5.4. SR 08-29-1994
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ITEM 5.4.
MEMORANDUM
TO:
MAYOR & CITY COUNCIL
FROM:
PAT KLAERS, CITY ADMINISTRATOR
DATE:
AUGUST 26, 1994
SUBJECT: LANDSCAPING OF HIGHWAY 10
Street/Park Superintendent Phil Hals attended a seminar on Thursday,
August 25, where a highway landscaping program was reviewed. Attached is
some material regarding this MnDOT partnership program for roadside
landscaping.
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According to Phil, if the City can move quickly and get a resolution to
MnDOT by September 1, 1994, we improve our chances of receiving funding
for this program. Phil will be in attendance at this meeting to provide the
Council with a verbal update on this partnership. This partnership is
consistent with our discussions with MnDOT officials during our City tour
this spring.
A form resolution is included in the attached material and at Monday's
meeting we will present the City Council with a resolution that is more
tailored to the City of Elk River request. Staff will be recommending
approval of this resolution which will indicate the City's support for this
program. This resolution will then be sent to MnDOT before September 1,
1994.
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P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 . (612) 441-7420 · Fax: (612) 441-7425
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MNIDOT
COMMUNITY ROADSIDE LANDSCAPING
PARTNERSIDP PROGRAM
APPLICATION MANUAL
(July 1, 1994 Revision)
From Wildflowers to Trees
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A Growing Partnership
Improving Our Communities and Environment
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PART I - COMMUNITY ROADSIDE LANDSCAPING PARTNERSHIP PROGRAM
. PROGRAM DESCRIPTION
The Minnesota Department of Transportation's Community Roadside Landscaping Partnership
Program is designed to provide technical and financial assistance to communities that are
interested in landscaping state highway rights of way. The program has three goals: (1) roadside
beautification, (2) community improvement, and (3) environmental stewardship.
This manual describes the program and application requirements, and provides examples of documents
required. Part One (pp.2-4) is the general program description. Part Two (pp, 5-7) contains the
application form and the instructions to complete the form. Part Three (pp. 8-24) contains appendices
that provide other information pertinent to the application requirements.
Completed applications may be submitted to Mn/DOT for consideration at any time of the year
but prioritization will be given to applications submitted before September 1st to take advantage
of the opportunity for fall preparatory work prior to spring planting.
If you have any questions about the program or application requirements, please call (612)779-5076 to
speak with MnIDOT's Landscaping Programs Coordinator.
APPLICANT ELlGmlLITY
.
For purposes of this program, communities are defined as counties, home rule charters, statutory
cities or towns. Ineligible applicants will not be considered unless they are sponsored by a
community or other unit of government that can execute and honor a cooperative agreement with
MnlDOT (a necessary requirement for MnIDOT to transfer funds.)
ELlGmLE COMPONENTS
Funds awarded under this program must be used for roadside landscaping located on state trunk
highway rights of way with fee or easement title. Most areas of interstate freeways and high
volnme divided highways with controlled access are excluded from this program due to liability,
safety, and access problems. Components that support the goals of the program include, but are not
limited to, the following:
- Planting and maintenance of trees, shrubs, vines, perennial groundcovers, wildflowers and
grasses.
Incorporation of soil amendments, herbicides, edging, raised planters, tree grates, weed
fabric, wood fiber blanket, mulch, rodent protection, staking and guying, seedling shelters, etc.
PROGRAM REQUIREMENTS
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Communities seeking approval to initiate a proposed landscape partnership project with provi-
sion of MnlDOT technical and design assistance must submit a written request for participation
and services to the appropriate MnlDOT District /Metro Division Engineer (see Appendix III.)
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Project components must support at least one of the three goals of the program (roadside beautification,
community improvement, and environmental stewardship.)
