To: Board of Directors of the Sonoma County Agricultural Preservation and Open Space District
Department or Agency Name(s): Sonoma County Agricultural Preservation and Open Space District
Staff Name and Phone Number: Amy Ricard, 565-7261
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
2022 Matching Grant Program Funding Recommendations
End
Recommended Action:
Recommended action
A) Accept Recommendations for Projects and Funding Amounts for the 2022 Matching Grant Program Cycle totaling $1,950,000.
B) Launch a new Matching Grant Cycle, receiving applications from December 13, 2022 to March 10, 2023 with an allocated budget of $2,050,000.
end
Executive Summary:
The Sonoma County Agricultural Preservation and Open Space District (“Ag + Open Space”) offers a competitive Matching Grant Program for open space projects within and near Sonoma County cities and unincorporated communities every two years. During the 2022 funding cycle availing $4 million for projects, the Sonoma County Agricultural Preservation and Open Space District received two applications totaling $1,950,000 million in funding requests, which staff are recommending for funding. Staff’s recommendations have been reviewed and are supported by the Matching Grant Subcommittee, the Ag + Open Space Advisory Committee, and the Fiscal Oversight Commission.
Further, due to the small application pool, staff recommends re-opening the Matching Grant application cycle with the $2.05 million of remaining funds budgeted for the 2022 Matching Grant Cycle.
Discussion:
Background
Through the Sonoma County Agricultural Preservation and Open Space District’s (Ag + Open Space) Expenditure Plan, Sonoma County voters have authorized Ag + Open Space to fund urban open space, natural resource restoration, and recreation projects through a competitive Matching Grant Program (MGP). The MGP is available to cities, the County, other public agencies, and 501(c)3 nonprofit organizations.
Since 1994, Ag + Open Space has accepted over 50 projects into the MGP totaling over $37 million and in each of the county’s nine incorporated cities and in numerous unincorporated areas. MGP funding has allowed our public and nonprofit partners to leverage funds to develop and implement diverse and innovative projects throughout Sonoma County’s communities. Some projects funded through the MGP include Cloverdale River Park, Windsor Town Green, Sonoma Garden Park, Steamer Landing Park, Bayer Neighborhood Park and Gardens, Andy’s Unity Park, Skategarden Park, Giorgi Park, Falletti Ranch, Creekside Park and Patterson Point.
For all MGP projects, grantees provide matching funds to complete their project and Ag + Open Space receives permanent protection of lands through a conservation easement as a condition of funding. If a project includes a public recreation component, Ag + Open Space may also receive a recreation conservation covenant to permanently ensure public access.
2022 Matching Grant Program Funding Cycle
In April 2021, Ag + Open Space opened the 2022 Matching Grant Program funding cycle with a virtual information session. The information session was attended by representatives from both the government and non-profit sector. The budget for the 2022 MGP cycle is $4 million, with the application period open from April 21, 2022 to July 1, 2022. The 2022 MGP cycle was promoted through a variety of channels including the agency’s website and monthly eNewsletters; the County’s eNewsletter; an email blast to a list of almost 300 MGP recipients, stakeholders, and interested parties; social media posts; and print and radio advertisements in English and Spanish. Though the promotion and interest in the 2022 Cycle was robust, Ag + Open Space only received two applications for a total funding request of almost $2 million.
Small Application Pool in 2022
Staff was surprised to receive only two applications given the number of attendees at the virtual information session (25+) and that the program has averaged 9-10 applications per funding cycle in recent years . Throughout the application period we received inquiries from several potential applicants who ultimately did not end up applying. Staff did not receive any requests from potential applicants to extend the application period.
Staff spent time contacting the attendees of the virtual information session to solicit feedback on both the session and to gage why the various organizations did not apply to the program. The majority of the attendees responded that they did not have an identified project during the application period. All respondents indicated the information session was helpful. One attendee indicated that they would like to see the application period open again in the near future.
Considering the small application pool, Ag + Open Space staff proposes to re-open the Matching Grant Cycle receiving applications from December 13, 2022 to March 10, 2023 with an allocated budget of $2,050,000, which will be the amount of funds remaining for the 2022 cycle should the Board accept staff’s funding recommendations outlined in this report. Staff will use the existing program guidelines, criteria, and evaluation matrix, but this second round will include an optional pre-application web form in English and Spanish that will allow potential applicants to verify project eligibility and request application assistance.
Staff will conduct outreach to partners and the public via multiple channels, including the agency’s website and eNewsletters, the County’s eNewsletter, print and radio advertisements, social media, and direct email outreach to over 300 individuals and groups who have indicated interest in the MGP. Staff will re-engage the Matching Grant Subcommittee to evaluate the additional applications and will return to the Board in mid-2023 for consideration and approval of the second-round funding recommendations.
