PARTF Application Workshop 2015-16 Grant Cycle Presented by - - PDF document

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PARTF Application Workshop 2015-16 Grant Cycle

Presented by Recreation Resources Service

Workshop Agenda

• Introduction/PARTF Overview
• Funding Schedule
• Requirements and Resources
• LWCF Consideration
• Application Components
• Land Acquisition
• Environmental Review
• PARTF Scoring System
• PARTF Definitions

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PARTF Primer

3 Step Guide to Developing a Competitive Application

• 1. Plan a Successful Project
• 2. Begin your application early
• 3. Work with your RRS consultant throughout the

process

PARTF Overview

• Funding appropriated by the General Assembly
• Approximately $4 million for the past two years
• Funding amount for 2015-16 dependent on state

budget

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Funding Schedule

• August/September 2015 – DPR sends letters to inform

local government about the funding schedule

• September 2, 2015 – PARTF staff conducts a workshop

for local governments to explain the application process and requirements

• May 2, 2016 - Applications due by 5:00pm to the

to the applicant’s regional consultant at RRS. Must be applicant’s regional consultant at RRS. Must be received OR postmarked by the deadline. received OR postmarked by the deadline.

• Early Fall 2016 - Meeting of the Parks and Recreation

Authority to select grant recipients

PARTF Program Summary

• Eligible Applicants: Counties and incorporated

municipalities – joint applications are eligible

• Eligible Projects: Land Acquisition and/or development
• n single site

single site

• Maximum Request: $500,000
• Dollar-for-Dollar Match
• Appraised value of donated land can be used as

Appraised value of donated land can be used as sponsor’s match sponsor’s match

• Value of in-kind services (labor or volunteer work)

Value of in-kind services (labor or volunteer work) CANNOT be used as part of the match CANNOT be used as part of the match

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Program Summary

• Public Use

Public Use

• Property acquired with PARTF must be dedicated

Property acquired with PARTF must be dedicated forever for public recreational use forever for public recreational use

• Facilities built or renovated with a PARTF grant must be

Facilities built or renovated with a PARTF grant must be used for public recreational use for 25 years used for public recreational use for 25 years

• Incomplete Applications - site control

Incomplete Applications - site control

• Evaluation of Applications

Evaluation of Applications

• Projects evaluated by PARTF Staff scoring teams

Projects evaluated by PARTF Staff scoring teams

• Scoring system

Scoring system

• Inspection

Inspection

• Previous grant administration

Previous grant administration

Program Summary

• Selecting Recipients – Factors Considered by the

PARTF Authority

• 1. Project Description and Justification
• 2. Applicants Ranking based on the PARTF Scoring System
• 3. Geographic distribution of funds
• 4. The population of the applicant
• 5. Previous grant administration
• 6. The amount of funds requested
• 7. The amount of funds available

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Land and Water Conservation Fund - Page 8

• Outdoor recreation projects only
• Total Estimate Funding: $1 million
• Maximum grant:

$250K

• Matching Requirement: $ for $

PARTF applications that are eligible will be considered if they request LWCF consideration AND do not receive PARTF funding.

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Resources and Requirements

Pages 4-10

Resources and Requirements - Page 4

If you receive a grant… If you receive a grant…

• Signing the contract
• Project costs
• Starting the project
• Reimbursements
• Audits and Inspections
• Completing the PARTF Project
• Utility lines

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Resources and Requirements – Page 5 - 6

• Accessibility Assistance
• Environmental Review Assistance
• Planning Assistance
• PARTF Administrative Rules
• Projects on School Property
• Checklist to Submit a Complete Application
• Basic Facts and Assurances

Application Components

Pages 9-15

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Application Components

Project Description and Justification – Page 9 Project Description and Justification – Page 9

• Tip 1:

Tip 1: The description of the project is self-

• explanatory. The justification is another issue. You

must explain why Green Park needs these facilities or land? Also, why does Green Park need PARTF assistance?

Application Components

Proof of Site Control - Page 10

• Tip 1:

Tip 1: Site control is critical to your project. Site control comes in 3 forms:

• 1. Fee Simple Deed
• 2. A long term lease (30years) or
• 3. Long term easement.
• Tip 2:

Tip 2: You must submit documents that prove you have site control.

• 1. Park Boundary Map
• 2. Attorneys Certification of Site Control and
• 3. Site control Documentation – which is mentioned

above

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Application Components

Attorneys Certification of Site Control Form—Page 10 Attorneys Certification of Site Control Form—Page 10

• Tip 1:

Tip 1: This form must be signed by the Town or County Attorney or the Chief Administrative officer, if the information is

• correct. I would rely on the Attorney.
• Tip 2:

Tip 2: If more than one deed is being submitted to prove site control, then this form must be attached to each deed.

