Page 1 of 2 IM 14-034

CITY OF PALMER INFORMATION MEMORANDUM NO. 14-034

RESOLUTION NO. 14-017 Subject: Resolution No. 14-017: Accepting and Appropriating Grant No. LU20-12-0004 in the amount of $23,450 from the State of Alaska Department of Transportation and Public Facilities to Complete the Safe Routes to School Plan for Elementary Schools within the Palmer City Limits Agenda of: May 13, 2014 Council Action: ___________________________________________________ Approved for presentation by:

City Manager City Attorney City Clerk

Certification of Funds:

Total amount of funds listed in legislation: $ 23,450

This legislation (): Has no fiscal impact

Creates: A negative fiscal impact in the amount of: $

A positive fiscal impact in the amount of: $ 23,450

Funds are budgeted.

Funds are budgeted from this (these) line item(s): a) 08-00-00-4148 Revenue Safe Routs To School Grant $ b) 08-10-13-6030 Contractual Services $

a) Funds originally budgeted in line item : $ Difference in budgeted funds: $

b) Funds originally budgeted in line item : $ Difference in budgeted funds: $

Funds are not budgeted. Budget amendment required in the total amount of: $ 23,450

Affected line item(s): 08-00-00-4148 Revenue Line Item $ 23,450 08-10-13-6030 Contractual Services $ 23,450 $

General fund unassigned balance (after budget modification) $

Enterprise unrestricted net position (after budget modification) $

Director of Finance signature certifying funds:

jbowerText BoxAdopted

Page 2 of 2 IM 14-034

Attachment(s): Resolution No. 14-017 Notice to Proceed from ADOT for Grant No. LU20-12-0004 Revision Project Revision Request with Letter to Steve Soenksen , ADOT Safe Routes To School

Program Coordinator

Summary statement: The acceptance of these funds will allow City staff to continue to work with consultants from the Sustainable Design Group, the firm hired in 2012 to do the initial work on the Palmer Safe Routes To School Plan, to complete the final revisions needed to bring the document into compliance with federal and state criteria. These changes to the plan will make future state and federal grant applications for sidewalk, paved path, or trails construction more competitive. Background: In August 2012, the City was accepted and appropriated a $35,000 grant from the State of Alaska Department of Transportation (ADOT) for the Planning and Development of a Safe Routes to School (SRTS) Plan for Elementary Schools within the Palmer City Limits. A local firm, the Sustainable Design Group in collaboration with Hattenburg, Dilley and Linnell, was hired to work with City staff to plan and develop this document. Thru the subsequent planning process, the project team assessed the risks elementary school children face in walking or bicycling to school, mapped currently used routes, held public meetings, worked with a variety of transportation planning and engineering jurisdictions, and engaged in a larger community dialog including law enforcement and other interested groups. There remains $6,179 in the FY 2014 Budget that are the unexpended funds from the original 2012 ADOT $35,000 grant for the Safe Routes to School (SRTS) Plan. Steve Soenksen, ADOT Safe Routes To School Coordinator and Scott Thomas, ADOT Highway Safety Engineer, have reviewed the current draft plan and suggested expanding a few sections of the document to assure it meets Federal Highway as well as ADOT criteria. The City was invited to request additional funds to compete these suggested revisions. The revisions covered by this additional grant include:

Preparation of guidelines for creation of a local Hazardous Transportation Group (HTG) to address local conditions, evaluate SRTS options, review documents and criteria, prioritize projects, and facilitate future projects

Research and data collection for design and safety education options Report updates (text, format, layout, and graphics); Analysis, assessment, and

documentation of existing conditions and SRTS recommended options Project costing (supported through civil engineering with DOT input) Creation of new maps and support plans Creation of new spreadsheets, forms, and other documents (as needed or required by

DOT).

Administration recommendation: Adopt resolution no. 14-017.

_______________________________________________________________________________ City of Palmer, Alaska Resolution No. 14-017 Page 1 of 2

Introduced by: City Manager Griffin

Date: May 13, 2014 Action: Adopted

Vote: Unanimous Yes: No: Best Erbey

Carrington Combs DeVries Hanson Johnson

CITY OF PALMER, ALASKA

Resolution No. 14-017

A Resolution of the Palmer City Council Accepting and Appropriating Grant No.LU20-12-0004 in the amount of $23,450 from the State of Alaska Department of Transportation and Public Facilities to Complete the Safe Routes To School Plan for Elementary Schools within the Palmer City Limits WHEREAS, the City was awarded an initial grant in the amount of $35,000 by the State of Alaska Department of Transportation and Public Facilities; and

WHEREAS, these funds were used in the initial planning, data gathering and development of a Safe Routes To School plan; and WHEREAS, the City requested additional funds to complete the work on the Safe Routes To School Plan to meet Alaska Department of Transportation and Public Facilities criteria; and WHEREAS, the Alaska Department of Transportation and Public Facilities has revised the initial grant amount to provide the additional $23,450 needed to complete the Palmer Safe Routes To School plan; and WHEREAS, these funds must be accepted and appropriated prior to expenditure of said funds. NOW, THEREFORE, BE IT RESOLVED that the Palmer City Council accepts and appropriates Grant No. LU20-12-0004 from the State of Alaska Department of Transportation and Public Facilities to complete the Palmer Safe Routes to School Plan. Passed and approved by the City Council of the City of Palmer, Alaska this thirteenth day of May, 2014.

