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HomeMy WebLinkAbout2010-01-20 PACKET 04.I.REQUEST OF CITY COUNCIL ACTION -- COUNCIL AGENDA MEETING ITEM # DATE 01/20/201 Public Works Les Burshten ORIGINATING DEPARTMENT STAFF AUTHOR COUNCIL ACTION REQUEST Recommend approval of the Minnesota Department of Agriculture -- City of Cottage Grove, Forest Protection Reserve- Plannng and Preparedness Grant Contract. STAFF RECOMMENDATION It is recommended the Council approve the Minnesota Department of Agriculture -- City of Cottage Grove, Forest Protection Reserve- Plannng and Preparedness Grant Contract. SUPPORTING DOCUMENTS ® MEMO /LETTER: Brian Voelker, January 14, 2010. ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: State of Minnesota Grant Contract. ADMINISTRATORS COMMENTS 4 1 - 11 i Z �U W Caii L dm Date COUNCIL ACTION TAKEN: APPROVED ❑ DENIED ❑ OTHER Minh, CITY OF COTTAGE GROVE id MINNESOTA To: Les Burshten. Public Works Director From: Brian Voelker, Management Analyst Date: Thursday, January 14, 2010 Subject: Forest Protection Reserve- Planning and Preparedness Grant Background /Discussion: On November 4, 2009 the City Council adopted resolution to authorize staff to proceed with the Forest Protection Reserve- Planning and Preparedness Grants Program. A portion of the $875,000 total funds was available through the Minnesota Department of Agriculture as competitive matching grants to local units of government and other entities seeking to plan and prepare for the invasion of the emerald ash borer. The Planning and Preparedness Grant Program received a total of 73 applications, requesting a total of about $4,310,448. Staff received notice on December 17, 2009 that the city received $75,000 of the $100,000 requested for the grant. The Minnesota Department of Agriculture informed staff that the grant information could not be announced to the Public until the contract was signed by the city and the Minnesota Department of Agriculture Commissioner on January 13, 2010. Forest Protection Reserve- Planning and Preparedness Grant The Forest Protection Reserve- Planning and Preparedness Grant required the city to provide a 15% match to receive the grant, however, city staff thought that the city would be a better candidate to receive full funding by increasing the amount that the city was willing to match. City staff also wanted to diversify the grant request by showing that the Urban Forest is important to the residents of Cottage Grove. So the treatment of boulevard trees was also included in the original $100,000 grant request, even though the Tree -Age® treatment wasn't eligible for funding because of the city's distance from the current ash borer discovered in St. Paul. The matching money used in the grant application was already budgeted for in the 2010 budget. The grant money is to assist in the following budget areas of planning and preparing for the invasion of the emerald ash borer: 1. Personnel Salary of Forestry Intern 2. Public Outreach and Education 3. Tree Removal and Replacement 4. Rural Boulevard Tree Inventory Through the Planning and Preparedness grant the city is going to hire a summer Forestry Intern to assist in the inventorying of park trees in the mowable areas and also assist the City Forester with injecting the boulevard ash trees with the Tree -Age® Direct Inject treatment with 100% of $4,800 coming from the grant. The match for the grant is approximately $30,040 of salary time for the Public Works Management Analyst, City Forester, City Engineer and Secretary, all of which is budgeted in 2010 Public Works Budget. The grant is also going to provide the city with $7,700 for public outreach and education. The public outreach and education will include the development and distribution of various informational flyers that will be used to communicate with the residents and businesses about emerald ash borer. The budget included $10,000 in public outreach and education; an additional $2,300 may be needed for additional flyers and postage costs. The 2010 budget included $50,000 for removal and replacement of approximately 50 boulevard ash trees; the grant will provide $32,500 towards the cost for removal and replacement. The last item that the grant is going to fund is $30,000 toward the inventorying boulevard trees in the rural areas of Cottage Grove. The urban areas within the MUSA area are currently being done by Bonestroo for $18,950 which was approved by council on November 4, 2009. The City also provided a match in the grant of $3,550 for a GPS unit, laptop computer for forestry field work, tree inventory and permitting software. These items were approved by council on November 4, 2009 and are in the 2010 Forestry Budget. Recommendation: Approve the Minnesota Department of Agriculture -- City of Cottage Grove, Forest Protection Reserve- Planning and Preparedness Grant Contract. STATE OF MINNESOTA GRANT CONTRACT This grant contract is between the State of Minnesota, acting through its commissioner of Agriculture ( "State ") and the City of Cottage Grove, 8635 West Point Douglas Rd S, Cottage Grove, MN 55016 ( "Grantee "). Recitals 1. Under Laws of Minnesota for 2009, Ch. 172, Art. 2, Sec. 7 the State is empowered to enter into this grant. 