Community Stewardship Incentive Program

New Jersey

Community Stewardship Incentive Program

Competitive Grant Application

2006

Department of Environmental Protection

Division of Parks and Forestry

New JerseyForest Service

Community Forestry Program

Deadline:December 29, 2006

Funding for this program was provided by the Treasure are Trees License Plates Fund

Introduction

A Community forestry management plan is an essential guide to successfully achieving a healthy and safe community forest. A municipality or county with a management plan in place can become more proactive and efficient with their tree care program. The goal of these Community Stewardship Incentive Program (CSIP) grant is to provide funds to help accomplish their management goals. Grant awards will be made on a competitive basis. Only municipalities and counties with Approved status under the NJ Shade Tree and Community Forestry Act are eligible to apply for a CSIP grant.

Funding

The maximum grant request is $25,000. A mandatory 25% match of the requested grant funding level must be supplied through in-kind contributions and/or cash support.

The applicant’s matching contribution must be from sources other than the State government and may include in-kind services.

Projects will be funded on a reimbursement basis.

If you are requesting the $25,000 maximum grant amount then your community’s match will be at least $8,334, giving you a total maximum project amount of $33,334.

Application Deadline:

The application deadline is December 29, 2006 via Mail or via PDF by E-mail or by hand.

If MAILED via the US Postal Service or FEDEX or their competition, the application must be postmarked no later than December29, 2006 and addressed to “2006 CSIP Grant, N.J. Forest Service, 625 Canal RoadSomerset, NJ08873”

Applications can also be sent via E-MAIL as a PDF attached file only to: . The subject of the e-mail must read “CSIP Grant Application.”

If HAND-delivered, the application must be addressed as above and submitted to Michael D’Errico at 625 Canal Road in Somerset no later than 4:00 PM on December 29, 2006.

Place the following note on the lower left corner of the front of the sealed package:

“This is a sealed application. Do not open.”

For information, please call 732-873-3051 and NJ Forest Service representatives will provide assistance.

Minimum Eligibility Requirements:

The following minimum eligibility requirements must be included in the grant application package in order for it to be evaluated and ranked:

1. Applying government must haveapproved status under the NJ Shade Tree and Community Forestry Act meaning

• A State-approved Community Forestry Management Plan (CFMP)
• As provided for in legislation, the municipality or county must have two individuals that have participated in a CORE training session sponsored by the NJ Forest Service
• After year 1 communities with approved status must be up to date with CEUs and annual accomplishment reports

1. Applications must be postmarked or hand-delivered by December 29, 2006.
2. Only one application may be submitted per municipal government or county government. Multiple CSIP practices may, however, be addressed in the grant application. Grant applicants are eligible to select from any of the thirteen CSIP practices listed on the CSIP practices listed on the CSIP 06 application
3. Grant requests must be less than or equal to $25,000
4. The match for a proposal must be a minimum of 25% of the total project costwith cash or in-kind services
5. The project proposal must address CSIP practices planned for in the approved in the Community Forestry Management Plan
6. The project must include a project narrative and budget that will outline the scope of work and the costs involved for every CSIP practice chosen from the CSIP 06 application
7. One (1) original and one(1) copy of the entire grant package must be submitted.
8. All sections of the grant application form must be completed and must be typed.
9. The 2006 CSIP Grant Application form must be signed by the mayor or county administrator to indicate their support of the project.
10. The 2006 CSIP Grant Application form must be signed by the applicant organization (DPW, Shade Tree or Environmental Board, Committee, Commission or similar group) to pledge that they will abide by the grant requirements.
11. All documents must be done on 8½” X 11” paper, including maps and other illustrative materials.
12. Pages must be stapled together only. No other binding or folders will be accepted.
13. The organization must be in compliance with all previous Forest Service Grants

Evaluation Criteria:

All applications fulfilling the minimum requirements will be reviewed by members of the New Jersey Community Forestry Council or their designated representatives. The following criteria will be used to evaluate each project proposal:

 Clarity and thoroughness of proposal: pursuant to the CSIP 06 eligibility

requirements.

 Clarity of budget

 Reasonable and justifiable budget elements

 Relevance to the approved community forestry management plan

 Benefits to the community

Application Package Instructions:

The grant application package MUST include a 2006 CSIP grant application, a project narrative, a project budget(s), and any additional materials determined necessary by the applicant may be included in the appendix.

2006 Tree Planting Grant Application Form:

The application form is included in this grant announcement. It must be completed in full and include the signature of a representative of the organization submitting the application. The community’s mayor must also sign the form to indicate the local support of the proposed project. Any countywide projects must include the county administrator’s signature instead of the mayor.

Project Narrative:

A project narrative must be completed for each CSIP practice chosen. The two-page typed project proposal must be submitted using the following format and titles:

Project Title: Indicate specific name of your project.

Proposal Summary: Briefly describe the purpose and scope of project.

