B2. Urban and Community Forestry Subaward` 1 _J
City of Kalispell
201 1"Ave E. P.O. Box 1997
Kalispell, Montana 59903-1997
(406) 758-7757 Fax (406) 758-7758
MEMORANDUM
To: Doug Russell, City Manager
From: Chad Fincher, Director, Parks and Recreation
Re: 2015 Urban and Community Forestry Sub Award Agreement
Meeting Date: January 20, 2015
BACKGROUND: The Kalispell Parks and Recreation department submitted a successful
program grant application to the Montana Department of Natural Resources and Conservation
and has been awarded up to $14,000 for the Urban Forestry Program Development Grant. The
majority of the grant funds will be spent on the removal of twenty-four Dutch Elm Disease
infected American Elms on city right-of-ways. The remaining funds will be used for a cost share
right-of-way tree planting program with homeowners. These grant funds require a 50/50 local
match, and the match will be met with both in -kind tree removal labor and current funding from
the fiscal year 14/15 urban forestry budget.
FISCAL IMPACT: Up to $14,000 in additional grant funding (dependent upon quotes) for the
urban forestry program. Matching funds expended from the urban forestry budget will not
exceed $12,950, with $12,000 indentified for removals and $950 for cost share planting.
RECOMMENDATION: It is recommended the City Council move to authorize the City
Manager to enter into the grant agreement with Montana Department of Natural Resources.
ATTACHMENT: 2015 Urban and Community Forestry Sub Award Agreement
FOR DNRC USE ONLY
Maximum amount under this Subaward Agreement: $149000.00
Sou rce,(s) of Funds
USDA FS Grant ## 13-DO-11010000-002, CFDA # 10.664
Fund Subclass O[g Percent
03471 555U8 5114614 100%
Workers comp X NIA Attached
Subaward # UCF-1 5-102
Amendment # N/A
Approved by
Fa - Fiscal
Legal
Project Manager
Amount Expiration Amendment
$149000.00 9130/2015 NIA
Exempt Will be forwarded
2015 URBAN AND COMMUNITY FORESTRY SUBAWARD AGREEMENT
CITY OF KALISPELL PROGRAM DEVELOPMENT PROJECT
This Subaward Agreement (Subaward) is accepted by City of Kalispell, hereinafter referred to
as the "Subrecipient," Federal ID No. 81-6001281, DUGS# 02199053, and represented by
Fred Bicha, Parks Superintendent, PO Box 1997, Kalispell, Montana 59903-1997, telephone
(406) 758-7716, according to the following terms and conditions.
This Subaward, awarded and administered by the Montana Department of Natural Resources
and Conservation (DNRC), is consistent with the policies, procedures and objectives of the
Cooperative Forestry Assistance Act of 1978, Public Law 95-313, as amended. This Subaward
is awarded under federal grant #13-DG-11010000-002 from the United States Department of
Agriculture —Forest Service (USES) and Catalog of Federal Domestic Assistance (CFDA)
number 10.664.
SECTION 1. PURPOSE. The purpose of this Subaward is to establish mutually agreeable terms
and conditions, specifications, and requirements to grant funds to the Subrecipient for an Urban and
Community Forestry (UCF) Program Development project in or near, the City of Kalispell, Montana.
Basis for this Subaward is the UCF Program, which is administered through a partnership with the
United States Department of Agriculture, Forest Service (USES) and the DNRC. The Program
Development Project Proposal and the addendum to the Program Development Project Proposal
FY15 — UCF Program Development Subaward Page 1 of 8
for this Subaward to the Subrecipient are attached hereto as Appendix "A" and Appendix "B", and
are incorporated herein by reference.
SECTION 2. TERM. This Subaward is effective on the date of last signature. The Subrecipient
shall have until September 30, 2015, to complete the project and work described in Section 4,
Project Scope. The DNRC may, pursuant to Section 19, Agreement Renewal, grant an
extension for completion upon request and showing of good cause by the Subrecipient. Good
cause is defined as external factors preventing the Subrecipient from completing the work,
including but not limited to, inadequate staff, construction, hazard trees or other barriers on
project sites), and extensive and prolonged inoperable weather conditions. A request for
extension must be submitted in writing no less than thirty (30) days prior to the termination date
if an extension is to be considered by DNRC.
SECTION 3. DI IRC's ROLE. The DNRC is administering grant funds awarded by the USFS to
ensure that the funds are used according to the intent and procedures of the UCF Program
Development Grant Program. The DNRC will monitor project expenditures to assure payment
eligibility. DNRC assumes no responsibility for the Subrecipient's obligation to faithfully perform
the tasks and activities required by this Subaward. The Subrecipient may contact the DNRC's
liaison Jamie Kirby, at (406) 542-4288, iamiekirby@mt.gov, 2705 Spurgin Road, Missoula,
Montana 59804 for guidance related to administration of the terms of this Subaward. All
requests for information and assistance shall be submitted to the DNRC liaison or her designee.
SECTION 4. PROJECT SCOPE. (a) The Subrecipient must use the proceeds provided
pursuant to this Subaward to perform allowable activities under the Program. The key
outcomes of the project are hazard tree removals, a tree replacement program, and
development an Emerald Ash Borer response plan. (b) Supporting Documents/attachments.
