HomeMy WebLinkAboutAG RPTS 1989 0710 PR REG PARKS AND RECREATION COMMISSION AGENDA
July 10, 1989
7:00 p.m.
Moorpark Community Center, 799 Moorpark Avenue
1. CALL TO ORDER:
2. PLEDGE OF ALLEGIANCE:
3. ROLL CALL: Commissioners Crockatt, Nainoa, and Radich
A. Introduction, welcoming and swearing in of new Commission
member, Teresa Godinez.
B. Reorganization of Parks and Recreation Commission. Staff
Recommendation: Direct staff as deemed appropriate.
4. PROCLAMATIONS, COMMENDATIONS, AND SPECIAL PRESENTATIONS:
5. REORDERING OF, AND ADDITIONS TO, THE AGENDA:
6. PUBLIC COMMENTS:
7. CONSENT CALENDAR:
A. Approval of June 12, 1989, Minutes of the Parks & Recreation
Commission Meeting. Staff Recommendation: Approve as
presented.
B. Monte Vista Nature Park - Updated Report. Staff
Recommendation: Receive report and file.
C. Campus Canyon Park - Updated Report. Staff Recommendation:
Receive report and file.
D. Senior Citizens Center Addition - Updated Report. Staff
Recommendation: Receive report and file.
E. Summary Report, Recreation Programs and Activities - Fund
33. Staff Recommendation: Receive report and file.
F. Memorandum of Understanding with Urban West Communities -
Community Center. Staff Recommendation: Receive report and
file.
G. Recreation Programs and Activities - Update Report. Staff
Recommendation: Receive report and file.
8. PUBLIC HEARINGS:
AGENDA/7. 10/PRAGENDA
9. DISCUSSION/ACTION ITEMS:
A. Discuss and Review Existing Restrooms in City Parks. Staff
Recommendation: Direct staff as deemed appropriate.
B. Consider Use of Urban West Communities' Settlement Agreement
Funds for Constructing a Restroom Building at North Meadows
Park. Staff Recommendation: Direct staff as deemed
appropriate.
C. Consider Development Plan for Colonia Park. Staff
Recommendation: Direct staff as deemed appropriate.
D. Consider Master Plan for Griffin Park. Staff
Recommendation: Direct staff as deemed appropriate.
E. Consider Special Events for FY 89/90. Staff Recommendation:
Direst staff as deemed appropriate.
F. Consider Urban Forestry Grant Program. Staff
Recommendation: Direct staff as deemed appropriate.
G. July 3rd Fireworks Program Report By Commissioner Crockatt.
H. Consider Car Show at a City Park. Staff Recommendation:
Direct staff as deemed appropriate.
10. COMMENTS FROM COMMISSIONERS:
11. FUTURE AGENDA ITEMS:
12. ADJOURNMENT:
The next regularly scheduled meeting is August 14, 1989.
Any member of the public may address the Commission during the Public
Comments portion of the Agenda. SPEAKER CARDS MUST BE RECEIVED BY THE
SECRETARY PRIOR TO THE CALL TO ORDER OF THE MEETING. Speakers will be
heard in the order that their Speaker Cards are received. A limitation
of 3 minutes shall be imposed upon each speaker.
* Discussion/Action Items which are judged by the Director of
Community Services to be of high priority.
Copies of the reports or other written documentation relating to each
item of business on the agenda are on file in the office of the
Secretary and are available for public review. Any questions
concerning any agenda item may be directed to the Secretary at
529-6864.
AGENDA/7. 10/PRAGENDA
MOORPARK
ELQ|SEBHOVVNSTEVENKUENY
Mayor City Manager
BERNAR0JM. PEHEZ CHERYL lKANE
Mayor City Attorney
CLINT HARPER, Ph. D. PATRICK B|OHARD8. A1CP.
Coumamumbor fe. Director of
PAUL LAWRASON Community Development
Councilmember '"s--�"' R. DENN|@DELZBT
SCOTT MONTGOMERY City Engineer
Counci|momber JOHN V. GILLESPIE
Chief hinfnfPv|ixo
City Treasurer
City of Moorpark
County of Ventura ss
State of- California )
I, Debra Broussalian, Administrative Secretary of the City of Moorpark,
County of Ventura, State of California, do hereby certify under penalty
of perjury that I posted a copy of the Parks & Recreation Commission
Agenda for the meeting to be held Monday, July 10, 1989, at the
following location:
Moorpark Community Center
799 Moorpark Avenue
Moorpark, CA 93021
Said agenda shall remain in place until after the meeting so that it is
available for public review for at least 72 hours prior to the meeting,
pursuant to Section 54954 et. seq. of the California Government Code.
41
Executed this (P — day of July, 1989, at Moorpark, California'
&Fa.
Debra Broussalian
Administrative Secretary
799 MAvenue Moorpark, CaIfornia 93021 (805) 529-6864
AGNCERT7. I0/PRAGENOA
MOORPARK
ITEM 7
ELOISE BROWN QpaK "�,� STEVEN KUENY
Mayor o0��404 City Manager
BERNARDO M. PEREZ Fp9 CHERYL J. KANE
Mayor Pro Tern i �i i City Attorney
CLINT HARPER, Ph. D. �`�v,��A PATRICK RICHARDS, A.I.C.P.
