HomeMy WebLinkAbout04 April 2011 packetHEATHY RIRS AND STRES
CITIZENS ADVISORY BOAR
Regular Meeting Agenda
Plaza One Meeting Room
April 21. 2011 - 4 p.m.
4:00 Public Comment
4:05 Board Comment
4:10 Approval of Minutes
March 17, 2011 meeting
4:15 Agricultural Effciencies Louis Myer -
Schmueser Gordon
Meyer Engineers &
Surveyors
Draft Protocol and Guidelines for Award John Ely
of Monetary Grants from Pitkin County
Healthy Rivers and Streams Fund
Executive Session John Ely
a.River District and West Divide Water Conservancy
District - conditional water rights - Crystal River
C.R.S. 24-6-402 (4)(b)
b.City of Aspen's Hydro Electric Plant
C.R.S. 24-6-402 (4)(b)
Upcoming regular meeting dates
May 19 - Redstone Inn 4:00 pm
June 16 - Aspen 4:00 pm
July 21 - Aspen 4:00 pm
All times are subject to variation without notice
Agenda is subject to change
HEATHY RIRS AND STRES CITIZENS ADVISORY BOAR
Meeting Minutes
March 17,2011
Pitkin County Courthouse Annex Plaza One Conference Room
530 E. Main Street Aspen, CO
Board members present: Ruthie Brown, Bil Jochems, Lisa Tasker, Steve Hunter and Greg
Poschman, Andre Wile
Board members absent:
Others present:John Ely, Lisa MacDonald, Michael Owsley
Ruthie Brown attended the meeting via Skye phone conferencing.
Public Comment
None
Board Comments
Ruthie Brown thanked Staff for setting up Skye in order for her to attend the meeting.
Approval of Minutes
Ms. Tasker moved to approve the minutes of February 17, 2011.
seconded the motion. Motion passed 7 to o.
Mr. Poschman
Colorado River District
Dave Kanzer. Sr. Water Resources Engineer with the District gave a power-point presentation on the
USGS stream gages. The District has identified some gages and data collection points in our area that
could possibly be eliminated for the District's gage monitoring program. Discussions ensued about
funding for the programs and possible new sites.
The Board will discuss how they want to handle the request for funding of two of the gages and will
invite Dave back with other entities to talk about the system as a whole and where the holes are in the
system. Particularly the gages at a major diversion so the effect of that diversion can be monitored and
analyzed through time.
ACES
Tom Cardamone of ACES and Fred Philips of Fred Philips Consulting presented concept designs
plans for Rock Bottom Ranch and Spring Creek. ACES is seeking funding for the development of the
plans. The goal is to protect, maintain and improve the quality and quantity of water in the Roaring
Fork by restoring the riparian ecosystem through flood buffering, reduction of erosion and fitering
through wetlands.
The Board would like to see a list of other funding possibilties, grant opportunities and other entities
approached, such as Eagle and Garfeld counties and the Roaring Fork Conservancy.
ACES hopes to have the plan together so they are spending funds the very best way they can. Their
time frame would be over a two year time period.
Ms. Brown left the meeting at approximately 5:55 pm.
Administration of Grant Requests
John Ely asked for feedback from the Board on his memo and based on the feedback he will construct a
form of grant requests with scoring criteria. Timing of the requests was discussed, along with scoring
Minutes -Healthy Rivers and Streams Citizens Advisory Board
March 17, 2011
Page 1
criteria and spending levels. The Board discussed having one-time grant cycle for proposals over
$50,000 for disbursement in March of the next year.
Mr. Ely will draft guidelines and protocol for the next meeting.
Adiourn
The Board meeting adjourned at approximately 6:50 p.m.
Approved:Attest:
Greg Poschman - Chairman
Healthy Rivers and Streams Board
Lisa MacDonald
Minutes -Healthy Rivers and Streams Citizens Advisory Board
March 17, 2011
Page 2
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AGENDA ITEM SUMMAY
April 21, 2011
TO:River Board
FROM:John Ely
SUBJECT: Draft Protocol and Guidelines for Award of Monetary Grants from Pitkin
County Healthy Rivers and Streams Fund
Based on the expectation that requests for grants and awards for projects will
increase as discussed at the previous meeting of the Healthy Rivers and Streams Board
("River Board"), it was recommended that the River Board consider and adopt a system
of criteria for evaluating requests so that recommendations for awards or denials of an
award can be explained and justified to the public. A copy of the previous meeting's
agenda item is attached hereto for reference. This item sets forth a protocol and
guidelines for award of monetary grants from the Healthy Rivers and Streams Fund for
discussion and adoption.
