HomeMy WebLinkAboutStaff Report 2.C 02/04/2008CITY OF PFTALUMA, CALIFORNIA
AGENDA BILL
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Agenda Title: I Meeting Date: February 4, 2008
Resolution authorizing the City of Petaluma to apply for funding from flee
Urban Forestry Grant Program entitled, "Green Trees For The Golden Meeting Time: ® 3:00 PM
State", as provided through Proposition 12. 1 ❑ 7:00 PM
Category: ❑ Presentation ® Consent Calendar ❑ Public Hearing ❑ Unfinished Business ❑ New Business
Department: I
Director:
Contact Person: Phone Number:
Parks and Recreation
Scott Brod
Ron DeNicola (707) 778-4321
Cost of Proposal: Account Number:
It is anticipated that the required grant match will be provided through in-
kind services, including project management, tree planting and tree Name of Fund:
maintenance. All such activities are allocated in the Park Maintenance and
Operations Budget, and thus will not require an additional or specific budget
Allocation.
Amount Budgeted: N/A
Attachments to Agenda Packet Item:
A. Resolution of the City of Petaluma to apply for funding from the Urban Forestry Grant Program entitled,
Green Trees far the Golden State, as provided through proposition 12.
B. 150 Trees for 150 Yeats, City of Petaluma, Green 'frees for the Golden State Grant, December 2007
Proposal
Summary Statement:
The California Department of Forestry and Fire Protection Urban and Community Forestry Program administers
Proposition 12 funds for urban forestry projects statewide. Municipal agencies and non-profit groups may apply
for this funding for tree planting and maintenance purposes.
'The Tree Advisory Committee of Petaluma has proposed a tree planting project to celebrate Petaluma's
Sesquicentennial and has prepared an application for funding under this program. The grant amount requested is
$128,318.60.
The Recreation, Music and Parks Commission has reviewed the proposal and recommends approval of the
resolution.
Recommended City Council Action/Suggested Motion:
Adoption of the resolution.
Riwiewed_byrAdd'min. Svcs.D1r4
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; pate: 112,1 l oe
Rev. # Date Last Revised:
Reviewed by City Attorney:
Date:
no
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File:
Page I
Approved bbCity Manager:
Date:
t
CITY OF PETALUMA, CALIFORNIA
FE13RUARY4,2008
AGENDA REPORT
FOR
Resolution authorizing the City of Petaluma to apply for Funding From the Urban Forestry
Grant Program Entitled, "Green Trees For The Golden State", As Provided Through Proposition
12.
1. EXECUTIVE SUMMARY:
The California Department of Forestry and Fire Protection Urban and Community
Forestry Program administers Proposition 12 funds for urban forestry projects statewide.
Municipal agencies and non-profit groups may apply for this funding for tree planting
and maintenance purposes.
The Tree Advisory Committee of Petaluma has proposed a tree planting project to
celebrate Petaluma's Sesquicentennial and has prepared an application for funding under
this program.
BACKGROUND:
The Tree Advisory Committee of Petaluma has created a plan calling for the planting and
placement of 150 street trees and 150 park trees in celebration of Petaluma's
Sesquicentennial. The project is a partnership with the Department of Parks and
Recreation. Funding is available for this project through a grant program administered by
the California Department of Forestry and Fire Protection Urban and Community
Forestry Program.
The street tree portion of the project will be administered by the Tree Advisory
Committee in cooperation with the Parks and Recreation Department. Specific locations
and placement of the street trees is not identified, and will be based on a community wide
solicitation of interest. A majority of the Park trees are likely to be located at
Shollenberger Park. Remaining trees will be used throughout the park system.
3. AL9'ERNATIVES:
a. Approve the proposed resolution authorizing the grant application.
b. Take no action on the resolution, thereby declining to participate in the project.
FINANCIAL IMPACTS:
The cost of trees, planting materials, concrete removal, educational materials and signage
will be submitted as grant funded portions of the project. It is proposed that the city
required matching funds consist of the labor involved in planting 150 of the 300 total
trees, as well as the labor involved in monitoring the health and condition of the trees.