In the formative stages ofthe project, the applicant mustform and designate a committee of at least
three contact people for the project. At least one ofthe three contact people must be an employee
or official representative of the local government unit requesting or sponsering the project. The
designated individuals on the committee would then be responsible for overall project liaison and
coordination prior to and during the submission of the application, as well as during implementation
stages after the project is awarded.
At least one of the committee members will be required to attend a six hour landscape project
inspection, installation and maintenance training school. The committee member or members will
be responsible for providing community workers and volunteers with Mn/DOT supplied instructions,
videos, and information packets pertaining to safe and proper worker supervision, materials handling,
plant installation and plant maintenance.
The application must include a formal resolution or letter indicating community support for the
desired improvements and authorization of a primary contact person to apply to MnlDOT for
funding. (See Appendix I for sample resolution or letter,)
If volunteers are to be used , the application must include a volunteer pledge list identifying
sufficient nnmbers ofvolunteers to complete the scope of work within an acceptable time period.
A MnlDOT approved (District Metro Division and Landscaping Programs Coordinator) landscape
plan at a scale of not more than 100'=1" must be included as part of the application. (11" x 17"
reductions are acceptable for application purposes.) The landscape plan shall incorporate by reference
or attachment, standard Mn/DOT planting details, material specifications and special provisions as
applicable. The plan may be prepared by MnlDOT's Landscape, Forestry and Turf Section with
no obligation, as scheduled work loads permit. Potential applicants may use the services of local
landscape design professionals to prepare plans, thereby minimizing time delays that may occur as a
result of Mn/DOT's workload. Mn/DOT's Landscape, Forestry, and Turf Section will assisst applicants
in obtaining basemapping information, design guidelines, required reviews, and necessaryapprovals,
Funding assistance is limited to the estimated cost of providing the required lanscape materials.
(soil amendments, herbicides, plant materials, seed, sod, mulch, rodent guards and other miscellaneous
materials necessary for the project.) Eligible projects must include a minimum of $1,000 worth of
materials and the maximum award of funds for any project or project phase shall not exceed $20,000 in
any given year,
The program requires that a community provide the funds or in-kind services to install and
maintain the state funded materials. Applicants may utilize their own labor forces, service organiza-
tions, volunteers or contractors. The community must act as the contract letting and administration
authority where contract installation is desired. Volunteers must be 13 years of age or older unless
accompanied and supervised by an adult at all times. A ratio of at least one adult supervisor for
every five children under the age of 13 is required.
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Successful applicants are required to enter into a Cooperative Agreement with Mn/DOT to install and
maintain the roadside landscape improvements. A detailed landscape plan showing actual locations and
quantities of materials along with the specifications and special provisions will form the basis of the
Agreement together with the application and schedule of maintenance requirements.
The applicant must submit two copies of the completed application to the MnlDOT Landscaping
Programs Coordinator for review and approval by MnlDOT's DistrictlMetro Division and
Landscaping Programs staff.
CRITERIA FOR EVALUATING APPLICATIONS
Afterthe completed application has been submitted to Mn/DOT. additional information may be required.
Clarification of vague or ambiguous application materials may be requested by the Mn/DOT review
team. Incomplete applications (i.e., missing supporting documents, etc.) may not be considered for
funding, Completed applications should be submitted at least three months prior to the desired
planting date. Applications submitted by September 1st will be given priority to take advantage
of the opportunity for faU preparatory work prior to spring planting.
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In order for an application to be reviewed, it must contain the basic, minimal requirements as outlined
in this manual. Applications may be approved for funding in the full amount requested or in an amount
less than requested.
The criteria to be used in reviewing and ranking qualifying applications include:
1. Extent to which the proposed project meets one or more of the goals of the program.
2. Extent to which the proposed project is consistent with Mn/DOT policy, safety, design, and
operations guidelines.
3. Extent to which the proposed project and partner demonstrate a strong likelihood for successful
installation, establishment and maintenance of the roadside landscaping investment.