The Program Development Project Proposal submitted by the Subrecipient, attached hereto as
Appendix "A" and the Application Addendum, attached hereto as Appendix "B", describe the
projects and activities to be performed upon municipal lands by Subrecipient and the required
dates of completion. In addition, Subrecipient must fulfill the terms specified in Appendix "c"
"Additional Requirements to Proposal", which is attached hereto and incorporated herein by
reference. Funding will not be provided if the requirements outlined in Appendices "A", "B" and UC )
are not fulfilled.
SECTION 5. PROJECT BUDGET. Subaward funds are allocated to the following budget
categories:
DNRC
Klatch
Total
Project Funding Summa •
Cooperator salary/wages/benefits
$ 0
$ 30,989
$ 30,989
Operating Expenses
$ 14,000
$ 13,900
$ 27,900
Total Project Funding:
$ 14,000
$ 44,889
$ 58,889
This Subaward requires a match of 1 : 1 of federal to non-federal funds.
The Subrecipient may transfer up to twenty percent (20%) of the total Subaward amount
between budget categories as needed to complete the project. The Subrecipient must notify
DNRC of such transfers. Transfers between budget categories in excess of twenty percent
FY15 — UCF Program Development Subaward Page 2 of 8
(20%) of the Subaward amount must be requested by the Subrecipient, approved by DNRC,
and documented in an amendment to the Subaward.
SECTION 6. AVAILABILITY OF SUBAWARD FUNDS. The Subrecipient acknowledges and
understands that Subaward funds become available based on federal awards to DNRC. Costs
incurred by the Subrecipient prior to this Subaward are not eligible for reimbursement but may
be counted as match funds upon prior written approval by DNRC.
The commitment by DNRC to expend money is contingent upon the DNRC receiving funds
under the Cooperative Forestry Assistance Act of 1978, Public Law 95-313, as amended. No
liability shall accrue to the DNRC or its officials in the event such funds are not appropriated or
allotted as authorized under this legislation. Until DNRC notifies Subrecipient that obligated
funds are unavailable, DNRC will continue to comply with the terms of this Subaward, including
the disbursement of funds.
SECTION 7. BIDDING REQUIREMENTS. Upon acquiring products and/or services with funds
awarded pursuant to this Subaward, Subrecipient must submit a UCF Bid solicitation
Verification Form attached as Appendix "D" and incorporated herein by reference to DNRC
establishing that Subrecipient has solicited a minimum of three (3) bids for every contract or
purchase issued by the Subrecipient over one Thousand and no/100 Dollars ($1,000.00) for
which subaward funds will be disbursed. Subrecipient shall follow all applicable procurement
procedures as required in Section 13, Compliance with Applicable Laws, and the applicable
OMB Circulars (contained in 7 CFR §§ 3019.40--3019.48 for institutions of higher education,
hospitals, and other non -profits or 7 CFR § 3010.36 for State, local, or Indian Tribal
governments).
SECTION 8e DISBURSEMENTS. The Subrecipient shall submit claims for disbursement of
Subaward funds to the DNRC liaison. Documentation of reimbursable costs incurred and paid
must be submitted with the disbursement requests. Documentation may include but is not
limited to itemized receipts, vendor invoices, inspection certificates, financial reports that clearly
show expenditures, payroll records, copies of checks, bank statements, and other forms of
proof of payment. DNRC will determine whether documentation submitted adequately
supports the disbursement request and may require additional documentation before approving
payment. The DNRC will verify the claims and check them against the Reports required in
Section 9 and the Project. Budget provided in section 5. The DNRC will disburse Subaward
funds to the Subrecipient only upon DNRC's review and approval of the documentation
submitted by the Subrecipient. Reimbursement of Subrecipient's expenditures will only be
made for expenses included in the Project Budget provided in section 5 that are clearly and
accurately supported by the Subrecipient's records. The Subrecipient must, prior to any funds
being disbursed under this Subaward, provide documentation of the one hundred percent
(100%) match requirement for every disbursement request sent to the DNRC for approval and
payment. The match requirement may be met by contributing cash, in -kind and/or donated
contributions committed to the project. Before final disbursement will be made by the DNRC to
the Subrecipient, the DNRC Regional Urban Forester must approve the completed project on
the Project Inspection Form and must submit the said form along with the Project Report Form,
to the DNRC Liaison, pursuant to Section 9, Reports.
The DNRC will withhold ten percent (10%) of each disbursement request approved by the
DNRC until the project tasks outlined in Section 4 Project Scope and the Final Report required
in Section 9 are completed by the Subrecipient and approved by the DNRC.
FY15 - UCF Program Development Subaward Page 3 of 8
Total payment for all purposes under this Subaward shall not exceed Fourteen Thousand and
no/100 Dollars ($14,000.00).
DNRC may, at its sole discretion, terminate or reduce the scope of this Subaward if available
funding is reduced for any reason. DNRC will provide Subrecipient at least 30 days' notice if
termination of this Subaward is determined to be necessary due to unavailability of funds.
Eligible expenses incurred by Subrecipient up to the specified date and time of termination will
be covered under the terms of the Subaward.
