HomeMy WebLinkAbout2005 02 14 Consent 204 Neighborhood Improvement Grant ProgramCOMMISSION AGENDA
ITEM 204
February 14, 2005
Meeting
CONSENT X
INFORMATIONAL
PUBLIC HEARING
REGULAR
MGR /DEPT
Authorization
REQUEST: The Public Works Department, Beautification Division, is requesting
Commission approval for the Neighborhood Improvement Grant Program.
PURPOSE: The purpose of this Board item is to request authorization to proceed with the NIP
Grant Program for the 2004-2005 budget year.
CONSIDERATIONS:
This agenda item is needed to initiate the grant program for beautification that was
included in the FY 2004/2005 budget. This agenda item includes the program description,
requirements and the agreement. The individual project awards will be subject to future
approval by the City Commission based on a recommendation from BOWS and staff.
The Neighborhood Improvement Grant Program has been developed by the City
Beautification Coordinator and the Beautification of Winter Springs Advisory Board over the
past several months. The grant program has been designed to allow ordinary Neighborhood
Groups of Citizens to creatively participate in the landscape improvement process throughout
their community in various Public areas such as rights-of--way, medians, parks, and City
buildings. This type of improvement program will promote a greater sense of community
pride and accomplishment.
There is currently $15,000.00 available for budget year 2004-2005 earmarked to be
distributed in varying amounts between (5) individual grant awards. Each grant requires 50%
participation from the applicant by way of either labor or funds. A combination of both may
also be used to achieve the requirements. Each Neighborhood Group will be responsible for
maintenance of their project for at least (1) year after installation. Commission approval for
funding of each grant will be required before projects can be authorized to proceed. Project
completion deadlines for the '04-'OS budget year will be September 20, 2005.
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February 14, 2005
Consent Agenda Item 204
Page 2
FUNDING:
Funding for the NIP Grant Program in the amount of $ 15,000.00 is available from the
Beautification Budget line code (4411-58000-30077). Commission approval will be sought
prior to the individual grant awards.
RECOMMENDATION:
It is recommended that authorization be granted to proceed with the NIP Grant
Program to the Citizens of Winter Springs for the '04-'OS budget year. Final approval for
each grant award will be obtained from the Commission after recommendation for funding by
the Beautification of Winter Springs Advisory Board.
IMPLEMENTATION 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:
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City of Winter Springs
Grant Project 2005
Neighborhood Improvement Program
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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 Coordinator 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, 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 (SO% of the total project
cosr9 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 plans must be submitted on or before May 1St, 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 20th, 2005 - 3:OOpm.
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.
Deadline for submission of grant app/ications and plans is May 1~; 2005 ~a 3pm. Location:
City Hall, C/O: Nancy ~obornik, Purchasing Coordinator, 1126 E. SR 434, Winter Springs, FL 32708.
The City of Winter Springs reserves the right to change or cants/ the grant program at any time.
App/ication for the Neighborhood Improvement Program does not guarantee agrant wi// be
awarded for your project. A//grant proceeds must be used for tree and landscaping improvements
on pub/ic properly or rights-of-way areas within the City of Winter Springs, Florida, Se%ction of
grant a ward recipients wi// be done by the Beautification of Winter Springs Advisory Board and
must be appro ved by the City Commission before the project can be funded,
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Available Grants (FY 2004-2005)
Code Amount _ Description
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.
$ 15,000.00 Total Funds Available
* Amounts shown are the grant value that must be matched dollar for dollar either by volunteer labor or by
financial participation. Total project value shall be (x2) of the value shown above. The above description outlines
the type of material to be used as a majority on the project. Other items maybe used but only up to 25% of the
total material on the project.
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.
2. All plant material must not be listed on the Exotic Pest Plant Council -Exotic Invasive Plant List.
All items must be Florida #1 grade plant material at the time of installation.
Ornamenta//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 far 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.
4. Project Description/Scope of Work
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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
6. Budget
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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. Clty's Participation (Grant)
3. Matching Funds (Your Portion)
4. Matching Volunteer Labor (Your Portion)
< $15.00 Hour x Hours >
( 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+a above)
Notes:
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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 all participants with contact information below. For Homeowners Associations list only Board
Members:
Name
1.
2.
3.
4.
5
6
7
9.
10.
8. Evaluation
Address Phone
Progress will be evaluated on a monthly basis by way of status reports submitted by your graxp 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.
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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:
10. Grant Project Status Report
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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
srichart(a,wintersprin~sfl.org Email
Attn: Urban Beautification Coordinator
l l26 East State Road 434
Winter Springs, FL 32708
Month:
Project Name: _
Project Number:
Contact Person:
Telephone: (Day) (Evening)
Proiect Elements Work Accomulished % Completed
Problems encountered:
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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 to scale but must define the project location specifically.
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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:
Recitals. Each and all of the foregoing recitals are hereby incorporated herein and
declared to be true and correct.
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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 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.
(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,
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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: Urban Beautification Coordinator
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, all of
which shall remain in full force and effect.
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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.
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
[Left blank intentionally, signatures on next page.]
IN WITNESS WHEREOF, Grantors and Grantee have set forth their signatures on the
day and year written below.
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Witnesses: GRANTEE:
Neighborhood Improvement
Print Name: Association
By:
Print Name: Its: Authorized Representative
Date: , 20
Attest: GRANTOR:
CITY OF WINTER SPRINGS, FLORIDA,
Andrea Lorenzo-Luaces, City Clerk By:
Ronald W. McLemore, City Manager
Date: , 20
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:
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