DeLena Goodwin Johnson, Mayor

Janette M. Bower, MMC, City Clerk

Safe Routes State of Alaska, DOT & PF P.O. Box 112500 ;\ Iaska Safe Ro utes io Scho ol Notice to Proceed Juneau, AK 99801-2500 Ph: 907-465-4069

Fx: 907-465-6984 dot.alaska.gov/saferoutes

Grantee Name and Address: Title/ Short Description:

City of Palmer Planning

1316 A. S Bonanza St. Develop SRTS Plan for 5 elementary and 2 middle Schools

Palmer, Alaska 99645 Action Requested:

D New Setup 0 Add Funds D Reduce Funds D Closure (Decrease) 0 Revision of Funds: Please provide Project Revision form and explanation of funding change with budget breakdown.

FUNDING SUMMARY Budgets Approved for this NTP

Current Budget SRTS Increase Budget Category Totals (Decrease) Revised Budget Totals

(1 00) Personnel Services $ - $ - $ -i(200) Travel & Per Diem $ - $ - $ -(300) Contractual Services $ 35,000.00 $ 23,450.00 $ 58,450.00 (400) Commodities $ - $ - $ -[(500) Equipment $ - $ - $ -

(Indirect Costs) $ - $ - $ -TOTALS $ 35,000.00 $ 23,450.00

TOTAL AMOUNT AUTHORIZED TO DATE $ 58,450.00 Explanation of Approved Grant Application & Activity Dates: Project Start Date: 02/22/2012 Project End Date: 02/22/20

See attached Project Revision

SRTS USE ONLY Activities as outlined in the Grant Application and Project Agreement covering the period of: 0212212012 to 02/22/2014

Project Control Programming NTP#: I 2 Grant#: LU20-12-0004

Collocation Code Program Code Ledger Code Account Code Full Grant Amount: $ 58,450.00 24461872 57801 30694282 73753 FAIN#: SRTS-OOOS(540) Project# D RSA(Interagency} 0 EN (Non-lnteragenc~} DUNS#: I 37411071 80190 2524464 CFDA#: I 20,205

Project Control Pro ~ramming Approved SRTS Coordinator: Accounting Technician Name: Stefanie Bingham

Signature Date Signature Date

You may proceed with the activities fo r the Categories and specific Tasks enumerated above in the Funding Summary. Any activities beyond the written scope and/or any costs above the price estimate in our Project Agreement require prior SRTS approval and a Project

Revision. Actual cost underrun of the Contract Amount for any Category shall not routinely accumulate for other Categories. SRTS reserves the right to retain or reallocate any remaining funds resulting from such cost underruns. Conditions to this agreement are as outlined in the

Application" Agreement Conditions" of the application for grant, CONDITIONS ARE A PART OF THE PROJECT AGREEMENT 1\ND, AS SUCH, ARE BINDING ON ALL PARTIES TO THE PROJECT AGREEMENT.

This NTP is cumulative and supersedes all prior NTPs for this Agreement. The SRTS Coordinator for this NTP is: Steve Soenksen Issued for the Contracting Agency per ADOT&PF Policy #01.01.050 by: Accepted for the Grantee by: Jeff Ottesen, Director, Program Development Division

~~) 3 (r' .#-:-- 2-~ jl lt Signature Date S1ghatufe Ill Date ,

Alaska SRTS NTP form 12/20/2013

roJec Revision

Organization: City of Palmer

State of Alaska, DOT & PF 3132 Channel Dr #200

Juneau AK 99801 Ph: 907-465-4069 Fx: 907-465-6984

dot.afaska.gov/SATS

Project No: LU 2Q-12...0004

Project Director: _Sa_nd_r_a_G_a_rle_.Y~.--_____ _ Phone: 907 761-1322 Fax: 745-5443

P revise our project a follows:

Objectives 0 Revision of Funds 0 Project Dates 0

"urrem Approved SRTS Increase Match Increase Revised Bu et

Bu_9~t Category Budget Totals (Decrease} jDecrease) Totals 100 Personnel Services $ -200 Travel & Per Diem $ - $ -300 Contractual Services $ 35,000.00 $ 23,450.00 $ - $ 58,450.00 400 Commodities $ -500 Equipment $ -

5%1CAP $ - $ - $ -TOTALS $ 35.000.00 $ 23,450.00 $ - $ 58,450.00

BRIEFL V EXP1AI HV THE CH GE IS NEEDED:

The purpose for this revision is to work with our consultants to complete the tasks noted in reivew of the current draft document to bring our SRTS project into confonnance with Alaska Department of Transportation & Public Facilities criteria. The scope of work addressing these criteria are outlined in my letter to Steve Soenksen which is attached. Project date needs to be revised to end in twelve months to provide time to complete work on the final version of the plan document.

