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HomeMy WebLinkAbout4D - DNR Grannt for Ponds Athletic Complex Expansion AGENDA #: PREPARED BY: 4D PAUL HOKENESS, PARKS AND RECREATION DIRECTOR CONSIDER APPROVAL OF STATE OF MINNESOTA DEPARTMENT OF NATURAL RESOURCES LOCAL GRANTS PROGRAM PROJECT AGREEMENT FOR PONDS ATHLETIC COMPLEX EXPANSION JUNE 2, 1997 SUBJECT: DATE: BACKGROUND: In an effort to offset some of the development costs for Prior Lake Parks we continue to apply for local grants and have been very successful in our efforts, The latest grant approval is from the Minnesota Department of Natural Resources Outdoor Recreation Grant Program This grant was specifically written to help defray some of the expenses in the development of the southern 30 acres of the Pond's Park as authorized by the City Council in the 1997 Capital Improvement Program. As a requirement of the grant the City must enter into a project agreement with the D,N.R" That is the purpose of this agenda report DISCUSSION: This grant and matching funds would allow for the expansion of The Pond's athletic complex including baseball, softball, soccer, football fields and a parking lot. (See attached drawing) On April 17, 1995 the City Council authorized staff to apply for State and Federal Grant Funding from the Outdoor Recreation Grant Program which is administered by the Minnesota Department of Resources, Application was made and on April 24, 1996 we were informed that our application was successful and that we were eligible for the grant, and that the money would become available in 1997. FINANCIAL IMPACT: The original amount of grant money we applied, for was $50,000.00. Council authorized $50,000.00 in our 1997 Capital Improvement Program as our matching portion of this grant As it turns out the D.N. R. authorized only $36,270.00, however, on May 21, 1997 at 4:00 p,m. the D.N.R. called and asked us if we would like another $5,000.00 to which we replied, yes, This would bring the D,N.R. portion of the grant to $41,270,00 of which we would have to match. 16200 E~<eH~'E& Ave, SE, Prior Lake. Minnesota 55312-1714 / Ph, (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER AL TERNA TIVES: RECOMMENDATION: ACTION REQUIRED: AGDNRGRTDOC I have included a copy of the $36,270,00 agreement for the Council to review. The D,N.R, will be sending out a new agreement in the amount of $4] ,270.00 for the Mayor's and City Manager's signatures. Only the dollar amount will change on the agreement and all other General Conditions will remain the same. Due to the late notice of the additional $5,000.00 we were not able to attach a copy of the new agreement to this agenda report. The alternatives are as follows: 1, Enter into an agreement with the Department of Natural Resources authorizing a matching grant in which the D,N.R. would grant a total sum of $41,270.00 and the City would allocate another $41,270,00 as the matching share of the grant. 2, Table this Agenda item for a specific reason. 3. Deny this Agenda item for a specific reason, Staff recommends Alternative No. I, Motion and second as part of the consent agenda to enter into a State of Minnesota Depart ent of Natural Resources Local Grants Program Project Ag ment. 1 REVIEr BY/ .~ 2 Minnesota Department of Natural Resources 500 Lafayette Road St. Paul. Minnesota 55155-40--.J 0 May 22,1997 Mr. Paul Hokeness Director, Parks & Prior Lake 16200 Eagle Creek Ave SE Prior Lake, MN 55372 RE: NRS96-002 Pond Athletic Complex Dear Mr. Hokeness : The MN Department of Natural Resources has awarded an additional $5,000 in grant funds to the project at the Pond Athletic Complex. When added to the original award of $36,270, the total grant is now $41,270. An Agreement between the State and the City of Prior Lake will be mailed for your signature next week. Sincerer'll d,U- JO~ePh Hiller Grants Manager (612) 296-4891 DNR Information: 612-296-6157. I-XOO-766-6000 . TTY: 612-296-54X4. I-XOO-657 -3929 An Eyual Opportunity Employer Who Value" Diver"'lly ft Printed on Ri:cyded Parer Containing a '-.I 'v1inimum Dr lIV;'- Po"l-Consumer \VaslC STATE OF MINNESOTA DEPARTMENT OF NATURAL RESOURCES LOCAL GRANTS PROGRAM PROJECT AGREEMENT NRS96-002 Fc>~ 1{'E\)l'EW CNLi ~D u)b~A1U)(f.J RE QVi }~D This Agreement is made on May 8,1997, between the State of Minnesota, acting through the Department of Natural Resources (hereinafter the Grantor), and the City of Prior Lake (hereinafter the Grantee). The Grantor has been allocated funds by the State of Minnesota under the Local Grants Program. The Grantee has made application to the Grantor for a portion of the allocation for the purpose of conducting the project entitled Pond's Park Project in the manner described in the Grantee's "APPLICATION" which is incorporated into this Agreement by reference. The Grantor has approved the following project scope from the project activities set