Councilmember o m Director of
PAUL LAWRASON v°o� 4�' Community Development
Councilmember MEW�Jy R. DENNIS DELZEIT
SCOTT MONTGOMERY City Engineer
Councilmember JOHN V. GILLESPIE
RICHARD T. HARE Chief of Police
City Treasurer
MEMORANDUM
TO: Parks and Recreation Commission
FROM: Philip Newhouse, Director of Community Services
DATE: June 30, 1989
SUBJECT: Monte Vista Nature Park - Updated Report
J & H Engineering of Camarillo was awarded the contract for development
of Phase 1 in the amount of $65,300. A construction security fence has
been erected and work to install the irrigation system has begun.
Development is scheduled to be completed by mid-September.
STAFF RECOMMENDATION:
Receive report and file.
PEN:db
799 Moorpark Avenue Moorpark, California 93021 (805) 529-6864
MVNP. REP/PRAGENDA
MOORPARK ITEM 7.
ELOISE BROWN QpPK• c°�,s STEVEN KUENY
Mayor o09 City Manager
BERNARDO M. PEREZ F 9 CHERYL J. KANE
Mayor Pro Tern rOa& 414 City Attorney
CLINT HARPER, Ph. D. �`��,�A PATRICK RICHARDS, A.I.C.P.
Councilmember o #11 Director of
PAUL LAWRASON 0Community Development
Councilmember Eo �` R. DENNIS DELZEIT
SCOTT MONTGOMERY City Engineer
Councilmember JOHN V. GILLESPIE
RICHARD T. HARE Chief of Police
City Treasurer
MEMORANDUM
TO: Parks & Recreation Commission
FROM: Philip Newhouse, Director of Community Services
DATE: June 30, 1989 091
SUD,3ECT: Senior Citizens Center Additions •- Updated Report.
McCarthy Construction, Camarillo, was awarded the bid for construction
in the amount of $261,650. The new addition will consist of a kitchen,
restroom and office. When completed, the Senior Center will be
approximately 4,000 sq. ft. in size. Work should be completed in early
November, 1989.
INFORMATIONAL ITEM:
Receive report and file.
PEN:db
799 Moorpark Avenue Moorpark, California 93021 (805) 529-6864
SR/CITZN.ADD/PRAGENDA
4e97, 3 '7)
MOORPARK ITEM 90,
ELOISE BROWN vpPK �9�t STEVEN KUENY
o
Mayor 9 City Manager
BERNARDO M. PEREZ f —9 CHERYL J. KANE
Mayor Pro Tern 014WW4 City Attorney
CLINT HARPER, Ph. D. =tAlet PATRICK RICHARDS, A.I.C.P.
Councilmember o o Director of
PAUL LAWRASON 9°0� o Community Development
Council member qTeo J`'` R. DENNIS DELZEIT
SCOTT MONTGOMERY City Engineer
Councilmember JOHN V. GILLESPIE
RICHARD T. HARE Chief of Police
City Treasurer
MEMORANDUM
TO: Parks and Recreation Commission
FROM: Philip Newhouse, Director of Community Services
DATE: July 5, 1989
SUBJECT: Consider Master Plan for Additional Development
of Griffin Park
BACKGROUND:
During discussions of the FY 1989/90 Parks Capital Improvement budget,
the Commission recommended to the City Council an ambitious capital
improvement program for Griffin Park. The Council approved all of the
items proposed except for your request to re-designate funds previously
approved for a feasibility study of a potential building to be used for
a draft master plan for a community building. Additionally, Council
requested the Commission prepare a proposed master plan of development
for Griffin Park for Council review.
STAFF RECOMMENDATION:
Appoint a subcommittee to work with staff to prepare three proposed
master plans for continued development of Griffin Park based upon City
capital items approved in the FY 1989/90 budget.
PEN:db
799 Moorpark Avenue Moorpark, California 93021 (805) 529-6864
GXI F-F.IN.MF'/PRAGENUA
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MOORPARK 1,
ELOISE BROWNPPP•1C STEVEN KUENY
Mayor 00 `=9 City Manager
BERNARDO M. PEREZ IV., A II 9 CHERYL J. KANE
Mayor Pro Tern i4410V � City Attorney
CLINT HARPER, Ph. D. �`w,�� PATRICK RICHARDS, A.LC.P.
Councilmember o m Director of
PAUL LAWRASON Community Development
Councilmember R.Jo' R. DENNIS DELZEIT
SCOTT MONTGOMERY City Engineer
Councilmember JOHN V. GILLESPIE
RICHARD T. HARE Chief of Police
City Treasurer
MEMORANDUM
TO: Parks and Recreation Commission
FROM: Philip Newhouse, Director of Community Services
DATE: July 6, 1989
SUBJECT: Consider Urban Forestry Grant Program Under the
California Wildlife Coastal and Park Land Conservation
Bond Act of 1988
BACKGROUND:
This is a competitive grant program with a total allocation of
$5,000,000 beginning July 1, 1989. The grant program will be
administered over a five to seven year period with annual allocations
for each of the first three years amounting to $633,000. After the
first three years, a full program evaluation will be conducted.