Application Components

Project Costs – page 11 Project Costs – page 11

• Tip 1:

Tip 1: List all items proposed for funding and the estimated cost for each item on the form on page 12.

• Tip 2:

Tip 2: Add 25% to your bottom line of cost. Inflation

• ver the 3year project period.
• Tip 3:

Tip 3: Round off all project costs to the dollar. Do not show cents.

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Application Components

Costs to Build or Renovate Facilities—Page 12 Costs to Build or Renovate Facilities—Page 12

• Tip 1:

Tip 1: Spend more time on getting good cost estimates and add 25% for inflation.

• Tip 2:

Tip 2: Include specific units - Size of picnic shelter, number of camping sites, length and width of trails, paved or gravel parking lots. If building a new community center or renovating an old one, then you must submit a floor plan of the building.

Application Components Costs to Build or Renovate Facilities—Page 11

Costs to Build or Renovate Facilities—Page 11

• Tip 3:

Tip 3: Contingency is 5% of the construction or renovation cost only.

• Tip 4:

Tip 4: Sports equipment, tools, maintenance equipment, office equipment and indoor furniture are NOT eligible. One exception: moveable equipment or items such as bleachers, soccer goals, picnic tables MUST remain at this project site.

• Tip 5:

Tip 5: The rules have changed on ADA requirements regarding accessible routes. Make sure you put more money into your project costs to build the necessary ADA routes inside the park project.

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Application Components

Costs to Acquire Land –Page 11 Costs to Acquire Land –Page 11

• Tip 1:

Tip 1: You need to determine what the land is worth before you begin negotiations for purchase. Use an appraisal from a NC certified residential or commercial

• appraiser. Or you can get an idea of the value by

researching the assessed property tax value. Caution: Usually the assessed property tax value is less than an appraisal value.

Application Components

Planning and Incidental Costs—Page 11 Planning and Incidental Costs—Page 11

• Tip 1:

Tip 1: Planning costs can include: architectural and engineering fees, site plans, design drawings, construction drawing, construction management , and preparing the application and project costs.

• Tip 2:

Tip 2: Appraisals, title searches, surveys and attorneys’ fees can be included when associated with land acquisition.

• Tip 3:

Tip 3: The sum of planning costs, incidental land acquisition costs and costs of preparing the application CANNOT exceed 20% of the total cost of the project

• r $200,000 whichever is less.

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Application Components

When Can You Spend Money on Planning Or Incidental When Can You Spend Money on Planning Or Incidental Costs? – Page 11 Costs? – Page 11

• Tip 1:

Tip 1: These costs are also eligible if they are incurred within 2 years before the application deadline (after April 30, 2014). If you plan of asking for reimbursement of these costs, then you must hold onto paid invoices so they can be sent in with the first request for reimbursement.

• Tip 2:

Tip 2: The more planning costs you include, means you have less money for construction. Some counties and communities absorb all planning costs so the can include more costs into construction.

Application Components

Project Costs –Page 12 Project Costs –Page 12

• Tip 1:

Tip 1: PLEASE try to use this format when developing and submitting the cost estimates for the project.

• Tip 2:

Tip 2: Include Utilities Utilities as a separate element. Utilities can include water, sewer, electric, underground power, and lighting of ballfield(s). Include Park amenities Park amenities as a separate

• element. Park amenities are trash receptacles, benches, flag

poles, picnic tables.

• Tip 3:

Tip 3: Include the cost of required permits in the element Planning & Incidental at the bottom of the page.

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Application Components

• Source of Applicants Matching Funds—Page 13

Source of Applicants Matching Funds—Page 13

• Tip 1:

Tip 1: This chart includes COST ESTIMATES AND ESTIMATED COST ESTIMATES AND ESTIMATED AVALIBILITY: AVALIBILITY:

• Please note that the amount of funds in column 2 adds down to

$599,970 which the applicants matching share as shown on the bottom of page 12.

• The applicant does not have to provide proof that the town or

county will receive funding from all sources listed in this chart. PARTF uses this form to learn how you might provide a matching share.

Application Components

Site Plan—Page 14 Site Plan—Page 14

• Tip 1:

Tip 1: SUBMIT 20 COPIES OF THIS DRAWING. The members

• f the PARTF authority get this drawing and it assists them in

making a decision about awarding funds to the applicants.

• Tip 2:

Tip 2: This drawing MUST be to scale and the PARTF elements must be colored in LIGHT GREEN. Therefore, your engineering department, landscape architect, or you CANNOT color the entire background of the site plan with another GREEN.

• Tip 3:

Tip 3: There is a lot of information on this site plan. Therefore, use the checklist of requirements on this page to make sure you have not missed a color or the north arrow, etc.

