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AGENDA ITEM B1
MEETING MINUTES OF PUBLIC MEETING
of THE ARIZONA OUTDOOR RECREATION COORDINATING COMMISSION (AORCC)
of THE ARIZONA STATE PARKS BOARD
Notice is hereby given pursuant to A.R.S. § 38-431.02 and A.R.S. § 41-511.25 to members of the Arizona Outdoor Recreation Coordinating Commission (AORCC) and the general public that the Commission held a meeting open to the public on Thursday, October 1, 2015 beginning at 10:00 a.m. located at the Nature Center Classroom, Usery Mountain Regional Park 3939 North Usery Pass Road Mesa, AZ 85207. Attendance to this meeting was available via teleconference.
AGENDA
(The Chair reserves the right to set the order of the agenda)
A. CALL TO ORDER AND ROLL CALL – 10:01am Tiffany Broberg, Kent Taylor, Joe Baynes, Wayne Lackner Staff: Skip Varney, Mickey Rogers, Sean Hamond, Brianne Fisher, Jim Keegan, Dawn Collins. B. CALL TO THE PUBLIC Kevin Ben Kelt – Maricopa County Community Volunteer Usery is one of ten Maricopa County parks. Kevin gives a brief description about the park including amenities, trails, events, and activities. Kevin Kinsall, Arizona Game and Fish Department C. ACTION ITEMS
1. Election of Officers Dawn Collins, nominate colleagues, have it be an annual event. Chair and Vice Chair. Procedural Chair and Vice Chair – Bylaws. Broberg does a call for nominations. Taylor nominates Broberg, someone seconds. Broberg nominates Baynes for second, Taylor seconds. Unanimous approval.
2. Approval of meeting minutes from April 14, 2015 AORCC Meeting Wayne motions, Kent seconds. Unanimous approval with changes to the date.
3. Consider funding the July 2015 Statewide OHV Program Motorized Grants
AGENDA ITEM B1
Rogers gives a review of the July OHV Grant Cycle and the two applications. Baynes thanks staff providing more details. Broberg asks if there were only two grants? Rogers responds two others were interested but were not able to complete project requirements for this cycle. Taylor asks about scoring? Collins responds by explaining that the program is currently set up so that projects with more elements will score higher. In other words, projects that tend to focus on mitigation or education, more specifically, tend to score lower. We are in the process of changing the scoring criteria to reflect the priorities of the 2015 Trails Plan, so that projects that target high priority items receive higher scores. Taylor mentions projects that accomplish more of 2015 Trails Plan priorities score better. Collins confirms his understanding. According to legislation, projects that encompass more priorities will score better. Broberg suggest getting Taylor the scoring criteria. Broberg asks about OHV Recreation Fund – is it renewed? Rogers says this money set-aside just for this grant cycle that rolls over. Keegan says the fund is self-sustaining through OHV sticker fund. Broberg asks about outreach and mentions the goal to have more applications. Rogers says he will address the agencies outreach efforts in a report scheduled later on the agenda, but short answer yes.
Broberg moves to recommend to the Arizona State Parks Board funding the two non-motorized grant applications for the 2016 January cycle, Taylor seconds. Unanimous approval.
4. AORCC will consider increasing Land Water Conservation Fund
(LWCF) grant award for the Lake Havasu Launch Ramps and Parking Project
• Keegan explains that an increase is needed for a 2010 LWCF project due to an increase cost of construction management with oversight by ADOT, up to 1.5 million dollars. Approval of $556,043 in match from Arizona State Parks (ASP).
• Baynes asks if there were any steps that could have been taken to anticipate that this might come up? Keegan says he does not have to much history on the project but from his understanding managing the project timeline would have better mitigated this. The project has been open since 2012 and we were trying to do construction during a time that impacts wildlife.
• Broberg asks where are funds coming from? Keegan says the State Lake Improvement Fund has some resources that are available to us
AGENDA ITEM B1
that are in reserve. We will be meeting with legislative bodies to discuss the option.
• Taylor asks if the additional LWCF findings ASP is asking for is in reserve? Collins says from Federal Fiscal year 14 and 15 not yet identified a project for FF14 so this will come out of that funding pot. Keegan says this will use the remaining balance of FY14 dollars that were allocated to us.
• Taylor asks if the LWCF funds are allocated typically by project and not by a competitive process? Collins responds that prior to 2009 when the agency had Heritage fund money. The local regional and state portion of that went to fund ASP projects. The LWCF use to be combined with LSRP and was given away through competitive grant process. In 2009 when funds were swept, LWCF was suspended and from that time on, ASP has used those funds through application process and AORCC for capital projects, mimicking various states nation wide. It goes through AORCC, Parks Board, and National Park Service (NPS).
• Broberg, reiterates that funding for the project has already been approved and that ASP is only here to ask for an increase.
Broberg moves to recommend an increase in LWCF to allow ASP to continue to develop the boat launch and parking areas at Lake Havasu State Parks, Baynes second. Unanimous approval. 5. Consider recommending the approval of the Land and Water
Conservation Fund (LWCF) grant request • Collins introduces the LWCF grant request for capital development
projects in the amount of $825,000 at Buckskin Mountain, Roper Lake, and Lost Dutchman. Many restroom buildings at the parks were built in 70’s and are not ADA accessible or up to current standards. Again, we will be using the remainder of FY14 funding in addition to FY15.
• Broberg asks what the guidelines are for using the money. Collins responds they are established through the Statewide Comprehensive Outdoor Recreation Plan (SCORP) priorities.
• Broberg, any other parks needing funding for ADA capital. Collins and Keegan respond.
Taylor moves to recommend approval of the LWCF grant application to fund the capital development projects at ASP, Broberg seconds. Unanimous approval.
D. REPORTS 1. Statewide Committee Outdoors Recreation Plan
• Collins – introduces process of 5 year NPS requirement for LWCF. Priorities set forth, provides info for land managers, public input. Current expires end of 2017. Filling Statewide planner position.
• Asks for participants in working group for SCORP which will be apart of the process.
AGENDA ITEM B1
2. OHV Program Update • Rogers says the 3 grant staff will all be co-trained to get the OHV
program revamped. • Meeting with all user groups to figure out program direction. • $1.7 million in motorized funds will be available for January grant
cycle • Keegan confirms that the agency has complete commitment to make
this program something great in Arizona. 3. Recreational Trails Program Update
• Revamp cost items, scope sheets in excel and transform to online system
• We are working with ADOT to streamline the process between them and us.
o Grant application smaller o Financial Integrity Review – new process but findings were
very good. Program running to their expectations. • RTP continued resolution to Dec. 31
4. Land Water Conservation Fund (LWCF) Update • LWCF needs to be reauthorized, there is no funding as of today • 48-55 million dollars is up for reauthorization • Every project has to be inspected every 5 years. We are way behind
but we are finding that most city parks are good standards. •
E. MEMBER UPDATES F. PROPOSED 2015 AORCC MEETING SCHEDULE
Expected 3rd Thursday in April G. ADJOURNMENT – 11:04 a.m.
Arizona Outdoor Recreation Coordinating Commission Action Report Agenda Item #: B2
Title: Discuss and recommend approval of the three new OHV grants
Staff Lead: Mickey Rogers, Grant Coordinator Date: May 3, 2016
Recommended Motion: I move to recommend approving the new Mitigation/Emergency Repair, Small, and Law Enforcement Grant programs. Status to Date: The Off-Highway Vehicle Advisory Group (OHVAG) had requested Arizona State Parks staff to research the possibility of a small grants program. In 2008, ASP had a similar program offering grants in the amount of $10,000. The purpose of these “small grants” was to be able to complete projects in a more timely manner. During the fall months of 2015, ASP staff began their research in developing three new small grant programs. Research included visiting 11 different OHV providers for feedback about the three new programs. On January 15, 2016 OHVAG approved the three new OHV grant programs. Fiscal Year 16 has $3 million in the OHV fund and grants staff plans to split $1.5 million for the new grants and $1.5 for the two competitive cycles (January and June). Grant applications are currently on the ASP website. A summary of each program is found below:
Mitigation/Emergency Repairs Grant Proposal: This Grant focuses on mitigation of natural resources and emergency repairs on designated OHV routes and trails associated with natural disasters. Projects may include but are not limited to trash removal, dust mitigation, toilet facility repairs and emergency trail repair.
