Smart Planning Grant ApplicationMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Smart Planning Grant Application
DATE: September 10, 2010
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Laura Carstens, Planning Services Manager
Michael C. Van Milligen
Dubuque
Will
AI- Amedcacny
1111 !
2007
East Central Intergovernmental Association (ECIA) and Dubuque County are
coordinating an application for the Smart Planning Grant program to update the
comprehensive plans for a consortium consisting of Dubuque County, the City of
Dubuque, and six small cities with comprehensive plans — Peosta, Asbury, Dyersville,
Farley, Epworth and Cascade — by incorporating the Sustainable Dubuque plan.
This program will cover up to 50% of the cost per city and /or county included in the
application. The City of Dubuque's share would be $12,000. A required match will
consist of $12,000 of in -kind City of Dubuque staff time and $6,000 in Federal Highway
Administration Metropolitan Planning (PL) funds from Dubuque Metropolitan Area
Transportation Study (DMATS).
Planning Services Manager Laura Carstens recommends City Council approval of a
letter of support to the Rebuild Iowa Office for a joint Smart Planning Local
Comprehensive Planning Grant application.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Masterpiece on the Mississippi
TO: Michael Van Milligen, City Manager
FROM: Laura Carstens, Planning Services Manager
SUBJECT: Smart Planning Grant Application
DATE: September 10, 2010
Dubuque
bikal
M- America City
11111!
2007
INTRODUCTION
This memorandum transmits a resolution and a letter of support to the Rebuild Iowa
Office (RIO) for a joint Smart Planning Local Comprehensive Planning Grant application
with Dubuque County and six other cities, for City Council review and approval.
BACKGROUND
The RIO is accepting applications for the Iowa Smart Planning Local Comprehensive
Planning Grant Program (see enclosed information). This grant program is designed to
assist local governments in the development of new or updated comprehensive plans.
Applications require a resolution and a letter of support from each participating city or
county to be included with the application. Applications are due September 30, 2010.
DISCUSSION
East Central Intergovernmental Association (ECIA) and Dubuque County are
coordinating an application for the Smart Planning Grant program to update the
comprehensive plans for a consortium consisting of Dubuque County, the City of
Dubuque, and six small cities with comprehensive plans -- Peosta, Asbury, Dyersville,
Farley, Epworth, and Cascade — by incorporating the Sustainable Dubuque plan.
The application will be based largely on the joint partnership ECIA led for the recent
HUD grant application for a regional sustainability plan. Common visions and goals
amongst the participating communities will be developed and incorporated into each
community's comprehensive plans. The common visions and goals will not replace any
comprehensive plans or chapters. Project specific common goals will be incorporated
into Dubuque Metropolitan Area Transportation Study (DMATS) planning and
transportation related activities.
BUDGET IMPACT
This program will cover up to 50% of the cost per city and /or county included in the
application. Of the other 50 %, half of the match can be "in- kind ". The City of Dubuque
Smart Planning Grant Application
Page 2
does not have any local cash match. Therefore, the City of Dubuque's contribution
would be structured as follows: the $12,000 RIO grant allocation for the City of Dubuque
will be matched with $12,000 of in -kind City of Dubuque staff time and $6,000 in PL
funds from DMATS.
RECOMMENDATION
I recommend that the City Council approve the enclosed resolution and the letter of
support to RIO for the Smart Planning Grant application.
