Community Projects in Parks Program (CP3)

Annual Agreements are reserved for established associations or organizations that would like to make a yearlong commitment to care for or make improvements to one or more parks. Any entity that can provide an Ohio Secretary of State issued articles of incorporation and provide documentation of a fiscal agent or sponsorship (if applicable) can be considered an established association or organization, including but not limited to: Community Development Corporations, Block Groups, Friends of Park Groups, or other non-profits. If an entity is not incorporated with the Ohio Secretary of State, it can be partner with an entity that is incorporated as long as the incorporated entity agrees to covers all liabilities on its behalf and the partnership is documented in the Annual Work Plan, including roles and responsibilities.

Annual Agreements require the association or organization submit an Annual Work Plan that details the projects and/or activities to be accomplished over the year. All projects in the Annual Work Plan must include a maintenance plan and commitment from the Project Sponsor, and provide an estimate of its useful life.

Examples of projects and activities in an Annual Agreement include, but are not limited to:

• General landscape maintenance and/or upkeep
  • Planting, mulching, weeding, and watering flower beds
  • Picking up trash and/or debris
  • Removing invasive species
  • Pruning trees and shrubs
• Painting or staining picnic tables, shelters, playgrounds, etc.
• Repairing or replacing existing amenities
• Constructing or installing new amenities (shelters, playgrounds, courts, etc.)
• Tree planting – see additional requirements below.
• Hosting community events – see additional requirements below.
• Public art – see additional requirements below.

Note: once an Annual Work Plan is approved, additional projects and/or activities can be added pending review and approval by the CP3.

One-Time Major Projects are less than 1-year projects that typically involve demolition, significant earth moving, and/or construction that could pose safety hazards or risks to the participants or public. Due to this complexity, if the Project Sponsor is not an established association organization required for Annual Agreements, documentation of a fiscal agent or sponsorship must be provided. If the proposed Major Project is within a park with an Annual Agreement by another entity, the agreement holder must approve the Major Project and accordingly get it approved in part of their Annual Work Plan, including the related maintenance plan and estimate of its useful life.

Examples of Major Projects include, but are not limited to:

• Constructing a new shelter, concession stand, playground, trail, etc.
• Renovating an existing large-scale amenity, such as mill & filling tennis courts, replacing a shelter, etc.
• Public art – see additional requirements below.

One-Time Minor Projects are less than 1-year projects that are typically small-scale and generally do not pose safety hazards or risks to the participants or public. Therefore, there is no limitation on who can propose a Minor Project for any park, including individual or groups of residents. If the proposed Minor Project is within a park with an Annual Agreement by another entity, the agreement holder must approve the Minor Project, but is not required to have it approved in part of their Annual Work Plan. However, all projects must include a related maintenance plan.

Examples of Minor Projects include, but are not limited to:

• General landscape maintenance and/or upkeep
  • Planting, mulching, weeding, and watering flower beds
  • Removing invasive species
  • Pruning trees and shrubs
• Painting or staining picnic tables, shelters, playgrounds, etc.
• Tree planting – see additional requirements below.

Tree Plantings projects in parks require a Forestry Tree Work Permit issued by the Department of Parks and Recreation’s Division of Urban Forestry. If the tree planting is a standalone project, the Forestry Tree Work Permit must be submitted to Urban Forestry first. Once approved, the CP3 will review the tree plantings for impact on operations and maintenance, and overall cohesion within the park. If the tree plantings is one part of a larger project, this should be described in the Annual Work Plan or Project Description and the CP3 will provide guidance on when to submit the Forestry Tree Work Permit as needed.

Hosting Events in parks require a separate permit issued by the Department of Parks and Recreation’s Division of Special Events. If an event is associated with a CP3 project, it should be described in the Annual Work Plan or Project Description, and the CP3 will provide guidance on when to submit the Division of Special Events permit, if approved. However, an event not associated with a CP3 project can proceed with the Division of Special Events permit at any time.

Public Art projects in parks require multiple approvals. First, the public art project should be described in the Annual Work Plan or Project Description in order for the CP3 to review its impacts on operations and maintenance, and overall cohesion within the park. Second, the public art will be reviewed by the City Planning Commission, including Design Review Committee. Third, the CP3 will review the public art again based on the approved design by the City Planning Commission.

Depending on the scale and complexity, the public art may need additional review by the City Building & Housing Department, and other applicable City departments, for structural soundness, which may include providing a structural/foundation plan and/or civil site plan stamped by a licensed engineer.