SECTION 9. REPORTS. A final Report that details the project status, results,
accomplishments and financial status will be submitted to DNRC liaison by the
Subrecipient for approval upon project completion. Final disbursement of Subaward
funds is contingent upon DNRC's receipt and approval of the following documents: 1)
Final Report, 2) DNRC Regional Urban Forester Project Inspection Form, and 3)
Completed Project Report Form, which is available to download from the DNRC Urban
Forestry website.
The deadline for submitting the Project Report Form is thirty (30) days after the
termination date provided for in Section 2, Term. Subrecipient understands that if the
Project Report Form is not provided to DNRC within thirty (30) days after the termination
date provided in Section 2, Term, that DNRC may elect to not male payment under the
terms of this Subaward. Furthermore, failure by Subrecipient to provide the Project Report:
Form(s) to the DNRC liaison as required herein may cause the DNRC to terminate this
Subaward.
The DNRC shall, if necessary, provide the Subrecipient with further instructions regarding the
required reporting format and other specific reporting requirements when such requirements are
mandated by the Federal and/or State governments). These new reporting requirements will
be provided in writing to Subrecipient and will be added to the terms of this Subaward via an
amendment should Subrecipient and the DNRC agree to those terms. The foregoing
notwithstanding, Subrecipient must comply with the terms of any future reporting requirements
that do not differ materially from those required by this Subaward.
SECTION 10. RECORDS AND AUDITS. The Subrecipient must maintain appropriate and
adequate records showing complete entries of all receipts, disbursements and other
transactions relating to this Subaward for three (3) years after the later of either the final
Subaward payment, or the termination or the expiration of this Subaward. The DNRC, the
Montana Legislative Audit Division or the Montana Legislative Fiscal Division may, at any
reasonable time, audit all records, reports and other documents that the Subrecipient maintains
under or during the course of this Subaward to ensure compliance with its terms and conditions.
SECTION 11. PROJECT MONITORING AND ACCESS FOR INSPECTION AND
MONITORING. The DNRC or its agents may monitor and inspect all phases and aspects of the
Subrecipient's performance to determine compliance with this Subaward, including the
adequacy of records and accounts.
Because the funds awarded under this Subaward come from public funds, public access to the
project site and project records must be available. The Subrecipient shall accommodate
requests for public access to the site and records with due consideration for safety, private
property rights, and convenience of everyone involved.
FY15 - UCF Program Development Subaward Page 4 of 8
SECTION 12. EMPLOYMENT STATUS AND WORKER'S COMPENSATION. The DNRC is
not an owner or general contractor for the project and the DNRC does not control the work
activities or work -site of the Subrecipient or any contractors that might be engaged by the
Subrecipient for completion of the project. The Subrecipient is independent from and is not an
employee, officer or agent of the DNRC. The Subrecipient, its employees and contractors, are
not covered by the Workers' compensation laws applicable to the DNRC as an employer. The
Subrecipient is responsible for making sure that it and its employees are covered by Workers'
Compensation Insurance and that its contractors are in compliance with the coverage provisions
of the Workers' compensation Act.
SECTION 13. COMPLIANCE WITH APPLICABLE LAWS. Subrecipient is subject to terms
and conditions of the federal grant (award),
are incorporated herein by reference:
which are available at the following link, and which
httr)://dnrc.mt.gov/Forest[y/Fedei-alAward
The Subrecipient will comply with the following -policies and requirements of the Federal Office
of Management and Budget (OMB) Circulars, as appropriate to its organization:
SUBRECIPIENT TYPE
Administrative
Cost Principles
Requirements
Non -Profits
7 CFR 3019
2 CFR 230
State, Local, and Tribal
governments
7 CFR 3016
2 CFR 22
Universities
7 CFR 3019
2 CFR 220
Profit -makers
7 CFR 3019
48 CFR 31.2
Subrecipient certifies --that it will abide by all certifications and assurances set forth in Federal
Form AD-1048, "certification Regarding Debarment, Suspension, Ineligibility & Voluntary
Exclusion — Lower Tier Covered Transactions," this form having been signed, attached hereto
as Appendix E, and incorporated herein by reference. Per the terms of the federal award, the
Subrecipient shall also require all second -tier subrecipients and contractors to sign form AD-
1048, and shall keep completed forms on file. Subrecipient shall utilize www.sam.gov to verify
entities' status. -
If the amount of this contract, sub -contract, or sub -grant is in excess of $100,000, the
Subrecipient will comply with all applicable standards, orders, or requirement issued under
section 306 of the Clean Air Act (42 U.S.C. 1857(h)), section 508 of the Clean Water Act (33
U.S.C. 1368), Executive Order 11738, and Environmental Protection Agency regulations (40
CFR part 15).