2. The State is in need of response to the documented infestation of emerald ash borer through incident response or planning and preparation. The priority of the State is to prevent or slow the spread and subsequent impacts of emerald ash borer. 3. The Grantee represents that it is duly qualified and agrees to perform all services described in this grant contract to the satisfaction of the State. Grant Contract 1 Term of Grant Contract 1.1 Effective date: January 16, 2010, or the date the State obtains all required signatures under Minnesota Statutes Section 16C.05, subdivision 2, whichever is later. The Grantee must not begin work under this grant contract until this contract is fully executed and the Grantee has been notified by the State =s Authorized Representative to begin the work. 1.2 Expiration date: May 30, 2011, or until all obligations have been satisfactorily fulfilled, whichever occurs first. 1.3 Survival of Terms. The following clauses survive the expiration or cancellation of this grant contract: 8. Liability; 9. State Audits; 10. Government Data Practices and Intellectual Property; 12. Publicity and Endorsement; 13. Governing Law, Jurisdiction, and Venue; and 15 Data Disclosure. 2 Grantee's Duties The Grantee, who is not a state employee, will: - duties are outlined in Appendix A, which is incorporated into this agreement and made part of this contract. 3 Time The Grantee must comply with all the time requirements described in this grant contract. In the performance of this grant contract, time is of the essence. 4 Consideration and Payment 4.1 Consideration. The State will pay for all services performed by the Grantee under this grant contract as follows: A) Compensation. The Grantee will be paid $75,000.00, which is outlined in Appendix B, which is incorporated into this agreement and made part of this contract. B) Travel Expenses. Reimbursement for travel and subsistence expenses actually and necessarily incurred by the Grantee as a result of this grant contract will not exceed $0.00; provided that the Grantee will be reimbursed for travel and subsistence expenses in the same manner and in no greater amount than provided in the current "Commissioner's Plan" promulgated by the commissioner of Employee Relations. The Grantee will not be reimbursed for travel and subsistence expenses incurred outside Minnesota unless it has received the State's prior written approval for out of state travel. Minnesota will be considered the home state for determining whether travel is out of state. A travel budget worksheet can be referenced in Appendix C which is incorporated into this agreement and made part of this contract. (3) Total Obligation. The total obligation of the State for all compensation and reimbursements to the Grantee under this grant contract will not exceed $75,000.00. Gmt (Rev. 11108) 4.2. Payment (1) Invoices. The State will promptly pay the Grantee after the Grantee presents an itemized invoice for the services actually performed and the State's Authorized Representative accepts the invoiced services. Invoices must be submitted timely and according to the following schedule: Due date Invoice reporting period Narrative report Narrative reporting period April 15, 2010 January 16, 2010 to March 31, 2010 Progress report January 16, 2010 to March 31, 2010 July 15, 2010 April 1, 2010 to June 30, 2010 Progress report April 1, 2010 to June 30, 2010 October 15, 2010 July 1, 2010 to September 30, 2010 Progress report July 1, 2010 to September 30, 2010 January 15, 2011 October 1, 2010 to December 31, 2010 Progress report October 1, 2010 to December 31, 2010 April 15, 2011 January 1, 2011 to March 31, 2011 Progress report January 1, 2011 to March 31, 2011 May 30 2011 April 1 2011 to May 30 2011 Final Report January 1, 2010 to May 30, 2011 (2) Federal funds. (Where applicable, if blank this section does not apply Conditions of Payment All services provided by the Grantee under this grant contract must be performed to the State's satisfaction, as determined at the sole discretion of the State's Authorized Representative and in accordance with all applicable federal, state, and local laws, ordinances, rules, and regulations. The Grantee will not receive payment for work found by the State to be unsatisfactory or performed in violation of federal, state, or local law. 6 Authorized Representative The State's Authorized Representative is Robert Koch, Research Scientist, 625 Robert Street North, Saint Paul, MN 55155, 651- 201 -6549, or his/her successor, and has the responsibility to monitor the Grantee's performance and the authority to accept the services provided under this grant contract. If the services are satisfactory, the State's Authorized Representative will certify acceptance on each invoice submitted for payment. The Grantee's Authorized Representative is Brian Voelker, Management Analyst, Steve Bowe, City Forester 8635 West Point Douglas Rd S, Cottage Grove, MN 55016. If the Grantee's Authorized Representative changes at any time during this grant contract, the Grantee must immediately notify the State. 7 Assignment, Amendments, Waiver, and Grant contract Complete 7.1 Assignment. The Grantee may neither assign nor transfer any rights or obligations under this grant contract without the prior consent of the State and a fully executed Assignment Agreement, executed and approved by the same parties who executed and approved this grant contract, or their successors in office. 