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HomeMy WebLinkAbout09455 ORDINANCE NO. 9455 AN ORDINANCE APPROVING AND ACCEPTING A COLORADO STATE FOREST SERVICE TEAMING UP FOR TREES GRANT, AND APPLICABLE CONDITIONS PERTAINING THERETO, AUTHORIZING THE MAYOR TO EXECUTE THE PROJECT AWARD NOTIFICATION RELATING TO SAME, ESTABLISHING PROJECT NO. PL1903, AND BUDGETING AND APPROPRIATING FUNDS IN THE AMOUNT OF $27,900.00 THEREFORE WHEREAS, the Colorado State Forest Service (CSFS) has tendered a grant award to the City of Pueblo in the amount of $27,900.00; and WHEREAS, acceptance of the CSFS grant award is in the best interest of the City; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF PUEBLO, that: SECTION 1. The Project Award Notification, a true copy of which is attached hereto, after having been approved as to form by the City Attorney, is hereby approved. SECTION 2. The Mayor is authorized to execute and deliver the Project Award Notification in the name of the City and the Acting City Clerk is directed to affix the seal of the City thereto and attest same. SECTION 3. The officers and staff of the City are directed and authorized to perform any and all acts consistent with the intent of this Ordinance and Project Award Notification to implement the policies and procedures described therein. SECTION 4. Project No. PL1903 is hereby established. The full amount of any received and related grant funds from CSFS shall be deposited into Project No. PL1903. SECTION 5. Matching City funds in the amount of $27,900.00 from the budget of the City Parks and Recreation Department have been expended for the purposes authorized by the Project Award Notification. SECTION 6. This Ordinance shall become effective on the date of final action by the Mayor and City Council. Introduced and initial adoption of Ordinance by City Council on April 22, 2019 . Final adoption of Ordinance by City Council on May 13, 2019 . President of City Council Action by the Mayor: ☒ Approved on May 20, 2019 . □ Disapproved on based on the following objections: _ Mayor Action by City Council After Disapproval by the Mayor: □ Council did not act to override the Mayor's veto. □ Ordinance re-adopted on a vote of , on □ Council action on _______ failed to override the Mayor’s veto. President of City Council ATTEST Acting City Clerk City Clerk’s Office Item # R-4 Background Paper for Proposed Ordinance COUNCIL MEETING DATE: April 22, 2019 TO: President Dennis E. Flores and Members of City Council CC: Nicholas A. Gradisar, Mayor VIA: Brenda Armijo, Acting City Clerk FROM: Steven Meier, Parks and Recreation Director SUBJECT: AN ORDINANCE APPROVING AND ACCEPTING A COLORADO STATE FOREST SERVICE TEAMING UP FOR TREES GRANT, AND APPLICABLE CONDITIONS PERTAINING THERETO, AUTHORIZING THE MAYOR TO EXECUTE THE PROJECT AWARD NOTIFICATION RELATING TO SAME, ESTABLISHING PROJECT NO. PL1903, AND BUDGETING AND APPROPRIATING FUNDS IN THE AMOUNT OF $27,900 THEREFORE SUMMARY: Attached is an Ordinance approving and accepting a “Team Up for Trees” grant from the Colorado State Forest Service and authorizing the Mayor to execute the grant project award notification, which would reimburse the City of Pueblo for approximately 50% of the costs associated with the removal and replacement of trees located within the Pueblo park system. PREVIOUS COUNCIL ACTION: None. BACKGROUND: In 2017, the Colorado State Forest Service (CSFS) secured approximately $200,000.00 for replacing dead and dying trees with new transplanted stock in Southeastern Colorado. Specifically, this funding was secured by CSFS to help replace trees that were severely damaged as a result of the spring snow storm in April 2017. The grant specifies that the funding would not be solely for tree removal, but also for planting new trees. The grant funds are to be divided between three Southern Colorado State Forest Service districts and each district will fund projects within their respective TREE CITY USA communities. City Parks staff has taken advantage of this grant fund opportunity to remove and replace trees within the City’s 650 plus acres of maintained parks and streetscapes. The City of Pueblo has been recognized as a TREE CITY USA community for thirty-nine (39) consecutive years for its commitment and appreciation of trees in the community. Staff provided the required work plans to the CSFS, which highlighted the personnel and equipment costs associated with the removal of dead or severely damaged trees and replacing them with new plantings. FINANCIAL IMPLICATIONS: The Acceptance of the grant as recommended would bind the City to the conditions of the CSFS Grant Agreement. There will be no additional expenses to the City if this grant is to be accepted. BOARD/COMMISSION RECOMMENDATION: None. STAKEHOLDER PROCESS: None. ALTERNATIVES: If this Ordinance is not approved, the City will not receive the Colorado State Forest Service funds. RECOMMENDATION: Approval of the Ordinance. Attachments: CSFS “Teaming Up for Trees” Grant Letter of Application CSFS Grant Award Letter CSFS Project Award Notification ,41,,,,, .. COLORADO STATE FOREST SERVICE COLORADO STATE UNIVERSITY 5060 Campus Delivery Fort Collins,CO 80523-5060 (970)491-6303 Fax: (970)491-8645 March 26, 2019 Pueblo City Parks and Recreation 800 Goodnight Ave. Pueblo, CO 81005 Dear Mike Sexton, I am pleased to inform you that you have been awarded $27,900 from the 2017 Landscape Scale Restoration "Teaming up For Trees" Grant to complete tree removal and replacement in the City of Pueblo. To accept this award please review the enclosed Project Award Notification. If you agree with the requirements of the grant please sign and date the Project Award Notification where indicated. Be sure to retain a copy for your records. Please return the original signed copy of the documents April 15, 2019 to: Diana Selby Manager of Program Delivery Colorado State Forest Service 5060 Campus Delivery Fort