All work performed under this Subaward must fully comply with all applicable federal, state, and
local laws, rules, and regulations, including but not limited to, the Montana Human Rights Act,
the Civil Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with Disabilities
Act of 1990, and Section 504 of the Rehabilitation Act of 1973. Any subletting or subcontracting
by the Subrecipient subjects subcontractors to the same provision. In accordance with 49-3-
2071 MCA, the Subrecipient agrees that the hiring of persons to perform this Subaward will be
made on the basis of merit and qualifications and without discrimination based upon race, color,
religion, creed, political ideas, sex, age, marital status, physical or mental disability, or national
origin of the persons performing this Subaward. It shall be the Subrecipient's responsibility to
FY15 — UCF Program Development Subaward Page 5 of 8
obtain all permits, licenses or authorizations that might be required from government authorities
for completion of the project. Procurement of labor, services, supplies, materials and equipment
shall be conducted according to applicable federal, state and local statutes. DNRC's signature
on this Subaward does not guarantee the approval or issuance of any permits, licenses or any
other form of authorization to take action for which Subrecipient must apply with DNRC or any
other government entity and submit to DNRC to fulfill the terms of this Subaward.
NONDISCRIMINATION STATEMENT — PRINTED, ELECTRONIC, OR AUDIOVISUAL
MATERIAL. The Subrecipient shall include the following statement, in full, in any printed
audiovisual material, or electronic media for public distribution developed or printed with any
Federal funding.
In accordance with Federal law and U.S. Department of Agriculture policy, this
institution is prohibited from discriminating on the Basis of race, color, national origin,
sex, age, or disability. (Not all prohibited bases apply to all programs.)
To file a complaint of discrimination, write USDA, Director, office of civil Rights,
Room 320-W, Whitten Building, 1400 Independence Avenue, SW, Washington, DC
20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity
provider and employer.
If the material is too small to permit the full statement to be included, the material must at
minimum, include the following statement, in print size no smaller than the text:
"This institution is an equal opportunity provider. "
SECTION 14. AGENCY RECOGNITION REQUIREMENTS
Use of Agency Insignia. Subrecipient shall request in writing permission from the U.S. Forest
Service Northern Region and receive written permission from the USFS before using the USFS
insignia on any published media, such as a webpage, printed publication, or audiovisual
production. Subrecipient shall request in writing and receive written permission from DNRC
before using the DNRC insignia on any published media, such as a webpage, printed
publication, or audiovisual production.
Public Notices. Subrecipient is encouraged to give public notice of the receipt of this subaward
of federal grant funds and, from time to time, to announce progress and accomplishments.
Press releases or other public notices should include a statement substantially as follows: "The
funding for this project is derived in full or in part from a federal award of the U.S. Forest
Service, Department of Agriculture, subawarded by the Montana Department of Natural
Resources and conservation, Forestry Division."
Acknowledgment in Publications, Audiovisuals, and Electronic Media. Subrecipient shall
acknowledge USFS and DNRC support as appropriate in any publications, audiovisuals, and
electronic media developed as a result of this subaward of USFS grant funds.
SECTION 15. INTELLECTUAL PROPERTY -- GOVERNMENT RIGHT TO USE. Any graphic
material developed under this Subaward may be copyrighted with the proviso that the State of
Montana and the USFS will have a royalty -free, nonexclusive, and irrevocable right to produce,
publish or otherwise use, and authorize others to use the work for government purposes. The
FYI — UCF Program Development Subaward Page 6 of 8
Subrecipient must notify DNRC in writing when any patent rights arise from, or are purchased
with, funds awarded under this Subaward.
SECTION 16, FAILURE TO COMPLY. If the Subrecipient fails to comply with the terms and
conditions of this subaward, the DNRC may terminate this Subaward and refuse additional
disbursements of subaward funds, and take legal action to recover disbursed subaward funds.
Such termination will become a consideration in any future application for subawards under the
authority of the Cooperative Forestry Assistance Act of 1978, Public Law 95-313, as amended.
SECTION 17. ASSIGNMENT AND AMENDMENT. The Subrecipient may not assign or
transfer any portion of this Subaward without DNRC's express written consent. Amendments
will be attached as an integral component of this Subaward. This Subaward may be terminated
by the mutual written consent of both parties. If this Subaward is terminated, the Subrecipient
may not submit claims for reimbursement beyond the mutually agreed to termination date.
SECTION 18. MONTANA LAW AND VENUE. Any action or judicial proceeding for
enforcement of the terms of this Subaward shall be instituted only in the courts of Montana and
shall be governed by the laws of Montana. Venue shall be in the First Judicial District, Lewis
and Clark County, Montana.
SECTION 19. AGREEMENT RENEWAL. This Subaward may, upon mutual agreement
between the parties and according to its terms, be extended.
SECTION 20. INDEMNITY AND LIABILITY. Subrecipient agrees to be financially
responsible for any audit exception or other financial loss to the DNRC and the state of
Montana which occurs due to the negligence, intentional acts, or failure by Subrecipient
and/or its agents, employees, subcontractors, or representatives to comply with the terms
of this Subaward.
Subrecipient hereby agrees to defend, indemnify and hold harmless the DNRC and the
State of Montana and its agents from and against any and all claims, demands, or actions
for damages to property or injury to persons or other damage to persons or entities arising
out of, or resulting from the performance of this Subaward or the results of this Subaward,
provided such damage to property or injury to persons is due to the negligent act or
omission, recklessness, or intentional misconduct of Subrecipient or any of its employees.
