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Home My WebLink AboutCOM 0185.000 1998-2000 YY OF N oJ~.,...., sky Stephen K. Yamashiro yL/;! Harry A. Takahashi Mayor r Direetar ar.e,• ~ ~a,;.~ _ S. K. Schutte ~rE p'p NP's Deputy ~our~tp of ~ab~ait DEPARTMENT OF FINANCE 25 Aupuni Street, Room 118 Hilo, Hawaii 96720-0252 (808) 961-8234 Fax (808) 961-8248 - February 23, 1999 Honorable James Arakaki, Chairperson and Members of the County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Operating Budget The Depaztment of Pazks & Recreation has received an award of $5,195 for a tree planting project for the planting of trees and palms at Lincoln Park in Hilo. Enclosed is a bill for an ordinance appropriating this $5,195. Enclosed is a resolution authorizing the Mayor to enter into an agreement with the Department of Land and Natural Resources, Kaulunani Urban Forestry Grant Program. If there aze any questions, please do not hesitate to call the Depaztment of Parks 8v Recreation. jQ~ Harry A. T al~shi L~ Director ofnance APPROVED: ephen amashiro Mayor Enc. ~ Comm. No. / ~ ~ _ File No. Fl~l D 6 Ple- Ref• Tot F ~ Fief. Date Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: PARKS & RECREATION DATE: 2/18/99 STAFF CONTACT: GLENN MIYAO PHONE: 961-8313 A. REQUEST: To be able to accept additional revenue of Federal Grant Funds through the State Department of Land and Natural Resources KAULUNANI URBAN FORESTRY GRANT Program. Account no. 3305.07 Appropriate and create account to expend grant funds as follows: Lincoln Park Landscaping - $5,195.00 B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): A grant agreement was entered into on February 15, 1999 by and between the Department of Land and Natural Resources Division of Forestry and Wildlife, and the County of Hawaii. Grant 99-8: LINCOLN PARK LANDSCAPING, $5,195.00 Awarded by the Kaulunani Council to receive funds from the Kaulunani, Hawaii the Beautiful Urban Forestry Grant. A copy of the grant agreement and letter are attached for information purposes. Council action is necessary to accept and appropriate funds to administer the program per the agreement. SIGNED: i%'r"`"v ~`~-~-~f_ DATE: ~T Tg Departrnen ead DEPARTNtENT OF LAND AND NATURAL RE~.iUIa.CES Division of Forestry grid Wildlife cu ~ ~ c_~ January 35, 1999 c m G) G: -i m Mr. Glenn Miyao r~ County of Hawaii 25 Aupuni St., Room 210 ~ ; Hilo, HI 96720 r, Ref 99-8 Lincoln Park Landscaping _ Dear Mr. Miyao, Congratulations! The Division of Forestry and Wildlife is pleased that your application has been selected by the ICaulunani Council to receive a ICaulunazri, Hawaii The Beautiful Urban Forestry Grant. The amount that has been awarded is $5,195 Enclosed you will find the following documents: 1. GRANT AGREEMENT: Enclosed aze two copies of the Grant Agreement which outline the terms of this agreement between the Division and County of Hawaii. Please read carefully and return one signed copy. 2. W-9: Sign and retum the attached W-9, Request for Taxpayer Identification Number and Certification. (Payments for projects are made by Purchase Order and a W-9 is required for payment.) 3. INVOICE: Attached is a sample invoice. Please follow this format each time you aze requesting funding. (Generally, there aze three payments.) Please sign in blue ink. Please send one copy of the grant agreement, W-9 and the invoice to: The Division of Forestry and Wildlife, 1151 Punchbowl St., Rm. 325, Honolulu, HI 96813, Attn.: ICaulunani Coordinator. A fe:u of the most important Grant Agreement terms are: Payment will generally be made in 3 installments - (1) An advance payment will be requested once the grant agreement and the invoice have been executed, (2) after the midpoint project report and a second invoice have been received, and (3) after a final report and the final invoice have been received. • Projects shall begin within 90 days of signing the contract. (If the project does not begin by one (1) year from the approved date, the award will be canceled.) Projects should be completed within one year from the date of signing the Grant Agreement, and will be subject to periodic inspections. (If the project has not been completed within the yeaz and no attempt is made to contact the coordinator for an extension, the urban forestry grant contract will be canceled and no funding will be authorized.) " Kaulunani Urban Forestry Program _ GRANT AGREEMENT 1999 This Agreement is made and entered into on January 27, 1999 by and between the Hawaii Department of Land and Natural Resources, Division of Forestry and Wildlife, as a component agency of the State of Hawaii, and the Dept. of Pazks and Recreation, County of Hawaii, the Grantee. _ The Division is awarding the Grantee an Urban Forestry Grant for the specific project set forth in the Grant Application and the Grantee agrees to the following: 1. The effective date of this Agreement is February 15, 1999. 