1. Create a simplified application and review process. 2. Submission of grants may take place at any time throughout the year. After review, staff will
allocate funds and approve projects as needed. 3. Allocate $500,000 from the program fund for mitigation and emergency repair projects.
Allocate funds for projects ranging from $10-$100,000. 4. Enter into an Intergovernmental Agreement with the State Land Department, Bureau of Land
Management, National Forest Service and other possible government entities to allow mitigation and emergency repair projects.
5. Develop and maintain a select group of regionalized contractors and approved businesses that could complete projects in a timely manner.
6. Train Core Ambassador Team members in project management and site supervision. 7. Contractors will be paid directly through the OHV Program. Payment will be processed once
the project has been completed and inspected by staff.
Small Grant Proposal: This grant is designed to allow the OHV Program to contract with various non-profit groups, excavation contractors and various businesses associated with OHV Programs to develop and maintain OHV routes and trails throughout the State.
Arizona Outdoor Recreation Coordinating Commission Action Report Agenda Item : B2
1. Utilize a competitive grant process. 2. Create a simplified application and review process. 3. Submission of grants may take place at any time throughout the year. After review, staff will
allocate funds on a quarterly basis with advisory committee approval. 4. Allocate $150,000 dollars from the program fund. Allocate funds for projects ranging from
$10-$100,000. Grants require a 5% match, one grant per area per grant cycle. 5. Enter into an Intergovernmental Agreement with the State Land Department, Bureau of Land
Management, National Forest Service and other possible government entities to allow Small Grant repair projects.
6. Projects must be completed one year from when the grant is executed. 7. Projects must be shovel-ready prior to the submission of the grant. 8. Contractors will be paid through the OHV Program. Payment will be processed once the project has been completed and inspected by staff. 9. NEPA and Cultural Clearances need to be completed prior to applying for the grant.
Law Enforcement Grant Proposal: Provide funding to federal, state, local and tribal law enforcement agencies to conduct OHV specific enforcement and/or educational programs on public land. Grants will be for law enforcement patrols and/or educational programs related to off-highway vehicles and OHV safety.
1. Create a simplified application and review process. 2. Conduct an outreach program to educate law enforcement officials as to the availability of the
LE Grant. 3. Submission of grants may take place on a semi-annual basis. Example: January and July. 4. Allocate $250,000 from the annual fund for law enforcement patrols and educational programs
related to off-highway vehicles use. The maximum grant amount that can be requested by any sole applicant is $30,000. Grants require a 5% match.
5. Applicants must submit a detailed LE Operational Plan with a map of the patrol areas. The plan needs to include high problem areas. Dovetail patrols to correspond with mitigation projects associated with natural areas.
6. Grants will be awarded based on availability of funds, level of grant competition and future enforcement efforts by the awarded agency.
7. Quarterly reports must be submitted to the OHV Program that include frequency of patrols, number of stops, educational efforts and types of citations.
Attachments: Attachment B2.A – Mitigation and Emergency Grant Application Attachment B2.B – Small Grant Application Attachment B2.C – Law Enforcement Grant Application
ATTACHMENT B2.A
Arizona State Parks Off-‐Highway Vehicle Program
2016 Mitigation and Emergency Repairs Grant
Instructions and Application
Arizona State Parks Off-‐Highway Vehicle Program 23751 North 23rd Avenue #190
Phoenix, AZ 84085
OHV Coordinator: Skip Varney 602-‐542-‐6940 [email protected]
Grants Program Leader: Mickey Rogers 602-‐542-‐6942
ATTACHMENT B2.A
Arizona State Parks Off-‐Highway Mitigation/Emergency Repairs
2016 Grant Application The Arizona State Parks Off-‐Highway Program is accepting grant applications that will be funded from the Off-‐Highway Recreation Fund. Successful funding of grant proposals will result in project agreements between the agency and the applicant. Grant application forms are available on the Department’s web-‐site www.azstateparks.com or by contacting the Grants Leader, Mickey Rogers at 602-‐542-‐6942 or via email at [email protected] The OHV Grants Program provides funding to pay for contractors working with federal, state, county, local and tribal agencies to focus on mitigation of natural resources and emergency repairs on designated OHV routes and trails associated with natural disasters. Projects may include but are not limited to trash removal, dust mitigation, toilet facility repairs and emergency trail repair. All projects must be on lands designated as OHV routes and trails and must be open to the public. Off-‐Highway vehicles include off-‐highway all-‐terrain vehicles, motorcycles, recreational utility vehicles and snowmobiles. The OHV Program will award funds for mitigation and emergency trail repair projects and will enter into agreements with more than one applying entity. Awarded grants will be subject to interim review during the agreement period and will be subject to Department oversight throughout the project. Submission of grants may take place at any time throughout the year. After review, staff will allocate funds and approve projects as needed. The OHV program will allocate $500,000 from the program fund for mitigation and emergency repair projects. Agencies may request funds for projects ranging from $10-‐$100,000. The Department will develop and maintain a select group of regionalized contractors and approved businesses that could complete projects in a timely manner. Contractors will be paid directly through the OHV Program. Payment will be processed once the project has been completed and inspected by staff. Projects must be shovel ready. Sponsoring agency must sign off that there will be no impact on cultural or biological resources and any permits would be obtained with a copy sent to Arizona State Parks prior to the start of any work. LEGAL STATUS: Eligible: Federal, state, county, local and tribal agencies. Non-‐Eligible: Private sector or for-‐profit entities.
ATTACHMENT B2.A
ELIGIBLE PROJECTS: Repairs to trails or routes that are damaged by a weather event. Clean up of areas damaged by vandalism or involve illegal dumping. Repairs to trail heads and staging areas due to weather related events or vandalism. INELIGIBLE PROJECTS: Projects that need improvement due to old age or neglect. Projects that impact cultural and biological resources. Projects on approved routes or trails not approved by the appropriate land management agency or private landowner. FUNDING: Funding for the Mitigation and Emergency Repairs Grant is available from the Off-‐Highway Recreation Fund. The maximum grant amount that can be requested by an applicant is $100,000 for the 2016 grant period. Several factors are used in determining the award amount to each applicant. Factors include but are not limited to: availability of funds, number of applicants, and emergency versus mitigation projects. Not all grants will be funded. AGREEMENT AND EFFECTIVE DATES: The intent of the Department is to have agreements signed and processed as soon as possible. Projects must be initiated within 3 months of all executed documents and must be spent within 6 months. REQUIREMENTS: To apply for this grant, please read, complete, and submit the appropriate Grant Application Form along with the requested information. All information and application forms are available on the Department web-‐site www.azstateparks.com or by contacting Mickey Rogers, Grants Program Leader at 602-‐542-‐6940 or Skip Varney, OHV Coordinator at 602-‐542-‐6940. Applications submitted without the required items will be considered non-‐compliant and will be returned. All applicants must agree to sign the Arizona State Parks Grant Agreement in order to be eligible for funding. SUBMISSION:
ATTACHMENT B2.A
Please Submit your OHV Grant Application clearly marked:
OHV Mitigation and Emergency Grant Application Arizona State Parks OHV Program
Attention: Mick Rogers 23751 North 23rd Avenue #190
Phoenix, AZ 84085
DELIVERY SPECIFICATIONS: Grant applications can be submitted at anytime throughout the year. DEFINITIONS: Department: Arizona State Parks Program: Off-‐Highway Vehicle Eligible Projects: Natural resources and emergency repairs on designated OHV routes and trails associated with natural disasters. Projects may include but are not limited to trash removal, dust mitigation, toilet facility repairs and emergency trail repair. Executed Agreement: One that has been signed by the Arizona State Parks Department and the agreement is fully in effect and binding to the terms and conditions indicated within. Detailed Project Scope: A plan that identifies the work to be completed including implementation, timelines and desired outcomes. Off-‐Highway Vehicle: A motorized vehicle when operated primarily on land, water, snow, ice or other natural terrain. OHVs include: two wheel, three wheel, or four wheel vehicle, motorcycles (greater than 49cc), dune buggy, amphibious vehicle, ground effects or air cushion vehicle and any other means of land transportation deriving motive power form a source other than muscle or wind.