This Subaward is not intended to relieve a liable party of financial or legal responsibility.
SECTION 21. INSURANCE REQUIREMENTS. General Requirements: The Subrecipient
shall maintain for the duration of this Subaward, at its cost and expense, insurance against
claims for injuries to persons or damages to property, including liability, which may arise from or
in connection with the performance of the work by the Subrecipient, agents, employees,
representatives, assigns, or contractors. This insurance shall cover such claims as may be
caused by any negligent act or omission.
Specific Requirements for Commercial General Liability: The Subrecipient shall purchase
and maintain occurrence coverage with combined single limits for bodily injury, personal injury,
and property damage of $300,000 per occurrence and $600,000 aggregate per year to cover
such claims as may be caused by any act, omission, or negligence of the Subrecipient or its
officers, agents, representatives, assigns or contractors.
FYI 5 -- UCF Program Development Subaward Page 7 of 8
This Subaward consists of pages 1-8, plus Appendix "A" Program Development Project
Proposal, Appendix "B" Project Application Addendum, Appendix "C" Additional Requirements
to Proposal, Appendix "D" UCF Bid solicitation verification Form, and Appendix "E" Form
AD-1048. An additional form, the Project Report Form that the Subrecipient is required to submit
to the DNRC with the Subrecipient's disbursement request can be found on the DNRC Urban
Forestry website.
The Subrecipient hereby accepts this Subaward according to the above terms and conditions.
By:
Date Subrecipient or Subrecipient's Authorized Representative
Printed Name
By:
Date DNRC Authorized Representative
Printed Name
FY1 5 — UCF Program Development Subaward Page 8 of 8
Appendix A
COMMUNITY
.DUNS NUMBER
FEDERAL TALC ID NUMBER
City of Kalispell
02199663
81-6001281
COMMUNITY TY ADDRESS CITYITO WN STA TE ZIP
P O Box 1997 Kalispell MT 59903-1997
PRINCIPAL REPRESENTATIVE (person ❑NRC will utilize as
TITLE
primary contact)
Fred Bich❑
Parks Superintendent
PRINCIPAL REP ADDRESS (if same as above, leave blank) CITY/TOWN STATE J ,SIP
PHONE (DAYTIME)
FAX
EMAIL
406-7.58-7716
406-758-7719
fbicha@kalispell.com
OTHER IMPORTANT CONTACTS: List by name, title, and contact information (phone, email)
Chad Fincher, Director, 406-755-7960 cfincher,�a1is]2e11.com
Lisa Simmer, Admin Specialist, 406-758-7715 1s1nimer(a kalis e11.evm
TOTAL REQUESTAMOUNT (maximum, request $15,000)
ARE YOU A CURRENT TREE CITY USA? (YIN)
$151000.00
Yes
Use this page as the cover sheet and include separate paper for the Project Narrative. Please use the Budget Calculation sheets
provided. This document must be signed and dated by an individual that is legally authorized to act on the community's behalf. Please
answer clearly and concisely, and be sure to include all required attachments. Failure to do so will result in disqualification.
PROJECT NARRATIVE
All of the following elements must be addressed in application. Try to limit responses to 500 words per section.
1. PROJECT ABSTRACT, Describe the type of project and clearly outline its purpose and goals. Are they in line with federal and
state program goals? Describe how this project fits into the `Big Picture' of urban forestry in your community. Does the project
address a strategic urban forestry objective?
Z. PROGRAM DEVELOPMENT: How will this project help your community develop ,or improve a sustainable urban forestry
program? Is the project drawn from utilizing existing resources (i.e. inventory, management plan)? Refer to any existing &
current annual work plan, strategy, list of 3-5 year goals, or addressing items in a long-term management plan.
I PROJECT PERSONNEL: The personnel should possess the necessary qualifications or expertise to carry out project & program
goals. Please include name, title/qualification, project role, and level of involvement. A community, representative will also be
required to view a presentation on subawards administration led by DNRC Please identify this person in this section.
4. LEVERAGING LOCAL SUPPORT & OUTREACH: Please include any planned activities with partners, volunteers and/or public
education related to this project. Identify any other agencies, groups, etc. that will be involved.
5. PROJECT WORK PLAN AND SCHEDULE: Provide a work plan/schedule for completing each activity and timetable for
completion with start and finish dates. Assume that tree planting & maintenance projects have until June 151h12015; other
projects have until September 30=h, 2015.
6, PROJECT MONITORING & EFFECTIVENESS: How will you measure this project's success and accomplishments? Will there be
future monitoring efforts following the completion of this project? Note that tree planting and maintenance projects require a
3-year establishment plan (example at htt : dnrc.mt. ov Forest Assistance Urban Grants.as ).
1 certify that the community/organization listed above -h��rp roval of the local government to conduct this project.
PRINCIPAL REPRESENTATIVE. Name, Signature P> cfar k
AUTHORIZED COMMUNITY OFFICIAL: Name, Title, Signature
Appendix A
Getting past DED onto the future o EAB
Sustaining while improving Kalispell's Urban Forest
_ . HON IVA
Montana Department of Natural Resources and Conservation (DNRQ
2015 Urban Forestry Subaward Application
1. PROJECT ABSTRACT: Describe the type of project an ciQaraPyd oi& l'ine its purpose and goals. Are they in line with federal and
state program goals? Describe how this project fits into the 'Big Picture` of urban forestry in your community. Does the project
address a strategic urban forestry objective?
