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HomeMy WebLinkAbout03-03-2015 SS2 Neighborhood Match Grant ProgramCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number FROM: Derek Johnson, Community Development Director Prepared By: Brian Leveille, Senior Planner SUBJECT: REVIEW OF NEIGHBORHOOD MATCH GRANT PROGRAM RECOMMENDATION 1. Receive a presentation on Neighborhood Match Grants. 2. Provide direction to staff regarding initiation of a neighborhood match grant program. BACKGROUND Major City Goal – Continue and Enhance Neighborhood Wellness Initiatives Support of neighborhood led initiatives is one of five distinct work programs designated in the FY 2013-2015 Neighborhood Wellness Major City Goal. A task toward implementation of neighborhood initiatives included obtaining Council direction for guidelines and process for “Neighborhood Match” grants for neighborhood improvement projects. In consideration of the Land Use and Circulation Element Update effort, the work program timing was adjusted as part of the last Major City Goal status report to seek Council direction in March of 2015. The updated LUCE policies and programs are now available to inform development of the neighborhood match grant program. Staff is seeking initial Council direction prior to beginning outreach efforts with residents so a more refined program can be returned in the near future for further review and potential program adoption. DISCUSSION Neighborhood Match Grants are a type of program where “grants” are provided to fund neighborhood-sponsored projects. In most examples, the jurisdiction matches the neighborhood contribution up to a certain limit for expenses essential to the completion of the approved match project. The neighborhood contribution often takes the form of volunteer labor, supplies, rental costs, materials, costs for professional services (design, engineering, project management) and/or donated value of services or goods. There are a wide variety of projects which could be considered to qualify for a neighborhood match program including:  Neighborhood Entry Signs and gateways  Traffic and landscaping enhancements  Benches and gathering amenities  Art projects  Play equipment and amenities 3/3/15 SS2 SS2 Neighborhood Match Grants Study Session Page 2 In addition to projects which involve physical improvements, other jurisdictions have included non-physical project types such as:  Arts and Culture events  Setting up a neighborhood website  Organizing a clean-up day  Neighborhood organizing efforts  Public Safety programs and/or awareness campaigns Examples of similar programs are in operation in larger jurisdictions which typically have more organized and defined neighborhood districts. The City of Bellevue, Washington, has a well- established program which has completed over 200 projects since its inception in 1997. Bellevue’s program includes well defined project requirements, evaluation criterion, qualifying projects, and a listing of qualifying expenses for which grant funds can be used for reimbursement. Programs in California which are larger in scale include the San Francisco Community Challenge Grant Program, County of Monterey’s Neighborhood Grants Program, and San Diego’s Neighborhood Reinvestment Program (Attachment 1, examples of neighborhood match programs). General Plan Policy and Program – Land Use Element The updated Land Use Element includes the following guidance that could be implemented through a successful Neighborhood Match Grant program. 2.11 Neighborhood Identity The City shall work with residents to address neighborhood specific issues including enhancing a sense of place within neighborhoods. 2.12 Neighborhood Wellness Action Plans To help residents preserve and enhance their neighborhoods, the City shall: A. Work with residents that request assistance to prepare neighborhood plans that empower them to shape their neighborhoods; B. Help devise strategies to help stabilize the rental/owner ratio, to maintain neighborhood character, safety, and stability; C. Help identify neighborhood problems, and undertake a wide range of focused development-review, capital-improvement, and code-enforcement efforts; D. Encourage the formation of voluntary neighborhood groups, so residents can become involved early in the development review process; E. Involve residents early in reviewing proposed public and private projects that could have neighborhood impacts, by notifying residents and property owners and holding meetings at convenient times and places within the neighborhoods. F. Provide appropriate staff support, and train all staff to be sensitive to issues of neighborhood protection and enhancement. SS2 Neighborhood Match Grants Study Session Page 3 Considerations There are a number of key factors that Council will need to consider in the formation of the Neighborhood Match Program. Following Community Outreach and further program refinement, when the item returns to Council, staff will provide an analysis of program options along with a table and/or decision matrix to assist with Council discussion and decisions. Here is a partial list of considerations, which staff has initially identified: Goals of the Program: Establishing goals and intent for the program can guide decisions on the establishment of evaluation criteria. Goals could focus on a number of desired goals for overall community benefit including the enhancement and beautification of neighborhoods, encouragement of community participation, improvement of the environment (clean up days, restoration projects), promotion of cultural events (i.e. arts, historical preservation, festivals), and youth development and education. Eligibility: It will need to be established which groups and individuals are eligible for the program. Neighborhood Match Fund programs typically have open and inclusive requirements in order to engage a diverse group of community members. Grant funds could not be used for any purposes prohibited by laws governing the use of public funds, including but not limited to, religious, political campaigning, or purely private purposes or activities. Award amounts: The total number of grant awards on an annual basis and maximum amount of each grant will have to be determined. Other jurisdictions have provided different levels