HomeMy WebLinkAbout10-02-2012 c2 housing related parks program grant• j counci l
agenda nepont
rMeetis Date
October 2, 201 2
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C I T Y O F S A N L U I S O B I S P O
FROM:
Carrie Mattingly, Interim Director of Public Work s
Prepared By :
Bridget Fraser, Sr . Civil Engineer
SUBJECT :HOUSING RELATED PARKS PROGRAM GRANT RESOLUTION
RECOMMENDATION
1.Amend Resolution No . 10341 adopted March 20, 2012 authorizing staff to apply to th e
California State Department of Housing and Community Development (HCD) for a
Housing Related Parks (HRP) Grant program, with funds to be applied towards the Sant a
Rosa Park playground equipment replacement project .
2.Upon receipt, appropriate the HRP grant funds into the Santa Rosa Park Playgroun d
Equipment Replacement Project construction account after the Standard Agreement wit h
the State is processed .
DISCUSSIO N
• On March 20, 2012, Council adopted a resolution authorizing staff to apply to the Californi a
State Department of Housing and Community Development (HCD) for a Housing Related Park s
(HRP) Grant in the amount of $117,450 to be used towards the Santa Rosa Park play equipmen t
replacement project . This amount was the maximum amount that the City could qualify for usin g
the application guidelines . Refer to Attachment 1 for background information regarding th e
grant program .
On June 27, 2012, the state HRP Program Manager announced that the City of San Luis Obisp o
was one of 33 applicants awarded a grant under the HRP Program . The amount of the award i s
$139,750 or $22,300 more than the gtant application . Since the adopted resolution refers to th e
originally estimated amount of $117,450, the State HRP Program Manager has informed staff
that Council's authorizing resolution must be amended to remove the grant allocation amounts ,
thereby providing the flexibility for the City to receive the larger grant . The amended resolutio n
needs to be submitted to the State before the grant agreement can be processed for funding .
Therefore, it is recommended that Council adopt the amended resolution (Attachment 2).
In addition, as soon as the standard agreement has been processed, the grant funds need to b e
appropriated and placed into the Santa Rosa Playground Equipment Replacement project (91029 )
for use in this project . Appropriating the funds into the Capital Improvement Plan project is a
necessary step since the grant was not identified as a funding source for this project in the 2011 -
13 Financial Plan .
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FISCAL IMPACT S
The Santa Rosa Park play equipment replacement project is one of several playground equipmen t
replacement projects identified in the 2011-2013 Financial Plan on page 3-238 through 3-241 o f
Appendix B . These play equipment replacements projects are required to bring the playground s
into compliance with state playground safety regulations . The construction budget for this two -
year financial plan for Play Equipment Replacement is $430,000 and includes play equipmen t
replacement at three parks - Santa Rosa, Emerson, and Johnson Parks . These three play
equipment replacement projects are currently undergoing design with bidding and constructio n
anticipated during the spring/summer 2013 .
This HRP grant for Santa Rosa Park is an addition to the Play Equipment Replacement progra m
and could replace $139,750 of General Funds currently programmed for these equipmen t
replacement projects . At this time staff is recommending that Council direct staff to :
1)Keep $19,750 of the previously appropriated funds for Santa Rosa Park in the Pla y
Equipment Replacement Master account to supplement any unexpected cost overruns ,
and
2)Supplement the budget for the play equipment replacement project at Sinsheimer Par k
playground by the remaining $120,000 to allow acceleration of the second phas e
(currently programmed in 2015-17) to be combined with the first phase, which i s
currently undergoing design .
