SUBJECT:
Title
A Resolution of the Town Council of the Town of Erie Approving a Reimbursement Agreement with Grandview at Erie Homeowners Association as part of the Erie Neighborhood Improvement Program
Body
DEPARTMENT: Parks & Recreation
PRESENTER(S): Luke Bolinger, Development & Neighborhood Services Division Manager
FISCAL SUMMARY:
Cost as Recommended: $100,000.00
Balance Available: $100,000.00
Budget Line Item Number: 100-50-110-605000-100425
New Appropriation Required: No
POLICY ISSUES:
This agreement is consistent with Council’s previous support for creating the Erie Neighborhood Improvement Program, which is intended to ensure all Erie residents, including those in older developments, continue to have equitable access to recreational amenities.
STAFF RECOMMENDATION:
Recommendation
Approve the Resolution on the Reimbursement Agreement with Grandview at Erie Homeowners Association
End
SUMMARY AND BACKGROUND OF SUBJECT MATTER:
In the late 1990s and early 2000s, previous Town Boards and administrations made land planning decisions that comingled the ownership and maintenance of certain outlots and tracts of land in Town. There are numerous instances where the Town holds the deed to a tract or outlot and a Homeowners’ Association (HOA) assumed the maintenance responsibility through the annexation or development agreement process.
While the ownership and maintenance designation is fairly straightforward and uncontroversial, the responsibility for replacing the aging infrastructure is less clear. As park facilities in such areas age and need to be replaced, the need for clear policy direction on this matter was clear.
The Town no longer comingles ownership and maintenance of tracts or outlots, so recent development and associated documents clearly define ownership and maintenance responsibility, including replacement. However, staff learned through our community conversations that HOAs are either unable or unwilling to fund the capital replacement of the infrastructure they are responsible for maintaining, regardless of who owns the property. As playgrounds and amenities reach the end of their useful life, if they are removed and not replaced, residents in those areas have less access to meaningful park and play amenities. As with new development, the Town should continue to ensure that Erie residents in older developments continue to have equitable access to recreational amenities.
As part of the adopted 2024 Budget, the Town Council approved funds to support Homeowner’s Associations (HOAs) with much needed capital improvement projects for updating amenities in their pocket parks. To manage the funds, staff created the Erie Neighborhood Improvement Program in 2023, which is an application-based program that evaluates projects based on need, community engagement, and benefit to the community. The program requires applicants to submit a narrative describing their project, community engagement efforts with residents, the urgency/need for additional funding, a budget, timeline, and a resolution from the HOA board supporting the project. This is all intended to ensure the project has neighborhood support, that matching funds are secure, and the project can be completed. This program is open to all HOAs or metro districts that maintain pocket parks within their development; Town-owned and maintained neighborhood parks are not eligible for these funds.
This year, the Town received three applications requesting a combined $211,250 for the available $100,000 in funding available for FY2024. Project descriptions can be found in Exhibit A of this agenda item.
Funding Recommendation
A staff review group comprised of Parks, Recreation, and Development & Neighborhood Services staff reviewed the applications and accompanying materials and recommend Council award project reimbursement funding to the Grandview at Erie HOA Playground Makeover. Following approval, staff will host a project kickoff workshop with the HOA to ensure the project is completed following the Town’s construction standards and specifications. The HOA will manage the project along with a certified playground installer which is scheduled to take place this summer and fall. Reimbursement funds are released to the HOA upon project completion. The HOA is contributing $325,000 to the overall project cost.
COUNCIL PRIORITY(S) ADDRESSED:
ü Attractive Community Amenities
ü Engaged and Diverse Community
ü Small Town Feel
ü Safe and Healthy Community
ü Effective Governance
ü Fiscally Responsible
ATTACHMENT(S):
1. Resolution
2. Reimbursement Agreement
3. Exhibit A - Project Descriptions