Enclosures
LC /mkr
cc: Anna O'Shea, Dubuque County Zoning Administrator
Kelley Deutmeyer, Executive Director, ECIA
Cori Burbach, Sustainability Coordinator
F: \USERS \Mrettenb \WP\smart planning grant application mvm memo.doc
Prepared by: Laura Carstens, City Planner Address: City Hall, 50 W. 13th St, Dubuque, IA 52001 Telephone: 589 -4210
Return to: Jeanne Schneider, City Clerk Address: City Hall, 50 W. 13th St, Dubuque, IA 52001 Telephone: 589 -4121
RESOLUTION NO. 369 -10
RESOLUTION AUTHORIZING SMART PLANNING GRANT APPLICATION
Whereas, the Rebuild Iowa Office has solicited proposals for the Iowa Smart
Planning Local Comprehensive Planning Grant Program that assists communities,
counties, and regions as they develop forward- thinking comprehensive plans; and
Whereas, the City of Dubuque plans to update the 2008 Comprehensive Plan; and
Whereas, the City of Dubuque acknowledges the requirements of the Local
Comprehensive Planning Grant Program as specified in the Iowa Smart Planning: Local
Comprehensive Planning Grant Program Application Guidelines and understands the
importance and benefits of comprehensive planning.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
Section 1. That the City of Dubuque, in cooperation with Neighboring
Jurisdictions in Dubuque County, hereby agrees to apply for a grant through the Local
Comprehensive Planning Grant Program for the development of a updated
comprehensive plan.
Attest:
Passed, approved and adopted this loth day of September 2010.
G'.AL aceA..-mil
Karla A. Braig
Mayor Pro -Tem
Jeanne F. Schneider, City Clerk
F: \USERSWIrettenb \WP \Smart Planning Grant App Resolution.doc
Masterpiece on the Mississippi
Aaron Todd
Rebuild Iowa Office
Wallace State Office Building
502 East 9 Street, 2 Floor
Des Moines IA 50319
Dear Mr. Todd;
The City of Dubuque is pleased to provide this letter of support for the joint application by
Dubuque County, the City of Dubuque, and six other cities for an Iowa Smart Planning Local
Comprehensive Planning Grant for updating our respective comprehensive plans.
The City of Dubuque's Comprehensive Plan looks at the city as a whole and the surrounding
region, with policy statements, goals, and objectives established for the physical, economic, and
social environments of the community. As a result, our Comprehensive Plan has reflected both
smart growth and sustainability since 1995. The City of Dubuque fully supports Iowa's Smart
Planning Principles and understands the value of comprehensive planning.
The City of Dubuque collaborates with other entities on planning efforts. The 2008 Dubuque
Comprehensive Plan incorporates elements from the Dubuque County Comprehensive Land
Use Development Plan, the City of Asbury's Comprehensive Plan, and the City of Peosta's
Comprehensive Plan. The metropolitan area's 2031 Long Range Transportation Plan links
directly to the 2008 Dubuque Comprehensive Plan's 2030 Future Land Use Map.
The City of Dubuque will continue to support these partnerships, and looks forward to expand
the partnership to include the Rebuild Iowa Office through this grant. We hope you look
favorably on this joint Smart Planning Grant application. Thank you.
Sincerely,
Roy D. Buol
Mayor
Dubuque
AI -Matta City
1111 I.
2007
cc: City Council Members
Michael Van Milligen, City Manager
Laura Carstens, Planning Services Manager
Dubuque County Board of Supervisors
Kelley Deutmeyer, Executive Director, ECIA
F: \USERS\Mrettenb \WP \Smart Planning Grant letter of support.doc
Office of the Mayor & City
Council
City Hall
50 West 13 Street
Dubuque, IA 52001 -4864
www.cityofdubuque.org
September 21, 2010
Service People Integrity Responsibility Innovation Teamwork
OWA
SMART
LANNING
Iowa Smart Planning:
Local Comprehensive Planning Grant Program
Application Guidelines
Issued July 2010
Eligible Counties — Presidentially Declared Disaster Areas, 2UUt3 Storms (uK -1 1b3)
Adams
Adair
Allamakee
Appanoose
Audubon
Benton
Black Hawk
Boone
Bremer
Buchanan
Butler
Carroll
Cass
Cedar
Cerro Gordo
Cherokee
Chickasaw
Clarke
Clayton
Clinton
Crawford
Dallas
Davis
Decatur
Delaware
Des Moines
Dubuque
Fayette
Floyd
Franklin
Fremont
Greene
Grundy
Guthrie
Hamilton
Hancock
Hardin
Harrison
Henry
Howard
Humboldt
Iowa
Jackson
Jasper
Johnson
Jones
Keokuk
Kossuth
Lee
Linn
Louisa
Lucas
Lyon
Madison
Mahaska
Marion
Marshall
Mills
Mitchell
Monona
Monroe
Montgomery
Muscatine
Page
Palo Alto
Pocahontas
Polk
Pottawattamie
Poweshiek
Ringgold
Scott
Story
Tama
Taylor
