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

8/31/15 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 1

8/31/15 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 2

8/31/15 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 on 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 3

8/31/15 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 4

8/31/15 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. 5

8/31/15 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 6

8/31/15 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 7

8/31/15 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 8

8/31/15 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 over the 3year project period. • Tip 3: Tip 3: Round off all project costs to the dollar. Do not show cents. 9

8/31/15 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. 10

8/31/15 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 or $200,000 whichever is less. 11

8/31/15 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. 12