Agenda - Parks and Recreation Commission - 10/09/2014

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• Development grants will be made for improvements such as recreational buildings, utilities, roads, parking and landscaping in regional parks, park reserves, trail corridors and special -use areas. • Development grants may be made for natural resource rehabilitation within park reserves and conservation zones of regional parks. • The costs of preparing and executing construction documents for development are grant - eligible, including consultations with natural resource professionals to ensure the development does not adversely affect the park system unit's natural resource features. • The Council may approve development grants before the preparation of construction documents for a project. Construction of such a project will not proceed until the Metropolitan Parks and Open Space Commission has been made fully aware of the nature, scope and estimated complete cost as determined in the design development phase of the process. • Agency -wide improvements by regional park implementing agencies are grant - eligible expenses. When such eligible improvements are also used for other than regional park purposes, the regional funding will be on a negotiated, pro -rated basis. Closing Grants Financial transactions of Regional Parks System grants are reported through grant reimbursement forms requesting funds to reimburse the park agency for grant eligible expenses, which are audited by the Council. A final report is completed and given a final audit when the project is completed. Under the terms of the agreements, grant agreements are to be "closed" once all grant - eligible work has been completed and paid for with grant funds. If there are any unspent funds from the grant after the project is completed, the regional park implementing agency may request amending the scope of the grant to finance additional project(s). However, expanding the scope of a grant to use unexpended funds on another land acquisition does not apply to Park Acquisition Opportunity Fund grants. The Metropolitan Parks and Open Space Commission will review the grant scope amendment request for consistency with the Council- approved master plan for that project and /or other Council policy applicable to the request. Council approval is required to amend the scope of a grant. It is in the interest of the Council and the regional park implementing agencies to close out completed projects in a timely manner and free up unspent funds for other projects within the timeline of the state appropriation that initially funded the grant or a portion of the grant. Any unspent state funds and matching Council bonds that financed the grant are no longer available for the project. The undisbursed funds are retained by the state or the Council. Executing Minor Amendments to Grant Agreements To maximize the efficiency of the work of the Metropolitan Parks and Open Space Commission and the Council, the Council has authorized its regional administrator or his /her designee to