Union
Van Buren
Wapello
Warren
Washington
Wayne
Webster
Winnebago
Winneshiek
Worth
Wright
Introduction
The Iowa Local Comprehensive Planning Grant Program is funded through supplemental
disaster Community Development Block Grant (CDBG) funds provided through the United
States Department of Housing and Urban Development. The grants are intended to support
development and adoption of forward thinking comprehensive plans that will guide long -term
recovery efforts and subsequent decisions that reduce existing or future development in
disaster -risk areas. The Program is based on the Iowa Smart Planning Principles and local
comprehensive planning guidance contained in Senate File 2389 and signed into law on April
26, 2010. The Smart Planning components of SF2389, along with the Smart Planning
Legislative Guide, can be found here: http: / /rio.iowa.gov /resources /legislation.html. Local
comprehensive plans that incorporate strong implementation strategies attract economic
development, protect and preserve community resources, improve resiliency to disasters, and
encourage a strong community identity.
This document contains instructions for preparing a complete application. Applicants must use
the Local Comprehensive Planning Grant Program Application Form.
Eligible Applicants
Supplemental disaster CDBG funds can only be used in counties that are Presidentially
declared disaster areas. Eligible applicants for this Program include any of the 85 counties
that were declared Presidential disaster areas from the storms of 2008 (DR -1763 — see table
below), as well as any city government within those counties.
Iowa Smart Planning: Comprehensive Planning Grant Program Guidelines
Page 2 of 5
Entities submitting an application must commit to preparing and adopting a comprehensive
plan. Cities and counties are encouraged to submit multi - jurisdictional comprehensive
planning applications. A multi jurisdictional plan includes at least two neighboring local
governments. In the case of a multi - jurisdictional plan, a lead city or county must be named as
the applicant on behalf of all partnering governmental entities. The applicant should be the
intended entity to contract with the Iowa Department of Economic Development to receive and
manage grant funds. Cities and counties may contract with councils of government, regional
planning commissions, or other private planning consultants to implement the planning
process. Should applicants choose to utilize the services of a consultant, a request for
proposals (RFP) process must be utilized to select the consultant.
Eligible Activities
This grant program is designed to assist local governments in the development of new or
updated comprehensive plans. Eligible services and activities for grant reimbursement must
be reasonably related to the development of a comprehensive plan. The Rebuild Iowa Office
(RIO) and Iowa Department of Economic Development (IDED) reserve the right to amend
proposed activities if some are deemed to be outside of the development of a comprehensive
plan and will not provide reimbursement for such activities.
Eligible services and activities include:
• Contracting for planning consultant services, staff time devoted to plan production and
coordination, public planning sessions, educational activities, purchase of computerized
planning data, and planning software and hardware required to utilize planning data or
software.
• Development of the plan document, including printing costs.
• Public participation and outreach activities, including educational materials, citizen
surveys, internet activities, and newsletters.
• Development, purchase, and documentation of data, maps, and computerized
information used within the plan.
• Other activities reasonably necessary for the development and preparation of a
comprehensive plan.
Ineligible services and activities include:
• Segmented activities not related to the development of a comprehensive plan, such as
corridor plans, outdoor recreation plans, site plans, and trail development plans.
• Planning activities and plan development costs incurred by the applicant prior to the
execution of the grant agreement (signature by both parties). Planning efforts already
underway will be considered for grant funding, but funds will be awarded for those
activities not yet conducted.
• Costs incurred to the applicant to prepare the grant application.
• Food for any purpose is not an eligible expense.