Additionally, City staff will assist with administering the project in partnership with the
Petaluma Tree Advisory Committee.
Page 2
5. CONCLUSION:
If approved for funding, the project will help to commemorate the City's sesquicentennial
and will provide a community project that is educational and inclusive. As well, such
projects contribute to civic pride, increase the awareness of the importance of
maintaining a healthy urban forest and provide long-term environmental benefits.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR,
COMPLETION:
If funded, the project will be undertaken and completed in 2008.
RECOMMENDATION:
Adoption of the Resolution authorizing the City of Petaluma to apply for Funding From
the Urban Forestry Grant Program.
Pale 3
RESOLUTION OF THE CITY OF PETALUMA TO APPLY FOR FUNDING FROM
THE URBAN FORESTRY GRANT PROGRAM ENTITLED, "GREEN TREES FOR
THE GOLDEN STATE", AS PROVIDED THROUGH PROPOSITION 12.
WHEREAS, the Governor of the State of California in cooperation with the California State
Legislature has enacted Proposition 12, which provides funds to the State of California and its
political subdivisions for urban forestry programs; and
WHEREAS, the State Department of Forestry and Fire Protection has been delegated the
responsibility for the administration of the program within the State, setting up necessary
procedures governing application by local agencies and non-profit organizations under the
program, and
WHEREAS, said procedures established by the State Department of Forestry and Fire Protection
require the applicant to certify by resolution the approval of application before submission of
said application to the State; and
WHEREAS, the applicant will enter into an agreement with the State of California to cant' out a
tree planting project upon approval of applicant's grant proposal,
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Petaluma
L Approves the filing of an application for "PROPOSITION 12" tree planting
grant program funds in the amount of $123,320 in substantial conformance
with the Pre -Proposal Cover Sheet and Pre -Proposal Budget attached hereto as
Exhibit A; and,
2. Certifies that said applicant Inas or will have sufficient funds to operate and
maintain the project; and,
3. Certifies that funds under the jurisdiction of the City Council of the City of
Petaluma are available to begin the project.
4. Certifies that said applicant will expend grant funds prior to March 31, 2004.
S. Appoints the City Manager as agent of the City Council of the City of
Petaluma to conduct all negotiations, execute and submit all documents
including, but not limited to applications, agreements, amendments, payment
requests and so on, which may be necessary for the completion of the
aforementioned project.
Approved and adopted the __ clay of __-, 200__. 1, the undersigned, hereby certify
that the foregoing Resolution, number was fully adopted by the following roll call vote:
Ayes: Noes: Absent: — -__ (Clerk) Notarized Seal:
pace,l
California Department of Forestry and Fire Protection
2006/2007 Green Trees for The Golden State
Pre -Proposal Cover Sheet
Form #I
Grant Applicant: City of Petaluma
Project Title: 150 Trees for 150 Years — Petaluma's Sesquicentennial
Grant Amount Requested: $128,320
Applicant's Mailing Address: 320 North McDowell Blvd
City, State, Zip: Petaluma, CA 94954
Telephone/Fax: 707.778.4321 County: Sonoma
Applicant's Authorized Representative: City Manager
Title: City Manager Telephonc/Fax: 707.778.4321
Email: citymgr(@ci.petaluma.ca.us Website:
Summarize the proposed project in 100 words or less. This summary is not a substitute
for the two-page project narrative described in the grant guidelines.
The proposed project is the planting of trees to celebrate the City of Petaluma's sesquicentennial
(150 years) in 2008: 150 will be street trees planted by citizens and 150 will be planted by the City
of Petaluma:
By signing below, the applicant's representative certifies the following: "I have been
designated by the governing body of my entity to act as authorized representative of the
applying entity; I have read and understand all sections of this application packet and
certify that the information presented in the attached grant proposal is accurate. I agree to
comply with all requirements set forth in the grant guidelines, and I understand that
failure to comply with reporting requirements will result in forfeiture of grant moneys."