Pro t Oir ctor. ..& A J - fl / ~. ~~~(sig~ature)~- Date: 2110/2014 ------------SRTS USE ONLY

Revision# _2-_ _!!!/. ~ Project Manager: -----_.o;..l~~--'W/(~ _ _,;;;,;,--_______ _

(signature)

Disapproved 0 Explanation: ~-v

DEPARTMENT OF COMMUNITY DEVELOPMENT

July 1 0, 2013

Steve Soenksen Transportation & Public Facilities SWP Program Development P.O. Box 11250 Juneau, AK 99811-2500

Re: Palmer Safe Routes to School Plan

Mr. Soenksen,

Sandra Garley Director

David Meneses Building Inspector

Beth Skow Library & Ice Arena

645 E. Cope Industrial Way Palmer, AK 99645-6748

Phone: 907-745-3709 Fax: 907-745-5443

www .cityofpalmer .org

Based on my discussion with Tom Cohenour, Palmer Public Works Director and others, the Oty of Palmer is seeking funding in the amount of $23,450 to incorporate the following tasks to bring our SRTS project into conformance with AK DOT criteria. This scope of work is based on written comments provided by Scott Thomas (AK DOT) and as I understand it, discussions between Luanne Urfer and Eric Morey of SDG, and yourself. Funding for this project was encouraged and is assumed to be secured through SRTS AKDOT.

Tasks needed to address comments and meet DOT requirements for SRTS are included in the following Scope of Work.

Scope of Work Preparation of guidelines for creation of a local Hazardous Transportation Group

(HTG) to address local conditions, evaluate SRTS options, review documents and criteria, prioritize projects, and facilitate future projects

Project management, meetings and organization City facilitation, support, and coordination (including noted tasks and DOT to

assure compliance) Research and data collection for design and safety education options Review of existing reference documents, forms, manuals, design criteria, plans, etc. Editing, expansion, revision, and rewriting of text (where needed) Report updates (text, format, layout, and graphics) Analysis, assessment, and documentation of existing conditions and SRTS

recommended options Civil engineering support and DOT compliance Cost research and project cost analysis Accu rate project costing (supported through civil engineering, project coordination,

DOT input, etc.) Plan revisions, creation of new maps and support plans Creat ion of new spreadsheets, forms, and other documents (as needed or required

by DOT) Creation of new spreadsheets, forms, and other documents (as needed or required by DOT)

SDG and HDL will provide professional services to the City to accomplish the tasks as noted above.

Tom Cohenour is moving to a new position in Minnesota on July 26. He is turning over his files on this project to me before he leaves and I will be your new point of contact for the Safe Routes to School grant.

I look forward to completing this plan and moving on to implementation.

~Jo Sandra Garley Director of Community Development sgarley@palmerak.org (907) 761-1322

Subject: Resolution No. 14-017: Accepting and Appropriating Grant No. LU20-12-0004 in the amount of $23,450 from the State of Alaska Department of Transportation and Public Facilities to Complete the Safe Routes to School Plan for Elementary Schools ...Res #14-017 SRTS Grant.pdfCITY OF PALMER, ALASKAResolution No. 14-017A Resolution of the Palmer City Council Accepting and Appropriating Grant No.LU20-12-0004 in the amount of $23,450 from the State of Alaska Department of Transportation and Public Facilities to Complete the Safe Routes To School Plan for Elementary Sc...WHEREAS, these funds were used in the initial planning, data gathering and development of a Safe Routes To School plan; andNOW, THEREFORE, BE IT RESOLVED that the Palmer City Council accepts and appropriates Grant No. LU20-12-0004 from the State of Alaska Department of Transportation and Public Facilities to complete the Palmer Safe Routes to School Plan.DeLena Goodwin Johnson, Mayor

IM 14-034 Res #14-017 SRTS Grant.pdfSubject: Resolution No. 14-017: Accepting and Appropriating Grant No. LU20-12-0004 in the amount of $23,450 from the State of Alaska Department of Transportation and Public Facilities to Complete the Safe Routes to School Plan for Elementary Schools ...

Res #14-017 SRTS Grant.pdfCITY OF PALMER, ALASKAResolution No. 14-017A Resolution of the Palmer City Council Accepting and Appropriating Grant No.LU20-12-0004 in the amount of $23,450 from the State of Alaska Department of Transportation and Public Facilities to Complete the Safe Routes To School Plan for Elementary Sc...WHEREAS, these funds were used in the initial planning, data gathering and development of a Safe Routes To School plan; andNOW, THEREFORE, BE IT RESOLVED that the Palmer City Council accepts and appropriates Grant No. LU20-12-0004 from the State of Alaska Department of Transportation and Public Facilities to complete the Palmer Safe Routes to School Plan.DeLena Goodwin Johnson, Mayor