All costs must be documented and will be paid via reimbursement.
Required Comprehensive Plan Components
The Iowa Smart Planning bill outlines Iowa Smart Planning Principles and provides guidance
concerning appropriate elements of a local comprehensive plan. All plans funded under this
Iowa Smart Planning: Comprehensive Planning Grant Program Guidelines Page 3 of 5
Applicant(s)
Total
Grant
Eligibility
Total
Planning
Costs
Grant
Request
Total Match
Required
Limit of In-
kind Match
Value
1 Medium
City
$50,000
$40,000
$20,000
$20,000
$10,000
2 Large Cities
$100,000
$225,000
$100,000
$100,000
$50,000
1 County, 3
Cities
$200,000
$150,000
$75,000
$75,000
$37,500
2 Counties, 6
Cities
$400,000
$900,000
$400,000
$400,000
$200,000
program must meaningfully apply each of the ten Smart Planning Principles and address each
of the 13 elements of a comprehensive plan. The plan elements do not need to follow the
order listed in Iowa code and may be combined or divided differently so long as each
component is addressed at some point in the plan. Additionally, local governments are
encouraged to go above and beyond the basic elements and to be innovative and creative in
planning for the future. The Iowa Smart Planning Legislative Guide outlines the Smart
Planning Principles and comprehensive planning guidance, and is available at
http: / /rio.iowa.pov /resources /legislation /2010 Iowa Smart Planning Overview.pdf.
The comprehensive plans must also reference the participating jurisdiction's hazard mitigation
plan(s) approved by the Federal Emergency Management Agency and include actions that
reduce risk associated with natural disasters. Additionally, plans that are coordinated with the
local watershed management authority (House File 2459, sections 4 -7), if established, or that
commit to incorporating establishment of a watershed management authority as a strategy and
action item within the local comprehensive plan will receive priority over other proposals.
Grant Award Process & Funding Guidelines
Applications must be complete in order for them to be reviewed. Part III of the application
includes questions and answers that will be reviewed and scored by a grant panel. Multi -
jurisdictional plans and those that are coordinated with or include a commitment to establish a
watershed management authority will receive priority. The grant review panel will recommend
which applications to fund and the level of funding to award to each application. The Rebuild
Iowa Office Executive Director will then consider those recommendations and make the final
determination.
This program is supported by $1 million in disaster supplemental CDBG funds via the United
States Department of Housing and Urban Development. Up to $50,000 may be requested for
each participating governmental entity. Applicants must provide a one -to -one match, of which
50% can include in -kind services. Documented staff time dedicated to the planning process,
within reason, is permitted as match. Pro bono services, such as technical assistance or
printing services, can be used as local match so long as the value of the services as listed in
the application does not exceed fair market value. The grant may not be matched by other
federal funds.
Example funding requests:
Iowa Smart Planning: Comprehensive Planning Grant Program Guidelines
Page 4 of 5
The State of Iowa may choose to award grant funds at levels lower than requested depending
on the overall applicant pool and availability of funds. An application will be rejected if it is
determined any representation, warranty, or statement made in connection with this application
is incorrect, false, misleading, or erroneous in any material respect. If a grant is awarded prior
to discovery of the incorrect, false, or misleading representation, the grantee may be required
to reimburse the State of Iowa for grant funds issued.
An applicant may withdraw their grant application materials from the grant review process by
providing written notice to the Rebuild Iowa Office.
Reporting and Monitoring
The grant period begins on the date that all parties execute the grant agreement. All activities
eligible for reimbursement must be completed within two years of the grant award. At the end
of the first and second years of funding, each grant recipient must submit a progress report
outlining efforts to -date to the Iowa Department of Economic Development. The final report
must outline how participating entities plan to implement plan recommendations and
strategies, and maintain a comprehensive planning process into the future. The final payment
of 25% of the total grant award will be withheld until all participating governing bodies have
adopted the comprehensive plan and one hardcopy and one electronic copy of the plan has
been submitted to the Iowa Department of Economic Development. The plan may be posted
on a website owned by the State of Iowa.
