HomeMy WebLinkAboutManagement Records - Capital Improvement Plans (2) TOWN OF ORO VALLEY
COUNCIL COMMUNICATION MEETING DATE: JANUARY 19, 1994
TO: HONORABLE MAYOR & COUNCIL
FROM: DON CHATFIELD, PLANNER II
SUBJECT: $10,000 GRANT AWARD FROM THE ARIZONA DEPARTMENT OF COMMERCE
FOR THE DEVELOPMENT OF THE TOWN OF ORO VALLEY CAPITAL
IMPROVEMENT PLAN
NOTICE OF AWARD:
On January 18, 1994, the Town of Oro Valley received notice from the Arizona Department of Commerce
that a $10,000 grant has been awarded as matching funds to develop the Town's first Capital
Improvements Program. The letter requests that two minor issues be clarified prior to issuance of the
contract. Staff anticipates that these issues can be resolved within a week, allowing the Department of
Commerce to issue the contract this month. The Town is required to execute the contract within 90 days
of notification of award of grant.
BACKGROUND:
The Arizona Department of Commerce provides grant funding each year to assist communities in the
development of Capital Improvements Programs. The purpose of a Capital Improvements Program (CIP)
is to assist in the implementation of the General Plan by developing a prioritized schedule of short- and
long-range community capital needs, providing a means for evaluating projects, and analyzing the
community's ability to pay for them. The CIP is the method many communities use to determine their
infrastructure requirements and to plan the financing of services and facilities over a five (5) year period.
The State Development Fund planning grant program provides financial support to communities interested
in developing a Capital improvements Program (CIP) for the first time. Communities must document that
the completion of a CIP will lead to the implementation of their adopted general or comprehensive plan.
The CIP grant funds are for the research and development of the CIP plan, not for the construction,
rehabilitation, or development of specific capital projects. Only those communities committed to the
development, implementation, and annual updating of a CIP as evidenced by the application, are
considered.
SUMMARY:
Town staff received notice of grant funding availability from the Department of Commerce on November
26, 1993. Staff prepared the grant application, including a preliminaryscope of work, draft request for
TOWN OF ORO VALLEY
COUNCIL COMMUNICATION Page 2 of 2
proposals, project timeframe, and proposed budget. The proposed budget indicated that a consultant will be
hired for the sum of$12,000 to assist the Town in the preparation of the Capital Improvements Program. Of
the $12,000 to be paid to the Consultant, $10,000 will be provided by the Arizona Department of Commerce,
and $2,000 will be provided by the Town of Oro Valley. The remainder of the Town's matching requirement
($8,000) will be provided in the form of staff time for plan preparation.
On December 15, 1993, Mayor and Council approved Resolution (R)93-62 to provide a match of $10,000 in
funding and in-kind services if the Town were selected to receive a grant. The grant application was submitted
to the Department of Commerce on December 17, 1993.
FUTURE ACTION:
After Council approval of the contract from the Department of Commerce, the Town is required to go through
a competitive bid process to select the consultant for the contract. Using the Request for Proposals that was
provided in the grant application, staff anticipates that the RFP process could commence in early February.
ATTACHMENTS:
1. Notice of grant award from Arizona Department of Commerce
f:\data'.wpicip\award.rpt
De.., .,ent Hea•,
2 Town Manager
ARIZONA
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Fife Symington
Department of Commerce Governor of Arizona
Sara Goertzen
Director
January 13, 1994 314% 11.8
Jim DeGrood
Town Engineer
Town of Oro Valley
11000 North La Canada Drive
Oro Valley,AZ 85737
Dear Mr. DeGrood:
Your application for the State Development Fund-Capital Improvements Program has been
recommended by the Capital Improvements Program Review Committee for preliminary approval.
A$10,000 grant has been awarded as matching funds for the Town of Oro Valley to develop a
capital improvements program.
We would like to mention two minor items. First,your application stated that an ordinance would
be adopted calling for mandatory review of the CIP at specific time intervals. We suggest that you
simply review and update your CIP during your annual budget process which is the common
procedure in most communities throughout the state. Perhaps this procedure was the intent,
however, we wanted to make mention of it although it does not affect your application in any way.
Second,generally a community's town manager is minimally involved in the development of the
CIP. The CIP Review Committee was wondering why Mr. Chuck Sweet was not noted as having
any involvement in this project. Could you please explain why this is so?