The City of Kalispell Parks & recreation Department is submitting this application for the FY 2015 Urban
Forestry Program Development Subawar d Grant with the hopes of gaining funding to complete a three part
project. This project would include a large scale hazardous Dutch Elm Disease (DED) tree removal and a
tree replacement project on city right of ways and lastly begin developing a management plan for Emerald
Ash Borer (EAB) that includes an EAB awareness campaign. Kalispell has been working diligently over
the past several years to remove dead/or dying elms. Due to budgetary and staffing limitations, Kalispell
crews cannot beep up to the demand and liability posed by the current number of dead elm trees
(approximately 150 dead still remain on boulevards and right-of-ways) and can no longer fill the requests
of replacement tree plantings in the urban core of the city. At the current rate of removal, using city staff
and based on the Kal ispe ll' s historical data of the last few years, it will take approximately 3 — 4 years to
complete removal and stumping of the remaining DED trees. Kalispell has not been able to meet any
requests for residential boulevard tree plantings for two seasons, with the exception of new subdivision
development, in which case the developer is paying for trees. The city is working on a tree ordinance
revision which will include development and. 2015 implementation of a 50150 plan to meet residents
planting requests on city boulevards.
The purpose of the proposed project is three parts; hazard elm tree removal, replanting boulevard trees
through a cost share program, and developing an EAB awareness campaign and management plan to help
Kalispell work towards being proactive instead of reactive.
Dutch Elm Disease removal
DED has knocked Kal i spe l l' s urban forest program back 10 years in tree maintenance and cost the
community 3.5 million dollars' worth of mature elm trees.
There isn't a week that goes by that the Parks Department
does not receive a call about a branch down from an elm tree
on the boulevard. It is only a matter of time before the city
is faced with major injury or damage incident from these
once magnificent trees.
All elms have been re -inventoried and categorized into four
categories; freshly dead, dead, bark sloughing off, and
critical hazards. This grant will be used as a catalyst where
for every tree that grant dollars remove (utilizing a
contractor) the City will match with cash, in addition Park
crews will also match with in -kind labor (one tree removed
with grant dollars two additional trees would be removed by
the city). The goal will be to remove the thirty six most
hazardous elms in Kalispell (12 trees with grant funds, 12
with city dollars, and 12 with the forestry crew).
Wood from removed elms will go to the local high school to
be utilized in woodshop classes. Left over material at the
high school will be pelletized and used as biomass in
heating.
Appendix A
Tree replacement Program.
When removal of all American Elms on city
right-of-ways is complete, the city will have
lost approximately 400 mature trees creating
a significant void in Kalispell"s tree canopy.
It is estimated that 65 - 70% of these
removed tree sites would be suitable planting
replacement locations for trees. while some
replacement plantings occurred a few years
back when grant funding and budget allowed
for it, the future is not promising when it
comes to funding tree planting in Kalispell.
Through this grant a 5 015 0 cost share
program will be jump started. Property
owners adjacent to city right- of ways will
be invited to purchase half the cost of a tree,
the city and a portion of this grant will make up the other half. It is the goal of the planting project to
create adjacent landowner "buy -in" and "ownership" to ensure the success of their boulevard tree.
Kalispell's objective is to recapture the areas of tree lined streets it has lost and will lose, while promoting
the process of planting diversified species, to benefit future generations and hopefully prevent devastating
losses such as Dutch Elm Disease and Emerald Ash Borer in the future.
Emerald Ash Sorer (EAB) Awareness Campaign &Planning
Through this grant an EAB awareness campaign and EAB management plan will be launched. During the
summer of 2015 all 460 ash trees will be reevaluated by forestry staff and management prion*tization given
to each tree. The Kalispell Tree Board would work as the cities partners and advocacies for the project to
raise public awareness. The board would facilitate an educational outreach program through the hosting of
an open house/workshop that invites the public to come talk about the lessons learned from DED, while
providing education regarding EAB in the future, speaking before council, public service speaking
engagements and distribution of materials speaking to the importance of tree removals and the health of the
urban forest. Park staff will hold an EAB arborist breakfast inviting local arborists from the private sector
to come learn and discuss. Preparing for EAB now helps protect the future of Kalispell's trees and
minimizes the mistakes made with DED.
Summary
The goals and purpose of this project are numerous. The removal portion of the project is directed towards
reducing hazards and risks to people and property through removal of dead and hazard trees, adjacent to
their residences on city right-of-ways. The replacement tree program will increase and improve air and
water quality, help to mitigate climate change and strengthen energy conservation. It has been proven that
in addition to the environmental benefits trees provide, the psychological benefits provided by trees are
numerous and immeasurable. The long term loss of the mature elms to DED is apparent through the
comments from citizens already noted. The substantial loss of approximately 800 trees to DED and EAB
will have a negative mental and emotional impact to the community. Projects such as the one proposed in
this grant, provide Kalispell citizens a positive outlook and hope that the future of their urban forest is
looking green.