OHV Grant Application Form:
ATTACHMENT B2.A
1. Complete the OHV Grant Application Form in its entirety. 2. All parties must date and sign the form. 3. The appropriate OHV Grant Application Form must be used for responding
applicants. Additional pages should be added if needed. Forms must be physically mailed to the office.
MAPS/SITE PLANS:
1. Provide maps of the project area. 2. Pictures of the proposed project, progress pictures and completed project.
Grant Application Checklist for Eligibility and Completeness: Application Form: _____ Is the application form included and complete? _____ Is the Arizona Taxpayer ID Number Verification form included and complete? _____ Two copies of the application form. _____ One CD of the application form, budget and maps. _____ Is the project vicinity map or site plan included? _____ Are the site pictures included in the application? _____ Is the budget sheet completed and included? Order of Documents Application Form Area Map Site Pictures Budget Sheet
ATTACHMENT B2.A
Arizona State Parks Off-‐Highway Mitigation and Emergency Repairs Grant 2016 Application
Applicant Information
Agency:
AZ Tax ID: AZ Vendor ID: Contact:
Address:
Telephone Number:
Email:
City, State, Zip:
City, State, Zip:
County of Project Location: Name of Additional Location(s):
SPONSOR’S AUTHORIZED REPRESENTATIVE AND CONTACT PERSON (S): Authorized Representative:
Project Administrator (and/or Project Contact person)
Title: Title: Telephone Number: Telephone Number: Fax: Fax: Email: Email:
Project Information Project Title: Detailed Project Scope (attach separate sheet if more space needed): Project Term Dates:
GRANT AMOUNT REQUESTED Amount of Grant Funds Requested: $ $ Total Project Cost: $ What if any type of OHV will be utilized by your agency? How many of each?
ATV/Side by Side 4X4 Vehicle Motorcycle Snowmobile
ATTACHMENT B2.A
OHV Emergency and Mitigation Repairs Grant Activity Report Agency: ________________________________________________________________________ Grant #: ________________________________________________________________________ Date of Project: ________________________________________________________________________ Type of Project: ________________________________________________________________________ Project Description: Trails Renovated: Structures Repaired: Vandalism Type: Areas Mitigated: Questions or Comments: This activity report needs to be filled out and submitted at a minimum on a quarterly basis. It is recommended this be sent after each activity. Submit to: Mickey Rogers Grant Program Leader Arizona State Parks 23751 N. 23rd Ave, #190 Phoenix, AZ 85085 Completed by:
Printed Name and Title Signature Date
ATTACHMENT B2.A
Budget Project #
Project Name:
Sponsor: Scope Item #1 Staff/Personnel
Costs Cash/Match Grant Total Grant % Match %
$-‐
Breakdown # Unit Cost Total Match/In-‐kind
Grant Request
$-‐ $-‐ $-‐ $-‐ $-‐ $-‐
$-‐ $-‐ $-‐ $-‐ $-‐ $-‐ Total $-‐ $-‐ $-‐ Scope Item #2 Equipment Costs
Breakdown # Unit Cost Total Match/in-‐kind
Grant Request
$-‐ $-‐ $-‐ $-‐ $-‐ $-‐ $-‐ $-‐ TOTAL $-‐ $-‐ $-‐ Scope Item # 3 Other
Breakdown # Unit Cost Total Match/in-‐kind
Grant Request
$-‐ $-‐ $-‐ $-‐ $-‐ $-‐ Total: $-‐ $-‐ $-‐
ATTACHMENT B2.B
Arizona State Parks Off-‐Highway Vehicle Program
2016 Small Grant
Instructions and Application
Arizona State Parks Off-‐Highway Vehicle Program 23751 North 23rd Avenue #190
Phoenix, AZ 84085
OHV Coordinator: Skip Varney 602-‐542-‐6940 [email protected]
Grants Program Leader: Mickey Rogers 602-‐542-‐6942
ATTACHMENT B2.B
Arizona State Parks Off-‐Highway
2016 Small Grant Application The Arizona State Parks Off-‐Highway Program is accepting grant applications that will be funded from the Off-‐Highway Recreation Fund. Successful funding of grant proposals will result in project agreements between the agency and the applicant. Grant application forms are available on the Department’s web-‐site www.azstateparks.com or by contacting the Grants Program Leader, Mickey Rogers at 602-‐542-‐6942 or via email at [email protected] The OHV Grants Program provides funding to pay for contractors working with federal, state, county, local and tribal agencies to develop and maintain OHV routes and trails throughout the state. All projects must be on lands designated as OHV routes and trails and must be open to the public. Off-‐Highway vehicles include off-‐highway all-‐terrain vehicles, motorcycles, recreational utility vehicles and snowmobiles. The OHV Program will award funds for trail development and/or repair projects and will enter into agreements with more than one applying entity. Awarded grants will be subject to interim review during the agreement period and will be subject to Department oversight throughout the project. Submission of grants may take place anytime throughout the year. After review, staff will allocate funds and approve projects as needed. The OHV program will allocate $750,000 from the program fund for trail development and/or repair projects. Agencies may request funds for projects ranging from $10-‐$100,000. Grants require a minimum 5% match. One grant per area (district) per grant cycle. The Department will develop and maintain a select group of regionalized contractors and approved businesses that could complete projects in a timely manner. Contractors will be paid directly through the OHV Program. Payment will be processed once the project has been completed and inspected by staff. Projects must be shovel ready and completed with one year. Sponsoring agency must sign off that there will be no impact on cultural or biological resources and any permits would be obtained with a copy sent to Arizona State Parks prior to the start of any work. LEGAL STATUS: Eligible: Federal, state, county, local and tribal agencies. Non-‐Eligible: Private sector or for-‐profit entities.
ATTACHMENT B2.B
ELIGIBLE PROJECTS: Development and/or maintenance of existing trails including trailheads, staging areas and associated OHV routes and trail facilities. INELIGIBLE PROJECTS: Projects that impact cultural and biological resources. Projects on approved routes or trails not approved by the appropriate land management agency or private landowner. Projects that have not received all required clearances. FUNDING: Funding for the Small Grant is available from the Off-‐Highway Recreation Fund. Grants require a minimum of 5% match. The maximum grant amount that can be requested by an applicant is $100,000 for the 2016 grant period. Several factors are used in determining the award amount to each applicant. Factors include but are not limited to: availability of funds, and number of applicants. Not all grants will be funded. AGREEMENT AND EFFECTIVE DATES: The intent of the Department is to have agreements signed and processed as soon as possible. Projects must be initiated within 3 months of all executed documents and must be spent within 1 year. REQUIREMENTS: To apply for this grant, please read, complete, and submit the appropriate Grant Application Form along with the requested information. All information and application forms are available on the Department web-‐site www.azstateparks.com or by contacting Mickey Rogers, Grants Program Leader at 602-‐542-‐6940 or Skip Varney, OHV Coordinator at 602-‐542-‐6940. Applications submitted without the required items will be considered non-‐compliant and will be returned. All applicants must agree to sign the Arizona State Parks Grant Agreement in order to be eligible for funding. SUBMISSION:
ATTACHMENT B2.B
Please Submit your OHV Grant Application clearly marked:
OHV Small Grant Application Arizona State Parks OHV Program
Attention: Mick Rogers 23751 North 23rd Avenue #190
Phoenix, AZ 84085
DELIVERY SPECIFICATIONS: Grant applications may be submitted at anytime throughout the year. DEFINITIONS: Department: Arizona State Parks Program: Off-‐Highway Vehicle Eligible Projects: Development and/or repairs on designated OHV routes and trails. Projects may include trailheads, staging areas and associated OHV routes and trail facilities. Executed Agreement: One that has been signed by the Arizona State Parks Department and the agreement is fully in effect and binding to the terms and conditions indicated within. Detailed Project Scope: A plan that identifies the work to be completed including implementation, timelines and desired outcomes. Off-‐Highway Vehicle: A motorized vehicle when operated primarily on land, water, snow, ice or other natural terrain. OHVs include: two wheel, three wheel, or four wheel vehicle, motorcycles (greater than 49cc), dune buggy, amphibious vehicle, ground effects or air cushion vehicle and any other means of land transportation deriving motive power form a source other than muscle or wind.