Upon receipt of responses to the above, a contract will be executed and sent to you for signature.
Please return the signed contracts to Debra Z. Sydenham,AICP, Community Planning Manager or
contact her at 280-1350 with any questions you may have.
We are happy to be able to support your efforts on this project. Arizona Department of Commerce
staff will be available for assistance as you continue to work for the growth and improvement of
your community.
Sincerely,
Sara Goertzen,Director
Arizona Department of Commerce
SCxtdalss
gldinwordlorocip.doc •
3800 North Central Avenue,Suite 1500,Phoenix,A +zona 85012, (602) 280-1300,TDD: (602) 280-1301,Fax: (602) 280-1305
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TOWN OF ORO VALLEY
COUNCIL COMMUNICATION MEETING DATE: DECEMBER 15 , 1993
TO: HONORABLE MAYOR & COUNCIL
FROM: James R. DeGrood, P.E .
Town Engineer
SUBJECT: Resolution (R) 93- -
Application for State Development Funds
Capital Improvement Program
REPORT:
The State of Arizona Department of Commerce has Grant Money available for
the development of a Capital Improvements Program (C. I . P . ) . This grant
program is designed to encourage communities that have never had a formal
C. I . P . to develop one through a public process .
With the Town now beginning to consider public projects outside of the
scope of roadway improvements and public buildings, it is time to develop
an all inclusive C. I . P . which addresses all of the town' s interests
through just such a public process .
The Town would need to obtain the services of a planning consultant to
perform elements of this work, particularly with respect to the public
input phase . Town staff would provide assistance to the consultant in
the data gathering effort and supervise the development of the plan.
This Town effort would represent the Town' s share of the development
costs associated with this project .
In order to apply for this grant, the State requires a Resolution by the
Town Council affirming the Town' s commitment to the process and funding
participation. The cost sharing would be on an equal basis between the
State and the Town.
RECOMMENDATION:
I recommend that the Town Council adopt Resolution (R) 93-(0)-
SUGGESTEDMOTION:
I move that the Town adopt Resolution (R) 93-
OR
R) 93-OR
I move that the Town not adopt Resolution (R) 93-41"
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!'ow Engineer
atodeiCa#4
Town Manager
RESOLUTION NO. (R) 93-
A
R) 93-A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF
ORO VALLEY, ARIZONA, REQUESTING THE ARIZONA DEPARTMENT OF
COMMERCE TO AUTHORIZE STATE DEVELOPMENT FUNDS FOR A
CAPITAL IMPROVEMENTS PROGRAM PLANNING GRANT
WHEREAS, the 1993 State Development Fund - Capital
Improvements Program planning grant provides financial support to
communities interested in developing a Capital Improvements Program
for the first time; and
WHEREAS, the Director of the Arizona Department of Commerce
shall determine the total amount of funds provided Cities and
Towns; and
WHEREAS, these funds are to be matched with funding or in-kind
contributions by the cities and towns requesting funds; and
WHEREAS, these funds are to be used for the following
purposes :
Development of a Capital Improvement Program for the
implementation of elements of approved General Plan for the Town of
Oro Valley and the Town has determined that such program is in the
best interests of the citizens of the Town.
THEREFORE, BE IT RESOLVED, BY THE MAYOR AND TOWN COUNCIL OF
THE TOWN OF ORO VALLEY, ARIZONA, THAT the Arizona Department of
Commerce is hereby requested to take necessary steps in authorizing
State Development Funds for the above-mentioned purposes .
FURTHER, it is resolved that the Town shall match the State
provided funding, up to 10 , 000 , with its own funds or resources for
the above-mentioned purposes and that Town staff is hereby
authorized to take action as may be necessary in serving grant
funding.
PASSED this day of , 1993 , by the
Mayor and Town Council of the Town of Oro Valley, Arizona,
Lanetta Lee Elliott, Mayor
ATTEST: APPROVED AS TO FORM:
Kathryn E. Cuvelier, Town Clerk Town Attorney
DATE
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RECE ED
•
NOV 2 6 1993
\
.• -� o�
•+? Department of Commerce
Fife Symington
Fife
of Arizona
,
ri
Sara Goertzen .