7.2 Amendments. Any amendment to this grant contract must be in writing and will not be effective until it has been executed and approved by the same parties who executed and approved the original grant contract, or their successors in office. 7.3 Waiver. If the State fails to enforce any provision of this grant contract, that failure does not waive the provision or its right to enforce it. 7.4 Grant Contract Complete. This grant contract contains all negotiations and agreements between the State and the Grantee. No other understanding regarding this grant contract, whether written or oral, may be used to bind either party. Liability The Grantee must indemnify, save, and hold the State, its agents, and employees harmless from any claims or causes of action, including attorney's fees incurred by the State, arising from the performance of this grant contract by the Grantee or the Grantee's agents or employees. This clause will not be construed to bar any legal remedies the Grantee may have for the State's failure to fulfill its obligations under this grant contract. State Audits Under Minn. Star. § 16C.O5, subd. 5, the Grantee's books, records, documents, and accounting procedures and Grant (Rev. 11/08) practices relevant to this grant contract are subject to examination by the State and/or the State Auditor or Legislative Auditor, as appropriate, for a minimum of six years from the end of this grant contract. 10 Government Data Practices and Intellectual Property 10.1. Government Data Practices. The Grantee and State must comply with the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, as it applies to all data provided by the State under this grant contract, and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Grantee under this grant contract. The civil remedies of Minn. Stat. § 13.08 apply to the release of the data referred to in this clause by either the Grantee or the State. If the Grantee receives a request to release the data referred to in this Clause, the Grantee must immediately notify the State. The State will give the Grantee instructions concerning the release of the data to the requesting party before the data is released. 10.2. Intellectual Property Rights A. The STATE shall own all rights, title and interest in all of the materials conceived or created by the GRANTEE, or its employees or subgrantees, either individually or jointly with others and which arise out of the performance of this grant contract, including any inventions, reports, studies, designs, drawings, specifications, notes, documents, software and documentation, computer based training modules, electronically, magnetically or digitally recorded material, and other work in whatever form ( "MATERIALS "). The GRANTEE hereby assigns to the STATE all rights, title and interest to the MATERIALS. GRANTEE shall, upon request of the STATE, execute all papers and perform all other acts necessary to assist the STATE to obtain and register copyrights, patents or other forms of protection provided by law for the MATERIALS. The MATERIALS created under this grant contract by the GRANTEE, its employees or subgrantees, individually or jointly with others, shall be considered "works made for hire" as defined by the United States Copyright Act. All of the MATERIALS, whether in paper, electronic, or other form, shall be remitted to the STATE by the GRANTEE, its employees and any subgrantees, shall not copy, reproduce, allow or cause to have the MATERIALS copied, reproduced or used for nay purpose other than performance of the GRANTEE'S obligations under this grant contract without the prior written consent of the STATE'S Authorized Representative. B. GRANTEE represents and warrants that MATERIALS produced or used under this grant contract do not and will not infringe upon any intellectual property rights of another, including but not limited to patents, copyrights, trade secrets, trade names, and service marks and names. GRANTEE shall indemnify and defend the STATE, at GRANTEE'S expense, from any action or claim brought against the STATE to the extent that it is based on a claim that all or part of the MATERIALS infringe upon the intellectual property rights of another. GRANTEE shall be responsible for payment of any and all such claims, demands, obligations, liabilities, costs, and damages including, but not limited to, reasonable attorney fees arising out o this grant contract, amendments and supplements thereto, which are attributable to such claims or actions. If such a claim or action arises, or in GRANTEE'S or the STATE'S opinion is likely to arise, GRANTEE shall at the STATE'S discretion either procure for the STATE the right or license to continue using the MATERIALS at issue or replace or modify the allegedly infringing MATERIALS. This remedy shall be in addition to and shall not be exclusive to other remedies provided by law. 11 Workers' Compensation The Grantee certifies that it is in compliance with Minn. Star. § 176.181, subd. 2, pertaining to workers' compensation insurance coverage. The Grantee's employees and agents will not be considered State employees. Any claims that may arise under the Minnesota Workers= Compensation Act on behalf of these employees and any claims made by any third party as a consequence of any act or omission on the part of these employees are in no way the State's obligation or responsibility. Grant (Rev. 11/08) 12 Publicity and Endorsement 12.1 Publicity. Any publicity regarding the subject matter of this grant contract must identify the State as the sponsoring agency and must not be released without prior written approval from the State's Authorized Representative. For purposes of this provision, publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Grantee individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this grant contract. 