2. The grant awazd amount is $5,195. 3. The Grantee has one (1) yeaz from the date of signing this agreement to complete the project. (If the project has not begun by one year from the approval date, the awazd will be canceled.) 4. The Project shall be subject to periodic inspections by the Divisions. 5. The Grantee shall submit to the Division reports at the midpoint of the project and upon completion of the project. (Please check the application for details.) Additionally, include at least one representative photograph or slide of the project. 6. The money is to be spent only on those items which aze listed in the attached letter. Project costs incurred prior to the effective date of this Agreement are ineligible for reimbursement. 7. Three Payments to Grantee. (1) An advance payment within 60 days of signing this agreement, (2) at the midpoint of the project and after the midpoint report has been received, and (3) upon completion of the project and after the final report has been received. 8. This Agreement may be terminated prior to the completion of the Project under any of the following conditions: (a) By the Division, after fifteen (15) calendaz days written notice, if the Grantee fails to perform any of its duties under this Agreement, (b) By either party after sixty (60) calendar days written notice, but subject to return of any payment received by the Grantee if termination is by Grantee, (c) By the Division if federal funding for the program is terminated. 9. If this Agreement is terminated before the Division has paid the entire Grant amount to the Grantee, the Division shall pay the Grantee a percentage of the Grant amount equal to the percentage of the Projects completion unless the Agreement is terminated by the Division under item 8 (a or c) above, in which case no additional payment shall be made to the Grantee. 10. The Grantee promises and agrees that it will indemnify and hold harmless the Division and all of the Division's officers, agents and employees from any claim, action, damage, loss, liability or expense directly or indirectly caused by any act of Grantee or any of its subcontractors occurring during the performance of the Agreement. 11. This Agreement, together with the Grant Application, and the Landowner's Permission Form, if executed, embodies the entire Dept. of Parks and Recreation, County of Hawaiiagreementond understanding between the parh'es. 12. This Agreement may not be assigned or transferred by the Grantee, in whole or in part without prior written consent of the Division. 13. This Agreement shall be governed by and construed in accordance with the laws of the State of Hawaii. The parties hereto have caused this Agreement to be executed as written above. State of Hawaii, DLNR, Division of Forestry and Wildlife (Nelson L. Ayers, Serv~Forester) Dept. of Pa cs and Recreation, Counh~ of Hawaii By: xecutive Officer) Kaulunani is an Urban Forestry Program of the DLNR Division of Forestry and Wildlife and the USDA Forest Service. Kaulunani Urban Forestry . _,vard Page 2 - The Azuard you are receiving zuas based on tlu• following criteria: Tree Planting The Council identified these items as expenses that euill be funded: ~~#eetf.~'~ ~ °:iFraf~efi2dCost Trees and Palms ....................................................................$5,195 Total Funding -this project $5,195 Other Comments/Conditions: • Promotion of Kaulunani Hawaii the Beautiful - it is the responsibility of each awardee to include Kaulunani as a partner in the promotion of your project All tree planting projects will receive a Kaulunani sign to be posted at the planting site. All other projects must identify Kaulunani as a sponsor. (Exact wording to be advised.) Again, congratulations! We look forwazd to working with you to improve Hawau's Urban Forest. Please contact either Teresa Trueman-Madriaga at 672-3383 or myself at 587-0166 for assistance or for any questions you may have. Sincerely, Nelson L. Ayers Service Forester cc: Teresa Trueman-Madriaga, Kaulunani Coordinator attachments: Grant Agreement, Sample Invoice