The first phase of the Sinsheimer Park play equipment replacement project was originall y
programed in the 2005-07 Financial Plan to replace the play equipment in the lower level pla y
area . Design of this first phase was delayed several times due to resources being redirected t o
other higher priority projects . Design work has since been reinitiated with a goal of completin g
the project the fall of 2013 . A second phase of equipment replacement at Sinsheimer Park i s
scheduled for programming in year one of the 2015-17 Financial Plan for replacement of the play
equipment in the upper play area . The current playground — both upper and lower levels- wa s
last upgraded in 1998 . In accordance with state playground safety regulations, in particular A B
1144 passed in 2008, the replacement of all of the equipment at Sinsheimer Park is required to b e
completed by the year 2013, or 15 years from the last upgrade . Staff recommends accelerating th e
second phase and combining with the first phase to allow the whole playground to be brought i n
to compliance prior to the 2013 deadline . Not bringing the playground into compliance i n
accordance with the state regulations leaves the City more vulnerable to claims should users b e
injured on non-compliant equipment at this highly used regional park .
Retaining the previously appropriated funds in the play equipment replacement program an d
using the HRP grant as augmentation would allow both phases of the Sinsheimer Park project t o
be combined thus bringing the playground as a whole into compliance several years sooner .
Additionally, combining the phases will cause less impacts to the park users by having only on e
construction project rather than two and allows the design of the two phases to be combined .
This in turn permits more flexibility in the design and provides the designers an opportunity to
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review the current split level layout and positioning of the play areas and to make improvement s
as needed.
ALTERNATIVE S
Return funds to the unappropriated General Fund balance or direct to anothe r
underfunded project .Rather than remaining in the play equipment replacement program ,
Council could choose to return the additional funds to the unappropriated General Fund balance
for reprogramming in a future Financial Plan or direct to another underfunded project . Staff doe s
not recommend this alternative . At this time staff is not aware of an underfunded project with a
higher need than Sinsheimer playground . Not directing the funds to the Sinsheimer project will
delay bringing the playground into compliance and increase the chance for injury claims agains t
the City .
ATTACHMENT S
1.Council Agenda Report — March 20, 2012 with Signed Resolutio n
2.Amended Resolution Authorizing HRP Applicatio n
T :\Council Agenda Reports\ 2012\2012-10-02\HRP Grant (Mattingly-Fraser)
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Note :
Copy of signed Resolution 1034 1
is at end of this document .
C I T Y O F S A N L U I S O B I S P O
FROM :
Jay D . Walter, Director of Public Works
Prepared By :
Bridget Fraser, Sr . Civil Engineer
SUBJECT : AUTHORIZE A GRANT APPLICATION FOR THE HOUSING RELATE D
PARKS PROGRAM .
RECOMMENDATIO N
Adopt a resolution authorizing staff to apply to the California State Department of Housing an d
Community Development (HCD) for $117,450 of Housing Related Parks (HRP) Grant progra m
funds to be applied towards the Santa Rosa Park playground equipment replacement project .
DISCUSSION
Situatio n
On December 2, 2011, HCD released a Notice of Funding Availability (NOFAs) for the HR P
grant program . The NOFAs included $25 million in new funds for the HRP program . Thi s
program is designed to encourage the development of lower income housing . The HRP progra m
makes awards to eligible jurisdictions, on a per-bedroom basis, for each extremely-low, very-lo w
and low affordable residential unit with documented housing starts during the designated
program year, January 1, 2010 to December 31, 2011 . The HRP grant program provides funds for
eligible parks and recreation projects that benefit the community and add to the quality of life .
The City had two affordable housing projects that qualified during the designated program year .
One eligible housing project was Villages at Broad Street located at 2280 Emily Street, whic h
includes 41 extremely-low, very-low and low affordable units ranging from one to three-
bedrooms . The second eligible housing project was Habitat for Humanity's Phillips Lane singl e
family detached residences . This project consisted of two very-low three-bedroom affordabl e
homes .
Funding Amount Requeste d
The grant requires the applicants to meet a minimum grant amount of $75,000 . The City ha s
exceeded the minimum $75,000 threshold requirement and staff recommends applying for th e
maximum amount the City can qualify for at $117,450 . HCD supplies a formula and chart t o
calculate the total award amount, which is based upon the affordability level and number o f
bedrooms constructed in each of the eligible projects . HCD also offers four opportunities t o
collect bonus awards, which include : infill projects, projects in conformance with the Regiona l
Blueprint Plan, and projects located within a park deficient and/or disadvantaged community .
