Second Annual Friends Group Summit – Ralph A. MacMullan Conference Center

www.michigan.gov/DNR

Second Annual Friends Group Summit – Ralph A. MacMullan

Conference Center

Future Project Collaborations• Fund matching for success

• Blending state requirements with friends groups’ focus

www.michigan.gov/DNR

Overview & Introductions

• Who we are…..• Keith Cheli, Mackinac Regional Planner• Dan Lord, Development Program Manager

• Why we’re here…..• Interactive opportunity• Share information• Gather input

• Points of contact….(handouts)• Unit Supervisors• District Supervisors• Regional Field Planners & Rec. Specialists• Division Staff (planning & stewardship)

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Iron Sharpens Iron – Team Effort & Approach

• It’s critical to function as a team.

• Support one another.• Be informative.• Be respectful.• Set realistic goals.• Be patient.• Make it fun.• Celebrate success.

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What’s Changed in the Last Year

• Merger of State Forest recreation elements into the State Park system

• More campground, more trails, more Friends Groups• Restructuring of staffing • Blue Ribbon Panel to evaluate the long term focus and

efforts of Michigan State Parks• Diversity of projects Friends Groups are involved with

• Playgrounds• Spray parks• Trails• Site amenities • Historical restoration• Operational & maintenance work• Overall facility focus (Thompson’s Harbor & Rockport

example)

www.michigan.gov/DNR

How Projects are Funded

• Typically development projects fall into one of these categories

1. Division Based Project with Capital Outlay Funding or Grant2. Gift & Acceptance Policy Based Project3. Division Based Project with Organizational Funding

• All of these projects, because of being located on State lands, have specific requirements:

1. Align with the Department & Division goals2. Adhere to legal stipulations3. Internal reviews & approvals4. Permits & fees (environmental, construction, etc)5. Other agency reviews, inspections & approvals6. Quality standards

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Gift & Acceptance Policy

• Department policy 16.01-04• Defined procedure for accepting a

gift of a design and/or construction of a facility

• One version for large projects and a simplified version for site amenities

• Contractual agreement between an entity and the department addressing:

• Design, construction, inspections• Insurances, bonding,

indemnification• Who’s doing what, where and how

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Gift and Acceptance Policy Example –Bay City R.A.

• “Spray by the bay” spray park

• Over 100 individuals, corporate and foundation donors targeting $300,000

• Many in-kind and donated items

• Direct control over vendors, contractors, materials and services

• Differences in phase 1 (Friends) and phase 2 (State)

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Fund Raising Example Ideas

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Fundraising Match Program

• Initially conceptualized around playground projects in April, 2011

• Team assembled to lay the basic framework (Friends of Bay City, DNR Procurement, District Supervisor, Unit Supervisor, Division Development Unit)

• Looking for a flexible program compared to and modeled from the Recreation Passport local unit development grants and existing programs through Georgia and Wisconsin

• Intent – to leverage and match fund raising from state park friends groups and other qualified entities – Leveraging may consist of either a monetary grant or concurrent

purchasing and construction activities administered by PRD up to 50% of the total project’s cost

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Fundraising Match Program

• Evaluation & prioritization criteria:– Supports Parks and Recreation Division Strategic Plan Goals – Supports the Four Priorities of the DNR – Supports existing location Management & Stewardship Plans – Has been coordinated with and supported by the local state park or

recreation area through an approved work item proposal – Expands recreation opportunities – Addresses visitor/public health, environmental safety or security

problems – Expands or improves educational and interpretive programs – Restores habitat in a manner consistent with approved stewardship

plans – Renovates historical structures and monuments

www.michigan.gov/DNR

Fundraising Match Program

• Potential amount of annual funding = $350,000– $50,000 towards “small tier” projects ($1000 – $10,000 range)

• Examples: materials for maintenance / renovation projects, programs or events

– $300,000 towards “large tier” projects ($10,000 - $100,000 range)• Examples: new infrastructure items, utility upgrades, etc.

– Funds would need to be spent in 3 years• Application Periods

– Biannually, October 1st & April 1st

• Administered by the Division’s vacant Grant Analyst position

• Targeting October of 2012 to commence

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Steps to Success – Elements to be Considered as a Basic Checklist

•Take a deep breath and plan ahead (repeat as needed)!•Establish a consistent and inclusive basis for communication; this will help to add efficiency while minimizing confusion, misunderstandings & redundancies•Get a Work Item Proposal (WIP) approved (internal review process) by the Unit Supervisor; addresses location, improvement type & related details• Be aware of all applicable permits, codes, for federal & state law compliance

•Include barrier free accessibility of all elements, areas and features (ADA)• Utilize the Regional Field Planner as a resource

•These projects need to enhance recreational value while representing & supporting the PRD Mission

•The theme & character needs to include the natural setting &/or cultural & historical resources

•Don’t forget about the long term maintenance & operation plan as well as funding

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Now We’d Like to Hear from You!

• Questions about today’s presentation• Questions about projects that you’re currently working on• Input on the fund raising match program• Thanks for your time!