forth in the Grantee's "APPLICATION:" Expansion of athletic complex for baseball, softball, soccer, and football fields. Expansion will also include a parking lot. The total project cost is S72,54&. ~ 82,S ~O ~ In consideration of mutual promises set forth below, the parties agree as follows: The Grantor shall grant to the Grantee the total sum of thity-six thousand two hundred seventy dollars (.s36,Z78.88) that are state funds appropriated to the Local Grants Program. ~ YL2.10.aO The Grantee shall perform the activities outlined in the approved project scope during the period from June 21,1996 through December 31,1997 in accordance with the provisions of this Agreement and other guidelines provided by the Grantor and all applicable State and Federal rules and laws. The Grantee agrees to complete the project in accordance with the approved budget (Attachment A), incorporated into this Agreement by reference, to the extent practicable and within the project period specified in the Agreement. Any material change in the scope of the project, budget or completion date shall require prior written approval by the Grantor. Funds made available pursuant to this Agreement shall be used only for expenses incurred in performing and accomplishing the purposes and activities specified herein. Notwithstanding all other provisions of this Agreement, it is understood that any reduction or termination of funds allocated to the Grantor may result in a like reduction to the Grantee. Where provisions of the Grantee's "APPLICATION" are inconsistent with other provisions of the Agreement, the other provisions of this Agreement shall take precedence over the provisions of .;.:"..-...~<;-:-.:..-;-_: .'.-..... .:...... " the "APPLICATION." GENERAL CONDITIONS Accounting Requirements F or all expenditures made pursuant to this Agreement, the Grantee shall keep financial records, including properly executed payrolls, time records, equipment logs, invoices, contracts, receipts, vouchers, canceled checks, and other documents sufficient to evidence in proper detail the nature and propriety of the expenditure. Accounting methods shall be in accordance with the Local Grants Program Financial Management Manual provided by the Grantor. Reporting Requirements The Grantee shall submit status reports to the Grantor by the first of June and December of each year and a final report at the end of the Grant period prior to receiving final reimbursement. Payment/Disbursement Schedule The Grantor shall disburse funds to the Grantee pursuant to this Agreement on a reimbursement basis, based upon a payment request and required expenditure documentation submitted by the Grantee and reviewed and approved by the Grantor. The Grantee shall be limited to no more than four payment requests during the period covered by this Agreement. The Grantee shall submit a final billing within 30 days of the end of the project period. Retention of Records/Audits Grantee financial records, supporting documents, statistical records, and all other records pertinent to this grant shall be retained for a period of three years, commencing on the date of the closure letter from the Grantor. All such records shall be retained beyond the three year period if audit findings have not been resolved. The Grantor, Legislative Auditor, and their duly lUthorized representatives shall have access to any books, documents, papers, and records of the }rantee and its 4ubgrantees which are pertinent to this grant for the purpos-:: of making audit, examination, excerpts, and transcripts. Notice for Contracts and Subcontracts The Grantee. shall include in any contract or subcontract, in addition to the provisions to define a sound and complete agreement, such provisions as to assure contractor and subcontractor compliance with applicable state and federal laws. Funding Acknowledgment Upon project completion, the Grantee shall post a permanent funding acknowledgment sign at .:: - -- -.-'---'- . . .~- : . '. . ~ the entrance to the project site, or at an alternative conspicuous location on the site. Termination If the Grantor finds that there has been a failure on the part of the Grantee to comply with the provisions of this Agreement; that reasonable progress has not been made by the first 6 month reporting period, or that the purposes for which the funds were granted have not been or will not be fulfilled; the Grantor may take action to protect the interests of the State of Minnesota including the refusal to disburse additional funds and requiring the return of all or part of the funds already disbursed. Conversion of Use The Grantee shall not at any time convert any property acquired or developed pursuant to this Agreement to uses other than the public outdoor recreation uses specified in this Agreement without the prior written approval ofthe Grantor. Facilitv Operation and Maintenance The