12.2 Endorsement. The Grantee must not claim that the State endorses its products or services. 13 Governing Law, Jurisdiction, and Venue Minnesota law, without regard to its choice -of -law provisions, governs this grant contract. Venue for all legal proceedings out of this grant contract, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 14 Termination The State may cancel this grant contract at any time, with or without cause, upon 30 days' written notice to the Grantee. Upon termination, the Grantee will be entitled to payment, determined on a pro rata basis, for services satisfactorily performed. 15 Data Disclosure Under Minn. Stat. § 270C.65, Subd. 3, and other applicable law, the Grantee consents to disclosure of its social security number, federal employer tax identification number, and/or Minnesota tax identification number, already provided to the State, to federal and state tax agencies and state performel involved in the payment of state obligations. These identification numbers may be used in the enforcement of federal and state tax laws which could result in action requiring the Grantee to file state tax returns and pay delinquent state tax liabilities, if any. Grant (Rev. 11/08) 1. STATE ENCUMBRANCE VERIFICATION Individual certifies thatfunds have been encumbered as required by Minn. Siat. ' ' 16A 15 and 16C.05. Signed: Date: CFMS Grant contract No. A- 2. GRANTEE The Grantee certifies that the appropriate person(s) have executed the grant contract on behalf of the Grantee as required by applicable articles, bylaws, resolutions, or ordinances. By, Titl Ycb Date: r/ 4 e3-6 / O ��9 By: Title: C - i c,- /4>D/n . of jts �&c Date: A7 ' 201g2 3. STATE AGENCY By: (with delegated authority) Title: Date: Distribution: Agency Grantee Grant (Rev. 11108) 01 02 kI The urban forest is very important to the residents and businesses of the City of Cottage Grove. In order to maintain the urban forest, the city is taking an aggressive proactive stance on preserving the ash tree population in Cottage Grove. The city's Emerald Ash Borer (EAB) Project is going to encompass the following goals and objectives: Preservation, Protection and the Management of the Urban and Rural Forest, Public Outreach and Education, Inventory of urban and rural boulevard trees, and Removal and Replacement Plan. The Project is going to implement an EAB Management Plan that will encompass the procedures and processes to slow the infestation of EAB. The city is also in the process of updating its city ordinances to include the proper procedures for removing and replacing public trees infested by EAB. The project also incorporates public outreach and education directed toward residents and business about EAB and the effects on the health of the city's urban forest. The city is in the process of inventorying approximately 63% of the boulevard trees which are located in the Municipal Utility Service Area (MUSA). The project also proposes to inventory the remaining rural and mowed park areas in Cottage Grove. Project Objectives: 1. Preservation, Protection and Management of the Urban and Rural Forest 2. Public Emerald Ash Borer and Urban Forestry Outreach and Education 3. Complete inventory of both Urban and Rural Forest 4. Ash Tree Removal and Replacement Plan Project Description The urban forest is very important to the residents and businesses of the City of Cottage Grove. In order to maintain the urban forest, the City of Cottage Grove is taking an aggressive stance on preserving the ash tree population in Cottage Grove by implementing an Emerald Ash Borer (EAB) Management Plan. The city is currently working on the final draft of the EAB Management Plan (see appendix A) and various city ordinance (see appendix B) changes which include a licensing process for tree trimming/tree care companies that may treat trees, along with a permit requiring tree care companies to notify the city of any treatment of private trees so they can be put in the inventory system. It is anticipated the EAB Management Plan and ordinance changes will be completed by the end of January 2010. The goals and objectives of this project and the City's EAB Management Plan will outline the start the project that will encompass: public outreach and education, monitor ash trees for infestation, a boulevard and park tree inventory, and implementing a plan to remove and replace ash trees that are not included in the EAB treatment. The following are the EAB Project goals and objectives for this project: 1. Preservation, Protection and Management of the Urban and Rural Forest. 