(Signature of applicant's authorized representative) (date)
Pane 5
California Department of Forestry and Fire Protection
2005/2006 Green Trees for The Golden State
Pre -Proposal Itemized Budget
Fonn #2
Grant Applicant: City of Petaluma, Parks Department
This itemized budget should include the best estimate of costs and matching fiends to
carry out the proposed project and should include only eligible expenses as set forth in
the guidelines. A cost sharing match of 10-75%r is required. Matching funds from in-kind
donations, volunteer assistance, or non-federal monetary contributions are allowable to
help document how funds for this program are leveraged.
Example:
Materials: Grant Request
37 trees @$55/tred $2035.00
Arborist 10 hrs. @$45/hr.
Tree care or planting volunteers 150 hrs.,@$1755/hr_,
TREES AND PLANTING MATERIALS: (Includes tree stock, S104 -es,
ameadmew, tree araimenance supplies, etc.)
Trees— 200 - 15gal @$58/tree
Trees — 100 - 24'box c)$178/tree
Planting Supplies
Concrete removal — allowance for 50 cutouts@$300/each
Water bag filling — 150 for 2 years, estimate (per UFEI/UC rec.)
3 years of quarterly maintenance & monitoring (.5hr@ $45 /tree)
Volunteer planting & City staff planting
See document attached for details.
Page 6
Matching Funds
$450.00
$2,632.50
Grant atalehing Funds
Renuest
$13,000.00
$19,600.00
$14,548.60
$15,000.00
$22,770.00
$40,500.00
$40,500.00
$65,839.50
Grant Matching Funds
Request
EDUCATION AND SIGNAGE: (Note: Not to exceed 5%for education
and S1000forsignage)
Sesquicentennial tree signs and supplies - allowance $1,150.00
Planting instructions handouts — allowance $750.00
Park bonds sign — allowance $1,000.00
See document attached for details.
ADMINISTRATION AND OVERHEAD: (Includes phone, copying,
postage, facility renin/, aJrce supplies, and insurance related to the project) —
For nonprofits only —Maximum 10% of State project costs.
Volunteer Project management — 10% of project cost $19'247`79
City staff— consulting arborists —60 hrs each @ $45 & $65 $6'600`00
See document attached for details.
Total Amounts $ 128.318.60 $ 133.185.29
Budget prepared by: RD/tn Phone: 707.766.7258
Tantmara Norman — chair of
Petaluma's Tree Advisory Committee
Ron deNicoln — Parks & Landscape 707.778.4321
Manager, City of Petaluma
12/20/07
Page 7
ATTACHMENT
20 December 2007
Proiect Narrative —150 Trees for 150 Years. Citv of Petaluma. California.
Proiect Goals, Methods, and Expected Results:
Planting of 300 trees (150 x2) in public space owned by the City of Petaluma.
The City of Petaluma Tree Advisory Committee will orchestrate organized volunteer citizen
groups in conjunction with the City Parks Department in the planting of the trees for the
Sesquicentennial Celebration; The goal is to have 150 Street trees planted by citizens and an
additional 150 trees by the City. The expected results is an immediate celebration of community,
enhanced social connection of varied people and locations in the community, and the long term
goal of increasing and enhancing the urban forest.
Need and Expected Benefits to the Communitv:
With the increase in population and development, in addition to the hardship created by
restricted city budgets, it has been difficult for the City of Petaluma to keep up with the pace of
development and ever increasing support needed to maintain the trees on the city's property.
Resources for new street tree planting has been limited to redevelopment areas only and there
have been no incentive programs for the community to plant street trees. The goal of this
focused and funded tree planting event is to provide the opportunity and means for anyone to
plant a tree, to educate the community and to allow a direct connection between people and the
environment which we hope will lead to increased advocacy and support.
Nature and Level of Comnu nits Participation:
The planting will be done by volunteer community groups, and solicited local landscape
companies, in addition to the City of Petaktma Landscape Staff coordinated by the Tree
Advisory Committee, a voluntary citizens advisory group. Community members interested in
tree planting will either apply for a specific area, ie: neighborhood street tree planting, or enlist
to provide labor for an assigned areas, examples may be: Youth groups planting street trees,
garden clubs plant parks or bike paths, swimmers plant trees at Swim Center etc.
