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Item 4C׬»³ ìÝ ó ï Ó Û Ó Ñ Î ß Ò Ü Ë Ó March 13, 2012 TO: Shana Yelverton, City Manager FROM: Chris Tribble, Director of Community Services ß°°®±ª» λª·­·±²­ ¬± ÍÐÜÝ Ó¿¬½¸·²¹ Ú«²¼­ б´·½§ SUBJECT: ß½¬·±² λ¯«»­¬»¼æ City Council approval of the proposed SPDC Matching Funds Policy revisions. Þ¿½µ¹®±«²¼ ײº±®³¿¬·±²æ The current SPDC Matching Funds Policy was adopted by the City on March 2,2010. Following several project requests considered by the Parks and Recreation Board, the SPDC and the City Council in the fall of 2010, it was determined that it was necessary to look at potential revisions to the policy. A Joint Meeting of the City Council, SPDC and Parks Board was held on November 2, 2010 to discuss potential revisions to the current policy. In addition, the Parks Board discussed and provided staff with additional potential revisions at their November 8, 2010 regular meeting.Subsequently, at their June 2011 Retreat, the City Council discussed potential revisions to the policy and provided feedback to staff on a draft revised policy. The feedback from these discussions was used to develop the revised SPDC Matching Funds Policy that is presented for consideration. Parks and Recreation Board recommended approval (7-0) of the revisions to the Policy at their February 13, 2012 meeting. SPDC recommended approval (7-0)of the Policy March 6, 2012. Ú·²¿²½·¿´ ݱ²­·¼»®¿¬·±²­æ None ͬ®¿¬»¹·½ Ô·²µæ Focus Areas of Quality Development and Partnerships and City of Southlake Values: ׬»³ ìÝ ó î Shana Yelverton, City Manager Meeting Date March 20, 2012 Page 2 of 3 Volunteerism, and meets the Corporate Objectives to Invest to Provide and Maintain High Quality Public Assets; Provide Attractive and Unique Spaces for the Enjoyment of Personal Interests; and to Promote Opportunities for Partnerships and Volunteer Involvement. Ý·¬·¦»² ײ°«¬ñ Þ±¿®¼ λª·»©æ A Joint Meeting of the City Council, SPDC and Parks Board was held on November 2, 2010 to discuss potential revisions to the current policy. The Parks Board discussed and provided staff with additional potential revisions at their November 8, 2010 regular meeting. The City Council discussed and provided staff with direction on the revisions at the June 2011 City Council Retreat. SPDC discussion February 7, 2012 Parks Board review and recommended approval (7-0) February 13, 2012 SPDC review February 7, 2012 and recommended approval (7-0) onMarch 6, 2012 City Council consideration March 20, 2012 Ô»¹¿´ λª·»©æ The City Attorney will review prior to adoption of the revised policy. ß´¬»®²¿¬·ª»­æ Alternatives include: City Council approval of policy revisions City Council approval of policy revisions with modifications City Council decision not to approve policy revisions Í«°°±®¬·²¹ ܱ½«³»²¬­æ Include: Copy of current policy Copy of revised policy City of Southlake Values: In ׬»³ ìÝ ó í Shana Yelverton, City Manager Meeting Date March 20, 2012 Page 3 of 3 ͬ¿ºº λ½±³³»²¼¿¬·±²æ City Council approval of proposed SPDC Matching Funds Policy revisions City of Southlake Values: In ׬»³ ìÝ ó ì CURRENT POLICY Community Services Department Policies and Procedures Manual Policy: Project and Community Matching Fund Request Policy Source: City Council/SPDC/Parks and Recreation Board Category: Parks and Recreation Board Statement of Purpose The purpose of this policy is to provide a process for considering park or facility related projects proposed by petitioning individuals or organizations. Matching fund, dollar for dollar, may be requested for the projects. The following policy will become effective immediately upon approval of City Council. Procedure I. Anyone considering a project for aCity of Southlake Community Services facility should submit a proposal in writing to the Director of Community Services. A form for this purpose will be made available from the Department of Community Services. Proposed projects should be consistent with the overall intended use of the parks as determined by the Parks and Recreation Board. Requests for matching funds up to $5,000 will be placed on the consent agenda for Southlake Park Development Corporation (SPDC) consideration. II. The proposal should include a complete description of the project and, to the extent applicable, pictures and/or detailed drawings, estimated budgets, preferred location of the project, mechanism of funding the project and any stipulations that might go along with the project. III. The Director of Community Services will review the proposal and make any comments/recommendations deemed necessary. The Director of Community Services may accept projects in conjunction with routine work (i.e., budgeted items, routine maintenance and operation projects) performed by the Director of Community Services without approval of the Parks and Recreation Board and may proceed with the project where deemed appropriate. The Director of Community Services will inform the Parks and Recreation Board of routine projects performed in the administrative monthly reports. IV. The Director of Community Services