resolution accepting a grant award from the monterey peninsula regional park district 12-03-13

8/13/2019 Resolution Accepting a Grant Award From the Monterey Peninsula Regional Park District 12-03-13

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To:

From:

Submitted by:

Subject:

CITYOF CARMEL-BY-THE-SEA

Council Report

December 3 2013

Honorableayor

and Membersof the

City CouncilJason Stilwell, City Administrator

Sharon Friedrichsen, Public Services Director

Consideration of a resolution accepting a grant award from the ontereyPeninsula Regional Park District in the amount of 4,600 for newplayground apparatus in Forest Hill Park; authorizing the CityAdministrator to execute the grant agreement and approving a budgetadjustment request to appropriate the funds

Recommendation s : Adopt the resolution.

Executive Summary: On November 6, 2013, the City was informed that it was awarded a grant

from the onterey Peninsula Regional Park District for playground

improvements at Forest Hill Park. This item is before Council to accept

the grant; to authorize the City Administrator to execute the grant

agreement; and to appropriate 4,600 for the expenditure of theequipment.

Analys is/Discussion: The City submitted a grant request to the District for 20,000 for five

projects and received an award of 4,600 to replacement two toddlerplay apparatus (project 1) and install a new play apparatus (project 2) .

Acceptance of the grant requires appropriate recognition signage beplace on site and project completion by November 30, 2104.

Fiscal Impact:

Budgeted yes / nono

Grant fund s are received on a reimbursement basis so the City GeneralFund would be required to fund the cost of the playground equipmentuntil the reimbursement i s received. The cost of the playground

equipment will be pa id from the Forest, Parks and Beach division of thePublic Services Department . There may b e some minor departmental

costs incurred for materials during installation of the new apparatus.

Funding Source general fund, grant, state )MPRPD grant

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Previous Council

Action Decision History:

The City Council authorized submittal of a grant application to the

MPRPD during the September 10 2013 regular meeting.

Attachments:

MPRPD grant award letter MPRPD grant agreement Resolution Budget djustment request

Reviewed by

City dministrator City ttorney Administrative Se rvice s D

Asst. City Admin. D Dir of CP D Dir of Public Svcs DPublic Safety Dir D Library Dir D Other D

City Engineer D


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CITY OF CARMEL-BY- THE-SEA

CITY COUNCIL

RESOLUTION

A RESOLUTION OF TH CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEAACCEPTING A GRANT FROM THE MONTEREY PENINSULA REGIONAL PARK

DISTRICT IN THE AMOUNT OF 4,600 FOR NEW PLAYGROUND APPARATUS INFOREST HILL PARK, AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTETEH

GRANT AGREEMENT AND APPROVE A BUDGET ADJUSTMENT REQUEST

WHEREAS , the Monterey Peninsula Regional Park District is awarding grants for parks, openspace , and coastal preservation projects within its boundaries; and

WHEREAS, the City of Carmel-by-the-Sea applied for a grant to improve and enhance thechildren's pla yground area in Forest Hill Park; and

WHEREAS , the Monterey Peninsula Regional Park District has awarded a grant to the City of

Carmel-by-the-Sea in the amount of 4,600 for replacement of two toddler apparatus and installation ofa new play apparatus; and

WHEREAS, a budget adjustment request recognizing the grant revenue and increasingexpenditures by the grant amount will enable work to proceed within the grant period.

NOW, THEREFORE , BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OFCARMEL-BY-THE-SEA DOES:

1. Accept the grant of 4 ,600 from the Monterey Peninsula Regional Park District forreplacement of two toddler apparatus and installation of a new play apparatus in Forest

Hill Park.2 Authorize the City Administrator to enter a grant agreement between the City of Carmelby-the-Sea and the Monterey Peninsula Regional Park District.

