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HomeMy WebLinkAboutPacket - 11/03/2010 - Parks and Recreation Committee IF Lj-�k AGENDA PARKS & RECREATION COMMITTEE MEETING WEDNESDAY, NOVEMBER 3, 2010 MCHENRY MUNICIPAL CENTER 7:00 PM ALDERMEN'S CONFERENCE ROOM 1 . Public Input — 5 Minute Total 2. Discussion on Park & Recreation Facility Construction (PARC) Grant Program 3. Updates on Potential McHenry Zone Skate Park Renovations and Fort McHenry Playground Renovations 4. Reports to Committee 5. New Business Next Meeting - TBD AGENDA ITEM 2 Discussion on Park & Recreation Facility Construction (PARC) Grant Pro- Attached is a legislative update on a new state of Illinois Grant Program for Acquisition and Development of Park and Recreational facilities. This grant program is in addition to the existing OSLAD program. There are some differences in the project eligibility requirements and the reimbursement funding levels. The OSLAD program is 50% funding of eligible project cost. The new PARC program is 75% funding for eligible project costs. A copy of the program guidelines is also attached. Staff will give a brief presentation on the requirements within the grant program and the time table for project completion. The challenge for us will be to finalize these plans and estimates to submit the grant documents by the November 29, 2010 deadline. Multiple projects can be submitted in this program. If we would like to submit a grant this year we would have to make a decision on which project(s) and begin to prepare the grant forms for the Monday, November 29, 2010 deadline. There were two projects that staff had initially thought would be excellent candidates for this grant program, McHenry Zone Skate Park renovation and the Fort McHenry playground renovations. Both projects already had preliminary cost estimates and plans available that could have been used to prepare the grant documents. However, staff was informed by the grant administrator that neither of the projects were eligible and the grant committee was seeking projects of a more permanent nature such as bricks and mortar type projects. DNR Page 1 of 2 monnEimmi.im III loll 1� t '7 NEWPat Quinn, Governor DNR Links ILLINOIS DEPARTMENT OF NATURAL OFFICE OF IDNR Home RESOURCES' ARCHITECTURE, Agency Offices PARK AND RECREATIONAL FACILITY ENGINEERING AND Disabled Outdoors GRANTS: Freedom of CONSTRUCTION (PARC) GRANT PROGRAM 111 Director's Office Information Act -Director Home Page Get Involved What is it? -Office Staff Grant Info -Office of Management& Great Lakes The Park and Recreational Facility Construction Act(PARC) was created by Budget Restoration Public Act 096-0820 effective November 18, 2009 to provide grants to be -Capital Hunting,Fishing& disbursed by the DNR to eligible local governments for park and recreation Development Board Licensing unit construction projects. Park or recreation unit construction project B Architecture& Kids&Education means the acquisition, development, construction, reconstruction, Engineering Law Enforcement rehabilitation, improvements, architectural planning, and Installation of -Architecture&Engineering Mandatory Safety capital facilities consisting, but not limited to, buildings, structures, and land Home Page Programs for park and recreation purposes and open spaces and natural areas. -Division staff Lodges/Leasing -Conservation World More Links Who may apply for the grants? Renovation Project -Pere Marquette Visitor Outdoor Recreation Center Parks&Recreation Eligibility requirements mirror the OSLAD grant program. Units of local government that are authorized by Illinois law to expend public funds for ACE Press Releases -Heavy Equipment Crew the acquisition and development of land for public indoor/outdoor park, Publications recreation or conservation purposes are eligible to apply for funding Bridge at Frank Holten State Museums assistance. ❑+ Grant Administration World Shooting& -Grant's Home Page Recreational Complex What types of projects are eligible for grants? Grant staff El State Links -Grants-in-Aid Programs Government "Bondable"or"brick and mortar" projects for capital expenditures may PARC Business include, but are not limited to, demolition in preparation for additional OSLAD Employment indoor/outdoor recreation purposes, site preparation and improvements for Education indoor/outdoor recreation purposes, utility work for indoor/outdoor BAAD recreation purposes, reconstruction or improvement of existing buildings or Trails Grant Programs Health&Safety facilities for indoor/outdoor recreation purposes, expansion of Bicycle Path program Family&Home buildings/facilities for indoor/outdoor recreation purposes, and new -Snowmobile Travel&Recreation construction of buildings/structures. -STEF About Illinois OHV Illinois.gov Land acquisition