GRANT HIGHLIGHTS:
1. Application deadline is August 18, 1989. To allow the City
Council an opportunity for review, your proposal need be submitted
by July 25.
2. Projects must be completed within 12 months of award.
3. Eligible costs are limited to the purchase of trees and purchase
and/or production of educational material .
4. Grant request must not be more than $50,000 and the cost of
individual trees must not exceed $65.
ELIGIBLE PROJECTS:
1. Planting of street trees.
799 Moorpark Avenue Moorpark, California 93021 (805) 529-6864
i-URES I RY. PHO/PRAGENDA
1
Parks and Recreation Commission
Page -2-
July 6, 1989
2. Planting of trees in dedicated open space. Open space is defined
as: rights of ways, backup walls, excess parcels resulting from
the construction of streets, roads, highways and other public
facilities such as airports and water reclamation facilities.
3. Planting of trees in public parking lots and school yards.
INELIGIBLE PROJECTS:
1. Tree planting projects on private property.
2. Tree planting in parks.
3. Tree planting on any common private areas.
STAFF RECOMMENDATION:
Establish a two person subcommittee to work with staff to establish an
application program by July 24 for Commission review.
PEN:db
Attachment
FORESTRY.PRO/PRAGENDA
,
`I,
Guidelines
for the
URBAN FORESTRY GRANT PROGRAM
under the
'14 California Wildlife Coastal and Park Land
Conservation Bond Act of 1988
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r California Department of Forestry and Fire Protection
14 June 1989
- - • 1
•
TABLE OF CONTENTS
Introduction
Program Goals
Important Points 1
Administration 2
Eligible Applicants
Grant Amount
Eligible Projects
Ineligible Projects 3
Minimum Requirements 4
Rating Criteria 5
Priority Ranking
Application Procedures 6
Selection and Notification
Contract Process
Proposal Submission, Address, and Contact Person 7
Contract Dates
Contract Documents
Award of Contract
Execution of Contract 8
Amendments
Payments
Eligible Costs 9
Ineligible Costs
Time Extensions
Withdrawal from Program Prior to Project Start 10
Appendices
INTRODUCTION
This guide has been developed to assist cities, counties,
districts, and non-profit organizations apply for grants under
the Urban Forestry portion of the California Wildlife, Coastal,
and Park Land Conservation Bond Act of 1988.
The California Department of Forestry and Fire Protection's
Urban Forestry Program has been allocated $5, 000,000 beginning
July 1, 1989, for urban forestry projects in accordance with
Public Resources Code 4799.12. The grant program will be
administered over a five to seven year period with annual
allocations for each of the first three years amounting to
$633,000.
Annual assessments of program and contract performance will be
conducted to ensure that goals are being met. Appropriate
adjustments will be made annually. After the first three years
a full program evaluation will be conducted.
PROGRAM GOALS
1. Plant most tree biomass for the dollars.
2. Require long-term management and maintenance for health and
care of trees during the life of the trees.
3. Incorporate community involvement/participation/education
and stewardship into every project and provide a human
experience and accessibility to the trees.
4. Increase statewide public awareness of the benefits of urban
forests.
5. Encourage projects that will inspire similar projects by
leveraging community resources.
IMPORTANT POINTS
1. The deadline for receipt of your proposal is August 18, 1989.
Postmark is acceptable.
2. Approximately $633, 000 is available for grants.
3 . If you are a successful applicant you will be notified in
August and can expect to begin your project by October 16,
1989. Unsuccessful applicants may resubmit proposals next
• year.
4. Projects must be completed within 12 months of your award.
Exceptions may be allowed if sufficient justification is
provided.
-1-
5. Eligible costs are limited to the purchase of trees and
purchase and/or production of educational material. See
page 9 for more detail.
6. Periodic progress reports are required, usually quarterly,
and must accompany each invoice. A final report is required
and must be submitted within 60 days of completion of the
project.
7. You must have start-up money and operating funds for your
project to cover expenses until invoices are reimbursed by
the State. Advance payments will not be made by the State.
It normally takes 45 days to process the invoice and issue a
check.
8. In accordance with State contract requirements, an amount
equal to 10% of the invoice will be withheld from each
payment. Your final payment will include all of the 10%
withholding.
9. Grant requests must not be more than $50, 000 and the cost of
individual trees must not exceed $65.
10. An amount equal to 5% of the total grant amount may be used
for public awareness and education to encourage public
participation, stewardship, and additional community tree
planting. Specific plans must be submitted with application
if you are planning to do this.
ADMINISTRATION
If you are chosen to receive a grant you will enter into an
agreement with the Director of Forestry and Fire Protection.
You will agree to complete your project, in return for an
agreement by the Director to share the cost of your project.
You will also be required to obtain a resolution from your
Board of Directors, City Council, or Board of Supervisors that
authorizes your project and allows the person responsible for
the project to sign legal documents. The agreement will allow
us to periodically inspect your project.
The Program Administrator is:
James R. Geiger
Department of Forestry
and Fire Protection
1416 9th Street, Room 1540-36
Sacramento, CA 95814
Telephone: (916) 322-0109
-2-
ELIGIBLE APPLICANTS
Eligible applicants are cities, counties, districts, and non-
profit organizations with 501C3 status.