3 Approve budget adjustment request 2014-01 as prov ided as Exhibit A attached to thisresolution .

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THESEA this 3rd day ofDecember 2013, by the following roll call vote:

AYES:

NOES :

ABSENT :

ABSTAIN:

COUNCIL MEMBERS :

COUNCIL MEMBERS :

COUNCIL MEMBERS:

COUNCIL MEMBERS :

[THIS SPACE INTENTIONALLY LEFT BLANK]1


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ATTEST :

Daryl A Betancur CMCDeputy City Clerk

2

SIGNED

Jason Burnett M YOR


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Monterey Peninsula Regional Park istrict

November6, 2013

Mike Branson , City ForesterCityof Carmel-by-the-SeaPO Box CCCarmel, CA 93921

60 Gard e n C ourt , Suit e 325 Mon te re y, Cal ifornia 93940-5341

Re:MPRP

Parks, Open Space and Coastal Preservation Grant AwardDear Mike:

BOARD OF DIRECTORSKelly Sorenson Ward 1

ksorenson@mor pd.orgMa rina, nort hern Ft. O rd

Christine Dresslar Moss W a rd 2cd ress la rmos [email protected]

Seasi de , no rthern Sand Cily,southe rn Ft. Ord

Michael Adamson Ward 3mgasba@montereyb ay.com

Monterey , so uthwest Seaside ,s outhern Sa nd C ily, De l Re y Oaks

Kathleen Lee - Wa rd [email protected]

Pa cific Grove , Ne w Mon te rey ,northern Pe bble Be ac h

John Dalessio Ward 5jrmaam@ gmail.com

Carmel , Carmel Valley ,Big Sur , southern P ebble Beach

GENERAL MANAGERRafael Payan , PhDpayan@mprpd .org

The Board of Directorsof the MontereyPeninsula Regional Park Districtis pleased to informyou that a total grantamount of 4,600 has been awarded to the Cityof Carmel for the project l sted below:

Grant AwardForest HillPark Pia 4,600

Enclosed is a g rant agreement (G201314-01)foryou to have signed and return. We will then sign t e agreementand send a fullyexecuted copy to you for your records. Please pay special attention to the project deadline,November30, 2014 and the recognition signage requirement.

Congratulations on your successful grant application. We lookforward to collaborating with you on funding forthisbeneficialcommunity project.

Sincerely,

Shuran J. ParkerHuman Resources Director

Attachments:1) Grant Agreemen t2) Grant Program Guidelines

Adm in. Office 831) 372 -3196 E-mai l: info@mpr pd .o rg www .m prpd .org Fax 831) 372 -31 97


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MPRPD Grant : G 2 1 3 1 ~

GRANTAGREEMENT BETWEENMONTEREYPENINSULA REGIONAL PARKDISTRICT

ANDCITYOF CARMEL-BY-THE-SEA

FOR FY2013-14 PARKS, OPEN SPACE AND COASTAL PRESERVATION GRANT PROGRAM

This Grant Agreement ( Agreement ) is made and entered into as of this date : November 6, 2013, by andbetween the Monterey Peninsula Regional Park District( District ), a CaliforniaSpecial District, and CityofCarmel-by-the-Sea ( Grantee ) .

RECITALS

WHEREAS, the Districthas made funding available from proceeds of the Parks , Open Space and CoastalPreservation Assessment DistrictFund ; and

WHEREAS, the Grantee has submitted an executed application to the Districtfor said grant funds forFY2013-14 which application is incorporated herein by reference as iffully set forth herein ( Grantee Application );and

WHEREAS,the Districthas approved the Grantee Application and now desires to make a grant of fundsto the Grantee, pursuant to the terms of this Agreement, to carry out the project ( Project ) as described in theGrantee Application;and

WHEREAS, any environmental, administrative and legal clearances required to be obtained prior to theDistrict'srelease of grant funds to the Grantee, have been obtained .

NOW, THEREFORE, in consideration of these recitals , which are hereby fully incorporated into thisAgreement, and the mutual covenants contained herein, the District and the Grantee agree as follows:

1. GRANT AMOUNT ANDSTATEMENT OF WORK

A Scope of Project - The Districthas allocated grant funds to the Grantee in the maximum aggregateamount of Four Thousand Six Hundred Dollars ( 4,600 00) to be used for the eligible costsassociated with the project described as follows:

1. Forest Hill Park Playground Improvements:a Item 1 on Project Narrative- Replacement Toddler Apparatus (or similar)b. Item 2 on Project Narrative- Bobble Rider Apparatus with Installation (or similar)

B. Eligiblecosts include labor, materials, equipment and other related project costs that the Districtmaydeem appropriate for reimbursement. Costs for normal maintenance and opera tions . administrativeoverhead . staff time. insurance and other ongoing costs are not eligible.

C. MPRPD Objectives - The Grantee certifies that the activities carried out with Grant funds providedby the District to the Grantee under this Agreement willmeet one or more of the priority objectives asoutlined in the District Grant Program Guidelines attached .

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MPRPD Gran t : G201314 0l

D Performance Monitoring- The Districtwillmonitor the performance of the Grantee in lightof theproject description, schedu le and goals as outlined in the Grantee Application or as may be otherwiseagreed by the District and the Grantee. Substa ndard performance , as determined by the District at itssole discretion, willconstitute non-compliance with this Agreement. Ifaction to correct suchsubstandard performance is not taken by the Grantee within a reasonable period of time, but no later

than 60 days after be ing notified by the District, the Districtmay suspend any pending disbursementsof Grant funds or may, at its so le discretion, terminate this Agreement in the manner provided here in.

2. TERM OF AGREEMENT

The Grantee sha l complete the Project as outlined in the Grantee Application on or before November 30,2014, unless an extension of time is agreed to by the DistrictBoard of Drectors and documented in writing by theDistrict. An extension should be requested no later than 45 days prior to grant expiration. This agreement shallexpire on the date the Dstrict remits the last reimbursement payment to the Grantee pursuant to this Agreement.

Every effort shall be made by the Grantee to complete the Project within the identified time frame. If theGrantee does not complete the Project within the identified time frame, or extended time frame , as agreedto by the District , or Grant funds are no longer needed for the project awarded, the District will have nofurther obligation to disburse Grant funds to the Grantee under this Agreement and may reallocate theGrant funds not yet drawn to another eligible project.

3. DISBURSEMENTOF FUNDS

The Districtshall reimburse the Grantee with grant funds for eligible Project costs . The Districthas noobligation to reimburse the Grantee for costs that are deemed to be beyond the scope of the Project as identifiedin the Grantee Application and/o r this Agreement. In addition, the aggregate amount of the reimbursement pa id tothe Grantee shall not excee d the a llocated Grant funds .

The Grantee shall submit a Request for Disbu rsement to the District to req ues t reimbursemen t foreligible Project costs. Each request for reimbursement sha ll include documentation to verify that the expenditureof funds is consistent with the Grantee Application , as approved by the District. Prior to app roving a request forreimbursement , the Districtwillverify that the Grantee has met all applicab le District regulations and guidelines.The Districtshall not provide any payments or reimbursement in advance of actua lexpenditures by the Granteenor for any expe nditures unrelated to the Project. (For ce rtain hardship situations, the MPRPD Board mayapp rove a Grantee 's written request for payment of grant fu nds in advance of expend iture by the Grantee) .Receipts, canceled checks, paid invoices including an temized statement of a ll costs are samp les of appropria temethods of reimbursement documentation .

Ten percent (10 ) of grant funds will be withheld from each request for disbursement. The finalten percent withheld will only be disbursed to the Grantee upon the District receiving satisfactoryevidence that signage recognizing the District for the grant award has been installed. Where a project siteexists , recognition signage shall be placed in a visible manner at that site , Where no project site exists, theGrantee will coordinate with the Districtto ensu re that appropriate recognition is in place acknowledging the grantaward .

The Grantee may request reimbursements on at least a quarterly basis after this agreement is approvedand until the expiration date, or any amended expiration date, of this Agree ment.

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MPRPD rant : 6201314 01

4. NOTICES

Communication and correspondence related to this contract shall be directed to the followingcontractrepresentatives :

DISTRICT:

Shuran Parker60 Garden Court Suite 325Monterey CA 93940parker@mprpd .org

5. LABOR MATERIALS AND SUPPLIES

GRANTEE:

Mike BransonPO Box CCCarmel CA [email protected] .ca .us

The Grantee shall furnish or coordinate the provision of all labor materials and services and bear allexpenses necessary to complete the Project as outlined in the Grantee Application. Under this Agreement theDistrict s only financial obligation to the Grantee is to disburse the Grant funds as allocated by the Districtto theGrantee under this Agreement.

6 . RECORDS AND REPORTS

The Grantee shall, at a minimum maintain the followingrecords and reports to assist the Districtincomplying withits record keeping requirements :

A. Documentation of all Grant funds received from the District.B. Documentation of expenses as identified in the reque sts for reimbursement.C. Any such other related records as the District shall requ ire or as are necessa ry to document eligible

Grant funds expenditure .

The Grantee shall maintain appropriate accounting records for the Grant funds provided by the District.Districtrepresentatives shall have access to all books documents papers and records maintained by the Granteein connection with the Project for the purpose of audit review and evaluat ion and shall retain such records for aminimum of five (5) years past the expiration date for this Agreement.

7. CHANGE IN USE OF FUNDS

Changes in the use of Grant funds must be approved in advance by the DistrictBoard of Directors. IftheGrantee desires a change in the use of the Grant funds followingapprova lof this Agreement, a written requestmust be submitted to the District for review by the Board of Directors. No change in use of Grant funds will bepermitted by the Districtwithoutprior formal approval by the District.

8. NONDISCRIMINATIONCLAUSE

The Grantee shall comply with all State and Federal laws regarding nondiscrimination in the provision ofservices and the equa l opportunity employmentof personnel.

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MPRPD Grant G201314-0l

9 SUSPENSION AND TERMINATION OF AGREEMENT

The Districtmay at any time, for any reason , with or withoutcause , suspend or terminate this Agreement ,or any portion hereof, by serving said suspension or termination upon the Grantee with at least a ten (1 ) daypriorwritten notice .

10 HOLD HARMLESS AND INDEMNITY AGREEMENT

The Grantee agrees to defend , indemnify, protect, and hold harmless the District, its officers, officials,employees, and volunteers from and against any and all claims, demands, losses , defense costs or expenses , orliability ofany kind or nature which the District, its officers, employees , and agents may sustain or incur or whichmay be imposed upon them for injuryto or death ofpersons , or damage to property arising out of Grantee sactions or negligent or wrongfulacts or omissions in performingor failing to perform under the terms of thisAgreement, excepting only liabilityarising out of the sole negligence of the District.

11 ASSIGNMENT OF AGREEMENT

The Grantee shall not assign this Agreement or any monies due hereunder without the prior writtenconsent of the District.

12 SUCCESSORS OR ASSIGNS

Subject to the provisions of the Hold Harmless and IndemnityAgreement , all terms , conditions, andprovisions hereof shall inure to and shall bind each of the parties hereto , and each of their respective heirs ,executors , administrators, successors and assigns .

13 AUTHORITY TO EXECUTE THIS AGREEMENT

The person or persons executing this Agreement on behalf of the Grantee warrants and represents thathe/she has the authority to execute this Agreement on behalf of the Grantee and has the authority to bind theGrantee to the performance of its obligations hereunder.

IN WITNESS WHEREOFthe parties hereto have caused this Agreement to be executed as of the day and yearfirst written above .

MONTEREY PENINSULA REGIONAL PARK DISTRICT:

Rafael Payan , General Manager

GRANTEE:

Jason Stilwell, City Administrator

Pa ge 4 o f 4

resolution accepting a grant award from the monterey peninsula regional park district 12-03-13

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