projects for public park recreation and conservation -RTP purposes include, but are not limited to, acquisition of land for the -RTP Search following: to construct new public indoor/outdoor recreation buildings, online Application structures and facilities; to expand existing public indoor/outdoor recreation Instructions Go buildings, structures and facilities; general park purposes such as regional, -Planning, Development and DNR community and neighborhood parks and playfields; frontage on public Facility Guides surface waters for recreation use; open space/conservation purposes to Back to OAEG Home Page O Illinois protect floodplains, wetlands, natural areas, wildlife habitat and unique fIL Search Tipsl geologic and biologic features, and additions to such areas. All properties acquired with PARC assistance are required to have a covenant placed on the deed at the time of the recording that stipulates the property must be used , in perpetuity, solely for indoor/outdoor recreation purposes. Can a local sponsor submit more than one application per grant cycle? Yes. There is no limit on the number of applications one agency may submit per grant cycle. What are the funding limits? The DNR may limit any one single project to a maximum of no more than 10% of the amount released for any fiscal year. http://dnr.state.il.us/ocd/newPARCI.htm 10/4/2010 'DNR Page 2 of 2 Of the total amount of PARC projects awarded statewide, 20% shall be awarded to the Chicago Park District, provided that the Chicago Park District complies with the provisions of State law and PARC rules, and 80% shall be awarded to local government units outside of the City of Chicago. The PARC program shall operate on a reimbursement basis providing up to the following maximum percentages for funding assistance: the State will provide up to 75% of approved project costs, with the exception of those local governments defined as"disadvantaged", which will be eligible for up to 90%funding. What are the major evaluation priorities of the PARC grant program? The primary priorities for evaluating PARC projects include, but are not limited to, the following criteria: (1) useful life of existing facilities and improvements in comparison to the Department's schedule of Useful Life of Parks and Recreation Facilities; (2) address public health and safety needs; (3) sponsor has high economic need; (4) correct accessibility deficiencies as defined by the Americans With Disability Act; (5) projects that provide the greatest benefit in terms of cost per capita within the applicant's jurisdictional boundaries; and (6) land acquisition. Can other State/Federal funds be used to match the PARC program? No. Is there any application deadline when I must apply? Opening date for requests and deadline for applications are October 15, 2010 to November 29, 2010. How can I receive more information regarding the PARC grant program? By contacting DNR's Division of Grant Administration, One Natural Resources Way, Springfield, IL. 62702 or call (217) 782-7481. FAX (217) 782-9599 or e-mail: dnr.grantsCd)illinois.aov DOWNLOAD THE CURRENT PARC GRANT PROGRAM GUIDELINES AND APPLICATION FORMS HERE Copyright©2010 Department of Natural Resources Disclaimer Kids Privacy FAQ antact http://dnr.state.il.us/ocd/newPARCl.htm 10/4/2010 ILLINOIS PARK AND RECREATIONAL FACILITY CONSTRUCTION GRANT PROGRAM (PARC) PROGRAM GUIDELINES AND APPLICATION FORMS 1 ILLINOIS PARK AND RECREATIONAL FACILITY CONSTRUCTION GRANT PROGRAM INTRODUCTION AND PROGRAM OBJECTIVES The Park and Recreational Facility Construction Grant Program (PARC)provides for grants to be disbursed by the Illinois Department of Natural Resources (DNR)to eligible local governments for park and recreation unit construction projects. The program was created by Public Act 096-0820, effective November 18, 2009. IDNR is authorized to award grants for park or recreation unit construction projects with funds appropriated from the Build Illinois Bond Fund. A park or recreation unit construction project is defined as the acquisition, development, construction, reconstruction,rehabilitation,improvement,architectural planning, and installation, of: (i) capital facilities consisting of buildings, structures, and land for park or recreation purposes, and; (ii) open spaces and natural areas, as those terms are defined in Section 10 of the Open Land Trust Act. This packet contains necessary grant application forms and the administrative rule governing the PARC program. Criteria for evaluating project proposals are outlined in the administrative rule. It is DNR's intent to award funds to projects on the basis of a review and prioritization of written applications submitted to DNR by the specified application deadline established for the program. Awarding of grants will be on a competitive basis and will be made under authority of the Director of the Department of Natural Resources. NOTE: THE APPLICATION PERIOD FOR THE FY 2011 PARC PROGRAM IS OCTOBER 15,2010 TO NOVEMBER 29, 2010. APPLICATIONS MUST BE RECEIVED BY THE DNR NO LATER THAN 5:00 PM ON NOVEMBER 29,2010 TO BE ELIGIBLE FOR CONSIDERATION. The maximum grant amount available per project for FY 2011 grant cycle is 2.5 million. Applications received before or after the application period dates will be returned as ineligible. There is no limit on the number of applications an agency may submit. To access the application forms,go to t�tla:�/�� v_.cln.7.