OHV Grant Application Form:
ATTACHMENT B2.B
1. Complete the OHV Grant Application Form in its entirety. 2. All parties must date and sign the form. 3. The appropriate OHV Grant Application Form must be used for responding
applicants. Additional pages should be added if needed. Forms must be physically mailed to the office.
MAPS/SITE PLANS:
1. Provide maps of the project area. 2. Pictures of the proposed project, progress pictures and completed project.
Grant Application Checklist for Eligibility and Completeness: Application Form: _____ Is the application form included and complete? _____ Is the Arizona Taxpayer ID Number Verification form included and complete? _____ Two copies of the application form. _____ One CD of the application form, budget and maps. _____ Is the project vicinity map or site plan included? _____ Are the site pictures included in the application? _____ Is the budget sheet completed and included? Order of Documents Application Form Area Map Site Pictures Budget Sheet
ATTACHMENT B2.B
Arizona State Parks Off-‐Highway Small Grant
2016 Application
Applicant Information Agency:
AZ Tax ID: AZ Vendor ID: Contact:
Address:
Telephone Number:
Email:
City, State, Zip:
City, State, Zip:
County of Project Location: Name of Additional Location(s):
SPONSOR’S AUTHORIZED REPRESENTATIVE AND CONTACT PERSON (S): Authorized Representative:
Project Administrator (and/or Project Contact person)
Title: Title: Telephone Number: Telephone Number: Fax: Fax: Email: Email:
Project Information Project Title: Detailed Project Scope (attach separate sheet if more space needed): Project Term Dates:
GRANT AMOUNT REQUESTED Amount of Grant Funds Requested: $ Match (must be at least 5% of total grant) $ Total Project Cost: $ What if any type of OHV will be utilized by your agency? How many of each?
ATV/Side by Side 4X4 Vehicle Motorcycle Snowmobile
ATTACHMENT B2.B
OHV Small Grant Activity Report Agency: ________________________________________________________________________ Grant #: ________________________________________________________________________ Date of Project: ________________________________________________________________________ Type of Project: ________________________________________________________________________ Project Description: Trails Renovated: Structures Repaired: Vandalism Type: Areas Mitigated: Questions or Comments: This activity report needs to be filled out and submitted at a minimum on a quarterly basis. It is recommended this be sent after each activity. Submit to: Mickey Rogers Grant Program Leader Arizona State Parks 23751 N. 23rd Ave, #190 Phoenix, AZ 85085 Completed by:
Printed Name and Title Signature Date
ATTACHMENT B2.B
Budget Project #
Project Name:
Sponsor: Scope Item #1 Staff/Personnel
Costs Cash/Match Grant Total Grant % Match %
$-‐
Breakdown # Unit Cost Total Match/In-‐kind
Grant Request
$-‐ $-‐ $-‐ $-‐ $-‐ $-‐
$-‐ $-‐ $-‐ $-‐ $-‐ $-‐ Total $-‐ $-‐ $-‐ Scope Item #2 Equipment Costs
Breakdown # Unit Cost Total Match/in-‐kind
Grant Request
$-‐ $-‐ $-‐ $-‐ $-‐ $-‐ $-‐ $-‐ TOTAL $-‐ $-‐ $-‐ Scope Item # 3 Other
Breakdown # Unit Cost Total Match/in-‐kind
Grant Request
$-‐ $-‐ $-‐ $-‐ $-‐ $-‐ Total: $-‐ $-‐ $-‐
ATTACHMENT B2.C
Arizona State Parks Off-‐Highway Vehicle Program
2016 Law Enforcement Grant
Instructions and Application
Arizona State Parks Off-‐Highway Vehicle Program 23751 North 23rd Avenue, #190
Phoenix, AZ 85085
OHV Coordinator: Skip Varney 602-‐542-‐6940 [email protected]
Grants Program Leader: Mickey Rogers 602-‐542-‐6942
ATTACHMENT B2.C
Arizona State Parks Off-‐Highway Law Enforcement
2016 Grant Application The Arizona Off-‐Highway Vehicle Program (OHV), under the direction of Arizona State Parks is accepting grant proposals that will be distributed from the Off-‐Highway Vehicle Trail Fund, hereinafter referred to as (“Fund”). Successful funding of grant proposals will result in agreements for OHV specific Law Enforcement/Education patrols in furtherance of the provisions of the Arizona Off-‐Highway Vehicle Program. Respondents to this request must utilize the appropriate Grant Application Form issued by the Department. The Grant Application Form is available on the Department’s website www.azstateparks.gov or by contacting Mickey Rogers at 602-‐542-‐6942 or via e-‐mail at [email protected] The OHV Grant Program provides funding to federal, state, county, local, and tribal law enforcement agencies to conduct OHV specific enforcement on public land. Grants will be for law enforcement patrol related to off-‐highway vehicles (OHV) and OHV safety. If the project includes OHV areas or trails, they must be on lands open to the public. OHVs include off-‐ highway motorcycles, all-‐terrain vehicles, recreational utility vehicles, and snowmobiles. The program encourages efforts that maximize statewide and regional/geographic benefit. The program operates on a reimbursement basis. Please see the definition section of this Grant Request Proposal for detailed descriptions of the reimbursement process. The program intends to award funds and enter into agreements with more than one eligible applying entity. Awarded entities will be subject to interim evaluations and review during the agreement period and will be subject to oversight from the Law Enforcement Coordinator. Funding for the OHV Grant Program is derived from the Arizona OHV Sticker Fee included as part of the OHV registration fees collected in the State of Arizona and is contingent upon budgetary approval made by the Arizona State Legislature.
Requirements for Grant Applications
• Project must be initiated within three months of award • Grants must be completed two years from project agreement signatures • Grants require a minimum of 5% match • Map of Patrol areas • Bi-‐monthly reporting • Only one grant per district
ELIGIBLE AGENCIES:
• Federal, state, county, local and tribal law enforcement agencies.
ATTACHMENT B2.C
ELIGIBLE EXPENSES:
• OHV Equipment (ATV, Side-‐by-‐Side, Motorcycle, 4 Wheel Drive Vehicle and accessories)
• Electronic Equipment (cameras, radios, traffic counters) • Personal Protective Equipment (related to OHV use) • Labor Costs related to Enforcement (does not include overtime)
FUNDING:
Funding for the OHV LE grants is available from the OHV Recreation Fund and budgetary authority granted by the Arizona State Legislature.
The OHV Program will allocate $250,000 from the program fund for the OHV LE Grant Program. The maximum grant amount that can be requested by any sole applicant is $30,000 dollars for the Law Enforcement Grant. Several factors are used in determining the award amount to each applicant; not all proposals will be funded. Factors include but are not limited to: available funding, number of applicants, high problem area, the evaluation score of the proposal submitted, and enforcement efforts by previously awarded agencies.
AGREEMENT EFFECTIVE AND TERMINATION DATES:
The intent of the Department in managing the OHV LE Grant Program is to have all agreements in place within three months of award and completed within two years of the award.