will forward all projects requesting matching funds and non-routine projects (includes, but is not limited to, anything on the master plan) along with comments/recommendations to the Parks and Recreation Board for their consideration at the next regular meeting. Community Services Project and Community Fund Matching Request Policy Page 1 of 3 ׬»³ ìÝ ó ë V. The Parks and Recreation Board will consider the proposed project and make comments/recommendations. The consideration of the proposed project will be based on the extent to which the project is consistent with the overall intended use of the parks as determined by the Parks and Recreation Board. Project proposals will then be forwarded to the Southlake Park Development Corporation (SPDC) for approval. Projects may also be forwarded to the City Council for final approval as recommended by either the Parks and Recreation Board or the Southlake Park Development Corporation (SPDC). VI. The City of Southlake reserves the right to accept or reject any project submitted for approval. VII The petitioner (individual or organization) reserves the right to withdraw the proposed project at any time during the approval process. VIII. All projects will be considered for acceptance on a project by project basis. The length of time required to complete the project will be considered. The petitioner must complete the fundraising requirements necessary to match the requested City funding, if requested, and have commenced work on the project within six (6) months of the final approval date. Any approved amount that is not matched by the petitioner at the end of the six (6) month period will require the petitioner to reapply for funding to the Parks and Recreation Board and the Southlake Parks Development Corporation (SPDC). Not meeting the start and completion dates indicated may jeopardize funding. The project status will be reviewed by the Director of Community Services and the Parks and Recreation Board. IX. A permanent plaque of recognition may be designated in the park or facility where the project will be recognized, the name of the project and its contributor(s), and the date of the project. Permanent recognition should be discussed and approved during the initial project proposal. The size and verbiage of any proposed signage is subject to review and approval by the Parks and Recreation Board. Proposed signage must reference that the project was completed with funding through the SPDC Project and Community Matching Funds Program, when applicable. Press releases may be issued following the acceptance of the project. X. All accepted projects in the City of Southlake will become the property of the City of Southlake and will be used at the discretion of the City. Approval Date:June 3, 1997Approved by:City Council 1. Amendment Date November 2, 1999Approved by:City Council 2. Amendment DateMarch 2, 2010Approved by:City Council Community Services Project and Community Fund Matching Request Policy Page 2 of 3 ׬»³ ìÝ ó ê PROJECT MATCHING FUNDS REQUEST FORM Project Name: _______________________________________________________________ Contact Person: ______________________________________________________________ Mailing Address: _____________________________________________________________ City: _______________________ State: ____ ZIP: _________ Day Phone: ______________ Night Phone: ________________________ Fax No. _________________________________ Additional Contact Person: ________________________ Day Phone: ___________________ PROJECT DESCRIPTION: Required Start Date: _______________ Projected Completion Date: _______________ Projected Cost: _______________ Amount of Funds Requested: _______________ Community Services Project and Community Fund Matching Request Policy Page 3 of 3 Revised 03.08.12 REVISED POLICY Ý·¬§ ±º ͱ«¬¸´¿µ» б´·½·»­ ¿²¼ Ю±½»¼«®»­ б´·½§æ ͱ«¬¸´¿µ» п®µ­ Ü»ª»´±°³»²¬ ݱ®°±®¿¬·±² Ó¿¬½¸·²¹ Ú«²¼­ б´·½§ ͱ«®½»æ Ý·¬§ ݱ«²½·´ñÍÐÜÝñп®µ­ ú λ½®»¿¬·±² Þ±¿®¼ Ý¿¬»¹±®§æ п®µ­ ¿²¼ λ½®»¿¬·±² I. Statement of Purpose The Southlake Parks Development Corporation (SPDC) Matching Funds Policy enables the City to leverage its capital funding to assist with the ongoing advancement of the Parks, Recreation & Open Space/Community Facilities Master Plan, and implementation The purpose of this policy is to provide a process for considering requests by petitioning individuals or organizations for Southlake Parks Development Corporation (SPDC) Matching Funds projects. The following policy will become effective immediately upon approval of City Council. Proposed SPDC Matching Funds projects will be considered on a project by project basis. The City will determine the percentage match up to 100%. Proposed projects requesting in-kind services matching will be handled per Section V of this policy. A. Strategic Alignment Quality DevelopmentPartnerships and Volunteerism Focus Areas of and , and meets Invest to Provide and Maintain High Quality Public the Corporate Objectives to Assets; Provide Attractive and Unique Spaces for the Enjoyment of Personal Interests; Promote Opportunities