Introduction: Describe your organization.

Problem Statement: Define the problem(s) this project will address.

Project Goals and Objectives: Describe the project and how it fits into your community forestry management plan.

Project Methods: Describe the methods to be employed and the personnel being used to accomplish the objectives of the project.

Evaluation Plan:Describe how to determine the effectiveness of the program as related to management plan goals.

Project Partners: Identify and describe the role of all participating municipal agencies and collaborating partners (county & state agencies and nonprofit groups). Letters of support from collaborating partners detailing their qualification, participation,and role in the project are required as part of the application package

Project Budget

A budget for each CSIP practice chosen must be created and explain how money will be allocated for each within the project. The total project amount is equal to the grant award plus the in-kind match.

The budget(s) should be consistent with the project proposal and should list all items and services for the project. The budget must indicate those amounts to be covered by the requested grant and those to be covered by the applicant’s matching contributions.

In-kind Match

Identify the sources of all funds that will be used as matching contributions. In-kind contributions, such as donated services or materials, should be included in the budget. The accepted generalvolunteer rate for hourly work is $18.04/hour. Professional rates may be used as long as the individual donating his or her time is actually working within their professional scope of work, i.e. a landscape designer drawing a plan or a Certified Tree Expert consulting on tree selection. Clearly indicate all costs for purchasing non-personnel supplies and equipment related to the project. Any unusual expenses should be thoroughly described.

The two matching contributions listed below cannot exceed the stated dollar amounts.

• $1,000 – landscape design
• $150 - concrete slab removal/per tree pit

Clearly indicate all costs for purchasing non-personnel supplies and equipment related to the project. Any unusual expenses should be thoroughly described and clearly justified.

Note: The cost associated with implementing the mandatory 3-year maintenance plan can be used as part of the in-kind match.

Budget Format: Please submit the project budget using the budget table format example in Appendix A & B.

Planting

Communities that use the grant money to plant trees will need to include additional information including: Compressive planting plan and Tree purchasing & planting requirements.

Comprehensive Planting Plan:

A comprehensive planting plan must be provided and shall include the following components:

1. Landscape Plan: Provide a map or plan showing the specific locations of all proposed plantings on the project site. These illustrative materials may be of any scale that will show the detail necessary to describe the proposed project. Provide a tree planting diagram illustrating the method to be used for planting each tree.
2. Photographs showing the project site:These photographs must allow the grant reviewer to visualize the area and proposed tree locations. Location and view of photograph should be noted on the landscape plan. Examples will be reviewed at the Cool Cities Grant Program Information and Grant Writing Session.
3. Plant Schedule: Include a plant schedule indicating the quantity of trees, scientific name of trees, common name of trees, the caliper size (diameter measured 6 inches above ground level) of the trees, and any comments specific to tree selection. The plant schedule will not be accepted if it is only on the application’s landscape plan. A separate document must be included. See Appendix C for example.
4. Long-Term Maintenance Plan: Each project must have a 3-year maintenance schedule that outlines the work to be performed, the frequency of the work and the department or person who will carry it out, and the cost associated with it for personnel.See Appendix D for example.
5. Professional to oversee the purchase and planting: This professional may be a Certified Tree Expert, Landscape Architect, landscape contractor, master gardener, or any other professional in the field of horticulture or arboriculture whose education or experience includes proper tree planting techniques. The person’s qualifications must be included in the project narrative.

Oversight will consist of 3 areas of the project:

1)Approving the quality & handling of the plant material delivered to the project site

2)Approving the size and location of the planting hole

3)Approving the method of tree installation.

The selected qualified professional will be required to sign a form attesting that the quality of plant material and planting was done according to the CSIP Tree Planting Grant specifications. The form shall be returned by the grantee as part of the final expenditure report documentation. Payment of the grant shall be disbursed to the grantee when proper project cost documentation and the project approval form has been submitted and approved.

Tree Purchasing & Planting Requirements

Specific requirements for this grant:

 All trees purchased under this grant must conform to the standards set forth by the American Association of Nurserymen.

 The planting of any tree under this grant must conform to the 2006 CSIP Tree Planting Grant Specifications developed by the New Jersey Forest Service (specifications available on the Community Forestry Web Site:

 The grantee may choose to either hire a contractor to plant the trees, to use in-house employees, or to use volunteers.

Award Notification

The New Jersey Forest Service shall make award announcements during the month of January 2007. Each applicant will be notified of their final status and the amount of their award. Grants will be awarded to those proposals rated highest by the New Jersey Community Forestry Council.