PROTOCOL AND GUIDELINES FOR MONETARY GRA AWARS FROM
THE PITKIN COUNTY HEATY RIRS AND STRES FUND
1. Applicability. This protocol and these guidelines are applicable to projects and
requests that are not being actively managed or participated in by Pitkin County or the
Healthy Rivers and Streams Board.
2. Availability of Grant Funding. Every budget year at or near the October
meeting of the River Board, the River Board will make a recommendation to the BOCC
for appropriation of sums to be made available for the following budget year to be
awarded to individuals and organizations making appropriate requests for grants and
financial assistance. This recommendation shall be based upon the available resources
for the fund but may be changed at any time during the course of the coming year by the
BOCC upon recommendation of the River Board.
3. Review of Grant Requests. To the greatest extent possible, the River Board
shall review and make recommendations on grant requests once a year in "the fourth
budgetary quarter. This review timing is to allow the River Board to compare requests
for funding in order to select the most deservng projects and requests. However, the
River Board may make recommendations for funding at any time of the year based upon
the particular needs of the requesting party or scheduling needs involved with a
particular project.
.--, April 21, 2011
I 2 I PROTOCOL & GUIDELINES FOR_-- MONETARY GRA REQUESTS
4. Conditions of Award. All individuals or entities shall be required to
complete a grant agreement contract upon award of a grant request. Such grant
agreements shall be individually structured based upon the particulars of the project
and award but will contain at a minimum, a commitment on the part of Pitkin County to
fund the grant request at a particular identified level; a requirement to report back to
the River Board on progress of the project and its ultimate completion; a dispersal
schedule for the grant award; a statement of ownership of any final work product or
studies and a description of any restrictions to the use of that work product or
availabilty to the County and public at large; a commitment by the grantee to adhere to
all of its representations made to the River Board; and a penalty provision that failure to
utilze the grant award in a manner stated in the agreement and as represented in the
application may result in forfeiture of the remainder of the grant and an obligation to
refund monies previously dispersed by the County.
5. Review and Award of Grant Requests. There is no obligation on the part
of the River Board or Pitkin County to award all of the grant funds appropriated. All
recommendations for funding are based not only upon the availabilty of funds but also
the merits of the request. The River Board is free to request additional information
from any part seeking an award in order to better understand and evaluate the project
and request. All requests shall be evaluated according to following enumerated criteria.
The use of the criteria and scoring associated with the criteria is not an absolute formula
to an award of grant requests but serves as a guide to allow the River Board to evaluate
projects and proposals in relation to each other and to evaluate the overall merits of a
project or proposal.
Grant Criteria and Wei
Viability of Project
The likelihood of completion of the
project with the grant or award, or
recognition that other steps and further
funding would be needed to fully
com lete the ro' ect
Visibility of Project
MAIMUM 25 POINTS
The degree the project wil be seen and
appreciated by the public or actively used
b the ublic
Goals of River Board
MAIMUM 25 POINTS
Degree with which the proposed project
coincides with the stated goals of the
River Board or other ongoing projects of
the River Board
Prospect of Repetition of Project
MAIMUM 25 POINTS
Degree to which the grant or project
re resents a strate or ro osal that
MAIMUM 10 POINTS
LJ April 21, 2011
3 PROTOCOL & GUIDELINES FOR
MONETARY GRA REQUESTS
could be repeated in other locations so
that the benefits of the award may not be
limited to one single event
History of the Requesting Part
The degree to which the individual or MAIMUM 10 POINTSentityhasbeensuccessfulIIother
projects or endeavors or is known in the
community
Partcipation by Other Partes
Is the grant applicant conducting the MAIMUM 10 POINTSproject or work on its own or have
partnerships been established with other
agencies or entities that reflect that the
goal of the project is shared by more than
one party
Proposed Project Budget
Is the requested grant the sole source of MAIMUM 10 POINTSfunding for the proposed project or are
there other funding sources available to
the applicant
Requested Board Action: Discuss and adopt protocol and guidelines for monetary
grant awards from the Healthy Rivers and Streams Fund
Agenda Memorandum dated March 17, 2011Attachment:
AGENDA ITEM SUMMAY
clt~~
.1ù ~ (-¿d II
\Y\t~D
March 17, 2011
TO:River Board
FROM:John Ely
SUBJECT: Administration of Grant Requests
As we are all aware, up to this point in the life of the fund, we have not been
particularly flooded with requests for funding. In fact, the fund has only contributed
$43,000 to the Roaring Fork Conservancy for Phase II of the Watershed Report and
$9,000 for two years contribution to the maintenance of the Emma stream gage located
on the Roaring Fork River at Hook's Bridge. However, at this point, it is a safe
prediction that requests to the fund for grants or awards will increase. At this point, we
anticipate requests for funding from the Colorado River District, ACES and the Roaring
Fork Conservancy, as well as Pitkin County's General Fund. As these requests continue
to increase, it is recommended that the Board consider and adopt a system of criteria for
evaluating requests so that recommendations for awards or denials of an award can be
explained and justified to the public.