If the public art artist would like to retain ownership of the public art, an agreement with the City is required that stipulates the duration of the public art installation and maintenance throughout the installation period. If the artist does not remove the public art after the installation period or does not maintain the public art according to the agreed upon maintenance, the City reserves the right to remove the public art. The installation period and maintenance may be modified if agreed upon in writing by both the artist and City.

If the artist does not want to retain ownership, an agreement with the City is required that includes documentation that the artist gifts the public art to the City and waives the Visual Artists Right Act (VARA), provides a written maintenance plan for City use, and recognizes the City will maintain the public art to its best ability, which may include removing it if deemed necessary. This agreement must be approved by the Cleveland City Council, unless the Department of Parks & Recreation, or other applicable department, commits in writing to maintain the public art according to the provided written maintenance plan for the duration of anticipated life span of the public art.

Please provide as much details as possible, including photographs, conceptual designs, renderings, etc.

1. Prepared on letterhead of association or organization
2. Description of the association or organization
   • Mission
   • Membership
   • Any demonstrated ability to accomplish the proposed work plan or similar
3. 8” x 11.5” map of the park(s) showing locations of the proposed work plan elements
   • The City can provide a park map for use (as requested)
4. Detailed description of the proposed work plan
   • What are the projects?
   • Where are the projects?
   • What is the goal of the projects?
   • How will the projects get accomplished?
     • Hired contractors, volunteer labor, etc.
   • What is the sequencing of projects over the one-year period?
   • Will existing amenities or uses be temporarily or permanently displaced?
   • What is the useful life of the projects?
5. Detailed description of maintenance plan/commitments
   • Who, what, where, and when?
6. If Public Art projects are proposed, see ‘Additional Details For Public Art Projects’ below

Please provide as much details as possible, including photographs, conceptual designs, renderings, etc.

1. Description of the association, organization, or other group proposing the project
   • Mission
   • Membership
   • Any demonstrated ability to accomplish the proposed project or similar
2. 8” x 11.5” map of the park showing location of the proposed project
   • The City can provide a park map for use (as requested)
3. Detailed description of the proposed project
   • What is the project?
   • Where is the project?
   • Who is the target audience?
   • What is the goal?
   • How will the project get accomplished?
     • Hired contractors, volunteer labor, etc.
   • What is the timeline?
   • Will existing amenities or uses be temporarily or permanently displaced?
   • What is the useful life of the projects?
4. Detailed description of maintenance plan/commitments
   • Who, what, where, and when?
5. Approval by Annual Agreement holder (if applicable)

If Public Art projects are proposed, see ‘Additional Details For Public Art Projects’ below.

Please provide as much details as possible.

1. Current resume of artist and portfolio of previous work
2. 8” x 11.5” map of the park showing the exact location of the proposed public art
   • The City can provide a park map for use (as requested)
3. Detailed summary of the proposed public art, as applicable:
   • Conceptual design and/or rendering
   • Photographs
   • Dimensions
   • Weight
   • How will the public art be visible to and/or interacted with the public?
   • How was/is/will the community involved and supportive?
   • Is City Council involved and/or supportive?
4. Detailed description of the delivery and installation process, as applicable:
   • How will the public art be delivered to the site?
   • How will the public art be installed?
     • Foundation? Mural paint? Mounting?
   • What is the anticipated installation time and length of time to install?
     • Will installation be done by the artist or by hired contractors?
5. Detailed description of maintenance plan/commitment
   • Who will be responsible for maintaining the public art while on display?
   • How will the public art be maintained?
   • What is the length of commitment to provide maintenance?
6. Anticipated duration of the public art installation
   • Will the public art be permanent or temporary?
     • If temporary, what is the duration?
     • If permanent, what is the anticipated life span of the public art?

The purpose of providing articles of incorporation is to validate the existence of the association or organization proposing the project. Visit the Ohio Secretary of State's Business Search website to download articles of incorporation.

The purpose of providing documentation of a fiscal agent or sponsorship, if applicable, is to validate the association or organization proposing the project is financially capable of executing the project.

The purpose of providing a certificate of insurance (COI) is to validate the association or organization proposing the project has adequate insurance to cover third-party claims of injury, property damage, or negligence. The COI must (1) cover at least $1,000,000, (2) list the City of Cleveland as additionally insured, and (3) list the location of the proposed project in the “description of location” box.

Please note: a COI is not intended to be required for small-scale projects at this time; however, the Department of Law is reviewing this provision, so a COI may be required until a final determination is made.