Director
❖ ❖ ATTENTION ❖ ❖
SECOND ROUND
STATE DEVELOPMENT FUND
CAPITAL IMPROVEMENTS PROGRAM PLANNING GRANT
To: City/Town Mayors
City/Town Managers
Chambers of Commerce
Economic Development Organizations
Councils of Governments
League of Arizona Cities and Towns
Arizona Main Street Managers
From: Sara Goertzen
Director, Arizona Department of Commerce
Date: November 24, 1993
The Arizona Department of Commerce is soliciting applications that meet the guidelines of the
State Development Fund - Capital Improvements Program. Criteria for this fund and an
application form are attached.
A total of$60,000 is available for each of the next two years to assist communities in the
development of Capital Improvements Programs. Preliminary first round 1993 CIP grant
awards have been made to three communities, each potentially receiving $10,000, which
leaves approximately $30,000 in the State Development Fund - Capital Improvements Program
to be awarded in round two. Second round applications are due by Friday, December 17,
1993, at 5:00 p.m.. All applications must be completed and submitted on the forms provided
by the Arizona Department of Commerce.
The successful applicants will be notified in writing by early February 1994.
If you have questions regarding this grant program, please contact Debra Z. Sydenham, AICP,
Community Planning Manager, at (602) 280-1350.
S G/DZS:laa
g:\laa\cip\applird2.93
3800 North Central Avenue, Suite 1500, Phoenix,Arizona 85012, (602) 280-1300, TDD: (602) 280-1301, Fax: (602) 280-1305
State Development Fund
Capital Improvements Program
The purpose of a Capital Improvements Program (CIP) is to assist in the implementation of the
general plan by developing a prioritized scheduled of short- and long-range community capital
needs, providing a means for evaluating projects, and analyzing the community's ability to pay
for them. The CIP is the method many communities use to determine their infrastructure
requirements and to plan the financing of services and facilities over a five (5) year period.
The 1993 State Development Fund - Capital Improvements Program planning grant provides
financial support to communities interested in developing a Capital Improvements Program
(CIP) for the first time. Communities must document that the completion of a CIP will lead to
the implementation of their adopted general or comprehensive plan. The CIP grant funds are
for the research and development of the CIP plan, not for the construction, rehabilitation, or
development of specific capital projects. Only those communities committed to the
development, implementation, and annual updating of a CIP as evidenced by the completed
application, will be considered.
Arizona Department of Commerce • Community Assistance Services
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General Grant Criteria
1. Local governments preparing their first CIP will be given priority. However, communities preparing a
major CIP update are eligible for funding.
2. Only one (1) CIP grant will be awarded per applicant under this grant program.
3. Maximum grant allocation will be $10,000.
4. Each allocation will require a dollar-for-dollar match. This can be a "soft match," with the
community's match provided through staff time rather than hard dollars.
5. All sources and the amount of matching funds must be documented in this application.
6. Applicants must have a current adopted general or community plan (defined by ARS 9-461.05 or
11-821) which will be used as the base document and guide the development of the CIP. Applicant
must document adoption of the general plan by submitting a copy of the resolution used to adopt the
plan. A current general plan is defined as being either prepared or updated within the last five (5)
years. This general plan stipulation is a threshold criteria. Any community not meeting this criteria
will be automatically disqualified.
7. Applicants must provide information illustrating how the CIP plan will be used to implement the
general plan and the expected impact.
8. Applicants must be capable of executing a contract within 90 days of notification of award of grant.
9. Once the CIP is completed a final report must be provided to the Department of Commerce 30 days
after project completion.
10. Rural areas will be the primary recipients of these funds, but urban areas may be considered if they can
demonstrate that no other funding sources are available. A rural community is any community with a
population less than 50,000.
11. The Selection Committee will consider the applicant's ability to meet the project's stated purpose,
probable impact to the community, and commitment to implementation of the CIP.
12. If a community is to utilize a consultant for preparing the CIP, they must first go through a com-
petitive bid process. The process should begin after the award of the contract. Documentation of the
RFP process and how the consultant will complete the project must be documented by task.
13. The applicant must outline how they will get maximum pubic participation throughout the development
of CIP. Conducting public hearings at the end of the process is NOT considered sufficient public
participation.
14. A transmittal letter must be submitted with the completed CIP application and signed by the chief
contracting officer of the community: i.e., the Manager or Mayor.
Arizona Department of Commerce • Community Assistance Services
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15. Any expenditures incurred during the grant preparation or any other activities associated with the CIP
that occurs prior to the effective date of an executed contract cannot be paid for with grant money nor
can it be used as a local match.
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Arizona Department of Commerce • Community Assistance Services
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