CITY OF CARMEL-BY-THE-SEA

AGENDA BILL

AB 1009
September 1, 2015
Consent Calendar

TO:

Honorable Mayor and Members of the City Council

Douglas J. Schmitz, City Administrator

FROM:

Mike Branson, City Forester

Sullivan Carey-Lang, Special Projects Manager

SUBJECT:

Authorize a Grant Application to the Monterey Peninsula Regional Park District for
Improvements at Forest Hill Park and for Improvements and Enhancements to the
Rio Park/Larsen Field Trail Projects
AMOUNT OF EXPENDITURE

$ N/A

AMOUNT BUDGETED

$ N/A

APPROPRIATION REQUIRED

$ N/A

RECOMMENDATION
Adopt Resolutions authorizing:
1. A grant application to the Monterey Peninsula Regional Park District for improvements and
enhancements to the children's playground in Forest Hill Park in the amount of $25,000.
2. A grant application to the Monterey Peninsula Regional Park District for improvements and
enhancements to the Rio Park/Larsen Field Trail projects in the amount of $75,000
SUMMARY
The Monterey Peninsula Regional Park District (MPRPD} makes available grants for parks, open
space, and coastal preservation projects.
FOREST HILL PARK
Staff has identified the playground area of Forest Hill Park as being in need of improvement to enhance
the quality of use and safety for park visitors. The playground equipment in Forest Hill Park is about 17
years old . While the play equipment is still in satisfactory condition, the wood border around the
playground area is in need of replacement, new fall protection wood chips are needed, and the
decomposed pathway and bench pads are in need of resurfacing . Staff identifies this proposed project
as meeting the goal of MPRPD's Priority Consideration #1 as shown in the attached grant guidelines.
A resolution authorizing City staff to submit a grant application for this year's proposed project is
included as Attachment 1.
RIO PARK/LARSEN FIELD PARK TRAIL
Council has included the Larsen Field/Rio Park Trail as an approved capital improvement project. A
portion of the project includes the placement of a security fence for the portion of the trail that crosses
Larsen Field . This fence separates trail users from the remainder of the field and is intended to prevent

Council Meeting Date: 09/01/2015

Agenda Item: 13
Page 1

contact between trail users and users of the Field. In the effort to achieve ADA accessibility over the
entire length of the trail, grading will be required as well as the construction of retaining walls east of the
Lasuen Drive entry, where the trail will drop down to the level of Rio Park. The funding request would
include the cost of the installing the fence and constructing retaining walls . A resolution authorizing City
staff to submit a grant application for this year's proposed project is included as Attachment 2.
PRIOR CITY COUNCIL ACTION

The City successfully applied for grants from MPRPD on four previous grant cycles. The City received
a grant for $8,500 in FY2006-07 for facility improvements to Forest Hill Park, a grant for $10,000 in FY
2007-08 for construction of a new footbridge in Mission Trail Nature Preserve, a grant for $8,500 in
FY2009-1 0 for part of a dune restoration project, and a grant for $4,600 in FY 2013-14 for new three
new pieces of playground equipment in Forest Hill Park.

ATTACHMENTS

1. Resolution 2015- Forest Hill Park

2. Resolution 2015- Rio Park/Larsen Field
3. MPRPD Grant Guidelines

Date:

h 7

.7 /r-

Council Meeting Date: 09/01/201 5

Agenda Item: 13
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ATTACHMENT -1
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2015-_
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE SUBMITTAL OF A GRANT REQUEST TO THE MONTEREY
PENINSULA REGIONAL PARKS DISTRICT FOR IMPROVEMENTS TO THE PLAYGROUND
AREA OF FOREST HILL PARK
WHEREAS, the Monterey Peninsula Regional Park District is making available grants for
parks , open space , and coastal preservation projects within its boundaries ; and
WHEREAS, local public agencies such as the City of Carmel-by-the-Sea may apply for the
grants; and
WHEREAS, the City has identified the playground area in Forest Hill Park as needing
some site improvements; and
WHEREAS, the grant application filing deadline is October 1, 2015 ; and
WHEREAS, City Policy C99-04, as amended, requires City Council approval for filing of
grant applications.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA DOES:
1. Authorize a grant application to the Monterey Peninsula Regional Park District for
improvements to the children's playground area in Forest Hill Park in the amount of
$25,000.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA this 1st day of September 2015, by the following roll call vote:
AYES :

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT:

COUNCIL MEMBERS:

ATTEST:

SIGNED:

Ashlee Wright, City Clerk

Jason Burnett, Mayor

Council Meeting Date: 09/01/20 15

Agenda Item: 13
Page 3

ATTACHMENT- 2

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2015-_ _
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE CITY ADMINISTRATOR SUBMIT A GRANT APPLICATION TO
THE MONTEREY PENINSULA REGIONAL PARK DISTRICT FOR IMPROVEMENTS
AND ENHANCEMENTS TO THE RIO PARK/LARSEN FIELD PROJECTS IN THE
AMOUNT OF$_ _