GRANT AMOUNT
The maximum amount that an applicant may request is $50, 000 for
any project.
Funds provided may only be used for the purchase of trees with
one exception. An amount equal to 5% of the total grant may be
used for public awareness and education that will encourage
public participation, stewardship, and additional community tree
planting. Be very specific in your budget detail how this money
will be spent.
ELIGIBLE PROJECTS
1. Planting of street trees.
2 . Planting of trees in dedicated open space.
Dedicated open space is defined as any real property
dedicated to a public agency for open space purposes. Open
space is defined, for purposes of this grant, as: rights of
way; backup walls; excess parcels resulting from the
construction of streets, roads, highways, and other public
facilities such as airports and water reclamation
facilities.
3. Planting of trees in public parking lots and school yards.
INELIGIBLE PROJECTS
1. Tree planting projects on private property.
2. Tree planting in parks..
3 . Tree planting on any common private areas.
-3-
MINIMUM REQUIREMENTS
Your proposal must include all of the following or it will be
disqualified:
1. One original and four copies of the proposal. Request must
not be more than $50, 000 and the cost of an individual tree
must not exceed $65.
2. Completed application form. Form is included in Appendix A.
Remove and complete both sides.
3. A proposed work plan. See instructions in Appendix B.
4. A project time table and map of planting sites. Project
must be completed within 12 months of award.
5. Statement of project purpose and narrative description.
6. A signed statement from a certified arborist, registered
professional forester or city agency representative
certifying that:
a) The largest possible trees at maturity will be used.
b) The species are ecologically appropriate for the site,
for the function to be performed, and the space
available.
c) The initial sizes of the trees selected for the planting
area have a good chance for survival on the project
site.
d) The planting project has been properly planned to insure
proper planting and long term maintenance.
e) The planting complies with local tree ordinances and/or
master plan.
The final report must include a signed statement from a
certified arborist, registered professional forester, or
city agency representative certifying that the trees have
been properly planted and a maintenance plan is in place.
7. A signed statement from the abutting property owner
certifying that they will maintain the tree(s) planted as
part of the project or a signed statement from a person with
designated authority from the city/county/district
certifying that the city/county/district will provide 100%
of the maintenance in accordance with International Society
of Arboriculture (ISA) standards. Refer to Minimum
Maintenance Requirements in Appendix C.
8. A resolution/endorsement from the local jurisdiction
approving the project. Refer to Sample Resolution in
Appendix D.
-4-
9. Evidence from the city, county, or district endorsing the
project that a long-term tree management plan, including
tree inventory, exists, or plans have been made to develop
one.
10. Photos documenting the project area before tree planting.
Photos must be provided with the final report showing the
progress of the project and the completed project.
RATING CRITERIA
1. How many trees will be planted for the grant money?
2 . Are the plantings drought tolerant?
3 . Will the project trees be planted in an area that provides
maximum public access?
4 . Is the project designed in such a manner as to avoid
homogenous stands or monocultures that make them susceptible
to insects and disease?
5. Will the largest possible trees at maturity be selected
that are ecologically appropriate for the function to be
performed in the planting space available, and will the
initial size selected for the planting area have a good
chance for survival on the project site?
6. Is the project an example of cost effective and innovative
urban forestry?
7. Will the largest possible trees at maturity be used to
mitigate heat islands, ultra violet light, the greenhouse
effect, and pollution problems, and save energy by providing
shade?
8. Will the project maximize citizen involvement in project
planning and implementation and provide stewardship
opportunities for long term maintenance of the trees?
9. Will the project strengthen grassroots organizations?
10. Is there a budget for replacement of project trees that die?
11. Does the project have a tracking system for required
maintenance?
12. Does the project involve a cooperative relationship among
two or more organizations, agencies, and city government?
-5-
PRIORITY RANKING
Your proposal will be evaluated by an evaluation committee
comprised of CDF staff and public members. The rating criteria
listed below will be used to rate each project. A multiplier
assigned to each criteria will be used to determine a project's
final rank; the highest possible score is 165.
Highest
Possible
Criteria: (rate 0. 1. 2 . 3 .4 . 5) Multiplier Score
1 - #s of trees for $ 4 20
2 - drought tolerant 2 10
3 - public access 3 15
4 - avoid monocultures 1 5
5 - appropriate function 5 25
6 - innovative urban forestry 2 10
7 - mitigate heat islands, etc. 5 25
9 - strengthen grassroots 4 20
10 - replacement budget 1 5
11 - maintenance tracking 5 25
12 - cooperative relationship 1 5
TOTAL 165
The final decision for a project's rank will be made by the
Director of Forestry and Fire Protection. The number of
projects ultimately selected for funding will be determined by
the availability of funds.
APPLICATION PROCEDURES
Applications must be postmarked no later than August 18, 1989 for
the 1989/90 fiscal year allocation of $633, 000.
A complete application consists of one original and four copies
of the following (also see application/project check list in
Appendix A) .
1. Application Form
2. Proposal including previous experience and qualifications to
Undertake this project.
•
3. Work Plan including time table and site map.
4. Resolution authorizing project and designating signature
authority.
5. Certification from certified arborist, forester, or city
agency representative approving the project.