The HCD chart used for calculation of the potential award is shown below :
counci lj aGEnaa nepont Nacng Date
M_ arch 20 201 2
I.Number C3
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Unit Count TOTA L
A B _C D E F G Bonus Award s
N N N
NE .C-E E E oo C'C N d ~
C N `N-'o`o o ul C N O1C2of9c ECj3NNVacams
Project ,j ---0 .o a o 3 2-T E E
Identifier 0 3 w j u co C '.`.o T,o
from Project *r 0 0 o m Base o,a V ca O Total Tota l
Summary *k $t Award a Bonus Award
Sheet Amount Funds Amount
1320 Phillips 1 3 3 $1,500 Yes Yes yes .,yes ,$1,650_$3,150
1324 Phillips 1 3 3 $1500 Yes Yes Yes Yes_$1650 $3,150
2280 Emily 26 ,10 i 11 69 24 104 j $74,750 Yes I Yes No No $36,400 $111,150
TOTAL 5 28 10 11 69 ,30 I 110 1 $77,750 $39,700 $117,450
Qualifying Park Project.
Funds from this grant must be used for creation or rehabilitation of parks and recreation facilitie s
that meet the eligibility requirements designated in the program guidelines . Staff recommend s
applying the grant to partially fund the Santa Rosa Park play equipment replacement project .
This project, which is one of several playground equipment replacement projects identified in th e
• 2011-2013 Financial Plan (on page 3-238 through 3-241 of Appendix B), consists of removin g
the old play equipment and sand surfacing and installing new equipment, as well as providing a n
improved drainage system and compliant safety surfacing in this heavily used playground . Th e
preliminary estimate of construction costs is approximately $245,000 for this project . Applying
the HRP grant to this park project makes sense because play equipment replacements meet th e
eligibility requirements of the grant and, since the total project cost of $245,000 exceeds th e
grant amount of $117,450, the grant will be fully expended.
The grant program guidelines are available for review in the Council Reading File .
Consistency with Grant Management Polic y
The City of San Luis Obispo has adopted a grant management policy to insure that new gran t
programs are consistent with City goals and that there are sufficient resources to administer fund s
awarded through new grant programs . A copy of the City's Grant Management Policy i s
available in the Council Reading File . In this case, staff recommends that the grant funds b e
applied to an existing Capital Improvement Program (CIP) project - Santa Rosa Park playgroun d
equipment replacement . This project is identified as one of Council's goals for infrastructur e
maintenance and is already in Public Works' work program . The proposed new grant program .
applied to this existing CIP project would not create a substantial new work load for the Publi c
Works Department and is consistent with City goals .
City Manager and Assistant City Manager to Execute Program Related Document s
• The attached resolution provides the City Manager and the Assistant City Manager with th e
necessary authority to execute program related documents, including an application, standar d
agreement and any amendments thereto . To implement the program after award, the Director o f
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Public Works is also specifically authorized to submit payment requests, provide status update s
and provide program/project closeout documents to facilitate program implementation .
FISCAL IMPACT S
This HRP grant program can be administered using existing staff resources already programme d
for the Santa Rosa Park play equipment replacement project and, therefore, the program is no t
expected to impact the General Fund staffing costs . In fact, applying this HRP grant to the Sant a
Rosa Park play equipment replacement project will replace General Funds currently programe d
for the project . Use of grant funds for this project will facilitate use of currently budgete d
General Fund resources on other play equipment replacement projects, allow funds to b e
reprogramed to other underfunded General Fund projects, or be returned to the unappropriate d
General Fund balance .
