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HomeMy WebLinkAboutAgua Hedionda Lagoon Foundation; 2012-02-03;City of Carlsbad Office of the Mayor November 10, 2011 Agua Hedionda Lagoon Foundation Attn: Eric IVIunoz 1580 Cannon Road Carlsbad, CA 92008 SUBJECT: AGP 09-09 - AGRICULTURAL CONVERSION MITIGATION FEE GRANT FUNDING AGREEMENT Dear Eric, In its meeting on June 28, 2009, the Carlsbad City Council approved the Agricultural Conversion Mitigation Fee Ad Hoc Citizens Committee's recommendation to award your organization's funding request of $52,000 in Agricultural Conversion Mitigation Fee Grant funding. The funding is awarded for Agricultural Conversion Mitigation Fee Grant Project (AGP 09-09) (Agua Hedionda Lagoon Discovery Center Interior Improvements), modifications to the existing conference/board room and hall gallery on the north side ofthe building to create a larger meeting/activity room with nature lab that will accommodate seating for approximately 45 persons. A copy of City Council Resolution No. 2009-199, which approves the allocation of grant funding, is enclosed for your information. LETTER OF AGREEMENT This letter is to serve as a Letter of Agreement ("Agreement") for disbursement of $52,000 in grant funding from the Agricultural Conversion Mitigation Fee Grant Fund to implement modifications to the existing conference/board room and hall gallery on the north side of the building to create a larger meeting/activity room with nature lab that will accommodate seating for approximately 45 persons. Disbursement of the balance of funds to complete subsequent phases of the project will be subject to the execution of a separate funding agreement(s). Since implementation ofthe project will occur in phases and funding disbursements will be made in increments, the project budget and schedule must detail said phases/increments and indicate the funding amounts and anticipated timing for each incremental disbursement. 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 costs, completion dates and disbursement schedule for those portions of the grant to be funded with the $52,000 of awarded grant funding. Release of Grant Funds Once you have provided the information requested and satisfied the requirements specified above. City staff will fonward 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 successfully implement any component of the project funded will result in funding reconsideration and possible cessation of funding. In addition, funding not spent for its specified purpose must be CA 11/10/11 1200 Carlsbad Village Drive • Carlsbad, CA 92008-1989 • (760) 434-2830 • FAX (760) 720-9461 ^ AGP 09-09-AGRICULTURAL CONVERSION MITIGATION FEE GRANT FUNDING AGREEMENT November 10, 2011 Page 2 ^ returned to the City immediately unless the City has approved other purposes for which ttie funding may be utilized. If you need to make changes in your project or schedule, please contact the Planning Division. Grant recipients are required to recognize on all printed material, including interpretive signage installed through this grant, that the project is funded in part or in full by the City of Carlsbad. Reporting Requirements Progress reports detailing accounting infonnation on funds spent must be submitted with each subsequent disbursement request, or annually from date each disbursement is made, whichever occurs first. A flnal report on how the funds were spent and what the project accomplished must be filed with the City of Carlsbad within 30 days of project completion. In addition, the grant recipient agrees to maintain original records (including 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 in the Planning Division at (760)602-4620. ACKNOWLEDGED AND AGREED: AGUA HEDIONDA LAGOON FOUNDATION: By:_ CITY OF CARLSBAI (signature) /J^rf^ ?^^$(-D^v^r^/f.Ofkyif^ Date: T.Wl it^ (Name/Title) / 1 By: Tiili^ hatufe)i 7 TT**^'"// (sigr ATTEST: (Name/Title) ^ ^giC-. Lorraine M. Wood, Date:_Lllkjlii (Chainnan, president or vice-president and secretary, assistant secretary, CFO or assistant treasurer must sign for corporations. Othenmse, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation.) (If signed by an individual partner, the partnership must attach a statement of partnership auttiorizing the partner to execute this instrument).. APPROVED AS TO FORM: RONALD R. BALL, Cjty Attorney sfstant City Attomey CA 11/10/11 Agua Hedionda Lagoon Foundation Board of Directors Meeting Minutes A meeting ofthe Board of Directors ofthe Agua Hedionda Lagoon Foundation was held on November 8**^ -2011 at 6:00 pm at: AHLF Discovery Center 1580 Cannon Road Carlsbad, CA 92008 Those present Included: RECEIVED j'iH 2. 