2. Public Emerald Ash Borer and Urban Forestry Outreach and Education. 3. Complete inventory of both Urban and Rural Forest. 4. Ash Tree Removal and Replacement Plan Preservation, Protection, and Management of the Urban Forest The City of Cottage Grove has been consistently increasing their vision on maintaining, restoring, protecting and enhancing wetlands, prairies, forests and habitat for fish, game and wildlife. In the past six years the City of Cottage Grove has taken a proactive stance on maintaining and making significant improvement and protection of the storm water infrastructure and potential erosion, while making improvements to the city parks and open spaces. In 2010 the city is going to take a very aggressive role in preserving the city's urban forest. The Cottage Grove City Council and the citizens of Cottage Grove have a vision of the city as a small town community with parks and open spaces that have great wetlands, prairies, forests and habitat for fish, game, and wildlife. Along with preserving the city's local parks and open spaces, the city also would like to provide benefit to public lands such as the Mississippi River bottoms which border Cottage Grove, the Cottage Grove Ravine Regional Park, which is owned and operated by Washington County Parks Department, and the Minnesota Department of Natural Resources Scientific and Natural Area (see Appendix D for location in Cottage Grove). One of the goals and objectives for this project is to manage the urban forest tree health while continuing to maintain a diverse tree population within the City of Cottage Grove. The updated city ordinances requires every tree trimming or tree Gant (Rev. 11/08) 6 care company that performs work for residents and businesses to apply for a city license. The licensing system would allow the city to monitor and qualify each company to have the proper licensing in accordance with the Minnesota Department of Agriculture. The license would also require every tree trimming or tree care company to provide the city with tree care information. This would also allow the city to keep track of private tree treatment location and type of treatment in the future if the city deemed it necessary. The City Council authorized on November 4, 2009, to hire a consultant certified in tree identification to collect GPS locations of the city's boulevard trees. In addition to GPS location the following data will be collected: diameter of the tree, species, and condition. In March of 2010, the city's consultant will have completed inventory of approximately 63% of the city's boulevard trees, which consist of the areas that are within the Municipal Utility Service Area (MUSA) inventoried in a GIS management system (see appendix D). This will enable the city to have an understanding of where the boulevard ash trees are located. It is estimated the city has approximately 16,000 boulevard trees and that 25% of them are ash trees. With 63% of the boulevard tree inventory completed, the city will start the process of implementing the EAB management plan. The city's desire is to hire a consultant to complete the inventory of the other 37% of the boulevard trees in the rural areas of Cottage Grove and mowed/manicured areas within the city's park and open space areas in 2010. With the help of residents, volunteers, and businesses, the city is hoping to collect additional inventory on private trees and natural areas in the next 10 years. In May of 2010, the city forester will be surveying for EAB, including the sample stripping of bark from any ash tree that is removed for non -EAB reasons. The city forester will also respond to calls for inspections from residents and businesses as well. In addition, the forester will be assisting the MDA to install and monitor ten "purple" EAB traps (provided by MDA) and girdled trees which are designed to attract adult beetles in the spring of 2010. Public Emerald Ash Borer Tree and Urban Forestry Outreach and Education Public outreach and education will start in January 2010 and continue throughout the twelve years of this project. The following media communication networks will be used to communicate with the residents and businesses of Cottage Grove: • Various presentations to the City Council and Public Works Commission • Direct mailing in the Cottage Grove Utility Bills • Neighborhood Mailings • Cottage Grove Newsletters • City of Cottage Grove Website • City of Cottage Grove's Facebook page • Local Cable shows • Various city events such as: Annual Volunteer Tree Planting, Arbor Day Event, and Etc. • Public articles in the local newspapers • Public Meetings and Outreach events The plan is to educate both residents and businesses in general about EAB and the removal and replacement process that is going to be implemented in as many media outlets as possible to make sure everyone is informed of what is going to occur in their neighborhoods, parks, open space, and the community. The city's intent is to encourage residents and businesses to take an active role in this project with volunteer opportunities, while encouraging them to monitor and report any changes to their private trees that may or may not have signs of EAB. The city is also going to provide information of what residents