__s:tote_it.tzlocci'r_a_e_vpicl__.l:Lia��. Forms may be filled out electronically and submitted as a hard copy. Only one copy of the application, containing original signatures,is required for submittal. Before completing an application, it is highly recommended that the DNR rant staff be contacted at 217/782-7481 to discuss the proposed project informally. Inquiries regarding this program should be directed to the DNR, Division of Grant Administration, One Natural Resources Way, Springfield, Illinois 62702-1271. Telephone: 217/782-7481, FAX: 217/782- 9599 or email: _d .:. .t!:72-_.__no s..gov. 2 PROGRAM GUIDELINES AND GENERAL PROCEDURES 1. Agencies eligible for assistance under this program are any unit of local government with the authority to expend public funds for the acquisition and development of land for public outdoor park,recreation, or conservation purposes. This includes,but is not limited to, counties,townships,municipalities,park districts, conservation districts, forest preserve districts and river conservancy districts. 2. The PARC grant program will operate on a reimbursement basis and can provide up to 75%state funding assistance on total approved project costs. Local governments defined as "disadvantaged"in the administrative rule shall be eligible for up to 90% funding assistance,provided that no more than 10%of the amount so appropriated in any fiscal year is made available for such governments. 3. "Disadvantaged"is defined as: • an eligible local government located within a Standard Metropolitan Statistical Area(SMSA)with a per capita equalized assessed valuation(EAV)less than 60% of the State average and more than 15% of the population below the national poverty level and not containing a University in the community; or • an eligible local government located outside an SMSA with an EAV less than 50% of the State average and more than 20% of its population below the poverty level and not containing a University in the community. The Department may consider a unit of local government's request for inclusion as a disadvantaged applicant. If so requested,the unit of local government must submit verifiable data to justify its request. The Department may consider other available data in its calculations,but reserves the final determination on whether an applicant meets the definition of a disadvantaged community. 4. No single construction project maybe eligible to receive more than 10%of the amount so appropriated for any fiscal year, and no more than 10% of the total appropriation may be committed or expended on anyone project. Of the total amount of funds for projects awarded statewide,20%shall be awarded to the Chicago Park District and 80%shall be awarded to local government units outside the City of Chicago. 3 5. Rehabilitation or construction projects must consist of capital expenditures that are bondable. A capital expenditure is an outlay of capital that confers long-term benefits that permanently improves property value or usefulness. Eligible project types include, but are not limited to: • demolition in preparation for additional indoor/outdoor recreation purposes • site preparation and improvements for indoor/outdoor recreation purposes • utility work for indoor/outdoor recreation purposes • reconstruction or improvement of existing buildings or structures for indoor/outdoor recreation purposes • expansion of existing buildings or facilities for indoor/outdoor recreation purposes • new construction of buildings and structures for indoor/outdoor recreation purposes DNR will have final decision making authority regarding eligibility and the determination of what constitutes a bondable project. 6. Eligible development projects include,but are not limited to,the following: Development,construction,reconstruction,rehabilitation,improvement, architectural planning and installation of buildings, structures and related infrastructure for park or recreation purposes. • Examples of buildings and facilities that support outdoor/indoor recreation include but are not limited to sports fieldhouses,gymnasiums,natatoriums, recreation centers,indoor shooting/archery ranges, clubhouses/golfing,nature interpretive centers,bathhouses,warming shelters,announcer/scorer booths for outdoor fields,indoor batting cages,indoor golf facility,indoor soccer fields and tennis courts. • Outdoor recreation facilities such as playgrounds,trails, sport fields, shelters, etc. For proposed development projects,the local sponsor must possess adequate"control& tenure"over the project site by the time of application submittal. The application will be returned if proof of ownership is not included. 