5 o'r CITY OF CARLSBAD PLANNING DIVISION Board Members AHLF Staff Visitors Al Cerda Lisa Rodman, Tina Liu AHLF Executive Director Student Representative Brian Dugan Mike Howes Diane Kahler Michael Metts Michael Pearson Rebecca Richards Greg Rubin AHLF President Amber Starbuck Jim Strickland Regular Board Business: Approval of Prior Minutes (Annual Membership Meeting) Approved. Treasurer's Report Brian gave an update on our finances Board Membership General membership has cast votes for leadership along with ratifying new board members. Board Elected the following Executive Cabinet • Mike Metts - President • Al Cerda - VP • Brian Dugan - Treasurer • Michael Pearson - Secretary Introduction of Rebecca Richards as new board member y Agua Hedionda Lagoon Foundation Board of Directors Meeting Minutes Committee Reports: Student Representative • To draw more students, events need to have music or dance components to draw Interest. • A cursory Introduction was made to the "Green Club". More comprehensive presentation to be made at future meetings. • Suggestion by board that maybe High School Orchestra recitals might be a draw? Or recitals might be a draw to membership at large? o As mentioned by A.Cerda, the City might think unkindly to concert events so we must keep with the "nature/museum" theme. An occasional musical event might be possible but It can not be a standing venue for musical events. Master Plan (A.Cerda) • Meeting slated for 21-November to meet with architect to discuss further plans. • Trail fund has $9K that will be spent over the next 5 years. • G.Rubin Indicates that 85 tons of decomposed granite (DG) will be delivered to Discovery Center and place on trails. Development Committee (J.Strickland) • Kayak Regatta o Event netted $8K o 100 registered participants at the event. o Approximately 50% of the participants registered before the event and the residual signed up on the day ofthe event, o 19 AHLF membership renewals. Net $700 In membership renewals, o Obtained 3 (ea) $1.5K sponsors. o Received $1 OK grant from City that will help to offset the costs incurred by the City. Actual costs were below $10K and J.Strickland to discuss possible residual funds coming to AHLF rather than back to the City. Lagoon Trails Executive Committee G.Rubin (outgoing AHLF President) was presented with an Inscribed rock - a token of appreciation for his leadership in the AHLF over the past few years. [CA-State ]??? Strategic Planning Opportunity Nothing new to report Board Governance Committee Nothing new to report y^ 1 Agua Hedionda Lagoon Foundation J Board of Directors Meeting Minutes TraiVs • We need further Involvement of Lagoon Property Owners that adjoin the lagoon. • We need more dialog and discussion with Fish & Game as well as City for developing long term plans and coordinated events/efforts. AHLF Staff Report (aka Executive Director's report) E ven ts/Activities Sunset at the Sea (Slated for 30-Sept-2011) o Net: TBD Bats In the Belfry Event (Slated for Oct-2011) o Event had limited success. Approximately 50 young kids In attendance (about the same as last year). o Overall feeling that this event isn't bringing in enough members or potential new members. Not a very effective event and it has been suggested it should be dropped from future calendars. Girl Scout Sleep-Overs • Several Girl Scout Troops are using Discovery Center for sleep-overs. Kind of a different clientele than we're accustomed to but it brings In more children and presents a new way to exhibit the Discovery Center. Grants • Howard Grant was issued to AHLF for $1.5K. • Staff continues to work on Grant requests from West Properties. • Submittal to SDG&E for $50K grant award. Because of timing, grant of full amount Is probably unlikely however, there may be lesser grant monies available to AHLF from SDG&E. • [GR$1.5K]??? • Staff has made submittals to SD Foundation for Inclusion In their grant notification system. Cost to for inclusion $300. Facilities • Beehive colony has failed. It has been suggested that modification to