ALTERNATIVE S
1.Do not apply for the grant.The Council could direct staff to not apply for the grant . Staff
does not recommend this alternative . In these difficult economic times, the City shoul d
take advantage of all available grant resources to supplement General Fund revenue s
which will help accomplish City goals and objectives .
2.Choose a different qualifying park .The Council may propose a different qualifyin g
park project instead of applying the grant to the Santa Rosa Park play equipmen t
replacement project . Other qualifying park projects could include other playgroun d
equipment replacement projects currently programed such as Emerson, Johnson o r
Sinsheimer playgrounds or the grant could be directed to the Santa Rosa Skate Par k
project. Staff does not recommended applying the grant to the other play equipmen t
replacement projects as these projects are smaller in scale and may not require the ful l
amount of the grant. In addition, staff does not recommend directing the funds to th e
Santa Rosa Skate Park as this project is not yet fully funded which leads to some degre e
of uncertainty as to when, and if, the project will be able to move forward int o
construction . It is recommended that the grant be applied to a fully funded current projec t
slated for construction within the next 1-2 years that will use the total amount of the gran t
such as the Santa Rosa Play Equipment Replacement Project .
ATTACHMEN T
Resolution authorizing HRP applicatio n
AVAILABLE FOR REVIEW IN THE COUNCIL READING FIL E
1.
City of San Luis Obispo Grant Management Polic y
2.
HRP Program Guideline s
T :\Council Agenda Reports\2012\2012-03-20\HRP Grant (Walter-Fraser)
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RESOLUTION NO . XXXX-1 2
A RESOLUTION OF THE CITY COUNCI L
OF THE CITY OF SAN LUIS OBISPO AUTHORIZING AN APPLICATION IN THE
AMOUNT OF $117,450 TO THE STATE DEPARTMENT OF HOUSING AN D
COMMUNITY DEVELOPMENT FOR HOUSING RELATED PARKS PROGRA M
FUNDS TO PROVIDE FINANCIAL ASSISTANCE TO THE PUBLIC WORK S
DEPARTMENT FOR PARK UPGRADES AT SANTA ROSA PARK ..
WHEREAS, the City of San Luis Obispo, a charter city and political subdivision of th e
State of California, wishes to apply for and receive an allocation of funds through the Housin g
Related Parks (HRP) Program ; and
WHEREAS, the California Department of Housing and Community Developmen t
(hereinafter referred to as "HCD") has issued a Notice of Funding Availability ("NOFA") for th e
HRP Program established by Chapter 8, Sections 50700 through 50704 .5 of Part 2 of Division 3 1
of the Health and Safety Code (the "statute"). Pursuant to the statute, HCD is authorized t o
approve funding allocation utilizing monies made available by the State legislature to the HR P
program, subject to the terms and conditions of the HRP Program Guidelines adopted a s
amended by HCD on December 2, 2011 ; and
WHEREAS, the City of San Luis Obispo wishes to submit an application to obtain fro m
HCD an allocation of HRP Program funds in the amount of $117,450 ;and
WHEREAS, HCD is authorized to approve funding allocations for the HRP Program ,
subject to the terms and conditions of the NOFA, Program Guidelines, Application Package, an d
Standard Agreement.
WHEREAS, at the time of application, the City of San Luis Obispo has a General Plan
Housing Element that is certified by HCD .
WHEREAS, at the time of the application, the City of San Luis Obispo has a Genera l
Plan in conformance with the Regional Blueprint Plan as required by HCD .
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of San Lui s
Obispo as follows :
Section 1 . Application .The City of San Luis Obispo shall submit to HCD a n
application to participate in the HRP Program in response to the NOFA issued on December 2 ,
2011, which will request financial assistance to help in the .purchase and installation of pla y
equipment, safety surfacing, and other related park improvements associated with the playgroun d
at Santa Rosa Park .
Section 2 .Eligible Activities .If the application for funding is approved, the City of San
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Luis Obispo hereby agrees to use the HRP Program funds for eligible activities in the manne r
presented in the application as approved by HCD and in accordance with program Guidelines a s
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cited above . It also may execute any and all other instruments necessary or required by HCD fo r
participation in the HRP Program .