The first distinction I think we should make is between projects that are being
handled by us directly and those projects to which we are merely contributing funds or
other assistance but are not the part with ultimate responsibilty or control of the work.
These criteria are intended to apply only to that latter group of projects for which we do
not have ultimate responsibility and control.
I believe the first issue to be discussed is that of when we want to review requests
for funding. If we adopt a fied time for acceptance, review and award for requests for
money, then we will be in a better position to assess our own finances in relation to the
projects that we are ourselves prosecuting and the status of tax collections. Also, by
having a set time for acceptance of requests, we will be in a position to evaluate these
requests against each other and in effect have a competition for the amount of funds we
have determined to make available for funding requests.
By not establishing a set time or times for review of requests, we will be operating
on a sort of first come, first serve basis. However, this approach does give flexibilty to
those entities requesting funding from us and opens up their abilty to request money
coincidentally with the time that they actually need the funds.
I recommend that we establish a set time or times so that grant requests can be
reviewed together.
i---- ¡March 17 , 2011
I 2 i ADMINISTTION OF GRA
.' REQUESTS
The next issue to be discussed I believe is whether or not to place a limitation on
funding. The manner in which a limitation on funding would be conducted would be to
discuss the issue of grants at some point in the calendar year, vis-à-vis the rate of tax
collections and anticipated tax collections versus projects that we are actively
undertaking and a recognition of what tye of balance of funds we wish to carry forward
into future years. Setting limitations on the funds available for grants would not
necessarily limit the entities to which we award money, but may by implication put us in
a position of not being able to award the full amount of a request.
The next issue to be discussed is the criteria upon which to evaluate requests for
funding. Tyically, the way such developed criteria are utilzed with a scoring grid to
evaluate how a particular funding request complies with or satisfies the established
criteria. The criteria may be weighted so that more important criteria, as determined by
the Board, will result in a favorable scoring. A suggestion for criteria that we could
utiize may consist of the following:
. The percentage of the funding request to the overall project budget
. The strengt and number of other committed sources of funding
. Whether or not the project is complete or has begun to be undertaken
. The viabilty of the requesting part; is it an entity that has been in
existence for some time
. The degree to which the project coincides with the stated goals of our
program and fund
. The degree to which the project is visible or utilzable by the general public
. The fiscal viabilty of the proposed project, in other words, will the grant
lead to a finished product or will the completion of the project stil be in
doubt without additional funds
. The viabilty of the project to be translated to other areas or repeated, in
other words, is the proposed project a one-time event or could it possibly
be repeated and the benefits of the work translated or duplicated to other
communities in the state or other aspects of our watershed
This list is by no means exhaustive and could certainly be shortened or
lengthened to more accurately reflect the concerns of the Board.
A final consideration to be discussed is whether or not to impose conditions upon
the grant or award of funds. The previous three awards of funds from our program have
simply been with our blessing and a trust that the funds will be utilzed for their stated
purpose in the best manner possible. If the award of funds or a grant program develops
further it may be appropriate to review how these monies are spent or to work with the
requesting entity to provide assistance if needed. Conditions to be considered may
include:
. Whether or not to make a flat payment at the time of an award or to make
progress payments based upon the progress of actual work performed
: March 17 , 2011
3 i ADMINISTRATION OF GRA
· REQUESTS
. Whether or not to request progress report on the project with schedules
of anticipated completion
. Whether or not to require that some aspects of the project be made
available to the public so that other individuals or entities may benefit
from the work
. Whether or not to evaluate the status of work and determine whether or
not to continue funding the project consistent with an award or to stop
funding the project
Attached are the forms currently used by the Healthy Community Fund.
Requested Board Action: Informational - Discussion and comments from the
Board