Explanation of Expenses:
Expenses cover the cost of materials for tree planting and appurtenances, maintenance costs for
the 3 year establishment period, educational and informational material, coordination and
support materials for implementation. An allowance has been made for cutting concrete for 50
street tree wells, allowing space for new trees. One third of the trees has been specified as 24"
box for best establishment in areas prone to vandalism .
130 Trees for 150 Years, City of Petaluma
Green Trees for the Golden State Grant
December 2007 Proposal
Page 8
Project Description:
Location and Description of Planting Site(s):
Street tree plantings will based on neighborhood initiatives but will be selected and delegated for
a wide city distribution. The city will incorporate tree plantings public parks and pathways.
Number. Size and Snecies of Trees: 300 total trees; estimated 2/3 (two-thirds) of which will be
15gallon size and remaining 1/3 (one third) will be 24" box size trees. Species to be varied but
the focus will be a larger shade canopy trees with an option for a medium size tree under utilities.
Selection is anticipated to be limited to four or five types based on Selecaree
(httD://selectree.calpolv.edu) and the City of Petaluma's existing List of Approved Street Trees.
Final determination of species will be made by the Citizen Tree Advisory Committee in
conjunction with the City's Parks and Landscape Manager, and will be based on planting
location. Preliminary examples are:
1) Quercus rubra
2) Acer rubra `October Glory'
3) Quercus palustris
4) Pistacia chinensis
5) Ulmus `Frontier'
Proposed Method of Planting and Staking the Trees: Methods will be as specified by the UFEI
www.ufei.org/stanclardsS specs.htiad). In addition, we are also proposing using three stakes, to
provide maximum protection from vandalism, and water bags to maximize the tree's health
during establishment.
Source of Technical Exnertise and Advise: City arborist will provide consultation. Methods will
be as specified by the UFEI ( www.ufei.ora/standarcis tspecs.htmt).
Proposed Short -Term and Lona -Term maintenance Plans: At time of planting the trees will be
staked, pruned if necessary, titted with a 5gallon water bag ( if no irrigation) and the surrounding
planting area will be mulched. The first three months the volunteer planting crews will be ;rsked
to assist in monitoring the trees and assure proper staking and a weed free environment. The
water bags will be filled per the recommended watering practices of the UFEI, by the University
of California cooperative extension, the first and second year. On a quarterly basis for three
years the City will review staking, remove weeds and prune when necessary. Stake removal will
begin at year two, as necessary.
Education or Public Awareness Program: Each tree planting will have a sign (on one cross
support) noting the City's Sesquicentennial plaiting, city and grant source logos, as well as
stated environmental, economic and conmiunity benefits of each tree will provide. Park bond
Guidelines for proposition 12 will be followed and will be posted in two prominent city
locations. Tree planting guidelines will be published for use during the event but also will be
available afterwards for citizens inspired to plant additional trees.
150 Trees for 150 Years, City of Petaluma
Green Trees for the Golden State Grant
December 2007 Proposal
Page 9
20 December 2007
Proieet Timeline (ureliminarv) —150 Trees for 150 Years, City of Petaluma, California.,
July 2007 — submittal of Pre-oronosal
Aueust 2007 — meetine t#1 with John Melvin. Deuartment of Forestru & Fire.
October 21007 — re submittal of Pre -proposal
November 2007 — meetinE 112 with John Melvin. Department of Forestry & Fire.
December 2007 — Final Proposal submitted. Grant Approval ?
Present approved grant to City's Sesquicentennial Committee.
TAC begins brainstorming on citizen application format, potential tree sites and project
marketing.
January 2008 - Coordination beeins
Execute grant agreement: City council resolution authorizing project and designating person
TAC begins project.
Brainstorm on ideal team #'s and potential target groups.
Groups (10 trees- 15 groups? or 8 trees- 18 + groups):
Build it Green, Master Gardeners, Petaluma Rose Society, Youth groups
Swim Center & Rec. Centers, Skateboard Park...
Solicit Local landscape contractors and define level of assistance
Solicit support and in-kind donations from businesses & suppliers:
Landscape contractors — team leaders & equipment
Concrete cutting ( North Bay? Carter Crilly?)