AWARD OF PROJECT FUNDS
Award of project funds is subject to availability offunds at the time the application is approved
and wiU be announced by letter. Unsuccessful applicants may be deferred to the next cycle of available
funding or may be asked to resubmit revised applications,
A ward of project funds is contingent upon execution and approval of the Cooperative
Agreement. Funds may be transferred to the community upon receipt of a written request with a
copy of the purchase orders for landscape materials.
Fall season preparatory work (weed control and rototilling) and Spring season planting is
recommended for roadside projects. All components of the project phase, as awarded, must be
completed by the end of the first full growing season (early April to early November) as scheduled.
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APPENDIX V
PARTIAL LIST OF SUGGESTED ACTIVITIES TO INSURE
SUCCESS OF ROADSIDE PARTNERSHIP PROJECTS
ACTIVITIES - BEFORE PLANTING DAY RESPONSIBLE PARTYIPERSON
Overall coordination ............,.....................,............................,......City, Beautification Committee
Request MnlDOT sanction and technical assistance .....................City
Secure assistance from local resources, services, and sponsers ....City, Beautification Committee
Initial scoping and strategy meetings ............................................City, MNIDOT, Local Resource Personnel and Services
Prepare plan ...................................................................................MNIDOT or City, Consultant Designer, Resource Person-
nel
Review plan ...................,...............................................................MNIDOT, City and Beautification Committee
Identify preliminary work force capabilities and ...............,.....,....City. Beautification Committee and MnIDOT
volunteer pledges
Identify preliminary equipment and supply needs and ..................City. Beautification Committee and MnIDOT
provider committments I terms
Approve plan .........,............................,...................,......................MnIDOT and City
Obtain cost estimates I bids ....,.......................,.................,.....,.....,City. Beautification Committee and MnIDOT
for provision of landscape materials
Secure Commitments to maintain plantings ..........................,..,.... City
Develop phasing strategy and schedule...,....................................,City, Beautification Committee and MnIDOT
Submit completed parmersbip application with ...........................City, Beautification Committee
MnlDOT approved plan
Notify successful applicants of projects to be awarded..,..............MnlDOT
Prepare and execute the Landscape Parmership Agreement.........MnlDOT and City
Submit purchase orders and schedule delivery of .............,...........City
plants and materials
Provide training school, videotape and info packets ..............,......MnlDOT
Attend training school ...................,........,............................,.........Beautification Committee Representative(others welcome)
Plan a Planting Day Ceremony to Honor the Effort and ...............Beautification Committee
Participants
Publicize planting day and line up sponsors, services, ..................Beautification Committee
"leaders", work crews (volunteers, contractors, etc,)
Hold orientation meeling(s) to schedule and plan ..,.......,..............Beautification Committee
installation; to assign tasks; and to review proper procedures and info packets I videos
Supply stakes ......,....................................................,..,..................MNIDOT
Stake plant locations .............................................................,........City, Crew Leaders and MNIDOT
Review staking ........,........".................,..........,..............,..,......,.....MNIDOT
Locate and mark utilities ...........................................,...................City, Beautification Committee
Locate material storage sites and staging areas .............................Beautification Committee and MNIDOT
Spray Roundup in planting areas,...........................,..,...................Experienced and Licensed Personnel (City, County,
(optional and preferably in late summer or early fall) MnlDOT or Contractor)
Haul compost I soil arnmendments to planting beds ..................... City I Community "Forces"
Till planting beds (incorporate compost or other ..........................City I Community "Forces"
soil arnmendments preferably in fall)
Haul wood chips to storage locations near planting heds ..............City I Community "Forces"
Layout flower beds and line up flowers ........................................Communily Garden Club
Receive and inspect nursery stock (preferably in spring) ............. Trained Community Personnel with assistance from Local