6. Signed maintenance agreement.
-6-
SELECTION AND NOTIFICATION
CDF will review each project application, and make final
selections by September 1, 1989. Applicants will be notified of
the final selections.
After the project is approved, funds will be available for 12
months, during which time the project must be completed.
CONTRACT PROCESS
1. Applicant submits application and proposal to CDF.
2. Proposals are reviewed and those that do not meet the
minimum requirements are rejected. Those meeting all
minimum requirements are ranked according to selection
criteria.
,3 . The highest ranking projects are selected and approved by
the Director until available funds are exhausted.
4. Applicant returns 7 signed copies of agreement to Program
Administrator.
5. A fully executed agreement is returned to applicant.
6. Applicant commences work on project. Anticipated start date
is October 16, 1989.
7. Payment request(s) and progress reports are submitted. 10%
will be withheld from each invoice.
8. After completion of project, applicant submits certification
of satisfactory completion and request for 10% withholding.
9. CDF may perform an audit of completed project.
PROPOSAL SUBMISSION, ADDRESS, AND CONTACT PERSON
All applicants must adhere to the guidelines but a specific
format is not required.
The original and four copies of your proposal must be postmarked
no later than August 18, 1989, and addressed to:
James R. Geiger
California Department of Forestry
and Fire Protection
P.O. Box 944246
Sacramento, CA 94244-2460
-7-
CONTRACT DATES (Estimated)
August 18, 1989 Final date for receipt of proposals
(postmark is acceptable) .
September 1, 1989 Review and ranking of proposals is complete.
September 15, 1989 Finalize contract and submit for General
Services review.
October 16, 1989 Contract in force. Project can begin work.
CONTRACT DOCUMENTS
The complete contract will include the following documents:
1. Standard Agreement, STD 2. Refer to Appendix E;
2. PROJECT GUIDELINES; and
3 . Your Proposal.
AWARD OF CONTRACT
The State reserves the right to reject any and all proposals.
The award of contracts will be to the highest rated proposals,
and and they will be awarded only if the Bond money is available
and allocated to the Urban Forestry Program. A CDF evaluation
team will determine whether each proposal meets the minimum
requirements and independently rate each proposal. Following
the rating each applicant will be notified of their final rank
and the final allocations.
EXECUTION OF CONTRACT
The contract shall be signed by the successful applicant in
seven (7) copies and returned within five (5) working days after
the applicant has received the contract. No contract shall be
binding upon the State until same has been completely executed
by the applicant and the Department of Forestry and Fire
Protection, and approved by the Department of General Services
of the State of California, if required.
-8-
•
AMENDMENTS
It is mutually understood and agreed that no alteration or
variation of the terms of the agreement shall be valid unless
made in writing and signed by all parties, and that no oral
understandings or agreements not incorporated shall be binding
on any of the parties. No additional funds will be allocated to
the project.
PAYMENTS
Progress payments shall be for expenses incurred in arrears
based upon written progress reports submitted with the
contractor's invoice. Frequency of reports and payments will be
negotiated individually based on contractors demonstrated need
for reimbursement and availability of Bond Funds. All invoices
should be sent to the CDF Program Administrator in triplicate,
and are subject to approval by the Department of Forestry and
Fire Protection. Progress payments will be made for actual work
accomplished and no pre-payment will be allowed. The State
shall withhold ten percent (10%) from each invoice amount. In
aggregate, the total of the progress payments shall never exceed
90% of the total amount billed. Progress payments can be
expected within 45 days of the receipt of a valid invoice. The
balance will be paid upon satisfactory completion of all work
under this agreement.
The State shall not be obligated to reimburse the contractor for
costs incurred in excess of the contract amount.
In addition to its rights under Provision 3 of "Form 2, Standard
Agreement", the State shall have the right to terminate this
agreement at any time upon thirty (30) days written notice to
the contractor. In case of early termination, a final payment
will be made to the contractor upon receipt of a report
describing costs incurred up to the date of termination, based
on the portion of work satisfactorily completed.
ELIGIBLE COSTS
Only the following costs will be eligible:
1. Cost of purchasing trees.
2. Cost of purchasing existing educational material including
but not limited to: booklets, pamphlets, slide shows, video
tapes, and posters.
3 . Cost of items necessary to produce educational material
including but not limited to: paper, film, and video tape.
4 . Cost of producing educational material including but not
limited to: design, printing, developing, and photo copying.
-9-
Revised 06/12/89
•
INELIGIBLE COSTS
1. Staff salaries.
2 . Overhead costs.
TIME EXTENSIONS
A request for a time extension and its justification must be
submitted to CDF. CDF will determine whether the circumstances
warrant a time extension. Any approved time extension shall be
in writing.
WITHDRAWAL FROM PROGRAM PRIOR TO PROJECT START
If an applicant withdraws from the program prior to starting
the project and elects not to use its grant funds, the allocation
will revert back to the Urban Forestry Program for reallocation.
In order to reactivate a withdrawn project applicant must
reapply.
