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CM-05-07-127Request for City Council/City Manager Action City Council City Manager Submit completed fo °for' wCity,,MVlanageran C ty Cou c ap0r0l a Department Name: PARD Contact Person: Vanessa Shrauner/Debbie Davila Project Manager/Resource: Emsud Horozovic, Forestry Manager Project Coordinator: Assigned Attorney: i Blue Sheet Wording Emsud Horozovic, Forestry Manager Veronica Rivera 7/14/2005 Project Name: Texas Forest Service Grant ContractorNendor: Funding Source: General fund and grant Amount: $10,000 Consider a resolution authorizing the Mayor to submit a grant application to the Texas Forest Service in the amount of $10,000 to continue an Arborist position. Finance Information Is Funding Required? Finance Approval El Finance Dfinance ❑Purchasing Budget Project M.r. Signature: 1 Yes No Initial Construction Contract Construction Contract Amendment Change Order Change in Quantity Unforeseen Circumstances Initial Professional Services Agreement Supplemental Professional Svcs. Agr. Purchasing/Service Agreement Purchase Order Item(s) to be purchased: Amount Other (Please clearly identify action on lines below) Date /t� / Date -7l i(©_ Date Date /L City Manager Signature: Date: Date: 7- ,- 05 Date: 746 414a OS Date: 7 - - OS Updated 6-9-05 BLUE SHEET FORMAT DATE: July 7, 2005 SUBJECT: City Council Meeting July 14th, 2005 ITEM: Consider a resolution authorizing the Mayor to submit a grant application to the Texas Forest Service in the amount of $10,000 to continue to fund an Arborist position. Department: PARD Staff Person: Rick Atkins, PARD Director Emsud Horozovic, Forestry Manager Justification: The arborist will continue to implement and develop numerous programs such as: NeighborWoods (street trees planting in neighborhoods), street tree routine maintenance, and educational programs in our schools. Additionally the arborist will continue to lend support by assuming some duties currently performed by the Forestry Manager, Funding: Cost: $20,000 ($10,000 City Portion) Source of funds: General Fund Outside Resources: Texas Forest Service ($10,000) Background Information: The City of Round Rock Parks and Recreation Department has received several grants from the Texas Forest Service over the years. Last year, PARD received a grant that allowed the Forestry Division to hire an arborist. This Service has been extremely valuable to PARD and we would like to continue the program. Public Comment: N/A Blue Sheet Format Updated 01/20/04 T E X� ��� AS"9"g3/ -s63! FOREST SERVICE The Texas A&M University System tt,, JAMES. CARSE — 4171 REGIONAL URBAN FORESTER Austin Office OFFICE: 512/451-2178 P.O. Box 15083 CELL- 936/546-1466 1101 Camino La Costa Road, Ste. 215 Oak Wilt Hotline: 512/473-3517 Austin, TX 78761-5083email: jcarse@tfs.tamu.edu r�.//texasforestservice.tamu.edu66 "Pv TEXAS FOREST .SERVICE The Texas A&M University System PETER D. SMITH PARTNERSHIP COORDINATOR TEXAS BIG TREE REGISTRY COORDINATOR Urban Forestry Program Forest Resource Development John B. Connally Building 301 Tarrow, Suite 364 College Station, Texas 77840-7896 OFFICE: 979/458-6650 FAX: 979/458-6655 email: pds@tfs.tamu.edu http://txforestservice.tamu.edu ,o,„5, '"+f T E A S ., FOREST � `. ' SERVICE CE The Texas A& ZI university Sy -stern Urban Forestry Partnership Grant Program 2005 Grant Application Form Part I: Applicant Information Project Title: Arborist For OfficialUse Only Organization: City of Round Rock - Parks and Recreation Department Grant No. Mailing Address: 301 W. Bagdad, Suite 250 Stat ewide:❑ Local:0 City: Round Rock State: TX ZIP: 78664 Contact Person/Title: Emsud Horozovic Forestry Manager Daytime Telephone: 512-341-3350 E-mail Address: ehorozovic@round-rock.tx.us Is your organization tax exempt? Yes✓Q No ❑ Federal Employer ID Number: 74-6017485 Part 11: Executive Summary A narrative of no more than three (3) typed pages must accompany each grant application of this narrative should be in the form of a one -paragraph Executive Summary that briefly Part Ilk: Organizational Goals The second part of the narrative should briefly discuss the four "core elements" of urban community: Does the community have a forester or arborist? Is there a tree ordinance in the trees on public or private property? Is there an inventory and plan for the care of public tree board or local advocacy organization? Next, explain how the project proposed addresses the elements above