Grantee shall operate and maintain, or cause to be maintained, the property or facilities acquired and/or developed pursuant to this Agreement. Sanitation and sanitary facilities shall be maintained in accordance with the applicable public health standards. Properties and facilities shall be kept reasonably safe for public use. All state and federal accessibility laws, regulations and standards shall be adhered to. Fire prevention, lifeguards and similar safeguards and use supervision shall be provided to the extent feasible. Buildings, roads, trails and other structures and improvements shall be kept in reasonable repair throughout their estimated lifetime to prevent undue deterioration and to encourage recreational use of the project and associated facilities. Failure to adequately maintain and properly operate the facility assisted through this grant may result in the withholding by the Grantor of any current or future payments to the Grantee related to this or any other Local Grants project and may result in ineligibility of the Grantee to receive any future Local Grants Program Grant. The Grantee shall keep the facility open to the general public at reasonable hours and at times of the year consistent with the purpose and type of facility. Inspections The Grantor's authorized representatives shall be allowed at any time to conduct periodic site visits and inspections to ensure work progress 'in accordance with this Agreement, including a final inspection upon project completion. Following closure of the project, the Grantor's authorized representatives shall be allowed to conduct post-completion inspections of the site to ensure that the site is being properly operated and maintained and that no conversion of use has occurred. ..;:....:~~~~.~ - - ".".' . . ~ Nondiscrimination The Grantee in the conduct of the project shall not engage in discriminatory employment practices and shall in all respects comply with Minnesota Statutes, Chapters 363.03 and 181.60 and all applicable rules and subsequent amendments. Workers Compensation The grantee in the conduct of the project shall comply with the provisions for workers compensation in Minnesota Statutes, Chapter 176.181 subdivision 1 and 176.182. Americans with Disabilitv Act Compliance In fulfilling the duties and responsibilities of the Grant the Agency shall comply with P. L. 101- 336, Americans with Disabilities Act of 1990,42 U.S.c. Section 1210 et seq. and regulations promulgated pursuant to it. Liabilitv Each party agrees that it will be responsible for its own acts and the results thereof to the extent authorized by law and shall not be responsible for the acts of other party and the results thereof. The State's liability shall be governed by the provisions of the Minnesota Tort Claims Act, Minnesota Statutes Section 3.736 (1994) and any subsequent amendments thereto and other applicable law. Amendments Any amendments to this Agreement shall require prior written approval by the Grantor. Any such amendments shall be in writing and shall be executed by either the same persons who executed the original Agreement, their successors in office, or by those persons authorized by the Grantee through a formal resolution of its governing body. Successors and Assignees This Agreement shall be binding upon any successors and assignees of the parties. Notice to Grantee You are required by Minnesota Statutes, Section 270.66, to provide your Minnesota tax identification number. This information may be used in the enforcement of federal and state tax laws. Supplying these numbers could result in action to require you to file state tax returns and pay delinquent state tax liabilities. This contract will not be approved unless these numbers are provided. These numbers will be available to federal and state tax authorities and state personnel involved in the payment of state obligations. Minnesota Tax ID #9068901 Federal Employer ID #41-6005469 The Grantor and Grantee acknowledge their assent to this Agreement and agree to be bound by its terms through their signatures entered below. This Agreement is effective when fully executed by the authorized designees. TATE OF MINNESOTA by, and Be een the Department of Nat 1 Resources By By Title Date APPROVED EXECUTI HUBERT - --"':"""::.- :..:-~~.:-- J-.:..,'_:.:;..': City Of Prior Lake Attachment A Cost Breakdown NRS96-002 Pond Athletic Complex Project Components Athletic Fields Trails - 3,000 ft bituminous Gravel roads Gravel parking Estimated Total Cost $32,000 $21,000 $14,800 -$4,740 ~ Itf,7~6 Total April 14, 1997 - "~-<~....~,---:- -- -.- -: . p'-:-""- $72,5~e-- .; 821 S"i.fO ..~"-; :-.:..-.. .- -. ..- , Q; o 100 200 300 i\...