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Application Components

Site Vicinity Map—Page 15 Site Vicinity Map—Page 15

• Tip 1:

Tip 1: Make the map large enough to show street names. However, the map is limited to 8 ½” X 11” in size so you will have to zoom in closer to the site to get the street names. Also, include the Latitude and Longitude so those folks with GPS can find their way to the site

Application Components

FINAL TIP! FINAL TIP! The Description of your project The Description of your project The Cost Estimate Form The Cost Estimate Form The Site Plan The Site Plan The Brief Description of the Project on the Facts and The Brief Description of the Project on the Facts and Assurance Form Assurance Form ALL OF THE ABOVE MUST HAVE THE SAME BASIC ALL OF THE ABOVE MUST HAVE THE SAME BASIC

• WORDING. YOU MUST BE CONSISTENT WITH
• WORDING. YOU MUST BE CONSISTENT WITH

TERMINOLOGY AND DESCRIPTION. TERMINOLOGY AND DESCRIPTION.

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PARTF Land Acquisition

Pages 16-19

Acquisition Components

What to submit with your application – Page 16 What to submit with your application – Page 16

• 1. Estimated value of the property – appraisal, tax

value

• 2. Legal description of the land – metes and bound

map

• 3. Combined acquisition boundary map and

conceptual site plan

• 4. List of properties to be acquired – see page 18
• 5. History of conveyance if land is being donated

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Acquisition Components Pages 16-17

• Dedicated For Public Recreation
• When to Take Title to Land
• Is it Urgent
• Acquiring now and Building later?
• Donated Land

Acquisition Components

Property Values and Requirements for Appraisals – Page 17

• Accurate Costs
• Licensed Appraiser
• Existing Recreation Facilities

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Acquisition Components

Acquiring Land - Page 18 Land can be acquired by:

• 1. Fee simple purchase
• 2. Donation
• 3. Required donation
• 4. Bargain sale

It is very important to have accurate It is very important to have accurate figures when acquiring land figures when acquiring land To obtain accurate cost of the To obtain accurate cost of the property, the applicant is encouraged applicant is encouraged to obtain an appraisal for each parcel. to obtain an appraisal for each parcel.

Acquisition Components

Legal description of the land – Page 19

• Include all elements of legal description for all

parcels

• Submit 15 copies of combined acquisition

boundary map & conceptual site plan(instructions for site plan on page 14)

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PARTF Environmental Review

Pages 20-21

Environmental Review

Environmental Review - Pages 20-21

• Fill out review adequately and completely
• Use Resources identified on Page 5 for assistance

if needed in completing the environmental review

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PARTF Scoring System for Grants

Pages 22-27

SCORING SYSTEM

• The scoring system is one of several tools to select

grant recipients

• The planning and public involvement processes has

many benefits:

• Community Preferences for new recreation
• pportunities
• Respond to current deficiencies and future

demands

• Minimize harm to the environment
• Use PARTF funds more efficiently

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SCORING SYSTEM - Planning

Please refer to pages 29-30 for the required components of the plan The project must conform to the plan – each facility must be in the plan to receive the planning points Please highlight or tab where the project referenced in the plan

SCORING SYSTEM- Public Involvement

Public Meetings--This meeting must be exclusively for This meeting must be exclusively for discussing for discussing the project and obtaining discussing for discussing the project and obtaining comments comments

• The minutes must show that public commented and

supported the project

• The minutes must show who was present and public

comments

• Documentation of how the meeting was widely

advertised must be provided

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SCORING SYSTEM – Recreational Needs Survey

• Conducted in last 10 years
• Provide a copy of survey
• Analysis of survey results
• Distribution details
• Explain how survey results support the project

Please refer to ‘Definitions’ page 31 for the required components of the survey.

SCORING SYSTEM- Public Support

• 1. Support from Civic Groups- two or more
• Dates of meeting and minutes or agenda
• 2. Support from Parks and Recreation Board
• Motion that the Board supported the project

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Scoring System – Recreation Facilities

Recreation Facilities

• 1. First Public Park – 20 points
• 2. New, Like or Renovated Facilities – Maximum of 30

points

• 3. Trail – ¼ mile or longer- 5 points

ALL ELEMENTS MUST BE IN PROJECT COSTS AND ON SITE

• PLAN. REMINDER: BE CONSISTENT IN VERBIAGE

SCORING SYSTEM – Site Suitability

Site Suitability

• You must address each criteria such that a person who

has not seen the site can evaluate it based upon what you have provided in this section.

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SCORING SYSTEM

Operating and Maintaining the Project

• Provide the name of the organization

Land Acquisition

• Justify your score
• Talk to your consultant

Definitions

Pages 29-31

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Definitions

• Recreation Facilities and Areas
• Support Facilities
• Renovation

Definitions

Plans

• Park Specific Master Plan
• Greenway System Plan
• Comprehensive Systemwide Plan
• Capital Improvement Plan

Recreational Needs Survey

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