Section 3 .Authorization .The City of San Luis Obispo authorizes the City Manager o r
the Assistant City Manager to execute in the name of the City of San Luis Obispo, th e
application, the Standard Agreement, and all other documents required by HCD for participatio n
in the HRP program, and any amendments thereto . In addition, the City of San Luis Obisp o
authorizes the Director of Public works to submit payment requests, provide status updates an d
provide program/project closeout documents to facilitate program implementation .
Upon motion of , seconded by , and on the
following vote :
AYES :
NOES :
ABSENT :
The foregoing resolution was passed and adopted this day of 2012 .
ATTEST :
Mayor Jan Marx
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Elaina Can o
City Clerk
APPROVED AS TO FORM :-
/S/ Christine Dietrick
Christine Dietric k
City Attorney
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blank .
Signed Resolutio n
follows this page .
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SRESOLUTION NO .10341(2012 Series )
A RESOLUTION OF THE CITY OF SAN LUIS OBISPO AUTHORIZING AN
APPLICATION IN THE AMOUNT OF $117,450 TO THE STATE DEPARTMENT O F
HOUSING AND COMMUNITY DEVELOPMENT FOR HOUSING RELATED PARK S
PROGRAM FUNDS TO PROVIDE FINANCIAL ASSISTANCE TO THE PUBLI C
WORKS DEPARTMENT FOR PARK UPGRADES AT SANTA ROSA PAR K
WHEREAS,the City of San Luis Obispo,a charter city and political subdivision of th e
State of California, wishes to apply for and receive an allocation of funds through the Housin g
Related Parks (HRP) Program ; and
WHEREAS, the California Department of Housing and Community Development
(hereinafter referred to as "HCD")has issued a Notice of Funding Availability ("NOFA") for th e
HRP Program established by Chapter 8, Sections 50700 through 50704 .5 of Part 2 of Division 3 1
of the Health and Safety Code (the "statute").Pursuant to the statute, HCD is authorized to
approve funding allocation utilizing monies made available by the State legislature to the HR P
program, subject to the terms and conditions of the HRP Program Guidelines adopted a s
amended by HCD on December 2, 2011 ; and
WHEREAS, the City of San this Obispo wishes to submit an application to obtain fro m
HCD an allocation of HRP Program funds in the amount of $117,450 ; and
WHEREAS,HCD is authorized to approve funding allocations for the HRP Program ,
subject to the terms and conditions of the NOVA, Program Guidelines, Application Package, an d
Standard Agreement ; and
WHEREAS,at the time of application, the City of San Luis Obispo has a General Pla n
Housing Element that is certified by HCD .
WHEREAS, at the time of the application, the City of San Luis Obispo has a Genera l
Plan in conformance with the Regional Blueprint Plan as required by HCD.
NOW, THEREFORE, BE IT RESOLVED,by the City Council of the City of San Lui s
Obispo as follows :
SECTION 1 .Application,The City of San Luis Obispo shall submit to HCD a n
application to participate in the HRP Program in response to the NOFA issued on December 2 ,
2011, which will request financial assistance to help in the purchase and installation of pla y
equipment, safety surfacing, and other related park improvements associated with the playgroun d
at Santa Rosa Park .
SECTION 2.Eligible Activities .If the application for funding is approved, the City o f
San Luis Obispo hereby agrees to use the HRP Program funds for eligible activities in th e
manner presented in the application as approved by HCD and in accordance with program
Guidelines as cited above . It also may execute any and all other instruments necessary or
R 10341
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C2-10
Resolution No . 10341 (2012 Series )
Paget
required by HCD for participation in the HRP Program .
