ~o Comoeeted Problems encountered: NIP Grant Ag Ver. 1 1 /21 /05 Page 9 of 17 11. Appendix Draw or attach a detailed sketch of your project here. Please be sure to list plant and material locations. 'Sketch is not required to be fo scale but must define the project location specifically. NIP Grant Ag Ver. 1 1 /21 /05 Page 10 of 17 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 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. 1 1 /21 /OS Page 1 1 of 17 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: Recttcls. 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 8~ 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 substantially completed by September 20, 2005, 3:OOpm. (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. 1 1/21/05 Page 12 of 17 (f) Reimbursement shall be denied for any instance in which the terms of this Agreement have been violated. 4 Wcrranty 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. Aaaliccble 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. 1 1 /21 /05 Page 13 of 17 TO THE CITY OF WINTER SPRINGS TO THE GRANTEE: Attn: Beautification Coordinator City of Winter Springs 1126 East State Road 434 Winter Springs, Florida 32708 Neighborhood Improvement Association As Authorized Representative By: 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, all 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. NIP Grant Ag Ver. 1 1 /21 /05 Page 14 of 17 1 1. Headins~s. 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.] NIP Grant Ag Ver. 1 1 /21 /OS Page 15 of 17 IN WITNESS WHEREOF, Grantors and Grantee have set forth their signatures on the day and year written below. Witnesses: GRANTEE: Neighborhood Print Name: Improvement Association By: Print Name: Its: Authorized Representative Date: , 20_ Aftest: GRANTOR: CITY OF WINTER SPRINGS, FLORIDA, Andrea Lorenzo-Luaces, City Clerk By: Ronald W. McLemore, City Manager Date: , 20_ NIP Grant Ag Ver. 1 1 /21 /05 Page 16 of 17 STATE OF FLORIDA COUNTY OF SEMINOLE The foregoing instrument was acknowledged before me this day of . 20_ by _ Authorized Representative of Neighborhood Improvement Association, who executed the foregoing instrument and acknowledged before me that they executed the same for the uses and purposes therein expressed and G who is personally known to me or G who has produced as identification and who did not take an oath. (NOTARY SEAL) Notary Public Signature ---- Typed or Printed Notary Name My commission expires: