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Item 4PCity of Southlake, Texas MEMORANDUM November 27, 2006 TO: Shana Yelverton, City Manager FROM: Steve Polasek, Director of Community Services SUBJECT: Approve SPDC Matching Funds Request from Southlake Mounted Patrol in the amount of $44,950 for Texas Parks and Wildlife Trail Restoration Grant. Action Requested: City Council approval of SPDC Matching Funds Request from Southlake Mounted Patrol in the amount of $44,950 for Texas Parks and Wildlife Trail Restoration Grant. Background Information: The Southlake Mounted Patrol has been awarded a $50,000 grant for trail improvements from the Texas Parks and Wildlife Department, funded by the National Recreational Trails. The Walnut Grove Trail System consists of over ten miles of natural surface, passive —use trails in linear and loop configuration used for hiking and horseback riding. Walnut Grove has been a National Recreational Trail for over ten years and has earned a permanent designation. The Southlake Mounted Patrol is a non - profit, volunteer organization established at the invitation of the Southlake Department of Public Safety to provide courtesy mounted patrol to users of the trails and to assist the Southlake DPS in trail navigation for patrol and emergency use. Members have provided volunteer maintenance for the trails in the form of mowing, tree trimming and trash collection for many years and continue to do so today under the direction of The U.S. Army Corps of Engineers and the City of Southlake. Southlake Mounted Patrol submitted a trail improvement grant application to Texas Parks and Wildlife requesting funds in the amount of $100,000 (80 %) with an in -kind match of $25,000 (20 %) for a total proposed project budget of $125,000. Due to the number of requests and available funds, $50,000 was awarded by TPWD. In order to complete the project as originally proposed the Southlake Mounted Patrol is seeking SPDC Matching Funds in the amount of $44,950 to be used on City owned or leased property in conjunction with TPWD funds and in -kind donations. - TPWD Grant $50,000 - In -kind Donations $12,500+ - SPDC Matching Funds $44,950 Total revised project budget $107,450 In conjunction with City assistance, community groups such as the Mounted Patrol, Boy Scouts, and the Bob Jones Nature Center are Shana Yelverton, City Manager November 27, 2006 Page 2 anticipated to participate with the Southlake Mounted Patrol on this project. A portion of the project improvements are scheduled to occur on USACOE property not leased by the City. As previously indicated, Southlake Mounted Patrol is requesting matching funds only for those improvements on City owned or leased areas. The locations and descriptions of areas to be addressed that are owned or leased by the City of Southlake include the following: • Bob Jones Trailhead (Equestrian parking north of soccer fields) 0 4 covered picnic tables o Fencing for new corral (Approved in 2005 Parks Master Plan Update) • Walnut Grove Trailhead (Bluestem Dr, south of softball fields) o 2 covered picnic tables • Erosion Control and trail surface improvements o Over 50 identified sites for trail surface improvements to address poor drainage areas, erosion control, and improvements to natural water crossings (approximately 85% of all trail improvement and restoration sites lie within City owned /leased boundaries) • Improvements to natural water crossings Many of these sites have been identified as requiring some level of improvement in order to provide safe access for trail users, maintenance needs, and more importantly for emergency response. If approved, the matching funds provided by SPDC would allow for the completion of all the project items in property leased or owned by the City. Considerations: Fiscal Year 2006 -07 SPDC Matching Funds in the amount of $200,000 are budgeted and there has been one allocation to date in the amount of $2,000 for Keep Southlake Beautiful for the animated litter receptacle. Approval of Matching Funds in the amount of $44,950 would leave an unencumbered balance of $153,050. Financial Impact: None, as the trails will continue to be maintained by volunteers after restoration. Citizen Input/ Board Review: This item was recommended for approval (8 -0) by the Parks Board at their November 13, 2006 meeting. SPDC will consider this item at their December 5, 2006 meeting immediately preceding City Council. Shana Yelverton, City Manager November 27, 2006 Page 3 Legal Review: Not applicable Alternatives: Recommendation by City Council Supporting Documents: Supporting documents include: • Matching Funds Request Form • Copy of Grant Application • Copy of notification of award • Site map Staff Recommendation: City Council approval of Matching Funds Request from Southlake Mounted Patrol in the amount of $44,950 for Texas Parks and Wildlife Trail Restoration Grant. Shana Yelverton, City Manager November 27, 2006 Page 4 City of Southlake, Texas PROJECT MATCHING FUNDS REQUEST FORM Project Name: Walnut Grove Trail Restoration Project Contact Person: Julie Landesbere. President Southlake Mounted Patrol Mailing Address: 305 E. Bob Jones Rd City: Roanoke State: TX ZIP: 76262 Day Phone: 817 -430 -4077 Night Phone: 817 -430 -4077 Additional Contact Person: PROJECT DESCRIPTION: Day Phone: The Southlake Mounted Patrol has been awarded a $50, 000 grant from the Texas Parks and Wildlife Department. The grant, funded by the National Recreational Trails Fund, is for much needed trail and trailhead maintenance and improvements on the Walnut Grove Trail System. These equestrian and hiking trails are located on U.S. Army Corps of Engineers property leased by the City of Southlake, and are designated as a National Recreational Trail This is a 20% matching grant, with the Southlake Mounted Patrol to receive $50,000 for use on trail restoration and improvements to include covered picnic tables and corral fencing. The 20% matching ($12,500) is to be in -kind donations of materials and/or labor provided by community groups such as the Mounted Patrol, Boy Scouts, and the Bob Jones Nature Center. The restoration and improvements will provide safe access for users, maintenance purposes, and for DPS emergency response. If approved, the matching funds provided by SPDC would allow for restoration and improvements of trails and trailheads owned or leased by the City of Southlake. Proposed Start Date: Projected Cost: January 15, 2007 Projected Completion Date: July 31, 2007 $89,900 Amount of Funds Requested: $44,950 Fax Number: 214 - 648 -0400 Shana Yelverton, City Manager November 27, 2006 Page 5 Texas Parks & Wildlife Department Grant Application for Texas Recreational Trails Fund DUE JUNE 1 PROJECT NAME Walnut Grove Trail Restoration Project SPONSOR NAME Southlake Mounted Patrol CITY & COUNTY NAME Southlake, Texas Tarrant & Denton Counties 1. SPONSORING ENTITY Contact Person: Julie Landesberg (person TPWD may contact for further information) Title: President, Southlake Mounted Patrol Mailing Address: 305 E. Bob Jones Rd. City: Roanoke Stat TX Zip Code Email Address: ' Julie !Landesberg @UTSouthwestern.edu 76262 Federal Tax Identification Code: 32008495551 or 501 (C) (3) or (C) (4) exemption (please include tax number and printout - see page 6) Area Code &Telephone No: ( 817 ) 430 -4077 AX _ 5 A orized Signature Date To the best of my knowledge and belief, all do mentation in this application is true and correct, the application has been duly authorized by the governing body of the applicant, and the applicant agrees to comply with all program rules and procedures if grant assistance is awarded. 2. INTENDED USES (Check One) ❑ Motorized Use ® Non - motorized Use 3. TYPES OF USE (Check All That Apply) ❑ Bicycling ❑ Mountain Bicycling ® Equestrian El Jogging /Running • Motorcycles ❑ Four -wheel Drive Vehicles • Wheelchairs ❑ Provisions for Disabilities 4. PROJECT LENGTH 5. New construction (miles or feet) Renovation of existing 10 (miles r feet) 5. GRANT FUNDS REQUESTED $ Fax No. 214 -648 -0400 0 M.� El HikinglWalking ❑ Skating /Skateboarding All Terrain Vehicles ❑ Other 1 Shana Yelverton, City Manager November 27, 2006 Page 6 Texas Parks & Wildlife Department Grant Application for Texas Recreational Trails Fund 6. DESCRIPTION OF PROJECT Please provide a clear and concise description of the proposed project in the space below. Include a description of the trail length, width, surfacing, and configuration (loop, linear, network); trailhead and trailside amenities. Detail all work to be performed; any right -of -way or easements to be acquired; the relationship between project and any other work planned or existing; partnerships and /or community involvement; and educational /interpretive aspects of the project. (Limit to 1 page). The Walnut Grove Trail is a National Recreational Trail on U.S. Army Corps property. The portion of the Walnut Grove Trail system bordering Southlake, Texas consist of over ten miles of natural surface, passive -use trails in linear and loop configuration, for horseback riding and hiking. The Southlake Mounted Patrol is a non - profit, volunteer organization established at the invitation of the City of Southlake Department of Public Safety specifically to provide courtesy mounted patrol to users on the Walnut Grove Trails and assist Southlake's Department of Public Safety to navigate this trail system. Many members of Southlake Mounted Patrol (prior to the organization's inception) have provided volunteer maintenance (mowing, trimming branches and collecting trash) on the Walnut Grove Trail system for many years under the direction of the U.S. Army Corps of Engineers and the City of Southlake, and continue to do so today. Funds from a Recreational Trails Grant will be used for much needed trail restoration and trail enhancements on the Walnut Grove Trail system. As stated, while volunteers have helped maintain these trails for many years, funding to address erosion and trail restoration has not been available. After many years erosion has rutted many areas of these trails, and as more users are becoming familiar with these trails and the user population grows, there is an urgent need to restore eroded trails to allow for safe trail use and access for general maintenance and emergency response. Approximately 50 separate sites have been identified requiring some level of trail restoration due to erosion. In addition, this grant will provide funding for trail enhancements including: picnic tables for the trail heads at N. White Chapel Road, East Bob Jones Rd. and Bluestem Road; and fenced corrals at the largest equestrian trail head in the City of Southlake's Bob Jones Park, necessary to provide a safe area to warm up horses and acclimate them to the noise and activity of softball and soccer fields in close proximity to this trail head. Southlake Mounted Patrol will work closely with the City of Southlake Parks and Recreation Department and the U.S. Army Corps of Engineers on this project. Shana Yelverton, City Manager November 27, 2006 Page 7 Texas Parks & Wildlife Department Grant Application for Texas Recreational Trails Fund ITEMIZED BUDGET Provide in the space below an itemized list of all activities to be undertaken and the cost of each activity. Provide as much detail as possible (consider materials - surfacing, lumber, stones, etc.; labor - volunteer or paid;. service contracts; equipment/tool rental and/or value of in- house; land acquisition. Design, engineering, or architectural services may not exceed 10% of the total project costs; resource surveys /site assessments may not exceed 15 %. Sponsor's administrative costs cannot be included. Please call with questions or for clarification. MATERIALS COSTS Bob Jones Trailhead 0 4 Covered Picnic Tables (installed) @ $9500 ea $38,000 0 Fencing for new corral @ $211ft $20,000 • N white Chapel Trailhead 0 2 Covered Picnic Table (installed) @ $9500 ea $19,000 o Improve parking surface -flex base @ $13/ton $ 2,000 o Improvements to stopovers (add decomposed granite) $ 500 • E Bob Jones Trailhead • Covered Picnic Table (installed) $ 8,000 • Improve Parking surface @$13 /ton $ 2,000 • Improvements to stopovers (add decomposed granite) $ 500 • Walnut Grove Trailhead o 2 Covered Picnic Tables (installed) @ $9500ea $19,000 • TW King Trailhead 0 Improvement to access trail (add decomposed granite) $ 1,000 • Erosion control and Trail surface Improvements o Flex base as undersurface fill @ $13 /ton $ 2,600 o Decomposed granite as surface fill @ $55 /ton $10,000 o Cross ties and landscape timbers $ 1,400 • Improvements to natural water crossings o SackCrete on banks @ $2.50 /bag $ 1,000 Total Materials estimate $125,000 LABOR COSTS All labor projected to be done by volunteers from Southlake Mounted Patrol, Boy Scouts from Longhorn Council, City of Southlake employees and other Community groups, with the exception of the cement pads and picnic shelters to be installed by contractor. These install prices have been included in the above materials costs. EQUIPMENT COSTS Ali equipment to be used during the course of this project is owned by the City of Southlake and/or individual members of volunteer organizations, and use of all equipment shall be donated as part of sponsor's share of financing. Shana Yelverton, City Manager November 27, 2006 Page 8 Texas Parks & Wildlife Department Grant Application for Texas Recreational Trails Fund 8. PROJECT COSTS AND REQUESTED FUNDS Total Itemized Project Costs (from item 7 on previous page) $ 125.000 Federal Funds Requested (80% or less of above line) $ 100,000 Local Match Required (at least 20% of top line) $ 25,000 9. PROPOSED METHOD OF FINANCING SPONSOR'S SHARE Please describe in the space below the source of funds, donations, or in -kind contributions that will make up the sponsor's match (at least 20 %). You may include government appropriations; private donations of land, easement, cash, labor, materials, and equipment; or in -house labor, equipment, and materials. We anticipate that the sponsor's matching funds will be generated from 10the value of volunteer labor required to complete this expansive project, 20the value of donated equipment use and materials, and 30 donations of cash. 10. MAINTENANCE In the space below, briefly describe the identified commitment to continued operation and maintenance of the project. Please indicate who will be responsible for which tasks and who will finance them. Because the Walnut Grove Trail is a National Recreational Trail and an important and valuable recreational asset to the City of Southlake, both volunteers and City Parks staff will perform continued maintenance under the direction and management of the Southlake Parks and Recreation Department and, when applicable, the U.S. Army Corps of Engineers. Funding requirements for continued maintenance will be provided through the Southlake Parks and Recreation Department. E Shana Yelverton, City Manager November 27, 2006 Page 9 Texas Parks & Wildlife Department Grant Application for Texas Recreational Trails Fund 11. PROJECT USE AND BENEFITS Provide in the space below a brief description of the benefits of the proposed project in terms of the project's quality, geographic scope, recreational needs that are to be met, and expected amount of trail use or population to be served. As the Dallas /Ft. Worth area continues to grow, equestrian recreational areas are being lost to development. The Walnut Grove Trail is a unique urban equestrian trail system. The Improvements proposed in this grant request will provide long -term restoration to an area that attracts equestrians from throughout the Dallas /Ft. Worth metroplex. These improvements will enhance the safety and enjoyment of these trails for all users (equestrians and hikers). 12. TRAIL CORRIDOR INFORMATION Describe below the ownership of the trail corridor. If the land is currently in public hands, identify the name of the public land. If the land is not in the sponsor's ownership, include a statement of permission to construct trail project from the landowner. If land, easement, or other property interest will be acquired, describe how this will be accomplished. If acquisition in fee, include a statement of why easement was not possible. The Walnut Grove Trails are located on U.S. Army Corps of Engineer property and leased by the City of Southlake. Letters from the USACE and City of Southlake supporting this grant request are attached. 13. PROJECT LOCATION A. City: Southlake County: Tarrant & Dento B. State Legislative District Numbers: ( www. senate. state. tx. us Go to SenatorslWho Represents Me ?). Type in the project site address to locate your Texas Senate District, Texas House Representative District and U.S. Congressional District number. Please print out the page from our computer that indicates the project location numbers and attach to this application. Do not leave these three district numbers blank. There can only be one district number for each of these categories listed below. Please fill in completely. 1. Texas Senate District No. 10 & 12 2. Texas House Representative District No. 63 & 98 3. Congressional District No. 24 & 26 Shana Yelverton, City Manager November 27, 2006 Page 10 August 24, 2006 CAMM3s63bNERS Ms. Julie L.andesberg JOSEPH 8 C FITZSIMONS CHAIRMAN RMAN CNR Southlake Mounted Patrol SAN ANTONIO 305 E. Bob Jones Road DONATO 4 "NOS VICE-CNAIRNAN Roanoke, Texas 76262 LAPEPO }HARK E 13mm AMARILLO J RODERT SROWN L e ar Nil r ande5bei -. EL PASO T DAN NZIEPKIN HoUSYaN I am pleased to inform you that the Texas Parks and Wildlife Commission awarded Nen S, HOLMES MN National Recreational Trails Grant funds and your Walnut Grove 'Trail Restoration HDUB'rUN pto was awarded $50,000 of grant fbnding. The project was awarded less than P ETER M. HOLT SAN ANTONIO what was requested because competition f6r funding was fierce with over three times PHILIP MONTGOMERY the request for funds as funds available. CLALLkS LAS JOHN D PARKER LUFKIN After we receive assurance tram tine Corps of Engineers that the project will not impact L£=- M -IhAss CHAIRMAN EM£RITU5 cultural or natural resources, 1 will make an to meet with you and view the FORT WD37'PH trail site and proposed work to be accomplished with the grant funds.. At this time, you RosERT L. CDDK will receive copies of our billing procedures and a project agreement to execute - FXrCUT3VE DIREMA Please remember that this program will only reimburse you for 80% of the project cost, up to the amount approved, for costs incurred after the project agreement has been fully executed. Do not start your project or incur any costs until this agreement is signed by all parties. By law, you can not be reirnbursed for costs incurred prior to the execution of the project agreement. Please feel free to contact ore at (512) 912 -7128 if you have any questions. Again, congratulations for developing such a worthy trail project and compiling a successful grant application ,I OUTDOORS1 Sincerely, Take r kid ""7r hunting or fishing 0 0 0 Visit a state pant Andrew Goldbloom or historic site program Manager Enclosure zoo 51AITFi SCHOOL ROAD Vo us ern age and Conserve Hle nalnrnd and Crtll and r'esvotrees rof Texas and to pro ride hunt Ing, flshiug 0STIN- 'rE %A9 78744.3291 S 1 sas 4300 fend oretrfonr recrerrllorr 0)J)P0rJ`H:d11es fr)r Hoc erne acrd errjoyrrrerrl of /►reseal and frehrrr gerraralfons, W Ww "d Siam 1x U; Shana Yelverton, City Manager November 27, 2006 I I :3� Shana Yelverton, City Manager November 27, 2006 Page 12 Shana Yelverton, City Manager November 27, 2006 Page 13