Portions of your project eligible for reimbursement must occur after the effective date and prior to the termination of the agreement.
DUE DATE:
These applications may be submitted at any time, and will be awarded on a quarterly basis.
To apply for this grant, please read, complete, and submit the appropriate Grant Application Form along with the requested information defined below. The form is available on the Department website www.azstateparks.com or by contacting Mickey Rogers at 602-‐542-‐6942 or via e-‐ mail at [email protected]
ATTACHMENT B2.C
SUBMIT ALL OF THE FOLLOWING:
Provide 2 Original Sets of the completed Grant Application
• OHV LE Grant Application Form • Detailed maps of the patrol area • Arizona Tax ID form • One CD with map and application form included
Applications submitted without the required items above will be considered Non-‐ Compliant and will be returned. All applicants must agree to sign the Arizona State Park’s grant agreement in order to be eligible for funding.
Please submit your completed LE Grant Application clearly marked:
DELIVER TO:
Arizona State Parks Attention: Mickey Rogers, Grant Program Leader
23751 N. 23rd Ave, #190, Phoenix, AZ 85085
OHV GRANT APPLICATION FORM:
The Grant Application Form is available on the Department website www.azstateparks.com or by contacting Mickey Rogers at 602-‐542-‐6942 or via e-‐mail at [email protected].
REIMBURSEMENT BASED GRANT:
The following is an example of the reimbursement and grant process: an entity submits a completed Grant Application Form. The application is reviewed, evaluated and scored by the Department. A decision is made by the Department to award funds. A list of applicants, award recommendations are presented at the Off-‐Highway Vehicle Advisory Group meetings. After that meeting the applicant is informed and if funds are awarded, the process of entering into agreement begins. The applicant must begin the project within three months after award and be completed within two years of that award.
During this time the awarded entity must expend funds on Law Enforcement focused activities as defined in the original Grant Application Form, and as defined in the agreement. These expenses must be paid, prior to requesting reimbursement, from the State. REQUESTS ARE DUE QUARTERLY. See the “request for payment” section for instructions.
ATTACHMENT B2.C
OHV GRANT APPLICATION FORM:
• Complete the OHV Grant Application Form in its entirety. • All parties must sign & date the form • The appropriate OHV Grant Application Form must be used for responding
applicants.
Additional pages should be added if needed. The Form must be physically submitted by mail or in person to the Department; faxed or e-‐mail applications will NOT be accepted.
PROJECT BUDGET / FINANCIAL CAPABILITY:
• Provide a requested grant amount on the application. • Provide information supporting your applicant’s financial capability to complete the proposed project. • An applicant must have the financial capability to incur the entire costs of implementing the project. The invoices must be paid in full then reimbursement can be requested up to the awarded amount. A request for payment submitted in any quarter, must provide itemized documentation indicating the expense has been paid and is appropriate. Reimbursement will be made at the match percentage level.
MAPS/SITE PLANS:
For Law Enforcement activities, the application should include a map or Site Plan at 1:24,000 scale or smaller (i.e. more detailed) with planned area highlighted. Show clearly roads, trails, and management area boundaries. (If the 1:24,000 scales are excessively large or costly, you may provide only one copy.)
REQUEST FOR PAYMENT IS DUE QUARTERLY:
After funds are awarded and agreements are fully executed, invoices for payments are due on a quarterly basis.
Each invoice must include the following:
• Completed invoices for Payment forms, must have original signature • Proof of work performed (Law Enforcement Activity Report) • Accident report form (if applicable) • Request for reimbursement on your department letterhead
ATTACHMENT B2.C
NOT ELIGIBLE FOR FUNDING:
• Projects that displace fish and wildlife species or reduce habitat. • Trail projects on routes not approved by the appropriate land management agency
or private landowner. • Fulfillment costs -‐ Envelopes and supplies. • Communication -‐ Telephone expenses. • Administration -‐ Salaries, Per Diem (travel expenses, mileage, gasoline meals or
lodging), over-‐run, entertainment, supplies, taxes, and other categories not specifically allowed in eligible costs.
• Items for sale -‐ Promotional items produced for sale such as Video/CD’s/DVD’s, brochures, t-‐shirts, posters, calendars, etc.
• Trail construction or improvements that exclude OHV use. • Anything contrary to state or federal law.
Grant Application Checklist for Eligibility and Completeness:
Application Form:
Is the application form included and complete?
Is the Arizona Taxpayer ID Number Verification form included and complete?
Two (2) copies of the application form.
One CD that includes application form, budget and maps.
A project vicinity map or site plan.
A 1:24,000 or larger map.
ATTACHMENT B2.C
Arizona State Parks Off-‐Highway Law Enforcement Grant
2016 Application
Applicant Information Law Enforcement Agency:
AZ Tax ID: AZ Vendor ID: Reimbursement Contact:
Address:
Telephone Number:
Email:
City, State, Zip:
City, State, Zip:
County of Project Location: Name of Additional Location(s):
SPONSOR’S AUTHORIZED REPRESENTATIVE AND CONTACT PERSON (S): Authorized Representative:
Project Administrator (and/or Project Contact person)
Title: Title: Telephone Number: Telephone Number: Fax: Fax: Email: Email:
Project Information Project Title: Detailed Project Scope (attach separate sheet if more space needed): Project Term Dates:
GRANT AMOUNT REQUESTED Amount of Grant Funds Requested: $ Match (must be at least 5% of Total Grant) $ Total Project Cost: $ If you receive the grant, do you have funds in place to spend the money and wait for reimbursement? Yes No
What if any type of OHV will be utilized by your agency? How many of each?
ATV/Side by Side
4X4 Vehicle Motorcycle Snowmobile
ATTACHMENT B2.C
OHV Law Enforcement and Education Activity Report Agency: _______________________________________________________________ Grant #: _______________________________________________________________ Date of Activity: _______________________________________________________________ Patrol Hours: _______________________________________________________________ Areas of Patrol: _______________________________________________________________ Activity Type Hours OHV Violations Warnings Citations OHV Patrol No Registration/Permit OHV Education Excessive Speed OHV Presentation Vandalism Other: ________________ Total
No Spark Arrestor Trespassing
Operating on Highway/Paved Street
Other OHV Activities Routine Inspections Arrests Accidents DWI Fatalities (Attach Reports Total
Total:
Total OHV Contacts:
Questions or Comments: This activity report needs to be filled out and submitted at a minimum on a quarterly basis. It is recommended this be sent after each activity. Submit to: Mickey Rogers Grant Program Leader Arizona State Parks 23751 N. 23rd Ave, #190 Phoenix, AZ 85085 Completed by: Printed Name and Title Signature Date _____________________________________
ATTACHMENT B2.C
Budget Project #
Project Name:
Sponsor: Scope Item #1 Staff/Personnel
Costs Cash/Match Grant Total Grant % Match %
$-‐
Breakdown # Unit Cost Total Match/In-‐kind
Grant Request
$-‐ $-‐ $-‐ $-‐ $-‐ $-‐
$-‐ $-‐ $-‐ $-‐ $-‐ $-‐ Total $-‐ $-‐ $-‐ Scope Item #2 Equipment Costs
Breakdown # Unit Cost Total Match/in-‐kind
Grant Request
$-‐ $-‐ $-‐ $-‐ $-‐ $-‐ $-‐ $-‐ TOTAL $-‐ $-‐ $-‐ Scope Item # 3 Other
Breakdown # Unit Cost Total Match/in-‐kind
Grant Request
$-‐ $-‐ $-‐ $-‐ $-‐ $-‐ Total: $-‐ $-‐ $-‐
Arizona Outdoor Recreation Coordinating Commission Action Report Agenda Item #: B3
(OHVAG, Staff, both)
Title: Review and Recommend Funding the January 2016 Motorized Grant Applications
Staff Lead: Mickey Rogers, Grants Coordinator Date: May 3, 2016
Recommended Motion - Current Funds Available: I move to recommend funding the following projects, consistent with __________________________ committee recommendations, with the current available funds.