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Urban Forestry Grant Program Guidelines
APPENDICES
A. Application Form
B. Work Plan
C. Minimum Maintenance Requirements
D. Sample Resolution
E. Sample Agreement
APPENDIX A
APPLICATION FORM
State of California - The Resources Agency
CALIFORNIA DEPARTMENT OF FORESTRY AND FIRE PROTECTION
CALIFORNIA WILDLIFE, COASTAL, AND PARK LAND CONSERVATION ACT
APPLICATION FOR URBAN FORESTRY GRANT
Project Title:
Amount of Grant Requested $
Total Project Cost $
Applicant (Agency, full address) Project Location:
County
Address
Applicants' Representative Authorized in Resolution
( )
(Name) (Title) (phone)
(Street Address) (City, State, Zipcode)
Person with day-to-day responsibility for project (if different from
authorized representative)
( )
(Name) (Title) (phone)
(Street Address) (City, State, Zipcode)
Description of Project (brief) :
I certify that the information contained in this application, including
. required attachments, is accurate.
Signed
Applicant's Authorized Representative as Date
Shown in Resolution
APPLICATION/PROPOSAL
The application package should include the following:
1. Title and contact person.
2. Signature lines for applicant, certifying agent, elected
officials.
3 . Qualification of applicant.
4. Project purpose and description.
5. Work plan and time table:
* Labor needs
* Material needs
* Implementation
* Long term maintenance
6. Support letters (optional) .
7. Project check list for applicant.
* Are trees appropriate for space and spacing?
* If site allows, are large crown trees being planted?
* Has species longevity been considered?
* Are species selected appropriate for the environmental
impact desired (heat islands, shade, energy conservation,
windbreak, pollution control, etc. ) ?
* Has the largest number of community members been involved
in the development of the project, such as in tree
selection, planning, scheduling, and long term
maintenance?
* Has communication been established between home
owners/non-profit tree groups and the agency responsible
for long term maintenance?
* Does the agency/group have a plan for tree replacement on
a minimum one time basis?
* Will the project trees be included in any existing tree
inventory or long term maintenance plan?
8. Project site photos (print only) of typical planting site.
9. Overall site map showing scope of project at an appropriate
scale.
10. A detailed example in plan view at 1" = 20' scale showing
trees at maturity and indicating how the planting project
fulfills project purpose.
NOTE: Final report will require prints of the project site before,
ongoing, and after completion.
APPENDIX B
WORK PLAN
INSTRUCTIONS FOR COMPLETING WORK PLAN
Include with your proposal. It will become part of your
contract if you are awarded a grant. Be specific and include
all applicable items.
1. Detailed Project Description. Include:
a) Statement of objective(s) to be met during project
period.
b) Description of how objectives will be met. Include
methods and materials that will be used, and outcomes
that are expected.
c) Schedule of work to be accomplished. Structure on
monthly increments and include a timetable.
d) Description of project area. (Attach map)
e) Schedule of community involvement. Include the number
of people that will be involved and their contribution.
2. Itemized Budget (costs for trees and educational material) .
Include your matching costs in a separate column for
materials, labor, equipment, etc. Additionally, include
desired payment/reimursement schedule for eligible items of
expense.
3 . Detailed Planting Plan. Include:
a) Number, kind, and size of species to be planted.
b) Site locations. Include alternative locations if
• applicable.
c) List of residents, organizations, clubs, etc. that will
be involved in planting, and extent of their
involvement, if applicable.
d) Planting dates.
e) Method of planting. Include site preparation, tree
stock preparation and protection against vandals,
rodents, etc.
4. Detailed Maintenance Plan. Include:
a) Method of maintenance, i.e. watering, pruning,
fertilization, insect and disease protection, etc.
b) Maintenance schedule.
c) List of residents, organizations, clubs, etc. that will
be involved in maintenance, and extent of their
involvement, if applicable.
d) Individual citizen, non-profit group, business or agency
responsible for maintenance, if applicable. Include
name, address, contact person, and phone number.
APPENDIX C
MINIMUM MAINTENANCE REQUIREMENTS
Minimum Maintenance Requirements
1. Provide a minimum of weekly watering during the dry season
(the use of some type of material to retain moisture in the
rootball is recommended, mulch etc. ) .
2. Provide developmental trimming at 3 years old and again at 7
years old as a minimum service level.
3 . Provide needed pest control for the health of the tree.
4. Provide required staking to ensure proper growth. Remove
and replace as needed.
All of the above required maintenance should comply with
International Society of Arboriculture standards.
APPENDIX D
SAMPLE RESOLUTION
SAMPLE RESOLUTION
Resolution No. :
RESOLUTION OF THE
(Title of Governing Body/City Council, Board of Supervisors or Directors)
of APPROVING THE APPLICATION FOR GRANT FUNDS FOR THE
(City, County, District)
- URBAN FORESTRY GRANT PROGRAM UNDER THE CALIFORNIA WILDLIFE, COASTAL,
AND PARK LAND CONSERVATION BOND ACT OF 1988 for the following project:
WHEREAS, the people of the State of California have enacted the
California Wildlife, Coastal, and Park Land Conservation Act of
1988, which provides funds to the State of California and its
political subdivisions for urban forestry programs; and
WHEREAS, the State Department of Forestry and Fire Protection
has been delegated the responsibility for the administration of
the program within the state, setting up necessary procedures
governing application by local agencies and non-profit
organizations under the program; and
WHEREAS, said procedures established by the State Department of
Forestry and Fire Protection require the applicant to certify by
resolution the approval of application(s) before submission of
said application(s) to the state; and
WHEREAS, the applicant will enter into an agreement with the
State of California to carry out a tree planting project;
NOW, THEREFORE, BE IT RESOLVED that the
(Title of Governing Body)
1. Approved the filing of an application for the
(legal title of program)
under the California Wildlife, Coastal, and Park Land
Conservation Bond Act of 1988, state grant assistance for
the above project(s) ; and
2 . Certifies that said applicant has or will have sufficient
funds to operate and maintain the project(s) ; and
3 . Certifies that funds under
the jurisdiction of
(governing body)
are available to begin the project.