The Iowa Department of Economic Development will provide reimbursement forms and
guidelines, and annual reporting guidelines with grant award letters.
Application Deadline
Applicants must submit one (1) original signed application and five (5) hardcopies, and one (1)
electronic copy (in either Word or pdf format on a CD or flash drive) of the completed
application form and any supporting materials by September 30, 2010 (this is not a postmark
deadline) to:
Rebuild Iowa Office
Attn: Aaron Todd
Wallace State Office Building
502 East 9 Street, 2 Floor
Des Moines, IA 50319
Please allow six weeks for application review and award notification. Questions can be
directed to Aaron Todd at aaron.toddrio.iowa.gov or 515 - 242 -5299.
Iowa Smart Planning: Comprehensive Planning Grant Program Guidelines Page 5 of 5
PART I: GENERAL INFORMATION Please complete all of the following sections.
1. Plan Title:
2. Lead Governmental Unit Applying
(must be a city or county government):
3. All Additional Governmental Units Applying (if
multi - jurisdictional application):
4. Contact Person:
5. Address:
6. Phone:
7. Email:
8. Application will be prepared by (place X in correct
box):
In -House (applicant will conduct work) OR
Private Consultant (please specify):
9. Is this project part of an update of an existing comprehensive plan or a new plan (place X in
correct box)?
Update. Please provide details below New. Please go to question 10.
a. Title of existing plan:
b. Date of existing plan adoption:
10. Signature of Lead Government Unit (adopted resolutions from each participating
governmental entity must be included):
I certify that all participating local units of government have received a copy of and support
this grant application, and that all information contained within is accurate to the best of my
knowledge.
Signature: Date:
Print Name: Title:
OWA
SMART
LANNING
Iowa Smart Planning:
Local Comprehensive Planning Grant Program
Application Form
Issued July 2010
*Please see the Iowa Smart Planning: Local Comprehensive Planning Grant Program Application
Guidelines document to assist in filling out this application.
PART 11: BUDGET & GRANT REQUEST Please complete all of the following sections.
Part A: Budget & Timeline Worksheet
Please complete the budget worksheet below. Budget categories serve as examples; applicants
may edit budget categories as necessary. Supplemental information may be attached to this section
to provide greater detail. Only include items that are eligible expenses.
OVERALL BUDGET WORKSHEET
Categories
Preparation &
Products
Estimated
Hours
Timeframe for
Completion
Overall Costs
(include in-
kind)
Data & Inventory
(examples: review of
other plans, data
gathering, data
development)
Mapping Activities
(examples: base
mapping activities,
future land use map)
Public Participation
Activities (examples:
visioning, meeting
spaces, surveys)
Development of
Plan Alternatives
(examples: plan
document
preparation, printing,
distribution)
Other Activities (list
each)
TOTAL PLAN COSTS
Part B: Grant Request Worksheet Please complete the following questions.
1. Total Plan Costs:
2. Number of Participating Government Entities:
3. Maximum Grant Eligibility (answer to #2 times $50,000):
4. Grant Request (no more than the lesser of the answer to #3 or 50% of total plan costs in #1):
Part C: Total Funding Overview
1. Total Plan Costs:
2. Planning Grant Request (answer to #4 in Part B):
3. Matching Funds
a. List all sources and associated amount of monetary match (at least 50% of total match):
b. List all sources and associated fair market value of in -kind match (no more than 50% of
total match):
c. Total match (at least 50% of total plan costs):
Iowa Smart Planning: Local Comprehensive Planning Program Application Page 2 of 4
PART III: REVIEW CRITERIA Please complete all of the following sections, which will be
scored by the grant application review panel based on a total of 100 available points. The possible
points available per question are noted in parenthesis. Answers to all eight of the following questions
should not exceed 10 pages in length on a single- spaced 8.5" by 11" page format and a 10 -point font
or larger. Any attachments, such as appendices, maps, and other supporting documentation, should
be limited to 10 additional pages.