and fits within the mission and goals of your organization: What is the role of the organization in promoting urban forestry in the community? What will the to your organization and the community be? Part IV: Section A --Project N. Plan The third part of the narrative should address the following areas: 1. Project Description: describe all activities planned, who will manage the project, product. Name the project partners and what they will do. Describe how volunteers 2. Timeline: describe the timetable for project completion. A task/timeline chart may summarize the activities 3. Budget Explanation: state how grant funds will be spent, along with any local cash Provide sources and values for each in-kind contribution listed. 4. Project Publicity: explain how the project will be publicized in the community, or will be distributed. form. The first part describes the project. forestry in your place? Does it affect trees? Is there a one or more of your mission? What is long-term benefits and the end result or will be involved. be included to contributions. how the end product I- OS-p�-)2 7 Expense Category Part IY: Section 13 -- (1) Grant Funds ($) Project Budget (2) Local Cash ($) (3) Local In -Kind ($) Personnel: 10,000.00 40,063.00 Office Expenses: Travel: Supplies and Materials: Equipment: Professional Services: Contractual: Other ( ): *Column Totals: $10,000.00 $40,063.00 $0.00 *(a) Grant Request, and Local Match Total (dMb)+(c) *Local Match Total: $40,063.00 Part I hereby certify that I have requirements, and have recommended the Urban Forestry Partnership V: Forester Certi'cation met with the applicant to review any changes that Grant Program. *f;,__—, (worth 10 pts.) this proposal and the program would help the project achieve the goals of _...." Signature of TFS Forester Date Part YI: Grant Application Authorization As a duly authorized representative of the organization making this application, all the information provided herein is true and represents the desires of this organization. certify that I understand the purpose and rules of the program, as set out in the Application I hereby certify that I further Guide. Name and Title of Authorized Representative NV Signature of Authorized Representative Date Arborist Position City of Round Rock Parks and Recreation Department (PARD) Urban Forestry Division PART II: EXECUTIVE SUMMARY The City of Round Rock has had an Urban Forester for five years and a Forestry Division for four years. The Forestry program has been proactive in its efforts to promote public awareness of the essential balance of nature and community by promoting tree planting and tree care. Two years ago, we added an Arborist through the first of a three-year TFS grant. We are requesting support from the Texas Forest Service to continue to help us fund our Arborist who will further implement the Citywide Urban Forestry Program and all aspects of trees and tree care, meeting our expanding needs. This Arborist will continue to assist in implementing two newly developed programs: 1. Tree Protection and Preservation Ordinance implementation, development plan reviews, and enforcement of new ordinance, assisting to the Forestry Manager 2. A street tree planting program called "NeighborWoods," 3. A street tree pruning program in answer to frequent requests by the City's Fire Department, Police, Public Works and citizens. In addition, over the remaining one-year period this position will support our Forestry Manager in: • Increasing education and outreach to the community by writing brochures and creating exhibits • Organizing workshops and seminars on trees for civic groups and homeowner associations • Organizing a spring and fall landscape clinic for Round Rock residents . - • Working with youth and school children on tree planting and education programs • Helping enforce applicable city codes as they pertain to trees • Recruiting volunteers • Assisting in obtaining grants • Helping Round Rock become recognized as Tree City USA • Increasing revenue on the brush and mulch sales • Further improve tree nursery • Increasing revenue generated from tree replacement fines and fees, and perhaps most importantly, • Furthering the enhancement of the professional and proactive tree care program for the City of Round Rock. PART III: ORGANIZATIONAL GOALS The Round Rock Parks and Recreation Department's (PARD) mission is to enhance our customer's quality of life through diversified leisure