Mulch ( Sonoma compost?)
Establish "yard" location.
Identify suppliers for trees.
Marketing strategy — venues and graphics. (City web site, newspaper)
Design informational and instructional material.
February — March 2008
Marketing for citizen applications & city wide announcement (2 months)
Place preliminary hold on materials.
Review applications and map locations and determine final tree list and locations.
Finalize planting plan and volunteer schedule.
Print Informational signs (for cross supports) and tree planting guidelines.
Order final materials and hold for delivery.
ADril 2008 — Sesquicentennial —
Street Tree Plantine in Sprine for April seso ui centennial ????? ( or Fall option):
Preparation:
Order materials
contact team leaders
concrete cutting — mark and call USA
review all tree planting sites
150 Trees for 150 Years, City of Petaluma
Green Trees for the Golden State Grant
December 2007, Proposal
Page 10
Day or Days??? of planting:
Team assembly day of planting
Material & Tree distribution — Pick up at yard or deliver to locations?
Team work: Digging & planting, staking, mulching, watering
Mulch delivery
Debris/recycling collection — ie cans & boxes
Site reviews by TAC
Citv Plantine per city oroiect schedule
Post — olantine 2008:
Team follow up & 3 month monitor & maintenance (April, May, June)
Water bags filling (April —October 2008 & April — October 2009)
Quarterly City monitoring — 2008 & 2009
Stake removal — beginning 2009 as needed
2009 Review by TAC on tree plantings.
150 Trees for 150 Years, City of Petaluma
Green Trees for the Golden State Grant
December 2007, Proposal
Page I I
Frank, Donnie
From: Thomsen, Leslie [Ithomsen@meyersnave.com]
Sent: Thursday, January 24, 2008 2:00 PM
To: Frank, Donnie
Cc: Brodhun, Scott; Crump, Katie; King, Fran; Hopkins, Lois; Thomsen, Leslie
Subject: RE: Agenda Item for 2/4 mtg: Reso to apply for tree grant
Hi Frank,
The item was sent out as a .pdf, so I am not able to suggest a couple of changes in a red -lined document - I have
the following comments on form:
The portion of the .pdf document labeled "Attachment 2" (overall pages 4-14) appears to duplicate the agenda
report and resolution (overall pp.5-7). That isn't necessary.
I would suggest:
1. Make the ResolutioAttachment 1, and attaching (former) pages 12-14 as'Exhibit A to the Resolution,
provided that the proposal hasn't changed since the pre -proposal submittal sheets. You would then title page
(former) 12 "Exhibit A to Resolution". Attachment 1 would then be the Resolution itself (1 page) plus the three
page exhibit)... and modify the resolution to read as follows:
,A last WHEREAS clause: WHEREAS, the applicant will enter into an agreement with the State of California
to carry out a tree planting project upon approval of applicant's grant proposal,
f Paragraph 1: Approves the filing of an application for PROPOSITION 12 (correct the typo:
"PROPOSTITION ] tree planting grant program funds in the amount of $128,320 in substantial
conformance with thte Pre -Proposal Cover Sheet and Pre -Proposal Budget attached hereto as Exhibit A.
2. Make former pages 8-11 (project narrative) the Attachment 2. The face page of the agenda bill would still
correctly describe the Attachments. It's just a matter of removing the duplicate pages, and adding Exhibit A to the
reso so there's some description of the grant and the amount in the Resolution.
Also note for any submissions in the future that on any grant application, the City's authorized representative must
be the City Manager, who authorizes and signs all grant applications (not the responsible department staff person
- see [former] page 12). If the "pre -proposal" sheets haven't been submitted yet, the information on authorized
representative should be changed to reflect this. If you need help on the phone numbers, etc., you can check
with Katie. In light of the dates for this item, "City Manager" should probably be specified without Mike Bierman's
name.
Thanks - please give me a call if you have questions. Leslie
Leslie Thomsen
Attorney at Law
MEYERS NAVE
410 Mendocino Avenue, Suite 100
Santa Rosa. CA 95401
1/24/2008