HomeMy WebLinkAbout2006 01 09 Consent 401 Neighborhood Improvement GrantCOMMISSION AGENDA
ITEM 401 CONSENT
January 9, 2006 MGR /DEPT
Meeting Authorization
REQUEST: The Community Development Department, Urban Beautification Services
Division, is requesting Commission approval for the 2006 Neighborhood
Improvement Grant Program (NIP).
PURPOSE: The purpose of this Board item is to request authorization to proceed with the 2006
NIP Grant Program by advertising the program to City Residents, receiving
applications to be pre-qualified by the Beautification of Winter Springs Advisory
Board and City Staff, and to present the successful applications to the City
Commission for approval in April 2006.
CONSIDERATIONS:
This agenda item is needed to initiate year two of the Neighborhood Improvement
Grant Program. The program was designed to allow ordinary Neighborhood Groups of
Citizens to creatively participate in the beautification process throughout their community in
various Public areas such as rights-of-way, medians, parks, and City buildings.
For the 2006 Neighborhood Improvement Grant Program, application requirements
have been adjusted to allow a greater number of resident groups to qualify and participate.
Currently, there is $15,000 available in the '05/06 budget specifically earmarked for grant
awards through this program. Each grant requires 50% participation from the applicant by
way of either labor or funds (a combination of both may be used). Applicants will be
responsible for maintenance of their project for at least (1) year after installation. The project
completion deadline will be August 31, 2006.
The 2005 Neighborhood Improvement Grant Program was a huge success with
projects completed in the Mount Greenwood and Tuscawilla subdivisions, the Fire Station on
Moss Road, and the Police Department Building.
NIP Grant Ag VeT. 2 12/05 - YR 2006
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January 9,2006
Consent Agenda Item 401
Page 2
FUNDING:
Funding for the 2006 NIP Grant Program in the amount of $ 15,000 is available from
the Urban Beautification Services budget line code (1525-58000-30077). Commission
approval will be sought prior to the individual grant awards being issued.
RECOMMENDATION:
It is recommended that authorization be granted to proceed with the NIP Grant
Program for the '05-06 budget year. Final approval for each grant award will be obtained
from the City Commission in April 2006 after recommendation for funding is provided by the
Beautification of Winter Springs Advisory Board and City Staff.
IMPLEMENT A TION SCHEDULE:
The project will be implemented and notification to the Citizens published
immediately after Commission approval.
ATTACHMENTS:
1. Neighborhood Grant Improvement Program Packet
COMMISSION ACTION:
NIP Grant Ag Ver. 2 12/05 - YR 2006
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-Attachment 1-
City of Winter Springs
Grant Project 2006
Proposal for
Neighborhood Improvement Program
NIP Grant Ag Ver. 2 12/05 - YR 2006
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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 Beautification Board of Winter Springs in cooperation with the Beautification
Manager and City Arborist look 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 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) 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 total project
cost) with either volunteer labor or financial 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 design must be submitted on or before March 31st,
2006. 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 August 31, 2006 - 3:00pm.
6. Projects must conform to all City requirements including 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
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 City Staff.
Deadline for submission of grant applications and plans is March 31, 2006, @ 3pm.
Location: City Hall C/O: Nancy Vobornik, Purchasing Coordinator, 1126 E SR 434, Winter Springs, FL
32708.
NIP Grant Ag Ver. 2 12/05 - YR 2006
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The City of Winter Springs reserves the right to change or cancel the grant program at any time.
Application for the Neighborhood Improvement Program does not guarantee a grant will be
awarded for your project. All grant proceeds must be used for tree and landscaping improvements
on public property or rights-of-way areas within the City of Winter Springs, Florida. Selection of
grant recipients will be done by the Beautification of Winter Springs Advisory Board and must be
approved by the City Commission before your project can be funded.
3. Available Grants (FY 2005-2006)
Applicants can apply for grant funding starting at $ 500 with maximum grant funding of up to
$ 10,000 per applicant for the 2006 Neighborhood Improvement Grant Program. Funding will
be allocated based upon various qualifiers including but not limited to: benefit to the
community, organization or group, plat selection (plan) and long term survivability of project.
$ 15,000 Total Funds Available
* Grant values must be matched dollar for dollar either by volunteer labor or by financial participation.
Definitions
Material used in your project must meet the following 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 not 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.
Definitions:
Ornamental landscape plants - 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.
Oeciduous- 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 trum
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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:
NIP Grant Ag Ver. 2 12/05 - YR 2006
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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
NIP Grant Ag Ver. 2 12/05 - YR 2006
Page 7 of17
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 Partlclpallon (Grant 50%)
3. Matching Funds (Your Portion) $
4. Matching Volunteer Labor (Your Portion) $
< $15.00 Hour x _ Hours> $
Options 3 & 4 may be used together or separately but must add up
To 50% of the total project cost.
( Matching may be eRher funds or volunteer labor or a combination of
both to meet the crRerla for a grant)
Total Project Cost (Add 2+3+4 above) $
Notes:
NIP Grant Ag Ver. 2 12/05 - YR 2006
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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.
List all participants with contact information below. For Homeowners Associations list only Board
Members:
Name Address Phone
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
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 the project;
your project organizer will be contacted immediately.
NIP Grant Ag Ver. 2 12/05 - YR 2006
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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. 2 12/05 - YR 2006
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10.
Grant Project Status Report
This form must be completed and submitted at 50% completion and again at 100% completion of
your project. Failure to submit completed reports will be grounds for disqualification of your
project.
Attn: Steven T. Richart, D.B.S.D.M.
1126 East State Road 434
Winter Springs, FL 32708
407-327-5976 Voice
407-327-5976 Fax
srichart@winterspringsfl.org Email
Month:
Project Name:
Project Number:
Contact Person:
Telephone: (Day) (Evening)
Proiect Elements Work Accomplished % Completed
Problems encountered:
NIP Grant Ag Ver. 2 12/05 - YR 2006
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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 Grant Ag Ver. 2 12/05 - YR 2006
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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 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.
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:
NIP Grant Ag Ver. 2 12/05 - YR2006
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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
& NOIIOO 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 August 31, 2006,
3:00pm.
(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.
(f) Reimbursem.ent shall be denied for any instance in which the terms of this
Agreement have been violated.
4 Warrantv 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
NIP Grant Ag Ver. 2 12/05 - YR 2006
Page 14 of17
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:
TO THE CITY OF WINTER SPRINGS: Attn: Steven T. Richart, D.B.S.D.M.
City of Winter Springs
1126 East State Road 434
Winter Springs, Florida 32708
TO THE GRANTEE: Neighborhood
Improvement Association
By:
As Authorized Representative
, Florida
NIP Grant Ag Ver. 2 12/05 - YR 2006
Page 15 of17
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 A2reement. 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 anyone 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 A2reement. 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. Soverei2n Immunitv.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.
11. Headin2s. The headings used in this Agreement are for reference only and shall not
be relied upon nor used in the interpretations of this Agreement.
[Left blank intentionally, signatures on next page.]
NIP Grant Ag Ver. 2 12/05 - YR 2006
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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
Steven T. Richart, U.B.S.D.M.
Date: ,20
Attest:
GRANTOR:
CITY OF WINTER SPRINGS, FLORIDA,
By:
Ronald W. McLemore, City Manager
Deputy City Clerk
Date: ,20
NIP Grant Ag Ver. 2 12/05 - YR 2006
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