and businesses could use to treat EAB in their private trees. The city is also hoping that the relationship with the residents and business throughout the city will also help with community based involvement and future private tree inventories in the next five to ten years. Projects Design Preservation, Protection and Management of the Urban and Rural Forest The City of Cottage Grove is dedicated in reducing the affects of EAB through preservation, protection, and management of the Urban and Rural Forests. The City of Cottage Grove has come up with three main actions to help in this process. The first action to be administered will be the installation of the purple traps (provided by MDA) throughout the Urban and Rural forests along major corridors and railroad tracks. This action will help with early detection of EAB within the City. There will be an installation of up to ten traps in early spring and they will be taken down and inspected in late fall after flight season. The second action that the City will take to preserve, protect, and manage our urban and rural forest will be Grant (Rev. 11 /08) the inspection of the many declining ash trees throughout the City. The City Forester will be doing inspections throughout the summer of both public and private trees with the help of a forestry intern. Private trees will be inspected if homeowners have made a complaint and will be done with their permission. Inspections will also help the city in the detection of declining ash trees that are possibly infested with EAB. The final action will be the creation of trap trees. These trap trees will be girdled in early spring and will be inspected and removed in late fall. Public Emerald Ash Borer and Urban Forestry Outreach and Education The project is designed to inform residents and businesses throughout Cottage Grove using the following media communication networks: • Various presentations to the City Council and Public Works Commission • Direct mailing in the Cottage Grove Utility Bills • Neighborhood Mailings • Cottage Grove Newsletters • City of Cottage Grove Website • City of Cottage Grove's Face book page • Local Cable shows • Various city events such as: Annual Volunteer Tree Planting, Arbor Day Event, and Etc. • Public articles in the local newspapers • Public Meetings and Outreach events The goal of the project is to educate both residents and businesses in general about EAB and the removal and replacement process that are going to be implemented in as many media outlets as possible to make sure everyone is abreast of what is going to occur in their neighborhoods, parks, open space, and the community. The city's intent is to encourage residents and businesses to take an active role in this project with volunteer opportunities, while encouraging them to monitor and report any changes to their private trees that may or may not have signs of EAB. The city is also going to provide information of what residents and businesses could use to treat EAB in their private trees. The city is also hoping that the relationship with the residents and business throughout the city will also help with community based involvement and future private tree inventories. The city is going to design and develop flyers and brochures that can be mailed and distributed at community events. These flyers will provide residents with the necessary information about EAB. Rural and Park Inventory Another component of this project is to hire a consultant to complete the inventory of the boulevard trees in the rural areas of Cottage Grove. The project will also enable the city to hire a forestry intern to assist in the inventory of the mowed/manicured areas within the city's park and open space areas in 2010. With the help of residents, volunteers, and businesses, the city is hoping to collect additional inventory on private trees and natural areas in the next 10 years. Ash Tree Removal and Replacement Plan This project will remove and replace approximately 50 boulevard ash trees in 2010. This plan is focused on ash trees that are rapidly declining. The City Forester will have the main discretion of determining which trees will be removed and replaced. Selection for removal and replacement will be based on the following criteria for each tree: • Size of the ash tree being less than 10" DBH or greater than 20 ". • Ash trees with noticeable decline and possible EAB. • Individual ash tree condition considerations: • Poor health of the tree. • Trees located in a close proximity to a sidewalk, driveway, street, etc. • Pose a potential or immediate hazardous condition to the public safety. • Ash trees with greater than 30% decline. • Show bad growth form. • Show external wounds. • Show structural damage to roots. • Show construction damage. • Show significant utility impairment (such as: underground or overhead utilities). Greet (Rev. 11/08) The removed ash trees will be replaced with a more diverse population. The replaced trees will also be entered into the GIS system to maintain an updated inventory. The trees will be replaced in the late fall of 2010 or spring of 2011. Equipment, Supplies, and/or Materials List The city is proposing to spend $7,700 for forester website updates, various flyers, brochures, mailings and postage expenditures