-ri SCALE: ," = 1 00' -0" NIC AREA TRAil AND E NO UPGRADED WETLAND Q(::) A-C ~E 8\PA~\DN ARE-A C;'R)\~T FU~t)Ei) PROJECT PHASING: 1997 "Construcllon 01 Aggregate Road and Parking lot "Construcfion 01 Aggregate Trolls "Inslall New Play Equipment "Install Irrigalion System "Install Lights with Glore Control on Four Softball and Two Soccer /F ootball Fields "Grading and Seeding 01 New Softball/Soccer Fields "t.4ushtown Rood Upgrade and Install Troll PROJECT PHASING: 1998 "Paving 01 Roadway. Parking lot & Trails "Construcfion of Archery Range "Construcllon 01 Picnic Sheller "Softball/Soccer Fields comPlel~ and In Use ,- MASTER PLAN ATHLETIC FACILITY BRAUER .. ASSOCIATES, LTD, 7801 0IIIa LAllI - IUrII 100 IIIIIJIUPOUI. JIll .... (.11) III-Nl"I Minnesota Department of Natural Resources OFFICE OF THE COMMISSIONER 500 Lafayette Road SL Paul. Minnesota 55155-4037 April 24, 1996 Mr. Brett Woodson City Of Prior Lake 16200 Eagle Ck Ave SE Prior Lake, MN 55372 RE: FY 1996 Outdoor Recreation Grant Program Application Grant amount: $36270 Pond Athletic Complex Dear Mr. Woodson: I am pleased to inform you that your application for the Outdoor Recreation Grant Program has competed successfully for funding. We anticipate being able to offer you a grant for the amount shown above contingent upon the final processing of your application. Final processing of your grant requires submittal of additional information which must be completed in a timely manner. You will be contacted shortly by a staff member from the Outdoor Recreation Grant Program regarding the final processing requirements for your application. Do not incur any project costs. This notice does not constitute final approval of your project. Any work completed, money spent, or obligations incurred for acquisition or development of your project prior to final approval are ineligible and cannot be paid for with grant funds or used as the local share. The Outdoor Recreation Grant Program staff are looking forward to working with you on this project. If you have any questions; call Wayne Sames at (612) 296-1567. Congratulations. Yours truly, ;V~. Rodney W. Sando Commissioner DNR Information: 612-296-6157,1-800-766.6000 . TrY: 612-296-5484.1-800-657-3929 . FAX: 612-296-4799 An Equal Opponunily Employer Who Values Diversity ft Printed on Recycled Paper ", Containing 1 0% Post-Consumer Waste CONSENI: AGENDA: PREPARED BY: SUBJECT: DATE: INTRODUCTION: BACKGROUND: 4(f) BRET WOODSON, RECREATION SUPERVISOR CONSIDER ADOPTING RESOLUTION 95-22 AUTHORIZING THE CITY MANAGER TO APPLY FOR OUTDOOR RECREATION GRANT PROGRAM FUNDS. APRil.. 17, 1995 Resolution 95-22 is a requirement of the Department of Natural Resources and the National Park Service which authorizes the City Manager to apply for State and Federal funds through the Outdoor Recreation Grant Program. For FY96, the City of Prior Lake is making application for development of the 30 acres adjacent to the existing Pond Athletic Complex for field expansion. The preliminary work on this grant was started by Bill Mangan. The following background and project description was created by Bill. The City of Prior Lake needs to expand athletic facilities for both youth and adults. In 1980, the city received grant funding to purchase and develop the initial 40 acres of The Pond Athletic Complex into 6 softball fields, I baseball field, and 2 football/soccer fields with parking for 275 cars. In 1982, the city purchased an additional 30 acres of land adjacent to The Pond Athletic Complex for future field expansion. It is time to expand. The city is currently allowing neighborhood parks to be used for organized athletics (P.L.A.Y.). The neighborhood parks being used for organized softball and baseball include: Raspberry Ridge, Sand Point Park, Willows Park, Green Oaks, and Boudins park. These parks were not designed for this type of use. There is not sufficient parking for all of the spectators and it poses a safety concern as well. The city has one athletic complex, The Pond. The additional land that was purchased in 1982 will help to alleviate some of the use of the neighborhood parks for organized athletics. The eventual Master Plan for Lakefront Park may also layout options for field expansion that would also help to minimize the use of neighborhood parks. The city will develop additional playfields for softball and football/soccer and also provide parking areas to accommodate the expansion. The amount of added fields will depend on the wetland 16200 Eagle Creek Ave., Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTIJNnY E:-.1PLOYER DISCUSSION: ALTERNATIVES: RECOMl\1ENDATION: restrictions in the area. The intentions are to add at least two softball fields, and two football/soccer fields. However, this may vary depending on the final plan specifications. This resolution simply authorizes the City of Prior Lake to submit an application for $100,000 ($50,000 Grant & $50,000 city portion) to the DNR for Outdoor Recreation Grant Program Funds. After this step, the City of Prior Lake's application will be reviewed and ranked with many other