4. Certifies that said applicant will expend funds prior to
5. Appoints as agent
of the to conduct
all negotiations, execute and submit all documents
including, but not limited to applications, agreements,
amendments, payment requests and so on, which may be
necessary for the completion of the aforementioned
project.
Approved and Adopted the day of , 19
I, the undersigned, hereby certify that the foregoing Resolution
Number was duly adopted by the
(City Council, Board of Supervisors or District)
following roll call vote:
Ayes:
Noes:
Absent:
CLERK
APPENDIX E
SAMPLE AGREEMENT
STATE OF CALIFORNIA CONTRACT NUMBER AM.NO. ❑ CONTRACTOR
STANDARD AGREEMENT - ATTORNED EY GENERAL 0 STATE AGENCY
CONTRACTOR'S STATE I.D.NUMBER 0 DEPT. OF GEN. SER.
STD.21REv.7/Bel
0 CONTROLLER
0
THIS AGREEMENT, made and entered into this day of , 19—, ❑
in the State of California, by and between State of California, through its duly elected or appointed, ❑
qualified and acting
TITLE OF OFFICER ACTING FOR STATE AGENCY
Department of
Director Forestry & Fire Protectionhereafter called the State, and
, hereafter called the Contractor.
WITNESSETH: That the Contractor for and in consideration of the covenants, conditions, agreements, and stipulations of the State
hereinafter expressed, does hereby agree to furnish to the State services and materials, as follows:
(Set forth service to be rendered by Contractor,amount to be paid Contractor,time for performance or completion,and attach plans and specifications,if any.)
Contractor agrees to provide the services specified in the attached
contract documents :
BID FORM
EXHIBIT "A" — Specifications;
EXHIBIT "B" - Specific Provisions; and
EXHIBIT "C" - General Provisions.
CONTINUED ON _ SHEETS, EACH BEARING NAME OF CONTRACTOR AND CONTRACT NUMBER.
The provisions on the reverse side hereof constitute a part of this agreement.
IN WITNESS WHEREOF, this agreement has been executed by the parties hereto,upon the date first above written.
STATE OF CALIFORNIA CONTRACTOR
AGENCY CONTRACTOR(Ir OTHER THAN AN INDIVIDUAL.SWATS WHITHER A CORPORATION.
PARTNERSHIP.UTC.)
Dept . of Forestry & Fire Protection
BY(AUTHORIZED SIGNATURE) BY(AUTHORIZED SIGNATURE)
X X
PRINTED NAME OF PERSON SIGNING PRINTED NAME AND TITLE OF PERSON SIGNING
TITLE ADDRESS
AMOUNT ENCUMBERED BY PROGRAM/CATEGORY(CODE AND TITLE) FUND TTTLE
THIS DOCUMENT Department of General Services
$ (OPTIONAL USE) Use Only
PRIOR AMOUNT ENCUMBERED
FOR THIS CONTRACT
$ ITEM CHAPTER STATUTE FISCAL YEAR
TOTAL AMOUNT ENCUMBERED
TO DATE OBJECT OF EXPENDITURE(CODE AND TITLE)
N
I hereby certify upon my own personal knowledge that budgeted funds are T.B.A.NO. B.R.NO.
available for the period and purpose of the expenditure stated above.
SIGNATURE OF ACCOUNTING OFFICER DATE
X
88 49089
1 The Contractor agrees to indemnify, detend and sate harmless the State its ollice•rs. agents and
e•ntplo)ces from an\ and all claims and losses accruing or resulting, to ally and all contractors ,ubron-
tractors. ntaterialmen, laborers and any other parson, firm or corporation furnishing or supplsinU
stork, services, materials or supplies in connection \lith the performance of this contract. and front ant
and all claims and losses accruing, or resulting to an) person. firer or corporation ss ho prat be rntnred
or damaged by the Contractor in the performance of this eoutract.
2. The Contractor, and the agents and e•niplovees of (:ontractor in the performance sol this agree-
ment, shall act in an independent capaultt and not as officers or enrplocees Or u;tr nl, i �talr tl
(.alitorrtta.
.3. The State ma\ terminate this agreement and be relayed of the paN.Merit of auc consideration to
(;untractor should Contractor fail to perform the cotenants herein contained at the trent- arnl ur the
manner herein provided. In the event of such termination the State -nae. proceed ct ith tic %soil, err ane
manner deemed proper bs the State The cost to the State shall be deducted !torn ,ort ''inr rine the
(:ontrartor under this agreement. and the balance, if any, shall be pard the (.ontractor upon demand.
