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Home My WebLink AboutHUBBS SEAWORLD RESEARCH INSTITUTE; 2009-10-29;c o Citv of Carlsbad Planning Department October 29, 2009 Hubbs-SeaWorld Research Institute Attn: Mark Drawbridge 2595 Ingraham Street San Diego, CA 92109 SUBJECT: AGP 09-02 - AGRICULTURAL CONVERSION MITIGATION FEE GRANT FUNDING AGREEMENT Dear Mr. Drawbridge, As you are aware, on July 28 and October 20 2009, the Carlsbad City Council approved the Agricultural Conversion Mitigation Fee Ad Hoc Citizen Committee's recommendations to encumber your organization's funding request of $249,313 in Agricultural Conversion Mitigation Fee Grant funding. The funding is awarded for Agricultural Conversion Mitigation Fee Grant Project (AGP) 09-02 (Aquaculture Enhancement at Carlsbad Hatchery), to modify two flow-through raceway units into one re-circulating unit for the propagation of white sea bass. Copies of City Council Resolutions No. 2009-199 and 2009-260, which approve the allocation grant funding, are enclosed for your information. Letter of Agreement This letter is to serve as a Letter of Agreement for disbursement of the $249,313 in grant funding from the Agricultural Conversion Mitigation Fee Grant Fund. All persons who signed the grant application must sign this agreement. Please return the signed agreement along with: 1. The attached Annual Solicitation (Substitute W-9 Form), and 2. An updated project budget and schedule that describes the work tasks, estimated cost, completion dates and requested disbursement schedule. Although implementation of the project will occur in a single phase and disbursement of funding will be made in a single lump sum, the project budget should be itemized by work task. Additional Information Required Prior to Release of Funds Prior to execution of funding agreements, City Council Resolution No. 2009-199 requires grantees to submit to the City: "evidence subject to the satisfaction of the Planning Director that the grantee's financial condition adequately demonstrates the grantees ability to carry out the project..." On August 24, 2009, Hubbs-SeaWorld Research Institute submitted to the City an audited financial statement detailing financial data through June 30, 2008. Review by the City's Finance Department has identified that your organization's current liabilities exceed its current assets. To address this issue, submittal to the City of one of the following is required: 1635 Faraday Avenue • Carlsbad, CA 92008-7314 • (760) 602-4600 • FAX (760) 602-8559 • www.ci.carlsbad.ca.us AGP 09-02-AGRICULT AGREEMENT October 29, 2009 Page 2 o CONVERSION MITIGATION FEE o GRA NT FUNDING 1. Evidence of the accounting method that will be used to ensure that the grant funding is managed separately from your organization's other assets and used for its intended purpose. Such accounting methods may include a separate account, accounting structure, or similar means; or 2. A more recent financial statement (audited or unaudited), that indicates your organization's current liabilities do not exceed its current assets. Release of Grant Funds Once you have provided the materials and satisfied the requirements specified above. City staff will forward the Agreement to the Mayor for signature. Upon signature by the Mayor, staff will begin the initial release of funds according to the approved funding schedule. Failure to fully and successfully implement the project will result in forfeiture of funding. In addition, if funds are not spent for their specific purpose, they must be returned to the City. If you need to make changes in your grant proposal project or schedule, please contact the Planning Department. Grant recipients are required to recognize on all printed material that the project is funded in part or in full by the City of Carlsbad. Reporting Reguirements A report on how the funds were spent and what the project accomplished must be filed with the City of Carlsbad within one year of receipt of the scheduled disbursement or upon project completion, whichever comes first. In addition, the grant recipient agrees to maintain original records (i.e., receipts) for at least five years from the date on which final grant funds are disbursed and agrees to make them available to the City should the City request to audit them. Thank you for your participation in the Agricultural Conversion Mitigation Fee Grant process. Should you have any questions, please feel free to contact Kevin Pointer at (760) 602-4620. Sincerely, DON NEU Planning Director I/We hereby agree to all of the above. Applicant Name yor Claude A. "Bud" Le^i 'D&e Hubbs-SeaWorld Research Institute BUDGET - Raceway Recirc Prepared by: Drawbridge Date: April 23, 2009 MODIFIED Funds Description Requested Salaries Project Manager Assistant Fringe Benefits Outside Services Electrician $13,000 $13,000 $4,550 $9,000 $9,000 Supplies Electrical Plumbing $5,000 $9,000 $14,000 Equipment Pools $18,000 Biological filtration $20,000 Protein skimmers $4,500 Gas stripper $5,500 Drum filter $15,000 Disinfection system $30,000 Pumps $7,400 Waste lift station $16,500 Solar heating systems $22,000 $138,900 Travel $0 other Site preparation Total Direct Costs: Indirect $20,000 $20,000 $199,450 $49,863 Grand Total: $249,313 Page 1 of 1 Hubbs-SeaWorld Research Institute AGP 09-02 - Aquaculture Enhancement at Carlsbad Hatchery Dec-09 Jan-10 Feb-10 Mar-10 Apr-10 May-10 Jun-10 Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Time in Months Description Project start Finalize design specifications Solicit bids Complete site work Order components Install systems Test systems Project completed - systems operational Funding Schedule $ 1,995 $ 1,995 $ 1,995 $ 38,870 $ 192,495 $ 1,995 $ 1,995 $ 1,995 $ 1,995 $ 1,995 $ 1,990 $ - $ 249,313 () CITY OF CARLSBAD NOV 16 2009 PLANNINGDEPARTMENT November 9, 2009 Mr. Don Neu Planning Director City of Carlsbad Pianning Dept 1635 Faraday Avenue Carlsbad, CA 92008-7314 Dear Mr. Neu, Enclosed are the signed agreement AGP 09-02, the annual solicitation (substitute W-9 form) and updated project budget and schedule. The funds received for this project will be accounted for separately in our QuickBooks accounting software. We have assigned a distinct project code to this grant that will be used to track all expenses and related revenue for this work. In this way, we will ensure that the grant funding will be managed separately from HSWRJ's other assets and used for its intended purpose. Best regards, Bethany Smith Chief Financial Officer Enclosures 2595 Ingraham street 1 San Diego, CA 92109 1 1:619.226.3870 1 F: 619.226.3944 oQon c^uth Umh,A,ou AIA *A_isi I ^ylplhnIlrnp Rparh Fl :^99.S1 1 1:321.327.8970 I F: 321.327.8973 1 www.hswri.orq CITY OF CARLSBAD NOV 16 2009 PLANNING DEPARTMENT November 9, 2009 Mr. Don Neu Planning Director City of Carlsbad Planning Dept 1635 Faraday Avenue Carlsbad, CA 92008-7314 Dear Mr. Neu, Enclosed are the signed agreement AGP 09-02, the annual solicitation (substitute W-9 form) and updated project budget and schedule. The funds received for this project will be accounted for separately in our QuickBooks accounting software. We have assigned a distinct project code to this grant that will be used to track all expenses and related revenue for this work. In this way, we will ensure that the grant funding will be managed separately from HSWRI's other assets and used for its intended purpose. Best regards. Bethany Smith Chief Financial Officer Enclosures 2595 Ingraham Street I San Diego, CA 92109 I T: 619.226.3870 3830 South Highway AIA #4-181 I Melbourne Beach, FL 32951 1 1:321.327.8970 F: 619.226.3944 F: 321.327.8973 I www.hswri.org