22 Conservation and Environmental Resource Personnel
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ACTIVITIES. PLANTING DAY
Breakfast gathering suggested .......................................................Organizers, Crewleaders, Service Providers
Check-In Station with Infonnation Providers, Refreshments .......City I Community "Forces" and Sponsors
Traffic Control, Signing and access I parking directions .....,"",.....MnlDOT, Local Law Enforcement Personnel, and
Designated City I Community Safety Officer
Provision of "porta-potties" ............,..................,......................,....City I Communities Sponsers
Planting and safety demonstrations ...................,........................... MN/DOT, Local Resource Personnel and Crew Leaders
Distribution of plants and materials from and to storage sites ......Local Resource Personnel and Crewleaders
Supervise planting crews (crew leaders) ..........,............................Local Resource Personnel, Trained Community
Personnel and MnlDOT
Insure proper handling and protection of plants before '.....,.......... Crew Leaders
and during planting
Insure safe work methods and behaviors....................................... Crew Leaders
Insure proper plant and material installation .................................Crew Leaders
Install plants, seed, sod, mulch, rodent protection, etc, ................. City I Community "Forces"
Watering .............................,..........................................................Fire Depanment and City I Community "Forces"
TAKE PICTIJRES throughout project..........................................MnlDOT, Volunteers and Media
Provide Simple Lunch ...........,....................................................... City I Community Sponsors and Service Organizations
Conduct a Ceremony to Honor the Effort and Participants ...........Beautification Committee, Dignitaries, Panicipants
ACTIVITIES AFTER PLANTING
Send letters of appreciation ..........,..........,..................................... MnIDOT and Beautification Committee
Watering .....,...............,..................................................................Fire Depanment and City I Community "Forces"
Weeding, Monitoring for disease, insect, drainage problems ....... City I Communit} "Forces"
POTENTIAL WORK GROUPS
Civic groups
Scouts
City ParkslPublic Works Crews
Garden Clubs
Youth groups
FFA
Army Reserve Unit
Vo-Ag Class
4-H Clubs
Sentence to Service
Businesses
Contractors
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MN/DOT ROADSIDE LANDSCAPING PARTNERSHIPS r;:r. ~J)
July 1, 1994 ~~~.....U''''''.i
~..'7$'~ ~~
The Community Roadside Landscaping Partnership Pro-
gram is compet~ive to the extent that many desirable
projects compete for available annual funding that may
be insufficient to cover all the projects in any given year.
In that case, desirable or approved projects may be
deferred or downsized,
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The Minnesota Department of Transportation (MN/DOT)
is actively involved in roadside landscaping partnerships
with communities. The Community Roadside Land-
scaping Partnership Program offers technical and
financial assistance to communities that want to
install and maintain landscape plantings on eligible
state highway rights of way. The partnership program
goals include:
- Roadside Beautification
- Community Improvement
- Environmental Stewardship
Through partnerships, MNlDOT has fostered over $3
million dollars worth of roadside landscaping im-
provements in communities while spending less
than one third of that amount in Trunk Highway
Funds. In the past few years, MN/DOT's landscape
partnership projects have received 14 national or state
awards for excellence. The following communities and
organizations are among the partners responsible for
this success:
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Albert Lea
Annandale
Avon
Bagley
Battle Lake
Big Falls
Biwabik
Cass Lake
Cottonwood County
Deer River
Detro~ Lakes
Eveleth
Fairmont
Freeport
Gilbert
Glyndon
Goodhue
Gran~e Falls
Greater Lake Sylvia Assoc.
Hamline University
Hastings
Hennepin County
Hinckley
Houston
Hutchinson
International Falls
Jordan
Kimball
LaCrescent
Lake City
Lake Park
Litchfield
lillie Falls
Luverne
Maple Grove
Maple Lake
Mapleton
Minneapolis
Minnesota DNR
Minnesota Green
Mountain Iron
Park Rapids
Plymouth
Proctor
Ramsey
Red Lake Falls
Royalton
Rush City
Saint Paul
Sandstone
Soil Conservation Service
Spring Valley
Taylors Falls
Thief River Falls
Twin C~ies Tree Trust
Virginia
Wadena
Walker
Wheaton
Windom
Winona
Wolverton
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An application manual includes guidelines, criteria, a
project application, example documents, and resources.