The educational portion of this project is an e�s�en�iat component and will be achieved through the
DEDIEAB open house, public service announcements, speaking engagements and distribution of
informational flyers. This project will help the Kalispell Tree Board meet their stated mission statement
purposes and goals of promoting the best management practices, and educating, encouraging and
promoting stewardship of public right -of --way and provide trees. while tree removal is not viewed as
favorable, it is sometimes the best and only course of action and is a vital aspect of appropriate
management. Kalispell's long term strategic objective and vision is maintain, improve and expand its
urban forest and educate the community regarding the significance of tree removals, plantings and
addressing the urban forest proactively continues to be vital. This project, if awarded would help Kalispell
change from its current "reactive" to a more "pro -active" status in- addressing both DED and EA.B.
2. PROGRAM DEVELOPMENT: How will this project help your community develop or improve a sustainable urban forestry
program? Is the project drawn from utilizing existing resources (i.e. inventory, management plan)? Refer to any existing &
current annual work plan, strategy, list of 3-5 year goals, or addressing items in a long --term management plan.
If successful this grant will help the Kalispell community by providing necessary funding for contracted
removals of hazard DED trees that have been inventoried and prioritized as high priority by the Kalispell
Parks Department. These are trees that pose serious hazard to the surrounding residences. There are
currently 150 American Elms on city right-of-ways identified for immediate removal. Under the current
annual work plan, (accounting for limited staffing and funding) it is estimated that it will take 3.5 years for
the removal process to be completed. If successful this project would assist in an additional contracted
removal of an estimated 24 trees, eliminating one year from the removal process. Additionally, the project
would address meeting replacement tree planting requests, of which there is a backlogged request list and
obvious community need and want. Diversifying Kalispell's tree species would meet long-term strategic
plan and support urban forestry sustainability through the future avoidance of having majority species
devastated such as happens with DED and EAB.
The city would supervise all removals and plantings. Trees would be planted to ISA and ANSI standards
and will meet DNRC approval. when obtaining bids and reviewing submittal packets from contractors,
Certified arborists would be given preference. All removals and plantings will be documented utilizing
hand-held Juno's and entered into the city's database to maintain a current inventory.
Kalispell recognizes it will soon be faced with Emerald Ash Borer threatening the 460 inventoried ash trees
on city right-of-ways. At this time, Kalispell would like to move forward with a proactive plan in an
attempt to save some of its city owned ash trees, however cannot begin to implement a plan until the
removals of the hazardous American Elms is completed.
I PROJECT PERSONNEL: The personnel should possess the necessary qualifications or expertise to carry out project & program
goals. Please include name, title/qualification, project role, and level of involvement. A community representative will also be
required to view a presentation on subawards administration led by DNRC Please identify this person in this section.
Chad Fincher, Director, Kalispell Parks & Recreation, oversight of project, memos to city manager
and council, meetings & contracts review, field visits
Fred Bicha, Parks Superintendent, Certified Municipal Arborist, project monitoring and on site
coordination and supervision of contractors, inventory & scheduling of removals & plantings
*.**Lisa Simmer, Administrative Specialist, administrative support, clerical, accounting, documentation,
reporting, reimbursement requests, record maintenance, attend the presentation in Subawards
presented b-y DNRC
•.*♦Parks/Forestry Crew, match removals, stumping, wood hauling, site .reclamation
****Kalispell Street Tree Board, project review, hosting educational open house, contacts with citizens
***# Contractors, hazard tree removals & cost share tree planting
*;9p
Citizens attend open house to learn rno apotIbB
•:* Arborist, attend arborist breakfast to learn more about EAB
4. LEVERAGING LOCAL SUPPORT & OUTREACH: Please include any planned activities with partners, volunteers and/or public
education related to this project. Identify any other agencies, groups, etc. that will be involved.
Every part of this project will have a goal of leveraging support from the government officials, green
industry organizations, Kalispell School District #5 and the community in various aspects and capacities.
Partnership and support would be sought from Flathead Electric Cooperative for hazard DED trees
encountering utility lines. Grant funds for the highly visible DED tree removal project will be matched;
two trees for every tree grant dollars remove will be accomplished through in house city crews and dollars.
The cost share tree program will leverage funds with citizens, city, and state while at the same time creating
more buy in from citizens and hopefully generate additional success with the 50/50 tree cost share program.
The EAB awareness campaign and plan will get community and council involvement and raise the level of
awareness and support for trees in the community. Staff and Ialispell Tree board volunteers will work
cooperatively, utilizing the city web site, public services announcements, open house workshops, and an
arborist breakfast to educate the public on the importance of Kalispell's urban forest and the need to
proactively address Emerald Ash Borer, to avoid another crisis situation as it is currently experiencing with
DED.
5. PROJECT WORK PLAN AND SCHEDULE: Provide a work plan/schedule for completing each activity and timetable for
completion with start and finish dates. Assume that tree planting & maintenance projects have until June 15th, 2015; other
projects have until September 3ot", 2015.