Recommended Motion - Additional Funds Made Available: I move to recommend funding eleven projects, consistent with the review committee recommendations, by making available leftover additional funds from the Off-Highway Vehicle Recreation Fund. Status to Date: Approximately $1.5 million has been set-aside in state fiscal year 2016 from the OHV Recreation Fund. A schedule of grant cycles has been established that provides for two regularly scheduled motorized grant cycles to occur each year. Limiting the amount of funding available in each cycle will insure that sufficient funds are available for high priority projects in all cycles.
Eleven applications were received by the March 1, 2016 deadline requesting a total of $2,895,219 in grant funds. The grant review team scored the 11 applications and the results of that review is provided in Attachment B2.A.
The grant review team recommends funding eight projects totaling $1,425,031, which equals the current balance of funds available for Fiscal Year 2016.
There are also unallocated OHV Recreation funds that could be used to fund the remaining projects: Natural Restorations, Association of 4 WD clubs, and Apache Sitgreaves. Review team advises releasing $516,286 to fund the remaining projects. On April 9, 2016 Off-Highway Vehicle Advisory Group (OHVAG) met to review and recommend funding for the January 2016 cycle. OHVAG’s recommendations are provided in a summary below (see Attachment B2.A for further detail):
• Approved 7 grant projects in line with review committee recommendations o Eagar o Tonto National Forest (NF), Mesa Ranger District (OHVAG wanted questions
answered about Travel Management Plan and clarification on gates) o Coconino NF o Bureau of Land Management (BLM) – Travel Management Plan o BLM – AZ Strip o WOMATA o Association of 4 WD Club
• Approved 1 grant project with amendments that change the amount awarded o Coconino Trail Riders
• One grant project with a split vote o Natural Restorations
Arizona Outdoor Recreation Coordinating Commission Action Report Agenda Item : B3
• Two grant project not approved o Apache Sitgreaves NF o Tonto NF – Cave Creek Ranger District
OVHAG recommends funding five projects totaling $1,425,031, which equals the current balance of funds available for fiscal year 2016. Considering the previously mentioned funds, OHVAG recommends releasing $443,787 to fund the remaining projects: Balance for Bureau of Land Management’s Travel Management Project and fund WOMATA, Natural Restorations, and Association of 4 WD clubs projects.
Grant staff will work with each grant recipient to get a project agreement signed as soon as possible. Project sponsors who are approved for funding will be notified and the required cultural clearance documents must be provided within 30 days of that notification. Meeting this deadline will ensure that a project agreement can be executed within six months (180 days) after funding approval. A project may be canceled if for any reason a project agreement cannot be executed within 180 days of funding approval.
Time Frame: See Attachment B2.B – Grant funding flowchart key dates
Staff and Financial Resources: Grants staff is responsible for soliciting grant projects and administering the awarded grants.
Attachments: Attachment B3.A – January 2016 OHV grant project review team scoring Attachment B3.B – Grant funding flowchart of key 2016 dates
ATTACHMENT B3.A
January 2016 Motorized Grant Requests
Tonto NF-Cave Creek RD: Review Team--Fully fund. Questioned welder purchase. Make sure sponsor knows equipment maintenance is an eligible expense $321,925 RTP/$5,650 OHV. OHVAG--No funding-questioned older grants for projects and areas still not open. Wanted funding to improve trails, which need work, then fund trailheads. There were some questions as to if this is a shovel ready project.
Eagar: Review Team and OHVAG -- Fund fully--good project.
Tonto National Forest-Mesa RD: Review Team felt this was a good project. Ensure equipment maintenance is not an eligible expense. Fund with $267,679 with RTP/$39,747 OHV. OHVAG--Fully fund-wanted clarification of travel management plan. Questions about gates and past reporting. A definite need on trail work.
Sponsor Score Original Request
Review Team Recommendations
OHVAG Recommendations
Tonto National Forest Cave Creek RD 61.47413791 $338,922 $338,922
Eagar 58.79770445 $296,225 $296,225 $296,225 Tonto National Forest, Mesa RD 57.525 $281,679 $281,679 $281,679 Coconino NF 51.6741 $299,546 $299,546 $299,546 Coconino Trail Riders 48 $299,998 $11,000 $299,998 BLM--Travel Management Plan 44 $677,000 $677,000 $677,000 BLM--AZ Strip 28 $110,000 $40,000 $40,000 WOMATA 20 $20,539 $20,539 $20,539 Natural Restorations 18 $156,290 $156,290 $156,290 Association of 4 WD clubs 15 $84,920 $65,220 $65,220 Apache Sitgreaves 12 $330,100 $330,100
OHV Funds $1,941,317 $1,868,818
RTP Funds $589,604 $267,679
ATTACHMENT B3.A
Coconino National Forest: Review Team and OHVAG -Fully fund, good project no issues.
Coconino Trail Riders: Review Team -- Fund $11,000--No specific trails were identified, do not give funding for teams and later determine trails that need work. Therefore, took all funding out for teams. Coconino NF is submitting for trail work in the same area and also have an existing grant in the same area. Took out truck and two trailers. Basically would continue to fund volunteer work but CTR would need to work with Forest Service to come up of plan of what trails they would focus on. There were no support letters from Forest Service. OHVAG--Recommended to fully fund. Trails would be identified and sent to ASP. Look at leasing truck, questioned if flatbed trailer is needed if ASP mobilizes equipment.
BLM-TMP: Review Team and OHVAG--Fully fund. Have 50% match.
BLM Arizona Strip: Review Team and OHVAG--Fund at $40,000 Took out all costs associated with travel management coordinator. They have a current grant that is not 50% complete for this position. Also took out LE component of grant. This should be on a separate LE grant.
White Mountain Open Trail Association: Review Team and OHVAG--Fully fund. This would be for a map of motorized/non-motorized trails in the Apache-Sitgreaves National Forest. Collaborative effort between several groups.
Natural Restorations: Review Team--Fully fund-resubmission of a project that was withdrawn. This grant focused on three main areas. Fully funded OHVAG--Split votes 3-3 to fund--had some reservations. Wants events publicized, get volunteers from areas they are working.
Association of 4 WD: Review Team and OHVAG--Fund at $65,220 - Felt many of the duties are what Game and Fish, BLM Ambassadors, and State Parks is doing now. There has to be coordination with all of these groups. Had a question as to insurance which is required and accounting for hours. Also questioned why different hourly rates. Coordinate school program with Game and Fish. Took out developing a QR code, agencies will be doing this. Took out develop database. Need coordination with other groups.
Apache-Sitgreaves: Review Team--Fully fund-- questioned if this trailhead was for non-motor trail. Sponsor stated it accesses miles of motorized trails. OHVAG--Do not fund--felt it was for a non-motorized trails with only 5 miles of OHV trail from this trailhead.
ARIZONA STATE PARKS GRANT APPLICATION
ANNOUNCEMENT DECEMBER 2016
PART I: FROM ANNOUNCEMENT TO FUNDING APPROVAL JANAURY 1, 2016 – MAY 20, 2016
GRANT WORKSHOPS • PHOENIX: 1/20/16 • FLAGSTAFF: 1/21/16 • TUCSON: 1/27/16
GRANT DEADLINE MARCH 1, 2016
APPLICATION MUST BE RECEIVED BY 5PM All applicants will receive a confirmation call by March 3rd.
ASCOT & OHVAG ADVISORY MEETINGS
APRIL 9, 2016 Advisory groups meet to discuss projects and make recommendations for projects to be funded. Sponsors encouraged to attend and participate in this process.
AWARD NOTIFICATION MAY 20, 2016
All applicants will be notified on the status of their project by May 20th.