SECTION 3.Authorization .The City of San Luis Obispo authorizes the City Manage r
or the Assistant City Manager to execute in the name of the City of San Luis Obispo, th e
application, the Standard Agreement, and all other documents required by HCD for participatio n
in the IMP program, and any amendments thereto . In addition, the City of San Luis Obisp o
authorizes the Director of Public works to submit payment requests, provide status updates an d
provide program/project closeout documents to facilitate program implementation .
Upon motion of Council Member Ashbaugh, seconded by Council Member Cart er, an d
an the following vote :
AYES :Council Members Ashbaugh, Carter and Smith,Vice Mayor Carpente r
and Mayor Marx
NOES:None
ABSENT : None
lution was adopted this 20 th day of 1 12012 .
AflEST :
Elaina-Caro
City Clerk
ATTACHMENT 2
RESOLUTION NO . XXXX-1 2
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SAN LUIS OBISPO AUTHORIZING AN APPLICATION TO TH E
STATE DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT FO R
HOUSING RELATED PARKS PROGRAM FUNDS TO PROVIDE FINANCIA L
ASSISTANCE TO THE PUBLIC WORKS DEPARTMENT FOR PARK UPGRADES A T
SANTA ROSA PARK .
WHEREAS, the City of San Luis Obispo, a charter city and political subdivision of th e
State of California, wishes to apply for and receive an allocation of funds through the Housin g
Related Parks (HRP) Program ; and
WHEREAS, the California Department of Housing and Community Developmen t
(hereinafter referred to as "HCD") has issued a Notice of Funding Availability ("NOFA") for th e
HRP Program established by Chapter 8, Sections 50700 through 50704 .5 of Part 2 of Division 3 1
of the Health and Safety Code (the "statute"). Pursuant to the statute, HCD is authorized t o
approve funding allocation utilizing monies made available by the State legislature to the HR P
program, subject to the terms and conditions of the HRP Program Guidelines adopted a s
amended by HCD on December 2, 2011 ; an d
WHEREAS, the City of San Luis Obispo wishes to submit an application to obtain fro m
HCD an allocation of HRP Program funds ; and
WHEREAS, HCD is authorized to approve funding allocations for the HRP Program ,
subject to the terms and conditions of the NOFA, Program Guidelines, Application Package, and
Standard Agreement .
WHEREAS, at the time of application, the City of San Luis Obispo has a General Pla n
Housing Element that is certified by HCD .
WHEREAS, at the time of the application, the City of San Luis Obispo has a Genera l
Plan in conformance with the Regional Blueprint Plan as required by HCD .
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of San Lui s
Obispo as follows :
Section I .Application .The City of San Luis Obispo shall submit to HCD a n
application to participate in the HRP Program in response to the NOFA issued on December 2 ,
2011, which will request financial assistance to help in the purchase and installation of pla y
equipment, safety surfacing, and other related park improvements associated with the playgroun d
at Santa Rosa Park .
Section 2 .Eligible Activities .If the application for funding is approved, the City of San
Luis Obispo hereby agrees to use the HRP Program funds for eligible activities in the manne r
presented in the application as approved by HCD and in accordance with program Guidelines as
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Resolution No .
(2012 Series )
Page 2
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cited above . It also may execute any and all other instruments necessary or required by HCD fo r
participation in the HRP Program .
Section 3 . Authorization .The City of San Luis Obispo authorizes the City Manager o r
the Assistant City Manager to execute in the name of the City of San Luis Obispo, the
application, the Standard Agreement, and all other documents required by HCD for participatio n
in the HRP program, and any amendments thereto . In addition, the City of San Luis Obisp o
authorizes the Director of Public works to submit payment requests, provide status updates an d
provide program/project closeout documents to facilitate program implementation .
Upon motion of , seconded by , and on the
following vote :
AYES :
NOES :
ABSENT :
The foregoing resolution was passed and adopted this day of 2012 .
Mayor Jan Mar x
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ATTEST :
City Clerk
APPROVED AS TO FORM :
J . Christine Dietric k
Christine Dietric k
City Attorne y
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