Collins, CO 80523 Reimbursement procedures and cost documentation requirements are described in the Project Award Notification. Projects must be completed and certified by your CSFS Supervisory Forester no later than close of business on March 15,2020.The final reimbursement request with your signature and cost documentation must be received by the CSFS Supervisory Forester no later than April 15,2020. For future reference your CSFS Supervisory Forester is John Grieve, who can be reached at (719) 275-6865 or john.grieve@colostate.edu. Thank you for your interest in creating resilient forests and communities. Sincerely, C.. Diana Selby Manager of Program Delivery Enclosures: Project Award Notification Guidance for Allowable/Unallowable Costs for Reimbursement and Match CSFS In-Kind Cost Documentation Form CC: John Grieve,Supervisory Forester Sarah Drinkwine, Finance Manager I C STATE FOREST SERVICE Colorado State Forest Service Financial Assistance Program FOREST Project Award Notification Project Name Teaming up for Trees in Southeastern Colorado Project Number(if applicable) CSFS Account Number 5314414.CCTT1 CSFS Account Title 17CPG LSR Teaming up for Trees-Canon City Estimated Total Project Cost $55,800 Award Amount $27,900 Minimum Recipient Match Required $27,900Award Beginning Date November 16,2017 Award End Date March 15,2020 — Federal FundsYes State Funds Other Funds Based on the strength of the application submitted by the City of Pueblo,the Colorado State Forest Service(CSFS) is providing funding in the amount up to but not exceeding$27,900 to accomplish the project described in the attached Scope of Work(Attachment A). As the recipient,the City of Pueblo,will be reimbursed for allowable costs incurred in implementing the project up to the amount listed above once the following requirements are met: • Complete work as described below including following Best Management Practices for Forest Management Practices. o Remove and replace 30 trees which have been identified in the City of Pueblo and which will incorporate current American Association of Nurserymen& Intl Society of Arboriculture standards. o Cost/Match Documentation: o Expenses incurred prior to the Award Beginning Date will not be reimbursed or used as match. o Provide documentation that project funds have been matched at a minimum ratio of 50/50. o Documentation supporting costs and match must be submitted through the local CSFS Field Office for reimbursement. Original signatures are required on reimbursement requests. Documentation for all expenses(actual costs and values of items that are not out-of-pocket expenses)and match is required. Follow the guidelines in the enclosed "Guidance for Allowable/Unallowable Costs for Reimbursement and Match". o Only recipient costs that support accomplishing the Scope of Work as indicated on Attachment A of the Project Award Notification are eligible for reimbursement. Non- recipient costs can be used as match. Non-recipients are third party participants (contributors other than the award recipient)supporting the implementation of the project. o In-kind activities will be documented on the current CSFS In-Kind Documentation Form using the current volunteer rate at the time work was completed. Grant recipients may use a spreadsheet to track hours, however,the information must be summarized in the In-Kind form and signed by the grant recipient. 1 o In instances where there are multiple landowners involved with providing in-kind services documentation of volunteer hours will come from the CSFS In-Kind Documentation Form for each landowner involved with the project and must be signed by the landowner. o For projects where the award recipient passes funds to individual landowners, the landowner's labor is reimbursable and valued at the volunteer rate. Reimbursement will only be made to the original award recipient who will then reimburse the landowner. Ex. HOA is the award recipient and makes additional awards to individual landowners. Landowners do the work,submit documentation to HOA, HOA submits reimbursement request for HOA to CSFS, CSFS reimburses HOA, HOA reimburses individual landowner. o Project work will be inspected by the CSFS Field Office to certify the work meets the Scope of Work as described in Attachment A. Once all documentation is complete the CSFS Supervisory Forester will sign and date to certify the work meets the Scope of Work and costs/match are allowable. o The City of Pueblo certifies that neither the award recipient nor any principals represented herein are presently debarred,suspended, proposed for debarment,declared ineligible,or voluntarily excluded from participation in this transaction by any federal department or agency. o Grant funds may not be used to purchase capital equipment. Tangible supplies under$5,000 that contribute to the Scope of Work are allowable as identified in the grant application. Electronic copies of the CSFS In-Kind Form are available through the local CSFS Field Office. Local CSFS Field Office is responsible for completing the CSFS Reimbursement Paperwork Package with documentation provided by the award recipient. This funding may be extended at the discretion of CSFS Program Manager. Requests for extensions must be made in writing at least 90 days before the award end date. Requests must be sent to the local CSFS Supervisory Forester and include:why an extension is needed, new timeline for completion, and changes to the Scope of Work(deliverables)if applicable. The CSFS Field Office will review and forward to the appropriate Program Manager for approval. Approvals will be given in writing to the award recipient. As the award recipient I have read, understand, and agree to the conditions of participating in this financial assistance program. Award Recipient Signature: 3,1010441.4 "G‘146.1. Date: 1{�r�0 Alff Award Recipient Name: J Mailing Address: Telephone Number: Email Address: 2