7. Billing requests for grant reimbursement are processed after 100%project completion, unless otherwise approved by the DNR. This means the local agency must possess the ability to initially finance the entire cost of an approved proj ect prior to receipt of grant reimbursement. Approved projects should be completed by the grant agreement expiration date. Upon satisfactory project completion,the local agency submits a final project billing request to the DNR showing proof of project completion and project cost/payment. Once the billing request is approved,reimbursement should be issued to 4 the local agency within 30- 45 days. (Detailed instructions for project billings are sent to the local agency at the time of project grant approval.) 8. Costs claimed for reimbursement must be reviewed and attested to by an independent CPA in accordance with the Statement on Standards for Attestation Engagements as established by the American Institute of Certified Public Accountants. The independent Attestation will be based on the"Agreed Upon Procedures"developed by DNR . A copy of the document completed by the independent CPA based on the"Agreed Upon Procedures"should be submitted. NOTE: The cost of having the independent attestation of the Project Billing conducted is considered an eligible project cost and may be claimed for 75% or 90%grant reimbursement if the sponsor qualifies as a"disadvantaged community". See PARC- 1/General Prd ect Data,91. 9. Eligible acquisition projects include the following: • Acquisition of capital facilities consisting of buildings, structures and land for park, or • Acquisition of open spaces and natural areas, as defined in Section 3050.10 of the Illinois Open Land Trust Act. The Act provides for grants to be disbursed for the purpose of acquiring lands for the protection of lakes,rivers, streams, opens space,parks,natural lands,wetlands,prairies,forests,watersheds,resource-rich areas,greenways, significant fish and wildlife resources, endangered or threatened species habitat, and for public outdoor natural resource related recreation purposes. All properties acquired with PARC assistance are required to have a covenant placed on the deed at the time of the recording that stipulates the property must be used,in perpetuity,solely for indoorloutdoor recreation purposes. Appraisal costs,up to a maximum of$4,000 per appraisal,necessary to fulfill program requirements to establish a property's `market value"for an approved acquisition grant project are considered eligible project costs. 10. PARC grant funds cannot be used to match other state or federal grant funds. Example: An agency cannot use OSLAD funds as match for PARC. Applicants may submit the same proj ect under PARC and OSLAD but if the proj ect receives funding under one program the applicant tiIrIll not be eligible to receive funding from the other program. PARC priorities differ from OSLAD and separate rating instruments are used. 5 11. All project costs incurred prior to DNR approval,with the exception of eligible project architectural/engineering costs, are ineligible for PARC assistance. Only PROPOSED acquisition and development projects are eligible for grant assistance. 12. Project proposals must be for a single site; multi-site projects are not eligible. There is no limit on the number of applications an agency may submit. 13. Easements,both above and below ground,on property to be acquired or developed with PARC assistance must be made known to the DNR prior to State approval of the proj ect to avoid potential conversion from outdoor recreation use. PLEASE NOTE, once property is acquired or developed with PARC assistance;the local agency cannot use, grant easements on, or transfer title to,the property,in whole or part, for non-outdoor recreation purposes (e.g.,indoor recreation centers,libraries, school buildings, community centers,etc.). Such granting of easements or non-outdoor recreation use of the property constitutes a program conversion. 14. If a proposed proj ect consists of the construction of a new building or the expansion of an existing building (with the exception of support facilities,i.e.,restrooms, concession buildings)and the park site has received previous OSLAD or LWCF grant assistance,the application will result in a conversion of use and the applicant will be required to provide replacement property of equal or higher value. If an agency is not aware if a site has received previous assistance,contact the Division of Grant Administration. 