WHEREAS, the Monterey Peninsula Regional Park District is seeking grant applications
for parks, open space, and coastal preservation projects within its boundaries; and
WHEREAS, local public agencies such as the City of Carmel-by-the-Sea may apply for
the grants; and
WHEREAS, the City has identified the Rio Park/Larsen Field projects as potential
projects that would benefit from this funding; and
WHEREAS, the grant application filing deadline is October 1, 2015; and
WEREAS, City Policy C99-04, as amended, required City Council approval for filing of
grant applications.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL BY THE SEA does hereby:
Authorize a grant application to the Monterey Peninsula Regional Park District for
improvements and enhancements to the Rio Park/Larsen Field projects in the amount of

$_ _
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA this 4th day of August 2015 by the following roll call vote:
AYES :

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT:

COUNCIL MEMBERS :

ABSTAIN:

COUNCIL MEMBERS:

SIGNED:

ATTEST:

Jason Burnett, MAYOR

Lee Price, MMC

Interim City Clerk
Council Meeting Date: 0910112015
Agenda Item: 13
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ATTACHMENT j

Monterey Peninsula Regional Park District

Parks, Open Space and Coastal Preservation Grant Program
The Monterey Peninsula Regional Park District (MPRPD) Parks, Open Space and Coastal Preservation
Grant program was established to assist public agencies, community groups, supporting organizations, and
nonprofit organizations within the District by providing funding for capital improvements, coastal
preservation, environmental education programs, and increased access to open space. Funding for the
program is from the MPRPD Parks, Open Space and Coastal Preservation Assessment District revenues.

STATEMENT OF INTENT
The primary objective of the grant program is to provide funding for improvements or significant
repairs/replacements at neighborhood community park facilities and open space areas within the District
boundaries, and to encourage youth to utilize parks in a positive and meaningful way. The District
recognizes the funding challenges facing local communities, particularly in the areas of parks and
recreation. The aim of the District is to promote park and open space projects, and to provide funding
assistance to local agencies and community groups for the improvement or development of park and
recreation facilities, environmental education programming, and increased access to and use of open
space areas.
Priority consideration of community and neighborhood parks and open space improvement projects that
may be considered for funding include, but are not limited to, the following:
1. Projects that increase the safety of park users, particularly for use by young children, e.g., replacing
older playground equipment with newer, safer, age-appropriate equipment;
2. Projects that enhance Americans with Disabilities Act (ADA) accessibility;
3. Projects that enhance public awareness and appreciation of parks, recreation and open space, such as
trails, over-looks, benches and interpretive signage programs;
4. Projects that provide access to parks by youth in safe, positive and meaningful ways through education
programs and other activities; and,
5. Projects that enhance coastal preservation efforts.

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MPRPD Community Grant Guidelines

APPLICATION PROCESS
The application and funding award process will be kept simple, affording applicants flexibility and discretion,
with minimal paperwork and bureaucracy. This will also allow the District to keep the administrative costs
associated with the program to a minimum. The District shall develop and implement clear and concise
criteria for, but not limited to: application qualifications detailing who can apply for a grant and what scope
categories will be considered; detail standardized scoring criteria and respective scoring weight; detail the
review, recommendation and award processes; highlight mandatory criteria such as the requirement to
complete a project within one year from the date of award and potential penalties for failing to do so.
1. Qualified parties are defined as: public agencies; not-for-profit organizations; supporting organizations
(as defined by the Internal Revenue Services); and citizen-based community groups or organizations.
If the applicant does not have an Internal Revenue Service designation, an official signed and dated
resolution must be provided from a fiscal sponsor such as The Action Council, or a sponsoring not-forprofit organization.
Qualified parties shall complete and submit a District grant application form describing the project for
which grant funding is sought. Projects may include facility development, significant repair and/or
replacement related direct capital costs, science-based environmental education programming, and
stabilization, rehabilitation or restoration of natural habitat. Costs for what may be deemed regular
maintenance and operation, administrative overhead, insurance and other ongoing costs are not
eligible. Staff time is permissible only for public agencies, not-for-profit organizations, and supporting
organizations as defined in the paragraph above, though proposals that do not include such items may
be considered and scored more favorably. If staff time is included in the grant request, justification as
to their role, projected time involvement, and the nature as to why staff involvement is critical must be
provided.
Applications shall include, at a minimum, the following information:
A. Governmental, not-for profit, or group information, including financials such as annual budget or

most recent financial audit;

B. Name and location of the proposed project;
C. Brief description of the proposed project, including its scope items and its benefit(s) to the public
and/or resource. Provide photos, maps and plans as appropriate;