MNlDOT's District and Metropolitan Division offices
dedicate available trunk highway funds that can be
used on approved projects to cover the cost of
planting materials, Trees, shrubs, vines, perennial
groundcovers, wildflowers, grasses, soil amendments,
herbicides, edging, planters, tree grates, weed faoric,
wood fiber blanket, mulch, rodent protection, staking and
guying, and seedling shelters are considered planting
materials eligible for Mn/DOT funding. The community
or local government unit must install the landscape
materials on MNlDOT right of way with volunteers,
employees, service organizations, contractors, or a
combination thereof...and must agree to maintain
the improvements.
For purposes of this program, communities are defined
as counties. home rule charters, statutory cities or towns.
Ineligible applicants will not be considered unless
they are sponsored by a community or other unit of
government capable of executing a binding coop-
erative agreement with MNlDOT. Funds awarded
under this program must be used for roadside landscap-
ing located on state trunk highway rights of way with fee
or easement title. Many areas of interstate freeways
and high volume divided highways with controlled
access are excluded from this program due to
liability, safety, and access problems.
Communities seeking approval to initiate a pro-
posed landscape partnership project, with technical
and design assistance from MNlDOT, must submit a
written request to the appropriate MNlDOT District!
Metro Division Engineer. Completed applications
must include a MNlDOT approved landscape plan
and they may be submitted for consideration at any
time of the year. The plan may be prepared by a MNI
DOT landscape architect or forester, as their schedules
and workloads perm~, or by a community representative
or consultant with MN/DOT guidance. Prioritization is
given to applications submitted before September
1 st since this affords the preferred opportunity of
completing planting bed preparations in the fall and
planting the following spring.
(continued on back)
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In Minnesota, requests by the general public and local
government units for highway landscaping continue to
increase. Statewide surveys in 1990 and 1993 indicated
approximately 50% of Minnesotans want more planting
along highways and only 10% want less.
Landscape partnerships expand the network of re-
sponsibility, pride and ownership of highway land-
scaping while stretching MNfDOT's available fund-
ing to cover many more landscape projects and
environmental improvements. Local community
maintenance and care increases the protection of
the landscape investments and the likelihood that
the plantings will prosper.
Experience tells us that when local community resi-
dents are actively involved in their roadside planting
projects, they are more satisfied with the outcomes.
The community cohesion and empowerment that can
result from active resident involvement often provides
the momentum for additional community service and
environmental improvement projects.
For more information or guidance in developing
landscape partnership projects, contact:
Scott Bradley, State Landscape Programs Coordinator
Office of Environmental Services
3485 Hadley Avenue North
Oakdale, Minnesota 55128
Phone: (612) 779-5076 FAX: (612) 779-5109
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APPENDIX I
COMMUNITY ROADSIDE LANSCAPING PARTNERSHIP PROGRAM
RESOLUTION OR LETTER AUTHORIZING
APPLICATION AND PRIMARY CONTACT PERSON
Applicants must adopt the following as a resolution or letter and submit it with the application.
Applications without a completed and signed resolution or letter will not be considered.
Be it resolved that
act as sponsoring
(applicantllocal government unit)
unit for the project indentified as
on the state trunk highway(s)
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to be conducted during the period
through
(duration dates)
Be it further resolved
is hereby
(name of primary contact person)
authorized to apply to the Minnesota Department of Transportation for funding of this project on
behalf of
I certify that the
(applicantllocal government unit)
above resolution was adopted or approved by
(City Council or City/ County offical)
of on
(applicantllocal government unit) (date)
SIGNED: WITNESSED:
(signature) (signature)
(title)
(date)
(title)
(date)
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