Appendices

Appendix A – Sample Budget

Sample Budget CSIP #5 Inventory
Grant Funding / Cash Amount / In-Kind Amt / Total
I-Tree Software (Free)
Trimble GeoXT handheld PC/GPS 2 @ 1, 500 each / 3,000 / 3,000
Expert to assist in software and tree identification / 1,000 / 1,000
Volunteers collecting data in the field 5 volunteers @18.04/ hour for 10 hours each (100 total hours) / 1,804 / 1804
4,000 / ---- / 1,804 / 5,804

Appendix B – Sample Budget

Sample Budget CSIP # 7 Tree Planting
Grant Funding / Cash Amount / In-Kind Amt / Total
Salaries
Landscape plan with drawings and specs by CLA / 500 / 500
Planting Inspection by CTE during installation / 500 / 500
One project administrator @ $25/hr @ 40 hrs. / 0 / 1000 / 1000
4 Volunteers @ 18.05/hr for 20 hrs. each (total 80 hrs) / 0 / 1,404 / 1,404
Trees
5 Acer rubrum 3” – 3 ½” cal. B&B $175 each / 875 / 875
12 Quercus rubra 3” – 3 ½” cal. B&B $350 each / 4,200 / 4,200
15 Pyrus calleryana (not Bradford) 2” – 2 ½” cal. B&B $350 each / 5,200 / 5,200
Plantings
5 trees (Acer rubrum) by 10 Volunteers @17.55/hr for 4 hrs (40 total hrs) / 702 / 702
55 trees (Quercus rubr &, Pryus calleryana) by contractor / Price included in cost of trees
Maintenance
Mulch donated by county: 20 yds @ $22/yd / 0 / 440 / 440
3 year maintenance (as per Appendix D) / 0 / 1,746.1 / 1746.1
Site Preparation
Concrete removal 40 pits $125/per pit / 3,500 / 1,500 / 5,000
14,775 / 1,500 / 5,292.1 / 21,567.1

Appendix C – Plant Schedule Example

Quantity / Scientific Name / Common Name / Size / Comments
5 / Acer rubrum / Red Maple / 2” – 2 ½” / Pruned at 4’
12 / Quercus rubra / Red Oak / 2” – 2 ½” / Not pruned for street tree form, but will be pruned shortly after planted
15 / Pyrus calleryana / Callery Pear / 2” – 2 ½” / Not Bradford cultivar

Appendix D – Long Term Maintenance Example

Descrpition of Work / Year / Department / Hours / Cost*
Tree mulching and stake removal / End of 1st yr / DPW / 6.4 hrs (32 trees @ 5 trees/hr) / $121.6 ($19/hr for 6.4 hours)
Tree watering / 1st year / DPW / 42.7 hrs (32 trees @ 15 trees/hr) x 2 people x 10 waterings – June, July, August / $811.3 ($19/hr for 42.7 hours)
Tree watering / 2nd year / DPW / 34.2 hrs (32 trees @ 15 trees/hr) x 2 people x 8 waterings – July and August / $649.8 ($19/hr for 34.2 hrs)
Tree pruning / 2nd year / Parks Department / 5.4 hrs (32 trees @ 6 trees/hr) / $102.6 ($19/hr for 5.4 hrs)
Disturb mulch and replace where necessary / 3rd year / DPW / 3.2 hrs (32 trees @ 10 trees/hr) / $60.8 ($19/hr for 3.2 hrs)

* The hourly rate of 19/hr was used for the salary of DPW workers

(All blanks must be filled in order to be eligible)

Amount of Grant Requested: ______Municipality: ______

Amount of Matching Contribution: ______County: ______

Total Project Amount: ______Federal ID Number: ______

Applicant Organization Name: ______

Organization Mailing Address: ______

Contact Telephone Numbers: ______Fax: ______

Contact Name and Title: ______

Type of Accounting Records of Organization or Municipality:

Cash BasisModified AccrualAccrual BasisOther:______

Applicant Organization’s Fiscal Year End Date: ______

Financial Officer Name and Title: ______

If our project could not be fully funded, we would accept a lesser grant amount.YESNO

CSIP Practices

 CSIP #1 Plan Preparation CSIP #8 Tree Maintenance

 CSIP #2 Training CSIP #9 Tree Recycling

 CSIP #3 Public Education & Awareness CSIP #10 Ordinance Establishment

 CSIP #4 Arbor Day Activities CSIP #11 Tree Care Disaster Plan

 CSIP #5 Assessment/Inventory CSIP #12 Insect & Disease Mgt.

 CSIP #6 Tree Hazard Identification Plan CSIP #13 Other______

 CSIP #7 Tree Planting (describe)

As designated representative of the above organization, I hereby agree that this project shall be implemented within the agreed upon time frame. I pledge that within 30 days after completion of the proposed project, the organization shall submit a report documenting the project’s costs to the New Jersey Forest Service for review and approval. I understand that reimbursement by the New Jersey Forest Service will be initiated after the documentation is received and approved.

Signature: ______Date: ______

Person Submitting Application

As official representative of the above municipality or county in which the project is being competed, I hereby authorize the project submitted for this proposed CSIP grant.

Signature: ______Date: ______

Mayor or CountyAdministrator Signature, Title