Going forward, the newly hired Grants Coordinator will be coordinating a review of the MGP guidelines and criteria through the lens of accessibility; diversity, equity, and inclusion; and goals outlined in both the Vital Lands Initiative and the County’s Climate Resilient Lands Strategy. In reviewing the guidelines, Ag + Open Space will also evaluate potential barriers of the application process and will seek to streamline and remove obstacles to the extent feasible. This review will engage and include input from the Board of Directors, Fiscal Oversight Commission, Advisory Committee, partners, stakeholders, and the public.
2022 Application Review and Evaluation
Staff received two project applications during the first round of the 2022 funding cycle. The applications were from the City of Santa Rosa requesting $1,500,000 for acquisition of the final parcel needed to complete the Lower Colgan Creek Restoration Plan, and from the Earth Island Institute/Kelly Creek Protection Project requesting $450,000 for restoration and habitat enhancement for the Helen Putnam Regional Park Extension Project. More detailed project descriptions can be found in Attachment #1.
To review the 2022 MGP application pool, an inter-disciplinary committee of Ag + Open Space staff, including members of the management team, reviewed and evaluated the two project applications using the evaluation matrix developed, at the Board’s request, for the 2020 cycle. After site visits with program applicants, the staff team met to discuss projects and to develop preliminary recommendations. The evaluation matrix utilizes applicant responses to score each project in the following categories: Program Intent, Benefits, Need, and Readiness. The maximum score is 100. The MGP Guidelines also describe “Other Considerations” that are analyzed as a part of the evaluation process. No numeric weighting is given to “Other Considerations”, but rather provides additional information to be considered in the review process. The “Other Considerations” section was updated for the 2022 cycle to include diversity, equity, and inclusion considerations in addition to evaluation of community support, project performance, and geographic and agency diversity.
Staff compiled the evaluations and presented the scores and preliminary recommendations to the MGP subcommittee, which is comprised of representatives from the Advisory Committee and the Fiscal Oversight Commission. The MGP subcommittee reviewed and supported the staff recommendation on October 10, 2022. The Advisory Committee and Fiscal Oversight Commission reviewed and supported staff’s funding recommendations on October 27, 2022 and November 10, 2022, respectively.
Funding Recommendations
Staff, in consultation with the Matching Grant Program subcommittee, the Advisory Committee, and the Fiscal Oversight Commission, have determined that the projects outlined in Attachment #1 will further the goals of the Matching Grant Program and are recommending that they be funded the full requested amount. The Board’s action in accepting staff’s recommendations does not commit Ag + Open Space to funding these projects, nor does it encumber any funds. For each accepted project, staff will return to the Board for approval of the grant agreement and related grant conditions, such as the conservation easement.
Matching Grant Program Recommendations (projects are listed in the order of scoring using the new evaluation matrix)
|
Project |
Applicant |
Sup. District |
Project Type |
Evaluation Score |
MGP Request |
Funding Recommendations |
|
Lower Colgan Creek |
City of Santa Rosa |
3 |
Acquisition |
78 |
$1,500,00 |
$1,500,000 |
|
Putnam Park Extension |
Earth Island Institute |
2 |
Improvement |
74 |
$450,000 |
$450,000 |
|
TOTAL |
|
|
|
|
$1,950,000 |
$1,950,000 |
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Climate Action and Resiliency
Goal: Goal 5: Maximize opportunities for mitigation of climate change and adaptation through land conservation work and land use policies
Objective: Objective 2: Develop policies to maximize carbon sequestration and minimize loss of natural carbon sinks including old growth forests, the Laguna de Santa Rosa, and rangelands. Encourage agricultural and open space land management to maximize sequestration
Prior Board Actions:
March 23, 2021: The Board accepted six projects into the Program for a total funding amount of $5,805,600.
November 12, 2019: The Board approved updates to the Matching Grant Program.
November 13, 2018: The Board accepted five projects into the Program for a total funding amount of $3,681,943.
October 25, 2016: The Board accepted seven projects into the Program for a total funding amount of $3,408,124.
October 14, 2014: The Board accepted seven projects into the Program for a total funding amount of $2,582,715.
September 18, 2012: The Board accepted staff and subcommittee funding recommendations and accepted six projects into the Program for a total of $2,000,000.
December 6, 2011: The Board approved revisions to the Program.
Fiscal Summary
|
Expenditures |
FY 22-23 Adopted |
FY 23-24 Projected |
FY 24-25 Projected |
|
Budgeted Expenses |
|
1,500,000 |
450,000 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
|
1,500,000 |
450,000 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
|
1,500,000 |
450,000 |
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
|
1,500,000 |
450,000 |
Narrative Explanation of Fiscal Impacts:
A total of $1,950,00 in funding is being recommended for approval. The funding for each project will be budgeted within the fiscal year it is anticipated for completion.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
1. 2022 Matching Grant Program Project Descriptions
2. Map of Matching Grant Program Projects: complete, active, and proposed
Related Items “On File” with the Clerk of the Board:
1. 2022 Matching Grant Program Guidelines (English and Spanish)
2. 2022 Matching Grant Program Application Packet (English and Spanish)
3. 2022 Application - Lower Colgan Creek
4. 2022 Application - Putnam Park Expansion
5. Evaluation Matrix scoring for all applications