Summary of Program
INTRODUCTION
The goal of the Neighborhood Partnership Program is to improve city parks through a cooperative effort between community groups, The Houston Parks Board and the City of Houston Parks and Recreation Department.
PROJECT INITIATION
The initial step in creating a partnership project is for the interested civic group to submit an application to the Houston Parks Board via fax and/or email (713-942-7664 or deborah@houstonparksboard.org). This will include:
- Name of organization and contact person/contact info
- Name and location of park
- Description of the proposed work or project
PRELIMINARY REVIEW
The proposed partnership project will be assessed by the Houston Parks Board and the Houston Parks and Recreation Department to determine the benefits and feasibility of the project, and if the improvements "fit" within the needs of the park system. Also, if your park has recently received, or is scheduled to receive, public funding for improvements within the Capital Improvement Program, your park is not eligible for the Neighborhood Partnership Program.
LETTER OF INTENT AND PUBLIC INPUT
If the proposed improvements are supported by the Houston Parks and Recreation Department, Houston Parks Board, in coordination with the community group, will draft a Letter of Intent to confirm the intent of the project and the preliminary scope of the work to be done. The Houston Parks and Recreation Department may schedule one or more public meetings to allow members of the community to find out about the proposed improvements. These meetings will also allow the Houston Parks and Recreation Department to gauge the level of support or opposition to the project.
FUNDRAISING AND DONATIONS (private funds)
Following approval by the Houston Parks and Recreation Department, fundraising for design and construction may begin. In cooperation with the community group, Houston Parks Board will formulate a fundraising plan dedicated to funding improvements to the Park. It is paramount that all fundraising activities be coordinated with the Houston Parks Board, but the community group is expected to actively fundraise. Proceeds will be deposited into a trust account with the Houston Parks Board. A minimum of $5,000 will be needed to establish the account specifically for your project - unless other arrangements are made. Due to the Houston Parks Board’s 501(c)(3) tax-exempt status, all donations, either by individuals or businesses, are tax deductible. Donations can be made payable to The Houston Parks Board with the project/park name noted on the check or attached correspondence.
CITY RESOURCES (public funds or in-kind work)
If accepted into the Neighborhood Partnership Program and AT THE SOLE DISCRETION OF THE CITY OF HOUSTON, your project MAY be eligible for in-kind work from the City of Houston UP TO A VALUE OF $25,000 (i.e. buildings, trails, parking areas, etc.) OR matching funding UP TO $25,000 (if available in the Capital Improvement Program budget). Please note that the match is on a one-to-one basis, meaning that the privately raised funds must be in the Houston Parks Board account before the City will commit funds or in-kind work to the project.
LETTER OF AGREEMENT
Once the scope of work is agreed upon and a budget prepared, the Houston Parks Board will draft a formal "Letter of Agreement" for all three parties (the Parks and Recreation Department, the Houston Parks Board and the neighborhood organization) to sign. The Letter of Agreement outlines each party’s responsibilities, a preliminary project schedule, which elements of the work will be paid for with private funds in the Houston Parks Board account, and which elements of the work will be paid for with public funds through the Parks and Recreation Department. Private and public funds can not be mixed. It is also important to understand that if the Parks and Recreation Department can accomplish the elements for which it is responsible for less than $25,000, that will be the final amount of the City’s match. (For instance, if the Letter of Agreement calls for the Parks and Recreation Department to purchase and install benches and fencing and the work costs $20,000, that will be all of the funds spent by the City.) This Letter of Agreement is necessary to avoid future misunderstandings regarding project agreements and responsibilities.
PROJECT DESIGN
The Houston Parks Board’s Projects Coordinator will work with your group to select a consultant for preparing a design and, subsequently, the documents necessary to put the project out to bid for construction. The design consultant must enter into a contract with the Houston Parks Board before officially beginning design services. The Parks and Recreation Department and the Houston Parks Board must review and approve all plans and specifications prior to bidding. All invoices for design will be paid through the Houston Parks Board account.
BIDDING AND CONSTRUCTION
All funding must the in place before contract for construction is awarded. he Houston Parks Board’s Projects Coordinator will put the project out to bid to contractors on a select bid list. The bids will be evaluated by the Houston Parks Board and the design consultant to determine which contractor should be recommended for award. Once the construction agreement is approved, the contractor must enter into a contract with the Houston Parks Board before officially beginning construction. The Houston Parks Board’s Projects Coordinator and design consultant will monitor construction to insure compliance with plans and specifications. All invoices for construction will be paid through the Houston Parks Board account.
MANAGEMENT FEE
The Houston Parks Board will take a 5% management fee on all donations to manage the process from beginning to end, including all accounting reporting, design, and construction.
PROJECT COMPLETION
The Parks and Recreation Department and the Houston Parks Board will coordinate press releases, photographs, dedication ceremonies and other appropriate means of recognizing the project.
Tri-Party Master Agreement Sample
Community Representative Form
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