for the Public Outreach and Educational materials that will be used to communicate with the residents and businesses within Cottage Grove. The grant would fund approximately 100% or our public outreach and education. The city is also proposing to spend approximately $62,500 in expenditures for the inventory of the MUSA area and the rural area of Cottage Grove along with the purchase of a GPS unit, laptop for field work, and permitting software to be used for inventories. The grant would fund approximately $30,000.00 for the rural inventory. In addition the grant will fund approximately $32,500 for the removal, disposal and replacement of fifty ash trees designated for removal by the city forester. Size and Population The City of Cottage Grove is approximately 34 square miles with a population of 33,623 people and approximately 11,000 households. The city is estimating that the city has approximately 33,000 private trees and approximately 60,000 public trees. According to the "Rapid Assessment of Ash and Elm Resources in Minnesota Communities" conducted by the Minnesota Department of Natural Resources in 2007, the city has 10,000 ash tree or greater on public and private property in the Cottage Grove area. Of those public trees, the city is estimating they have approximately 16,000 boulevard trees, with approximately 4,000 of those being ash trees. Innovative and Intriguing The City of Cottage Grove has significant concerns about its urban forest and is willing to commit significant money and time to save its urban forest canopy. The City of Cottage Grove's plan is a long term plan to prevent EAB infestation and maintain the city's ash tree for the next 12 years. As of today, the city is the only city that we know of proposing to treat 3,000 boulevard, park and legacy ash trees to prevent or slow the invasion of EAB throughout Minnesota, along with an aggressive removal and replacement plan to diversify the city's tree population. The City of Cottage Grove is also working on final drafts of their EAB Management Plan (see Appendix A), city ordinance (see Appendix B) updates to comply with EAB, and adding additional language to the city ordinance to require tree care /tree trimming companies to apply for a permit to work in Cottage Grove. The city ordinance requires a permit for the treatment of private trees. This permitting system will allow the city to inventory private trees and monitor the treatment of private trees. One of the biggest innovative and intriguing parts of this project is the partnership that the City of Cottage Grove has developed with the University of Minnesota Department of Urban Forestry. The University of Minnesota Department of Urban Forestry will assist the city with public outreach and education, and cost benefit analysis. Managed and Coordinated The project is going to be managed by the Public Works Department. The Public Works Director will be overseeing the project. The project managers for the EAB Management Project will be Brian Voelker, Management Analyst, and Steve Bowe, City Forester. Brian Voelker will be managing the grant application, coordination of all meetings, financing, budgeting, analyzing, and public outreach and education. Steve Bowe will oversee the forester intern, tree inspections, chemical treatment, design request for proposals, removal and replacement contracts, maintain and management tree inventory, and assist in analyzing and evaluating the goals and accomplishments of this project. The Public Works Parks Division will assist in the maintenance of park and boulevard trees assist in the removal and replacement of ash trees in the parks. The Public Works Streets Division will assist in the maintenance, removal and replacement of ash trees on the boulevards. The City Engineer will assist with and coordinate the inventory and permitting system. The City Engineer would oversee and develop contracts for tree removal annually. The public EAB and urban forestry outreach and education goals and achievements will be compared with the number of calls, emails and walk -in questions residents and businesses have for the Public Works Department. The more public outreach and education that the city conducts in the near term will benefit the community and public works staff in the long term. The hope is to educate as many people about EAB as the city can within the first year so the EAB Management Grant (Rev. 11/08) Project is a huge success. Research has shown that the removal and replacement of ash trees has not slowed or stopped the infestation of EAB, however, with the city's proactive removal and replacement plan, the city is hoping to be ahead of the infestation. While being ahead of the EAB infestation, the city is also hoping to diversify the city's urban forest by planting non -ash species. Qualifications of Project Manager: Brian Voelker has been with the City of Cottage Public Works for 5+ years. He has assisted with various budgeting and project management projects in the Public Works Department. He is the educational and public outreach coordinator for the Public Works Department. Brian also manages the Recycling and Solid Waste grant from Washington County annually. Previously Brian was a Project Manager/Estimator for Tower Asphalt, Inc. for 6 