PART II: POST-AWARD PROCESS: WHAT HAPPENS AFTER A PROJECT IS AWARDED FUNDING? MAY 20, 2016 – JANUARY 2017
JULY 1, 2016 Cultural Clearance Review Form
SEPTEMBER 1, 2016 NEPA Form
MARCH-NOVEMBER 2016 ADOT/SHPO Reveiw of cultural
and environmental clearances completed
OCTOBER-NOVEMBER 2016 Funding (Obligation Authority)
Request Made by Parks
NOVEMBER 2016 - JANUARY 2017
Project Agreement Phase
PROJECTS APPROVAL TO PROCEED
NO LATER THAN JANAURY 2017
REQUIRED WEBINAR June 1 2016 * 10A.M.
All projects awarded funding from this cycle will be required to participate in a webinar to discuss award requirements, project timeline, and cultural & environmental documents. Project coordinators, and if applicable, agency archaeologists/NEPA Planners required to participate.
POST AWARD KEY DATES
* Any changes to dates due to unexpected delays or circumstances will be communicated to project sponsors.
Arizona Outdoor Recreation Coordinating Commission – Action Item Agenda Item #: B4
Title: Recommend Funding the January 2016 Non- Motorized Grant Applications
Staff Lead: Mickey Rogers, Grants Program Leader Date: May 3, 2016
Recommended Motion: I move to recommend funding as many of the eligible non-motorized trail projects as possible beginning with the highest scoring projects, until all allocated FY 2016 Recreational Trails Program (RTP) funds are obligate. In addition, should one of the awarded projects be unable to provide completed documentation and additional grant requirements in the allotted time, staff can reallocate funds to next eligible project as appropriate.
Status to Date: Arizona Department of Transportation (ADOT) has allocated Arizona State Parks (ASP) $1,455,000 per year from the RTP to obligate for both motorized and non-motorized projects. Traditionally, staff has split the funds evenly between motorized and non-motorized projects, however due to demand, funds may be allocated so that a higher percentage of the total is available for one type of project (either non-motorized or motorized) if necessary.
The project evaluation tool awards the most points to projects that accomplish the highest priority recommendations from the 2015 State Trails Plan. Bonus points are awarded to projects that include the following:
• Propose at least 10% matching funds • Involve Youth Corps
• Include SHPO/NEPA documentation • Meet American with Disabilities standards • First time applicants • Include diversity of trail use
In December 2015, staff announced the opportunity to apply for funding for non-motorized trail projects from the RTP. On March 16, 2016 a grant review team consisting of two ASP grant staff and a member of the Arizona State Committee on Trails (ASCOT) reviewed and scored the 18 applications utilizing the evaluation tool.
On April 9, 2016 ASCOT met to review and recommend funding for projects. ASCOT and the review committee’s results are presented in Attachment B3.A.
The total amount requested for the 18 projects is $1,127,108. Staff and ASCOT recommend funding as many projects as possible. The top eight scoring projects requested $581,167 in funding. With $579,956 available, the Arizona Trail Association funding will be reduced by $1,211 to fully obligate the funding available.
Current grant requirements do not allow project funding to project sponsors if they currently have a RTP project that is less then 50% complete. A total of 17 projects are eligible for funding with minor adjustments to scope items. In the event that an awarded project sponsor is unable to meet grant requirements in allotted time, staff will assign awards to the next eligible non-motorized project.
Time Frame: See Attachment B3.B – Grant flowchart of key 2016 dates
Attachments: Attachment B4.A – 2016 RTP review team scoring and ASCOT recommendations
Arizona Outdoor Recreation Coordinating Commission Action Item
Agenda Item: B5
Title: Review the Selection of Projects for the 2016 RTP Trail Maintenance Program
Staff Lead: Mickey Rogers, Grants Coordinator Date: May 3, 2016
Recommended Motion: I move to recommend funding the 5 eligible trail maintenance projects, $30,000 each, for a total of $150,000. Should one of the awarded projects be unable to provide the completed documentation and additional grant requirements in the allotted time, funds will be moved to the next eligible non-motorized trail project as appropriate. Status to Date: The Arizona State Parks (ASP) Recreational Trails Program (RTP) Trail Maintenance Program was initiated in 2001 to meet needs identified in the Statewide Arizona Trails Plan for 2000, 2005, 2010, and 2015. Survey respondents indicated that it was more important for them to have existing trails maintained than new trails built. In an attempt to avoid the cumbersome process involved with grant programs, ASP created a simple application form and process to pay trail maintenance crews directly to avoid additional paperwork for land managers. To date approximately $9 million has been spent to improve trail conditions all over Arizona. Projects are selected based on a model for dividing the state into units representing land management boundaries (Attachment B5.A). Projects are assigned to each of the five areas and one project is drawn from each area in the first round. ASCOT selects projects at random in the event requests for funding exceed available funds. Projects not drawn in the first round will be combined and drawn at random until the available funds are distributed. Project Sponsors who have not received RTP Trail Maintenance Program funding in the last two cycles have first priority. Project Sponsors who did not receive funds in the 2015 cycle have next priority. A table showing recent funding recipients is included in Attachment B5.B. January 2016 Funding Cycle: Funding for this cycle comes from the limited obligation authority for the RTP provided in the FY 2015 ADOT Five Year Transportation Plan ($1,455,000.00). The non-motorized portion of the RTP funds is divided between the competitive grant projects and $150,000 is set aside for Trail Maintenance projects. There were 6 applications received by the March 1, 2016 deadline. Six project sponsors applied for funds totaling $180,000. One project did not qualify as the project sponsor has an existing non-motorized grant project that is not 50% complete. The grant review team recommends that the other 5 projects grant (totaling $150,000) be approved for funding.
Arizona Outdoor Recreation Coordinating Commission Action Item
Agenda Item: B5
Attachments: Attachment B5.A – Map of Land Management Units Attachment B5.B – List of Previous Recipients and 2016 Projects
Trail Maintenance Projects to be Funded Project Sponsor Requested Bureau of Land Management Arizona Strip
$30,000.00
Coronado NF--Sierra Vista
$30,000.00 Oro Valley
$30,000.00
Picacho Peak
$30,000.00 Tonto National Forest Mesa $30,000.00
$150,000.00
Not Eligible Coconino National Forest-Red Rock Ranger District $38,492.00
Sedona--Trail Maintenance $30,000.00 existing non-motorized grant not 50% complete
Regional Distribution Regions were determined by trail usage and preference responses to the Arizona Trails 2005 Plan survey.
RPT TRAIL MAINTENANCE PROJECT 2010-2016
SPONSOR PROJECT # AMOUNT ALPINE RD 11001 $55,000 BLACK CANYON CITY 11003 $40,000 CAVE CREEK RD 11004 $40,000 FLAGSTAFF RD 11005 $40,000 FOOL HOLLOW SP 11023 $40,000 GLENDALE 11006 $40,000 GLOBE RD 11007 $40,000 HASSAYAMPA FO 11008 $40,000 KINGMAN FO 11009 $40,000 LOST DUTCHMAN SP 11010 $40,000 LOWER SONORAN FO 11011 $25,700 MARICOPA CO 11012 $40,000 MOGOLLON RD 11013 $36,000 MESA RD 11014 $40,000 PLEASANT VALLEY RD 11015 $40,000 SCOTTSDALE 11016 $40,000 SAFFORD FO 11017 $40,000 TONTO BASIN RD 11018 $40,000 TUSAYAN RD 11019 $18,000 WILLIAM RD 11020 $38,500 BRADSHAW RD 471273 $31,915 PAYSON RD 471274 $40,000 SAN PEDRO RNCA 471275 $38,250 VERDE RD 471276 $40,000 SANTA CATALINA RD 471277 $40,000 KINGMAN FO 471371 $40,000 LOST DUTCHMENT SP 471372 $40,000 GLOBE RD 471373 $40,000 MOGOLLON RD 471375 $40,000 CATALINA SP 471470 $30,000 CHINO VALLEY RD 471471 $30,000 DOUGLAS RD 471472 $30,000 PINAL COUNTY 471473 $30,000 WICKENBURG CONSERVATION FUND 471474 $21,130 COCONINO NF 471501 $30,000 SCOTTSDALE 471506 $30,000 MARICOPA CO 471507 $30,000 COCONINO NF 471508 $30,000 DEADHORSE RANCH SP 471509 $30,000 BLM Arizona Strip $30,000 Coronado NF—Sierra Vista $30,000 Oro Valley $30,000 Picacho Peak State Park $30,000 Tonto National Forest—Mesa RD $30,000
*Note: The cap on the grant funds available for Trails Maintenance has changed over time. ** Note: The red text identifies proposed 2016 grants.