applications to determine the priority for funding. The Parks Advisory Committee held a Public Hearing at their mee!ing on April 10th to receive public input. The only people in attendance at the public hearing were staff and the PAC members, and all were supportive of applying for grant funding. Applying for grant funding on this project does not commit the City to any financial obligation at this time. There are a lot of steps that need to be taken prior to making a decision to either accept or reject the grant funding. First of all, the project must stand on its own merit and be ranked sufficiently high enough to receive priority funding, and, secondly, the City of Prior Lake can make a decision to proceed with the project based on the level of grant funding. If there is not enough money to proceed with the project then the project can be terminated. The alternatives available to the City Council are as follows: 1. Proceed with the Grant Application for FY96 for development of the 30 acres adjacent to the Pond Athletic Complex by approving Resolution 95-22; 2. Do not approve Resolution 95-22 which would mean that there would not be a Grant Application for FY96; 3. Table this item which would also mean that there would not be a Grant Application for FY96 because of the application deadline of May 1, 1995. Staff would recommend approval of Resolution 95-22 which would authorize the City of Prior Lake to apply for Grant Funding for the development of the 30 acres adjacent to The Pond Athletic Complex for field expansion. The PAC has made a recommendation to the City Council at their April 10th meeting in favor of applying for the grant funding. After the grant application is submitted it will be reviewed by the DNR and then ranked with all of the other grant applications. There are no guarantees that this project will be ranked at a level that will assure grant funding until all of the projects are received, reviewed by the DNR, and subsequently ranked for priority funding. If the project does receive priority funding in the process, the level of funding will also be established so that staff will know what the final cost will be. The City Council can then make a decision at that time whether to proceed or not. FISCAL IMPACT: ACTION REQUIRED: REVIEWED BY: AGN417 The grant requires a dollar for dollar match from the city. Consequently the city needs to budget for these expenditures. It is anticipated that the city portion of the grant would be drawn from the Capital Park Fund. By drawing the money from this source we will not affect the 1996 General Fund Budget. This is especially important since our general fund levy may be frozen by the legislature. A motion to approve Resolution 95-22 to allow the City of Prior Lake to apply for Sta and Federal Grant Funding from the Outd1 ROC, n G t Program for FY96. MOTION BY: WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, {SEAL} RS8522 RESOLUTION 95-22 RESOLUTION AUTHORIZING THE CITY OF PRIOR LAKE TO APPLY FOR GRANT FUNDS THROUGH THE OUTDOOR RECREATION GRANT PROGRAM SECONDED BY: The City of Prior Lake will act as the legal sponsor for the project contained in the Outdoor Recreation Grant Program Application to be submitted on April 25, 1995 and that the City Manager is hereby authorized to apply to the Department of Natural Resources for funding of this project on behalf of the City of Prior Lake, and, The City of Prior Lake has the legal authority to apply for financial assistance, and the institutional, managerial, and financial capability to ensure adequate construction, operation, maintenance and replacement of the proposed project for its design life, and, The City of Prior Lake has not incurred any costs, has not entered into any written agreements to develop the property, and, The City of Prior Lake has not violated any Federal, State, or Local laws pertaining to fraud. bribery, graft, kickbacks, collusion, conflict of interest or other unlawful or corrupt practice, and, Upon approval of its application by the state, the City of Prior Lake may enter into an agreement with the State of Minnesota for the above referenced project, and that the City of Prior Lake certifies that it will comply with all applicable laws and regulations as stated in the contract agreement and described in the Compliances section of the Outdoor Recreation Grant Program Application. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, that the City Manager is herby authorized to execute such agreements as are necessary to implement the project on behalf of the applicant. Passed and adopted this 17th day of April, 1995. YES NO Andren Greenfield Kedrowski Scott Schenck Andren Greenfield Kedrowski Scott Schenck Frank Boyles City Manager City of Prior Lake 16200 Eagle Creek Ave" Prior Lake. Minnesota 55372-1714 / Ph, (612) 447-4230 / Fax (612) 447-4245 AI\ EQUAL OpoORnJNlTY E:-.-1PLOYER