for Partnerships and Volunteer Involvement. and to II. SPDC Matching Funds Project Application Procedures A. Anyone proposing a SPDC Matching Funds project should submit a proposal in th writing to the Director of Community Services by April 30 for consideration for the following fiscal year (October 1 September 30). Other projects may be considered th after April 30 as funding is available. A form for this purpose will be available through the Department of Community Services. B. The proposal should include a complete and detailed description of the project and, to the extent applicable, pictures and/or detailed drawings, estimated budgets, preferred location of the project, mechanism of funding the project, any stipulations that might go along with the project, and a justification for the project. C. The City Council, at its discretion, may grant variances to this policy. III. SPDC Matching Funds Project Evaluation Criteria A. Proposed projects will be considered on a project by project basis and should be consistent with the overall intended use of the parks as per the adopted Parks, 1 Revised 03.08.12 Recreation & Open Space/Community Facilities Master Plan as well as the following criterion: 1. ? 2. Is the project linked to the Map? 3. Is the project related to a currently funded CIP project? 4. Is the project related to a project in the adopted 5-year CIP? 5. Does the project benefit Southlake residents? 6. Does the project enhance a current parks and recreation system asset? 7. Does the project assist with the acquisition of a capital purchase? 8. Does the project have a useful life of at least (5) years? 9. Does the project accelerate the completion of a CIP or Parks, Recreation & Open Space/Community Facilities Master Plan project? B. The City of Southlake reserves the right to accept or reject any project submitted for approval, and while every intention is to complete approved projects, the City reserves the right not to complete a project if found to be in the best interest of the City, and any costs incurred by the petitioner will not be refunded. The petitioner will IV. SPDC Matching Funds Project Approval Process A. The Director of Community Services will review the proposed project for its consistency with the o as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, and the evaluation criteria listed in Section III. B. If the Director of Community Services determines that the project is consistent with the Parks, Recreation & Open Space/Community Facilities Master Plan, and/or is consistent with the evaluation criteria, he/she will place the proposal on an agenda for the Parks and Recreation Board to consider recommending to the SPDC and the City Council. C. If the Director of Community Services determines that the project is not consistent with the Parks, Recreation & Open Space/Community Facilities Master Plan, and/or is not consistent with the evaluation criteria, he/she will inform the petitioning individual or organization in writing of the decision and the reasons for the finding. not to consider the project to the Parks and Recreation Board. The Parks and Recreation Board will make a recommendation as to whether the project should be considered. D. The Parks and Recreation Board will consider the proposed project and make its recommendation to the SPDC and the City Council. The Parks and Recreation consideration of the proposed project will be based on the extent to which the project is consistent with the overall intended use of the parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, and the overall benefit of the project to Southlake residents. E. proposed project, the Director of Community Services will place the proposed project and the 2 Revised 03.08.12 corresponding matching funds request on an agenda for the SPDC to discuss, and on a subsequent SPDC agenda for their consideration and recommendation to the City Council. F. The SPDC will consider the proposed project and the corresponding matching funds request and make its recommendation to the City Council. The consideration of the proposed project and the corresponding matching funds request will be based on the extent to which the project is consistent with the overall intended use of the parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, the overall benefit of the project to Southlake residents, and the funding available for the project. G. Following the SPDC consideration of the proposed project and the corresponding matching funds request, and if subsequently recommended for approval by the SPDC, the Director of Community Services will place the proposal on an agenda for the City Council to consider for final approval. H. The petitioner (individual or organization) reserves the right to withdraw the proposed project at any time during the approval process. I. All approved projects will be managed by the City; will become the property of the City once completed or received; and will be used at the sole discretion of the City. J. The length of time required to complete the project will be determined