opportunities. This is accomplished through acquisition, development, preservation and management of parkland, recreational facilities, and programs. As a department within the City of Round Rock, we work within the framework of the governmental unit, as a part of a team, to accomplish the overall goals of the community. Our Urban Forestry Division's vision for this community is to beautify the city by planting, maintaining, and protecting trees and plants in the City of Round Rock. To reach this vision, we provide tree maintenance, tree planting and tree protection, while encouraging public participation and continuously increasing public awareness of Forestry's efforts. Our customers are the citizens of Round Rock, totaling approximately 84,000 people. The demographics of this group are: Caucasians 75%, Hispanic 19%, African American 5% and Oriental 1%. These ethnic groups represent people of all ages from infant to senior citizens. We also serve people with disabilities. Almost 64% of our citizens fall into the middle- income group ($12,575-$50,000). Although we have a growing senior population, the majority of the population consists of young professionals with school age children. Many of these people are actively involved in the community and willing to work for the betterment of the community. The City of Round Rock PARD's Urban Forestry program has encouraged partnerships with both public and private sector entities. We work with Tree Folks, the Texas Forest Service, the Round Rock Chamber of Commerce, Keep Round Rock Beautiful Committee, Texas Urban Forestry Council, For the Love of Christy, Scouts, RR `ISD, and various other groups in promoting trees and their care. We coordinate with our neighboring cities and with other groups for regional tree planting events. We provide presentations for local civic organizations and schools on the benefits of tree planting and conservation and encourage volunteer support in these efforts. The PARD strives to actively assume the lead role in promoting urban forestry in the community. It has always been this Department's responsibility to lead the community in this endeavor, and we do our best to notify the community of our actions. We have significant support from our local newspapers (circulation 45,000), which continue to promote our tree plantings and educate our residents with more than 30 articles per year appearing in the paper. Our Arbor Day Celebration and tree plantings have received television coverage throughout the county; all of our events are on our city website and announced in our Round Rock News city email newsletter which reaches more than 1500 residents; selected short subjects are run on our City of Round Rock "Take 5" television show which runs 24 times a day on our city television channel; and we place information in our Newsflash utility bill insert which reach every utility customer. We have coverage of all our events as well as monthly article in Round Rock Leader, local newspaper. In the city, we work closely with the Round Rock Volunteer Center to recruit volunteers and get citizens involved in forestry events. We maintain contact with our neighborhood associations and notify them of tree plantings and programs. Every year we hold a landscape clinic that is attended by approximately 200 residents. In the past few years, our Christmas tree recycling program's popularity has grown and tree donations have increased by more than 100 percent. In addition, we grind 30,000 cubic yards brush at our recycling center per year, and provide the mulch free of charge to our residents. The Arborist will assist in implementing new Tree Protection and Preservation ordinance, Street Tree Pruning programs, and the NeighborWoods, as well as help increase involvement with elementary school children because they represent the future. If taught to respect our environment, children will grow up with a positive attitude and understand the importance of preserving, protecting and enhancing the balance required to make plants and wildlife thrive. The more we educate, the more residents of all ages will be aware of city codes, policies pertaining to trees, and the importance of urban forestry. PART IV: SECTION A — PROJECT WORK PLAN Problem: Round Rock is rapidly growing, and with this growth comes additional requests for our services. We must respond to the needs of our community, but additional staff is required to provide adequate service. Goal: To respond to the needs of our community by enhancing its beauty with planting more trees, providing better tree care and tree protection and to accomplish that, we need additional staff. I. Project Execution Arborist continues to develop and implement specific programs. The results of this project over the remaining one-year period include; • Enforcement of applicable city codes pertaining to trees; including the new tree ordinance • Implementation of a routine tree pruning process • Providing additional tree plantings • The implementation of a NeighborWoods program • Providing additional workshops and seminars on trees for civic groups and homeowner associations • Obtaining Tree City USA designation • Creation of a Public Tree Care ordinance 2. Participants: The project will involve the Forestry Manager, grant -funded Arborist, and city employees of PARD, volunteers, and other city employees as relevant, such as Public Works, Finance and Planning. The PARD's Forestry Manager will work closely with the Arborist to ensure that programs are established and carried out. Additional participants include schools, neighborhood associations, scouts, service clubs, garden clubs, and the Round Rock Volunteer Center who will all work closely with our Arborist in his or her community programs. 3. Use of Federal Funds The total budget is $50,063 of which the Federal portion is $10,000. The grant request is specifically to share the salary of the Arborist. 4. In -Kind Contributions The City of Round Rock's Forestry Division's in-kind contributions include volunteers from The Round Rock Volunteer Center, Garden Club, Chamber of Commerce Community Improvement Committee (Keep Round Rock Beautiful), TreeFolks, For the Love of Christy, scouts, schools, neighborhood associations, civic clubs, service organizations, and other city departments. Additionally, the proposed Arborist will receive on average 10-20 hours a week of support from the Forestry Manager. 5. Project Communication The community will be informed of the Texas Forest Service grant application through the local media in the form of newspaper articles and inclusion in Citybeat advertisements. The City has access to television, radio and newspaper mediums and then will be used to both inform the public of the Arborist's projects and that a grant from the Texas Forest Service was secured. Also the grant will be acknowledged in the city newsletters, the City's website and Round Rock's City television Channel 10. The Arborist will utilize utility bill inserts, community electronic newsletters, the City website, and ongoing advertisements in the local community newspapers (Round Rock Leader and Austin American Statesman) to inform the community of various projects. Other formats will include bylined articles for area publications, and speaker presentations to local civic groups, organizations, schools and businesses. Part V: Forester Certification Grant application has been discussed with Regional Urban Forester James Carse. He approved our application on July 8, 2005 Part VI: Grant Application Authorization Rick Atkins, PARD Director Emsud Horozovic, PARD Forestry Manager THE GRANT APPLICATION REVIEW FORM Page 1 GRANT APPLICATION/PROPOSAL REVIEW (GAPR) This form must be completed and presented to Department Leadership for review prior to: a) the submission of a grant application; b) the acceptance of a grant; c) the renewal of a grant; or, d) a change in the budgeted amount of the grant Following review by Departmental Leadership, this form should be submitted to the City Budget Supervisor (499-2869) for Budget Office Approval. The GAPR form is due to the Budget Office for approval at least three (3) working days prior to the grant application due date or any City Council -related deadline. If a grant application requires prior City Council approval to submit, this form should be completed by the department and submitted with the Council Action requesting approval to apply and the "Request for Finance Approval" form. If a grant is awarded, a copy of this GAPR should be submitted with the Council Action requesting authorization to accept the grant and the "Request for Finance Approver form. NOTE: NO GRANT APPLICATION, RENEWAL, OR INCREASE IN GRANT FUNDING WILL BE CONSIDERED WITHOUT THE SUBMISSION AND APPROVAL OF THIS FORM. Grantor Texas Forest Service Grant Title: Urban Forestry Partnership Grant Program $50,000(3yrs) Grant __..........___. __............ FTEs:: ........................... _ . .__........................._. 1 lr V- $'(3yrs) Fiscal Year Grant:. Funding' Required City Match TOTAL FY:03-04 $20,000 $51,863 $71,863 PROGRAM BUDGET FY:04-03 $20,000 $20,000 $40,000 ihiFY)05;06;0:: $10,000 $10,000 $20,000 Please complete the sentences listed below by filling out the boxes: This is the (list year): $50,000 8G3 $171,289. 131, Third of a (list year) Page 2 Three year, renewable Grant. 963 Other In -Kind Match Provided: $ Total Program Budget: $ 50,063 Proposed Positions (FTE's) to be Funded: [Indicate Title(s) and Status (regular/temporary). Please add rows if number is insufficient. ] Arborist Regular $50,063 $50,063 Should we subcontract? If so, why? This grant proposal/application is a: New Grant X Renewal Grant Revision Type of Funds: _Federal Federal Pass -Through X State Private/Other Funding Source: Texas Forest Service GRANT TERM DATES Collaborations with other Agencies/Departments: The arborist will work with the Planning Department on applicable codes as pertains to trees; Public Works for tree issues in rights-of-way and around utility lines; Fire Dept. for routine pruning along streets and Police Dept. for blind corners and traffic obstructions. List the Departmental Goal or Strategy that will be supported by this grant (as included in the Approved Budget Document): Continue to provide a high level of internal and external customer service. Develop and maintain beautification in key areas. Continue to expand citywide Urban Forestry Program. Continue to improve the brush and mulch management programs. Develop, maintain and continually invest in Parks related infrastructure and beautification efforts, citywide, with and emphasis on key areas such as downtown and along existing corridors. Page 3 Associated Program/Program Objective: NeighborWoods Tree Planting Program, Street Tree Pruning, and Educational Programs PLANNED PERFORMANCE MEASURES (List Maior Three): 1. Continue implementation of a routine pruning procedure for city right-of-way and other public land Implement 2. Assist Forestry Manager in implementation, development plan reviews, and enforcement of new Tree Protection and Preservation Ordinance 3. Provide educational opportunities to the community. 4. Implement Phase 1 of NeighborWoods Tree Planting Program Brief description of proposed grant program: To help recover costs of employing arborist who will further implement the Citywide Urban Forestry Program and all aspects of trees and tree care. The grant application is for 3 years, of which this application is for the third year. Grant match covers salary expenditure only and it will not cover equipment or other costs. Contingency Plan if Grant Funding Discontinued (Check Appropriate Box, or Detail in "Other."): DEPARTMENTAL REVIEW/APPROVAL (To be completed by the submitting Department) Dept. Director Review/Approval: Date: Date Application Due (if Applicable): Date Forwarded: CITY BUDGET OFFICE REVIEW APPROVAL (To be completed by the City Budget Office) Date Received: Date Approved/Disapproved: Budget/Accounting Supervisor Review/Approval: (3� Date: 770/D t S Finance Director Review/Approval: Date: Page 4 A. X If this grant project's goals and objectives are reached, the Department will request funding from the General Fund to continue the program if grant funding ends. B This grant -funded project is considered a baseline program that must be continued with or without grant funding. C This grant -funded project is not considered a baseline program that must be continued with or without grant funding. D. This one-time grant -funded project intended to cease at the grant -term end. No other funding will be requested from alternative sources General grant or Fund dollars E. X If this grant -funded project's performance (for in the example of a pilot or demonstration grant) indicates the need for the Department to apply for follow-up grant funding, the project may require supplemental funding from the General Fund to cover the cost of the follow-up project. F. Other: DEPARTMENTAL REVIEW/APPROVAL (To be completed by the submitting Department) Dept. Director Review/Approval: Date: Date Application Due (if Applicable): Date Forwarded: CITY BUDGET OFFICE REVIEW APPROVAL (To be completed by the City Budget Office) Date Received: Date Approved/Disapproved: Budget/Accounting Supervisor Review/Approval: (3� Date: 770/D t S Finance Director Review/Approval: Date: Page 4