Guidelines for Park Improvement Grant Funds

February 2012

• The park improvement grant award allocations are based on the park improvement applications submitted to the Park/Cemetery Superintendent. Prior to any work being done, a work plan must be submitted and authorization from the Superintendent must be obtained.



• Your work plan must include a site plan, project time line, phases of construction, documentation of potential permits that will be needed, any stopping points and all relevant plans and specifications. These must be submitted to the Parks Division for approval prior to beginning work on the project. The plan can be mailed to the City of Bozeman, Parks Division or hand delivered to: 814 North Bozeman, Bozeman, MT. 59715.



• When you receive and approve an invoice for payment, the invoice from the contractor(s) shall be submitted to the Parks Division for payment directly to the contractor. All invoiced work must conform to the City of Bozeman’s “purchasing policy”. Prior to payment, all work will be inspected by the Parks Division, to verify that the work has been completed properly and/or materials have been received. It is the responsibility of each group to monitor their own budget. Please take care not to go over budget, as the unfunded balance will be the responsibility of the grant recipient.



• All required matching funds (cash, donated materials, labor in lieu of, specialized services) need to accompany the original invoice that is a request for payment. This documentation should be in the form of a separate invoice specifically referenced as “matching funds”. If your organization has an active License for Use agreement (user group agreement) with the City, all use payments must be current and proof of insurance for the current year must be on file with the City.



• One person will be selected, by your group, to act as the point of contact for the Parks Division in organizing the work to be done. The name, address, and telephone contact information for that person must be included in your work plan.



• The actual contracting of work will be done by your group. The Parks Division will coordinate and oversee the project. Anyone performing work on the project will be required to coordinate with the Parks Division prior to starting work.



• Your group is responsible for complete reclamation of any, and all, areas affected by your project’s construction, including, but not limited to, grounds, fences, buildings, irrigation systems, etc. All work must be done according to the “design guidelines” developed by the Parks Department including but not limited to: trail construction, irrigation systems, playground equipment, soil preparation, seeding, etc.



• Your group is responsible for obtaining any required building, plumbing and electrical permits from the Building Division, 582-2375, as well as calling for locates in the area you will be working in. (1-800-424-5555.) It’s the law. You may call the Parks Division for park addresses, if needed.



• Any tree planting must be coordinated with the Parks and Forestry Divisions, and a no-cost tree planting permit must be obtained from the Forestry Division prior to planting trees on public land. Planting locations must be approved by the Parks Division.



• All contractors receiving payment from the City, for work performed, must have a current City of Bozeman business license, and a tax identification number. This information must be submitted to the Parks Division as soon as you select your contractor(s) and on file with the Finance Department before any payment will be made.



• Please do not make promises about payment dates without first checking with Accounts Payable at City Hall, 582-2334.



• It will be the responsibility of each group to address problems with contractors and/or any other problems connected with the project. The Parks Division will help in any way it can.



• Progress reports will be submitted to the Parks Division, at least every 6 months, once the award of funds is announced.



• In the event that a project is postponed, or there is no progress being made for a period of 12 months, in order to keep the grant active, the grant recipient must apply in writing to the Park and Cemetery Superintendent for an extension on the grant money. It will be the decision of the Superintendent whether the grant remains intact, is modified or revoked.

If you have any questions, or need assistance at any time, please call Thom White, Parks Superintendent, at 582-3224. Thank you for your effort!