by the Director of Community Services, and will be used when considering the project. K. The petitioner must complete any fundraising requirements, if necessary, and deliver their portion of the matching funds to the City before the City will begin work on the project. L. The petitioner must deliver their portion of the matching funds to the City within six (6) months of the final approval date unless additional time is granted at the time of approval. If the petitioner fails to meet this requirement, the petitioner will be required to reapply for matching funding. M. The projects status will be monitored by the Director of Community Services. V. In-Kind Services Matching In-kind services that result in a tangible asset may be eligible. Examples include, but are not limited to, Architectural/Engineering drawings, Construction Management services, materials. In-kind services will only apply to expenses that the City would typically incur for project implementation. The Director of Community Services will work with the Finance Director to determine if the proposed in-kind request results in a tangible asset. A. Applications for in-kind services matching should typically be approved prior to the in-kind service being rendered or materials being purchased. B. The petitioner for in-kind services matching must provide sufficient financial documentation from third party vendors regarding typical industry standard costs for materials and/or services. The Director of Community Services will review the documentation, evaluate it using comparable industry standard costs the City 3 Revised 03.08.12 typically incurs, and make a recommendation to the SPDC on a reasonable market value of the material costs and/or service fees. C. A timeline by which the in-kind services will be completed/received shall be submitted with the application. D. The SPDC may recommend, and the City Council will determine the percentage in- kind match after their analysis to determine what benefit is being received by the City versus the requesting entity with completion of the project. E. Matching funds for in-kind services will not be expended until the in-kind services are completed/received as determined by the Director of Community Services. F. The Parks and Recreation Board will consider the proposed project and make its recommendation to the SPDC and the City Council. The Parks and Recreation ation of the proposed project will be based on the extent to which the project is consistent with the overall intended use of the parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, and the overall benefit of the project to Southlake residents. G. proposed project, the Director of Community Services will place the proposed project and the corresponding matching funds request (including the in-kind services match) on an agenda for the SPDC to discuss, and on a subsequent SPDC agenda for their consideration and recommendation to the City Council. H. The SPDC will consider the proposed project and the corresponding matching funds request (including the in-kind services match) and make its recommendation to the project and the corresponding matching funds request (including the in-kind services match) will be based on the extent to which the project is consistent with the overall intended use of the parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, the overall benefit of the project to Southlake residents, and the funding available for the project. I. Following the SPDC consideration of the proposed project and the corresponding matching funds request (including the in-kind services match), and if subsequently recommended for approval by the SPDC, the Director of Community Services will place the proposal on an agenda for the City Council to consider for final approval. VI. Recognition of Matching Funds Projects As determined by the Director of Community Services, a permanent plaque may be designated in the park or facility in recognition of the project to include the name of the project, its contributor(s), date of the project, and reference that the project was completed with funding through the SPDC Matching Funds Program. The Director of Community Services will determine the placement location and content of the plaque. June 3, 1997 Approved by: City Council Approval Date: November 2, 1999 Approved by: City Council 1. Amendment Date March 2, 2010 Approved by: City Council 2. Amendment Date TBD Approved by: City Council 3. Amendment Date 4 Revised 03.08.12 ÐÎÑÐÑÍÛÜ ÍÐÜÝ ÓßÌÝØ×ÒÙ ÚËÒÜÍ ÐÎÑÖÛÝÌ ßÐÐÔ×ÝßÌ×ÑÒ Project Name: Project Location: Contact Person: Organization: Mailing Address: City: State: ZIP: Phone: Cell: Fax: Additional Contact Person: Phone:_________________ Project Description: Project Justification: Proposed Start Date: Proposed Completion Date: Projected Cost: Funds Requested: Check One: Standard Match OR In-Kind Match %Match Proposed: Does the individual/organization currently have its portion of the requested funds match? If not, when does the individual/organization anticipate having its portion of the match? 5