January 5, 2015 - tree removal and planting plan laid out
January 9, 2015 - tree removals &. plantings contracts drafted for approval
January 13, 2015 - first planning meeting with Park staff and Tree Board
January 14, 2015 - manager approval of contracts, council packet
January 19, 2015 - council approval and acceptance of grant
January 23, 2015 - advertise for contracted services/out for bid
February 9, 2015 - tree board planning meeting
February 23, 2015 - contractors selected for project
February 27, 2015 - pruning contract signed
March 1, 2015 - boulevard cost share announcement to public
March 10, 2015 - tree board meeting
March 31, 2015 - contracted tree removals completed
April 14, 2015 - tree board meeting
April 20, 2015 - contracted tree plantings begin and go throughout early summer and pick back up again in
early fall
May 12, 2015 - Tree board meeting
July 2015 - re -inventory all Kalispell ash tree
September 1, 2015 - complete EAB response plan
September S, 2015 - tree board meeting
September 15, 2015 - arborist breakfast about EAB
September 15, 2015 - open house meeting by board about EAB
September 16, 2015 - final reporting and documentation submitted to DNRC
b. PROJECT MONITORING & EFFECTIVENESS: How will you measure this project's success and accomplishments? Will there be
future monitoring efforts following the completion of this project? Note that tree planting and maintenance projects require a
3--year establishment plan (example at htt dnrc.rnt. ov Forest Assistance Urban Grants.as ).
Appendix A
Tree removal the largest and most important part of this grant will easily be measured by the number of
removed trees from Kalispell boulevards. The part that will be impossible to track is the number of
diverted property claims and human lives that may be saved by this grant money being used on hazard tree
removals. Public safety for both residents and vehicular traffic will be improved.
All boulevard cost share trees planted through this grant will be entered into the cities tree inventory
database and tracked accordingly for the life of the tree. Trees planted during this project will be monitored
and/or watered as necessary and will be trained pruned in years two and three following planting by parr
staff.
The EAB plan will be made available to DNRC and other communities as an example of an EAB
preparedness plan. The use of this plan will be used for many years to come in Kalispell. Rosters of
attendees from both the educational open house and the Arborist breakfast will be submitted with grant
paperwork to show effectiveness in hosting.
Remoiry co-dominard
leaders
Prune rubbing or
crossing branches
after fast year.
Do NOT stake or wrap trunk
unless necessary
O NOT prune terminal leader- or
r..� branch tips
Prune narrow crotch angles and
water sprotAs after first year
Prune broken branches
Remoeve tags and labels
Prune suckers
N 4" mulch kept away from tr -ml
Remove all balling x opes
Remoye We basketSoil well to ct�rrtain water
-� UNAMENDED backf fl sod
r
Iden and sc(re hole wa9
Remove corda t and o circling roats it
container -grown, or as much burlap as
possible if field grown
Gig hole 2-3 times root ball width
Tree Maintenance Schedule Appendix A
to ce Sc ed
Year 1
Activity
Description of
Service
Material
J
F
M
A
M
J
J
A
S
D
N
D
Mulching
Wheelbarrow
each tree
X
watering
water truck
X
X
X
Inspection
Inspect while
mulching
X
Update Inventory
Map when
mulching
X
Year 2
Activity
Description of
Service
Material
J
F
M
A
M
J
J
A
S
o
N
D
Small Tree
training
X
Mulching
wheelbarrow
each tree
X
X
watering
water truck
X
X
X
Inspection
Inspect while
ping
X
Remove tree
hardware
Remove while
watering
X
Year 3
Activity
Description of
Service
Material
J
F
M
A
M
J
J
A
S
o
N
D
Small Tree
training
X
Mulching
wheelbarrow
each tree
X
X
watering
water truck
X
X
X
Inspection
Inspect while
1. pruning
X
Appendix E
Form AD-1048 � EvERsE)
FAI► �ONK#j9WOWN r"fiff- 1� ►WOE
1. By signing and submitting this form, the prospective lower tier participant is providing the certification set
out on the reverse side in accordance with these instructions.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this
transaction was entered into. if it is later determined that the prospective lower tier participant knowingly
rendered an erroneous certification, in addition to other remedies available to the Federal Government, the
department or agency with which this transaction originated may pursue available remedies, including
suspension and/or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which this
proposal is submitted if at any time the prospective lower tier participant learns that its certification was
erroneous when submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction,"
"participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as
used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing
Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in
obtaining a copy of those regulations.
5. The prospective lower tier participant agrees by submitting this form that, should the proposed covered
transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person
who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered
transaction, unless authorized by the department or agency with which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this form that it will include this clause
titled "Certification Regarding Debarment, Suspension, Ineligibility and voluntary Exclusion - Lower Tier
Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for
lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier
covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered
transaction, unless it knows that the certification is erroneous. A participant may decide the method and
frequency by which it determines the eligibility of its principals. Each participant may, but is not required to,
check the Nonprocurement List.
S. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order
to render in good faith the certification required by this clause. The knowledge and information of a
participant is not required to exceed that which is normally possessed by a prudent person in the ordinary
course of business dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered
transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred,
ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies
available to the Federal Government, the department or agency with which this transaction originated may
pursue available remedies, including suspension and/or debarment.
0j,
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