15. The main intent of the program is to construct or rehabilitate/renovate existing recreation buildings/structures. Unless otherwise approved by DNR,the local agency shall retain the services of a registered professional engineer to make necessary field surveys,prepare detailed plans and specifications, and contract agreements; furnish necessary field supervision of the project construction; and provide other service that may be necessary for the proper design and construction of the approved project These professional services shall be obtained pursuant to the Local Government Professional Services Selection Act(50 ILCS 510/1 et seq.). 16. All necessary project construction permits and review sign-offs must be secured prior to PARC project approval and/or the construction start date. Costs incurred for any permit fees are not eligible for reimbursement.The local agency shall be responsible for and obtain all necessary permits,licenses or forms of consent, from,but not limited to,the following agencies. (Failure to do so can jeopardize grant reimbursement.) • U.S. Department of the Array,Corps of Engineers. • IL Dept. of Transportation(Division of Highways). 6 • IL Environmental Protection Agency For development sites that are one (1) acre or more, a "Storm Water Pollution Prevention Control Plan" and a permit are required from IEPA. Contact (217) 782- 0610. • IL Dept. of Natural Resources regarding "Interagency Wetlands Policy Act" (20 ILCS 830); "State Endangered Species Act" (520 ILCS 10/11); cultural resource impacts (20 ILCS 34/20, coordinated with the IL Historic Preservation Agency); and through the Office of Water Resources at IDNR,impacts to state waterways (615 ILCS 5/5). • IL Dept. of Public Health (Campground Licensing & Recreational Area Act, 210 ILCS 95/1). • Local Building or Zoning Agencies or Boards,where applicable. Constructing or rehabilitating swimming pools. Contact: Illinois Department of Public Health, Division of Engineering, 535 West Jefferson Street, Springfield, IL 62761, 217/782-5830. 17. Complete rules and regulations for the PARC program are provided in the attached copy of the Illinois Administrative Code, Chapter 17,part 3070, contained within these guidelines. 18. The individual indicated in the grant application as the contact person for an agency should be available for telephone contact during normal working hours (8:00 A.M. - 5:00 P.M.). The designated contact person serves as liaison with the DNR and should always be aware of the proposed project's status. All correspondence from DNR regarding a local agency's grant application should be read thoroughly and responded to promptly. 7 AGENDA ITEM 3 Updates on Potential McHenry Zone Skate Park Renovations and Fort McHenry Playground Renovations Staff will report on the status of these two projects since the September 8, 2010 Parks and Recreation Committee meeting. o Skate Park ■ Replacement of ramps o Fort McHenry ■ Architectural/Construction Management Costs ■ Material purchase ■ General contractor/Installation AND 1!tq T MEMORANDUM TO: Parks and Recreation Committee FROM: Tom Schmidt,Superintendent of Forestry and Park Planning DATE: October 19, 2010 SUBJECT: Skate Park Meeting Information On Tuesday, October 12 an Open House was held to gather information from the public on the possible renovation of the wooden portion of the skate park facility.The meeting was well attended and the skating community provided many ideas for the renovation project. BMX biking participants were also at the meeting and offered ideas into what their needs would be in the newly renovated park. All participants expressed a negative opinion of steel surface material;the preferred surface would be concrete,followed by the heavier skatelite material. Everybody wanted to see an improved area for beginners, but harder elements incorporated into the design for the more experienced participants. Urban Street features where another request to include into the new design of the skate park. Street features would include items such as: stairs, benches, picnic tables, rails and ledges. The following is a list of features from the most requested to the least requested items from the comments submitted: 1. Mini ramp (10) 2. Stairs with rail and good approach area (8) 3. Lights (6) 4. A-frame and 8ft. half-pipe (tie 4) 5. Tall quarter pipe, china banks and hubbas (tie 3) 6. Marble ledge and pyramid (tie 2) 7. Shade structure(1) The next step in the planning process could be the design committee for the renovation.The meeting produced a number of individuals willing to serve on the committee should that become necessary.