4 Without the stritten aouse•nt of the State this agreement is not assignable it t ontractor tither in
tt hula or in part.
5. Time is of the essence in this agreement.
6 \o alteration or variation of the terms of this contract shall be caltd unless roach- in is ritun . od
signed bs the parties hereto. and no oral understanding or at recnu•nt not nrcorpnr,rleri ht-rc:n halt in
binding on am of the parties hereto.
7 The consideration to be paid Contractor. as pros ide•d hereat ,hall be :n compensation Ler all if
(.ontractur s expenses incurred in the performance hereof int lading. trust-! and per diene. unless other-
. ct ise expressl so pow ided.
Contract No. :
Contractor :
EXHIBIT "B"
Specific Provisions
1. Term of this contract shall be through
2 . The following contract coordinators have been assigned:
STATE CONTRACTOR
3. In consideration of services specified in Exhibit A,
performed in a manner acceptable to the State, and following
contractor's submission of an invoice in triplicate to
State's contract coordinator, State shall pay contractor for
services completed. Invoices shall include contract number,
time period covered and, if applicable, contractor's actual
expenditures as budgeted in contract.
4. Each payment made to contractor shall reflect withholding of
10% of the invoice. Upon satisfactory completion of
services, final payment shall include the withheld portion.
5. Total amount payable by the State to contractor under this
contract shall not exceed $ , including all
applicable taxes, fees, and cost of bonds or insurance
relating to this contract.
Contract No. :
Contractor .
EXHIBIT "C"
General Provisions
1. By signing this contract, contractor swears under penalty of perjury
that no more than one final unappealable finding of contempt of court
by a federal court has been issued against contractor with the
immediately preceding two-year period because of contractor's failure
to comply with an order of a federal court which orders compliance
with an order of the National Labor Relations Board.
2. Contractor shall submit all reports, invoices, or other
communications to State's contract coordinator. Each invoice shall
be submitted in triplicate, showing contract number and time period
covered. State's payment shall not exceed the maximum amount
specified in Exhibit "B".
3. Upon mutual consent, either party may amend this contract in writing.
4. Contractor understands that State shall evaluate contractor' s
products and staff services provided under this contract.
5. If contract is over $10,000, contracting parties shall be subject to
examination and audit of the State Auditor General for a period of 3
years after final payment under the contract in accordance with
Government Code section 10532 . Examination and audit shall be
confined to those matters connected with performance of the contract
including, but not limited to, cost of administering contract.
6. During the performance of this contract, no contractor and
subcontractors involved shall unlawfully discriminate against any
employee or applicant for employment because of race, religion,
color, national origin, ancestry, physical handicap, medical
condition, marital status, age over 40, or sex. Contractors and
subcontractors shall comply with provisions of the Fair Employment
and Housing Act beginning with Government Code section 12990, and
with applicable regulations found in California Code of Regulations,
Title 2, beginning with section 7285. Fair Employment and Housing
Commission regulations found in California Code of Regulations, Title
2, Division 4, Chapter 5 are incorporated by reference into this
contract. Contractor and subcontractors shall give written notice of
these obligations to labor organizations with which they have
collective bargaining or other agreements.
Contractor shall include nondiscrimination and compliance provisions
of this clause in all subcontracts performed under this contract.
J A
Contract No. :
Contractor :
EXHIBIT "C"
General Provisions
7. Contractor certifies under the penalty of perjury under the laws of
the State of California to have, unless exempted, complied with the
nondiscrimination program requirements of Government Code section
12990 and California Code of Regulations, Title 2, section 8103 .
8. Should a dispute arise under this contract, contractor may, in
addition to any other remedies available, provide written details of
the dispute and mail to Department of Forestry and Fire Protection,
Contracts Office Manager, P.O. Box 944246, Sacramento, CA 94244-
2460. Written statement must include contract number. Within ten
days of receipt of notice, the contracts manager shall advise
contractor of the findings and recommend a method to resolve the
dispute. Contractor shall continue to perform contract requirements
during the dispute period. State's decisions are final.
9 . This contract is complete and in force only after all State approvals
are obtained.
10. The Participant agrees to make immediate monetary restitution of any
funds reimbursed by the State for any disallowances of costs or
expenditures or unauthorized activities which are disclosed through
audit or inspection by the State. If Participant does not
satisfactorily complete the project and/or project is not certified
as satisfactorily completed by a certified arborist, registered
professional forester, or city agency representative, all sums
previously reimbursed by the State shall immediately become due and
payable to the State.
11. Work started or materials purchased prior to the execution of this
agreement will not be eligible for funding under the terms of this
agreement.
12 . Participant shall permit periodic site visits by a representative of
the State to ensure program compliance.
13 . This agreement may be amended, or terminated by mutual consent,
however, this agreement may be terminated by State upon the giving of
written notice to the Participant thirty (30) days in advance.
14 . Failure by the Participant to comply with the terms of this agreement
shall be cause for the suspension of all obligations of the State.
15. The performance of the obligations imposed by this agreement is
contingent upon funds being made available therefore, in the event
such funds are not available, or are insufficient to carry out the
purpose of this agreement, each party agrees to release the other
party from all obligations hereunder.
Revised 06/12/89