Arizona Outdoor Recreation Coordinating Committee (AORCC) Action Report
Agenda Item: B6
.
Title: Approval of a request to increase the Land and Water Conservation Fund (LWCF) grant award for Roper Lake State Park Staff Lead: Mickey Rogers – Grants Coordinator Date: May 3, 2016
Recommended Motion: I move to recommend to approve an increase of grant funds from the LWCF by $226,100, to allow Arizona State Parks to include a new dump station leach field and site amenities in addition to the approved restroom/shower building at Roper Lake State Park. Status to Date: In 2015, the Arizona State Parks (ASP) applied for the original LWCF funding with a total project cost estimate of $1,650,000 (Attachment C4A). AORCC and the ASP Board approved the LWCF project in 2015. The original grant project was for three restroom shower buildings at three state parks (Lost Dutchman, Roper Lake and Buckskin Mountain State Parks) and two day-use restroom buildings at Lost Dutchman State Park. Because of retirement and subsequent rehire of a new Deputy Chief of Planning, the project submission to National Park Service was delayed. The original grant for four parks will now be submitted on a park basis when all of the final designs are completed. ASP will be submitting a project for Roper Lake State Park to construct a much needed restroom/shower building and also upgrade the dump station and leach field for this park. ASP is requesting to amend the original LWCF grant award by $226,100 with equal match to cover these additional expenses. ASP is currently working to identify a funding source for the additional matching funds. Attachments: Attachment B6.A – LWCF Approved Funding Attachment B6.B – Budget Roper Lake State Park
ATTACHMENT B6.A
Arizona State Parks
Budget Detail - Support Facilities at Three State Parks LWCF FY 2016 Grant Application 04-00743
Previously Approved in 2015 Construction Cost Estimates by Park* Scope Item LODU ROLA BUMO TOTAL
Restroom/Shower Bldg. $350,000 $350,000 $350,000 $1,050,000
One (1) per Park Day Use Restroom $600,000 Two (2) at LODU Total Project Budget $950,000 $350,000 $350,000 $1,650,000 * Park LODU – Lost Dutchman State Park ROLA – Roper Lake State Park BUMO – Buckskin Mountain State Park This would be for construction of five (5) buildings at three different parks. Costs would include all aspects of construction including but not limited to plumbing, electrical, building construction, new walkways to building, etc.
ATTACHMENT B6.B
Scope Item Cost Breakdown
New Restroom/Shower Building Total LWCF MatchRestroom/Shower Building 300,000.00$ 150,000.00$ 150,000.00$ Demolition, Earthwork, Grading 10,000.00$ 5,000.00$ 5,000.00$ Utilities (water, power, sewer) 30,000.00$ 15,000.00$ 15,000.00$ Leach field and system 75,000.00$ 37,500.00$ 37,500.00$ Walkways 5,000.00$ 2,500.00$ 2,500.00$ Parking 8,000.00$ 4,000.00$ 4,000.00$ General Conditions, O.H. & P 40,000.00$ 20,000.00$ 20,000.00$ Contingency 10% 46,800.00$ 23,400.00$ 23,400.00$
Subtotal 514,800.00$ 257,400.00$ 257,400.00$ Engineering & Construction 10% 50,400.00$ 25,700.00$ 25,700.00$
Total 565,200.00$ 283,100.00$ 283,100.00$
Dump Station and Leach Field Total LWCF MatchRemove & Replace Septic Tank 35,000.00$ 17,500.00$ 17,500.00$ Diverter Box 10,000.00$ 5,000.00$ 5,000.00$ Excavation and backfill 15,000.00$ 7,500.00$ 7,500.00$ New Leach Field, effluent lines 75,000.00$ 37,500.00$ 37,500.00$ Grinder Pump/Leach station 25,000.00$ 12,500.00$ 12,500.00$ Roadway repair 5,000.00$ 2,500.00$ 2,500.00$ Electrical improvements 5,000.00$ 2,500.00$ 2,500.00$ Water upgrade 5,000.00$ 2,500.00$ 2,500.00$ General Conditions, O.H. & P 20,000.00$ 10,000.00$ 10,000.00$ Contingency 10% 19,600.00$ 9,800.00$ 9,800.00$
Subtotal 214,600.00$ 107,300.00$ 107,300.00$ Engineering & Construction 10% 22,400.00$ 10,700.00$ 10,700.00$
Total 237,000.00$ 118,000.00$ 118,000.00$ Grand Total 802,200.00$ 401,100.00$ 401,100.00$
Roper Lake State Park Restroom/shower Building, Leach field, Dump Station Project
Arizona Outdoor Recreation Coordinating Committee (AORCC) Action Report
Agenda Item: B7
.
Title: Approval to apply for a Land and Water Conservation Fund (LWCF) grant to support the Statewide Comprehensive Outdoor Recreation Planning (SCORP) effort Staff Lead: Dawn Collins Date: May 3, 2016
Recommended Motion: I move to recommend that Arizona State Parks apply for $23,500 in Land and Water Conservation Fund monies to support the SCORP planning effort. Status to Date: Arizona is mandated by Section 6(d) of the Land and Water Conservation Fund (LWCF) Act of 1965 to create a planning document called the Statewide Comprehensive Outdoor Recreation Plan (SCORP) once every five years. In Arizona, the pass-through LWCF grants and SCORP planning process are administered by State Parks. The SCORP guides how annual LWCF apportionments are granted to eligible recipients for outdoor recreation acquisition and development projects through the identification of statewide recreation priorities and the development of new LWCF grant criteria known as the Open Project Selection Process (OPSP). The plan shall contain an evaluation of demand for and supply of outdoor recreation resources and facilities in the State, regional and local plans. The plan shall also address wetlands as an important outdoor recreation resource as a prerequisite to approval. The current 2013 SCORP was finalized December 2012 and is available on the State Parks website. It is now time for Arizona State Parks to begin the planning and public involvement process in preparation for the 2018 SCORP Attached is the draft outline for the 2018 SCORP planning process. (Attachment B7.A) Upcoming Activities: Staff and ASU are establishing a working group comprised of advisory committee members, representatives from local, county, state and federal outdoor recreation providers to guide the 2018 SCORP planning and public involvement process and to reevaluate LWCF grant priorities incorporating the 2018 SCORP study findings. Time Frame/Target Date for Completion: December 2016 – Submit final plan to AORCC for approval and submittal to Governor. January 2017 – Submit final plan to National Park Service After approval from National Park Service – Implement 2018 Arizona SCORP over next five years. Attachments: Attachment B7.A – SCORP Timeline
ATTACHMENT B7.A
Proposed SCORP Timeline
Activities Mar Apr May June Jul Aug Sept Oct Nov Dec SCORP Working Group half-day session (AZSP will form the Working Group) -to layout the SCORP process, and identify the issues and priorities.
X
Institutional Review Board (IRB) approval X Literature review- state and regional outdoor recreation trends and research.
X X X
Web-based survey of recreation providers (AZSP administer survey) ASU/AZSP develop survey ASU analyze and report
X X X
One to two focus group meetings with baby boomers and/or millennials
X X
Complete the SCORP report X X Facilitating of AZSP Strategic Plan Workshop X X Developing written AZSP Strategic Plan in collaboration with ASP staff and identified stakeholders
X X