years. Brian Voelker received his MBA in 2004 from Cardinal Stritch University and his_ undergraduate degree in Public Administration in 1998 from Winona State University. Steve Bowe has been with the Cottage Grove Public Works Department since June of 2009. Steve assists in tree trimming, removals, and re- planting. Steve also handles all citizen concerns about both private and publicly owned trees. He is responsible for coordinating the schedules, projects and tasks seasonal horticulture and forestry staff. Steve Bowe received his undergraduate degree in Resource Management and Forestry with emphasis in Urban Forestry and Forest Recreation and minor in Natural Science from the University of Wisconsin Stevens Point in 2008. Grant (Rev. 11 /08) 10 Grant (Rev. 11/08) 11 COOPERATOR RELATTONSNIP DISCUSSION OF CONTRIBLAION T. University of Minnesota Department of Urban Forestry Gary Johnson, University of UN Professor .Assist in outreach and education. 2. Washington Gounty Parks. Depadment Fewer Mott Parks Manager Coordinate efforts between other cities, provide education and outreach, and assist an EAS Discovery. 3. Trea USA Assist in public outreach and educatioh 4, Rumpos Setvfaes Company Raymond Rumpca, President Assist in the management of grinding ash trees and the City of Cottage Grove's manabamng yard. 51 X€ ei Energy Dennis Fallon. W itatalion Management Supervisor Assist In the discovery and mitigallon of EAB on Koal Energy night of way, andior private property. 6. Enviroomerdai Wood, Supply Assist in broad dispose[ and gr5ndarg ash frees. 7. Ever -Green Energy - .Aeffray Cu3ltemetde, Epanase. 1 =roctarement - Assist En the disposal of ash chip for the use as Biomass FUSE. GONFLICT OF INTEREST • Pnywideafist ofalten6ties with which you have mlationships that create, orappearto create, a conlIkASIF inbunutwiLh the wwork thetis contemplated in.IN5 requSatfor prop:sals.. • List the name of the entity, the relationship, and a discussion rf the conflict. ENTITY RELATIONSHIP DIKUSSION OF CONFLICT T Rumpoa Servi eS; Current Compost Manager May or may not pm -. serxaoas'to the dty depending on the ttaamballing yard requirements and quarantine. 2. 3. 4. 5. 6. 7 . 6, Grant (Rev. 11/08) 11 Grant (Rev. 11/08) 12 ACTIVITY .. START WE {h9i'.'Vtt+j. END DATE OMMNY) 'F. Public Outreach and Education 0112010 0&2011 2. 'FInlsh the FAB Uanegement Plan and Ordinance Changes 0912010 021201•••0 :0. inventory Urban Boulevard Trees 112010 OE4201 t 4. Implement GIS Permltlin0 System 0512010 0012090 5. Inventory Rural and Park Trees 0512010 OF.1P091 Eft. Insfall and iN6nit#fi purple EAB traps 0512040 05120111 f. Remove and rep9aca ash trees 01f2010 0113011 8. Grant (Rev. 11/08) 12 G 1 1 • t � . : 1. PERSONNEL SALARIES Grant (Rev. 11/08) 13 N&ME06PG5ftON L'6AiGFJHR (INS. NUMBEROF I4OUFS COSf:CRANT I (IN . COSCMM:LTCt1 (IN $) f. Brian Va Iker. 1.flartagem AnaW -%' 30 4110M II.744M 2. Steve_ Sowe, Orly Forester 19-22 &06.170 15 &'F9.ib0 3. Forestry Intern f 9.00 48CLD3 4,800.DG 4. JennffarL"it City Engineer 49.50 49.30 1,620:D0 S. Secretary. OJT 40.0[7 f3CL09 1.330.00 6. 7. S. 9. 1d5. 17 . 12, M 14. 15. 16. 17. f 8, S4. 20. 21. 22.. 23. 24, 25, SUBTOTAL 1.850.€30 ,x€.600.00 $30E0413.0d GRAND TOTAL = $34:849.86 Grant (Rev. 11/08) 13 .SUPPLIES AND MATERIALS ITEM RURP65E COST: GRwNT 1 (IN 3) CGST: ti41TCH 44N.EJ i. GPS Ung TrEe Inventory 00.00 ? Laptop Comeputerforiteid work 'Gres Inventory 1.000.00 3. PermaEng softare Time Inventory and Permdting 1.700.00 4. 5. 6. 7. T t1. ii. 12. 13: 14. 15. i6. 17. 18. 99. 20, 21. 22.. 23. 24. 25: $tATOTAL $0.00 53,580.00 GRAND TOTAL = $3.55D.DD Chant (Rev. 11/08) 14 3.OUTREAG'H EXPENSES ... I7Ei13 PURPOSE COSP GRANT COST MATCH 1, De elopmenf and Printing of Flyers Public Outreach and Education 4,500.00 2. Flyers and Postage Public Outreach and Education 3,200.00 3. 4, 5 . 6. 7. 8. 9. 10. 12. 13. 14. 15. 1 b. 17, 18. 7 9'. 20. 21. 22. 23. 24. 25. 15N:,1 aOT I $7 „7LSC+.t79 $0,00 GRAND TOTAL= Grant (Rev. I1 /08) 15 4. CONTRACTS, CONSULTANTS AND OTHER PURCHASED SERVICES (ex: te€l,)1Scal assistance, altalysts) NAME OIL PDSTITION F 1 F HR (IN) NUMBER OF HOURS COST: GRANT (IN. $) COST fAkTCH . (IN S) PERSONNEL SALARIES 1, Contractor far Tree Removal and Disposal 2.. 20,392.00. 00,.38.00 3.550..00 2. Contractor for Stump Grinding OUTREACH EXPENSES 7.799.00 2,438.00 1 ,302.00 4, 31 Contractor for Reptaoe Ash Trees. Q.46 0D 9,75D.00 5,250.00 0:00 4. Sonestnao (Engineering & ConsuGting) Ca. TRAVEL 0.60 1�8,051100 5. Engineering.& Consulting Contract or O:DD 0.00 30,00D.00 90,000.00 75,000.00 5. 7. 5. 9. t U. SUBTOTAL 0.0D 852.50DA0 I $45,45D.00 GRAND TOTAL = $10,950.00 BUDGETSUMMARY Ehterthe totals froth Tables 1-6 on the farm below. ITEM (IN (IN$) COST. -MATCH (IN,{) 1: PERSONNEL SALARIES 4,80000 39,049,00. 2.. SUPPLIES AND AGATE- .RIALS 0.00 3.550..00 3. OUTREACH EXPENSES 7.799.00 0.00 4, CONTRACTS, CONSULTANTS AND OTHER PURCHASED SERVICES B2.5D0.Q4 Q.46 0D 5, OFHCE EXPENSES 0:00 0.00 Ca. TRAVEL 0.60 9.0o 7, OTHER O:DD 0.00 GRAND TOTAL = 75,000.00 &0,040.DD Grant (Rev. 11/08) 16 UITIo m m . TRAVEL NAMEORPOM'"ON NUN6BER OF Ai1LE5 CO -STIAM LE (IN $1 COST GRANT (fN $) COST: MATCH (!N Sa f. 2 , 3. 4. 5. 6. 7. 8. 9: 1 i➢. SLIRT4FTAL t3 SQ.fl4 $L}.fl[I $1t.OG GRAND TOTAL = $D -06 Grant (Rev. 11/08) 17