D. Describe any safety, accessibility, and open space improvements included in the project;
E. If the proposal is being submitted by a public entity, not-for-profit organization, supporting
organization, or by a group or organization on behalf of a public entity, attach an official resolution
or letter of support from said public entity giving authorization to the body submitting the grant
application on their behalf. Describe how the proposed project is consistent with the landowner's
General Plan, parks and open space goals, and agency policies;
F. Total cost of the proposed project and requested funding. Provide an itemized budget for each
scope item indicating total costs of the proposed project, the amount requested from MPRPD and,
(Rev. 3/2014)

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MPRPD Community Grant Guidelines

sources and amounts of any additional funds that are available for, or may supplement, the project.
Each additional funding source shall have one of the following three descriptions: (1) Funding
awarded; (2) Request submitted: favorable expectation afterward; (3) Request submitted: status
unknown. In all cases, the source of the awarded or requested funding must be identified,
including the nature of said organization or party providing the awarded or requested supplemental
or matching funds, the amount, the approved scope item these funds can be applied towards, and
the timeframe for their use. Proposals demonstrating awarded and/or requested supplemental
funding or matching funds may receive greater consideration towards award. Although dedicated
supplemental and/or matching funds are highly encouraged, they are not required.
G. Applicant must identify whether the project can successfully be phased in the event that only a
portion of said project is awarded funding . Applicant must identify what scope items can
successfully be completed in event only a portion of the funding is awarded;
H. The estimated anticipated long-term maintenance costs and a statement as to the landowner's
ability and commitment to maintain the project for a period not less than 25 years for a capital
improvement project, or through the reasonable life of a program, are required; and,
I. How the proposed project relates to the mission and goals of the Monterey Peninsula Regional Park
District.

J. How the grant recipient will recognize the district for the financial contribution. Capital improvement,
repair and replacement projects will require permanently installed signage, subject to the District's
prior approval; programs will recognize the District in collateral information and via broadcast, if
broadcast or printed media is applicable. The District's recognition will be prominently posted on
all related websites and social media.
K. The District may hold pre-application meetings to inform prospective applicants of the application
process. Applicants are strongly urged to attend the pre-application meetings.
2. Community organizations and groups may submit projects for consideration; however, the cosponsorship of a public agency or incorporated not-for-profit is required . NOTE: Funds will be awarded
to and managed by the co-sponsoring public agency or not-for-profit organization. Please see previous
item 1A for additional instruction.
3. Only one project per agency, not-for-profit or group will be allowed.
4. Grant funds shall be spent within one (1) year of the award date. Projects should be designed to reflect
this timeline.
5. Entities that have previously been awarded grant funding under this grant program must have fully and
successfully completed the funded project within the previously awarded funding, and must have
submitted a final report to MPRPD, as required, to be eligible for future awards.
6. Final reports should document community impact and include measureable results of the funded
project.
(Rev. 3/2014)

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MPRPD Community Grant Guidelines

GRANT AWARD
Grants will be awarded to public agencies, not-for-profit organizations, or groups irrespective of whether
they reside or are based within or outside of the District's boundaries, if, and only if, the project for which
funding is being requested and awarded are fully undertaken, executed, or provided within the District's
boundaries.
Organizations that are successfully considered for grant awards will have submitted the most
comprehensive and compelling grant application. Selection is based on meeting and (adherence to) grant
objectives, the intention of the program, project location, public and/or resource benefit, goals, descriptions
and demonstration of commitment for a successful and complete project completion within a one-year
period beginning on the date of award, and the maintenance of the project for the duration of its service-life.
1. As a condition of agreement, the participating jurisdiction must indemnify the District for any third-party
claims in connection with projects funded by the grant program.
2. The District will monitor project performance to ensure the project's compliance with the approved
description, schedule and goals as outlined in the grant application and agreement. District staff may
make site visits and/or requests for photographic or written updates from the grant recipient to track
progress.
3. Payments for approved projects shall be made based on a reimbursement of actual costs. Advance
payments will NOT be made by the District unless prior written approval is received from the MPRPD
Board. The District will NOT reimburse any costs that are deemed to be beyond the approved project
scope as identified in the grant application and agreement.
4. MPRPD funding for participating projects shall be recognized by the recipient through appropriate,
permanent and applicable signage, as authorized and approved by the MPRPD Board of Directors.
Such sign age shall be considered a required component of all for capital improvement, significant
repairs and replacement projects. Ten percent of the awarded grant amount shall be withheld pending
proof of installed recognition sign age. If the required recognition sign age is not installed within thirty
(30) days of the respective project's completion, the grant recipient's future grant requests and
applications will not be considered until the required and MPRPD-approved signage recognizing the
District is in place.
5. Grant funds which are not expended within one year or are no longer needed for the successful
completion of the awarded project may be re-allocated by the District to another public agency, not-forprofit organization, or group for a qualifying project. Applicants are strongly urged to give careful
consideration to their request and proactively manage project status to ensure all funds awarded are
used within the prescribed one-year project time frame. No applicant shall be eligible for future funding
until they have completed the previously funded project and submitted a final report to the District, as
required.

(Rev. 3/2014)

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