1. Iowa Smart Planning Principles: How does your planning process apply and integrate the
Iowa Smart Planning Principles (see Iowa Smart Planning Legislative Guide for a listing of
the 10 Smart Planning Principles)? (up to 20 points)
2. Plan Elements: Explain how your comprehensive plan will be organized. Does the plan
follow the state comprehensive planning guidance? In what ways does this plan go above
and beyond the state guidance? (up to 10 points)
3. Public Participation: Explain your proposed public participation process. Explain any
innovative approaches to reaching a broad spectrum of your population. How are you
encouraging neighboring jurisdictions to participate? (up to 10 points)
4. Intergovernmental Coordination: How does your planning process intend to identify and
address issues that are of interest to neighboring jurisdictions? How are you fostering
collaboration and cooperation in the planning process? Please list all groups with which the
applicant will coordinate the development of the comprehensive plan, including but not
limited to: school, utility, and other special districts; neighborhood associations; other
special interest groups and organizations. (up to 10 points)
5. Collaboration: Does your proposed planning process include multiple jurisdictions? (0 or 10
points)
Yes No
6. Plan Integration: Identify plans that have been completed or are currently being developed
(hazard mitigation plans, neighborhood plans, regional transportation plans, etc), and
describe how those will be integrated into the proposed comprehensive plan and how any
discrepancies will be addressed. (up to 10 points)
7. Does your planning process specifically call for referencing all applicable hazard mitigation
plans approved by FEMA and articulating action steps for reducing flood risk associated
with natural disasters? (0 or 10 points)
Yes No
8. Watershed Planning: Does your proposed planning process coordinate with or seek to
establish a watershed management authority (as specified in House File 2459, sections 4-
7)? (0 or 10 points)
Yes No
9. Implementation: Once the plan is completed, how do you plan to coordinate implementation
of plan recommendations? How will participating jurisdictions utilize the plan for decision -
making purposes upon completion? Do the participating jurisdictions intend to review and
update the plan on a regular basis; if so, please describe the intent? (up to 10 points)
Iowa Smart Planning: Local Comprehensive Planning Program Application Page 3 of 4
PART IV: RESOLUTIONS
A copy of an approved resolution to participate in the comprehensive planning process and apply for
this grant from each city and /or county (including the lead applicant) should follow this page. An
example resolution follows below.
RESOLUTION IN SUPPORT OF THE LOCAL COMPREHENSIVE PLANNING GRANT PROGRAM
APPLICATION
(example)
WHEREAS, during the 2010 Legislative Session, the Iowa Legislature enacted Senate File 2389,
outlining Iowa Smart Planning (Division VII, Sections 17 through 25). Two major components of the
bill include the ten Iowa Smart Planning Principles for consideration during deliberation of all
appropriate planning, zoning, development, and resource management decisions and guidelines for
the development of local comprehensive planning;
AND WHEREAS, the State of Iowa has created a program that assists communities, counties, and
regions as they develop forward- thinking comprehensive plans, including considerations for reducing
risk posed by natural disasters;
AND WHEREAS, the [City /County] of acknowledges the requirements of the
Local Comprehensive Planning Grant Program as specified in the Iowa Smart Planning: Local
Comprehensive Planning Grant Program Application Guidelines and understands the importance and
benefits of comprehensive planning.
NOW THEREFORE BE IT RESOLVED that the [City /County] [City Council /Board of Supervisors] [, in
cooperation with [Neighboring Jurisdiction(s)], (if a multi - jurisdictional plan)] hereby agrees to apply
for a grant through the Local Comprehensive Planning Grant Program for the development of a
[new /updated] comprehensive plan.
Dated this day of , 2010.
Motion for adoption moved by
Motion for adoption seconded by
Voting Aye:
Voting Nay:
APPROVED:
ATTEST:
Mayor /Chairperson
Clerk
Iowa Smart Planning: Local Comprehensive Planning Program Application Page 4 of 4