the exhibit and hive will resolve Issues and new hive can thrive. Modification to be made. • Nathan to return to San Diego soon and will help to enhance and Improve the aquarium exhibits. • Peter Norby has volunteered to work with AHLF In developing short and long-term energy strategies In hopes of receiving grants to make energy Improvements to the Discovery Center. Membership • Approximately 312 memberships. • Sub-Committee to discuss and recommend: Agua Hedionda Lagoon Foundation Board of Directors Meeting Minutes o How should Board handle "life" memberships? Should we solicit for donations? Should we reach out to them for additional support? o We need to concentrate on seeking returning membership. Event Planning Calendar for 2012 Fund Raising Events* Education/Outreach Jan Feb Mar World Water Day April Earth Day May Fund Raising Gala Jun Birds/Bees Event Jul Lagoon Days Aug Aquafarms/Hubbs Tours Sep Oct Kayak Regatta Bats Talk/Presentation Nov Dec Other Donor Wall Grants * AHLF Staff will be seeking volunteers from Board to assist with these events. Adiournment Next meeting 6-Dec-2011 .1 n ( / Project Budget and Schedule for Multi-Purpose Room Agricultural Conversion Mitigation Fee Grant 09-09 (Agua Hedionda Discovery Center Improvements) Milestone/Task Approximate Date of Completion Approximate Cost Disbursement Request 1.1 Boardroom Structural IVIodifications, including Demolition and Rough Construction, Purchase Materials. (Framing, Plumbing, Electrical and Mechanical) Summer 2012 $42,000.00 February 2012 $37,000 1.2 Completion of Labor, Finish Construction, including (Gypsum Board, Paint, Trim, Flooring) Summer 2012 May 2012 $5,000 1.3 Architecture, Engineering and Planning December 2011 $9,000.00 January 2012 $9,000 1.4 Issuance of building permits for interior improvements January 2012 $1,000.00 January 2012 $1,000 TOTAL GRANT AMOUNT $52,000.00 ANNUAL SOLICITATION Substitute W-9 Form Request 1st 2nd 3rcl To comply with Federal Income tax laws concerning Form 1099 information, the Internal Revenue Code requires that the payee furnish their Federal Employee (Taxpayer) Identification Number, assigned by the IRS, or their Social Security Number, If the payee is a sole proprietor, Doing Business As, or under a different name other than their own, list the business name; I.e., John Doe DBA DOE ENTERPRISES. We are required to Impose a 31 percent bacl<up withholding on any payee who.falls tp provide us with the correct number. To avoid backup withholding or IRS penalties, complete and return, or fax back to (760) 602-8553. Please provide the following Certification of Taxpayer Identification Number for our vendor records. I. Enter TIN# (Taxpayer Identification Number-9 digits): SSN - Social Security Number OR /AND 1/2/5 EIN - Employer Identification Number { \ x) V ^ jComplete Name and Address Below: Name: Business Name (DBA): Address: City, State, Zip: 1^ Ca^mi\ VmrL QftAhS£)(ih (MM'M^^mn If yes, we also need SSN in Part 1) II. Indicate Business Type: () INDIVIDUAL (Enter SSN in Part I) () SOLE PROPRIETOR (Have you been Issued a TIN? YES _ No ( ) PARTNERSHIP ( ) CORPORATION ** Exempt () ** Association, Club, Religious, Charitable, or other ( ) ** Broker or Registered Nominee ( ) ** Public Entity such as Foreign, Federal, State or Local Government, School, etc. ** If exempt from withholding, enter TIN in Part I of W-9 form and mark EXEMPT in block in Part II of the W-9 form and send a copy of your exemption certificate to us for our vendor files. ill. Indicate Business Nature: ( ) RENT (Real Estate, Equipment or Machinery) ( ) INTEREST ( ) NON-EMPLOYEE RELATED SERVICES (i.e., Consulting/Legal/Accounting, Professional Fees, Commissions, Awards, Prizes, etc.) («K OTHER ^t^^(-.C<A\Sr^. \ ^\V^SN)\ ^ftCAll-Kj| If you have applied (or) soon will apply for a number, you may stop backing withholding for a period of sixty days by inserting "Applied For" in Part I on the W-9 form, sign, date and return the form to us. "Under penalties of perjury, I certify that th^jnJtTThe Employer Identification Numbf ij Signature: ^7/1 shown on this form is my correct Social Security or . Date: \\\^tl[ \{ Phone: 7^^ ^ ^jf] Direct any question concerning this form to Accounts Payable at the City of Carlsbad or call (760) 602-2424 or contact your nearest IRS office for further information concerning FORM 1099 requirements.