of awards with smaller grant awards having lower level review and a shorter approval timeframe. Staff will return with details of a proposed pilot program to include small award amounts that would be reviewed by an advisory body with final approval at the Community Development Director level based on evaluation criteria. Staff suggests beginning with a pilot program of $5,000 for the first year with individual awards limited to a maximum of $1,000 each; and potentially allocating $10,000 for the second year. More significant community initiated projects requesting grant amounts over $1,000 could require Council approval. The larger match grant applications may need to include a more extensive review and outreach effort to confirm neighborhood support for the proposed project, and to determine whether prevailing wage issues are triggered. Qualifying projects: Criteria will need to be developed to describe the types of projects that can qualify for the match grants program. In order to provide maximum flexibility and inclusiveness, the criteria could be very broad, only stipulating that the project must demonstrate a public benefit and be open to all members of the public, and occur within City limits. Qualifying expenses: Expenses which qualify for match grants would need to be pre- approved. The match provided by neighborhood members could include volunteer labor, project management costs, donated or incurred expenses for professional services, purchased or donated materials and/or equipment rental costs, facility rentals, marketing materials, etc. The match grant application would need to provide a complete listing and cost estimate for all proposed qualifying expenses. SS2 Neighborhood Match Grants Study Session Page 4 Match grant application ranking: If the amount of funding requested in applications exceeds the allocation for the program, ranking criteria would need to be in place. The City of Bellevue provides priority for projects which have the greatest potential to enhance the entire community and that will benefit a larger number of people. A point system could be developed to score projects in accordance with how they meet program objectives. Review process: Proposed match grant applications should demonstrate neighborhood support from those living in the vicinity of the project; demonstrate the feasibility and timing of the project;, and show that the project meets the goals of the program to promote community benefits and well-being. Staff anticipates match grant applications will undergo an advisory body review process. The Human Relations Commission may be the appropriate body for this process due to its focus on community social issues and current duties administering the Grants-in-Aid program. As an alternative, the Promotional Coordinating Committee could administer the grant program. Staff will make a recommendation regarding the review process when the program details are brought back for Council review. Program Coordination/Management: A lead City staff member will need to be designated to administer the program. Just a few of the anticipated duties include application evaluation, coordination with relevant City Departments, neighborhood outreach, verification of expenses, reimbursement disbursement, and project closeout to verify projects have been implemented consistent with match grant approvals. FISCAL IMPACT Staff recommends beginning with a pilot program. Ultimately, the Council will need to approve a budget for the match grant program. Based on Council direction, the Community Development Department could include match grants in its budget request for FY 2015- 2017. Staff estimates an amount of $5,000 in FY 2015 and $10,000 in FY 2016 to be adequate for the pilot program. Staff resources will need to be allocated to initiate the pilot program and staff will explore with other communities the staff time commitment required to run a successful program. NEXT STEPS Staff has identified a number of considerations in implementing a Neighborhood Match Program. Fortunately, there are a number of existing programs in other areas which the city can look to for ideas and guidance in developing a program for San Luis Obispo. Staff continues to research neighborhood grant programs in other jurisdictions and conduct discussions with key staff involved in the administration of the programs to assess how programs are performing, and to gain any insights which could assist in the formation of a similar program in San Luis Obispo. Following Council direction, staff will be seeking community and neighborhood input on various aspects of the program including potential projects, program requirements, and many of the considerations identified above. Staff anticipates returning to Council with initial program recommendations in early summer 2015. SS2 Neighborhood Match Grants Study Session Page 5 ALTERNATIVES 1. Continue the study session if more information is necessary in order to provide direction to staff on initiation of a Neighborhood Match Grants Program. 2. Determine that further program development for Neighborhood Match Grants is not desired at this time and discontinue further discussion on the item. ATTACHMENTS 1. Neighborhood Match/Grant programs from other jurisdictions (City of Bellevue, City and County of San Francisco, City of Seattle) SS2 THIS PAGE IS INTENTIONALLY LEFT BLANK NeighborhoodMatchProgramInformation Background TheMatchProgramwasestablishedtohelpfundsmallneighborhoodimprovementprojectssuch asentrysignsand/orlandscapingprojectswhich: EnhanceandbeautifyBellevue’sneighborhoods; Encourageparticipation;and Fosterasenseofcommunityandneighborhoodpride. Thisprogramcurrentlyprovidesfundingannuallyforthesesmall-scaleimprovements.TheCity provides upto $10,000perproject,andforeverydollarawardedbytheCity,thecommunityis requiredtoprovideanequalorgreatermatchconsistingofcash,professionalservices,building materials,and/orvolunteerlabor(currentlyvaluedat$12/hour). ProjectRequirements InordertoreceivematchingfundsfromtheCity,theprojectmustmeetthefollowingcriteria. 1.Theprojectmusthaveneighborhoodsupport. 2.Itmusthavewrittenapprovalfromalladjacentpropertyowners. 3.Itmustmeetallcitycodesandconformtoalldepartmentalpolicies. 4.Theprojectmustobtainallcitypermitsrequiredforconstruction. 5.Itmustbedesignedforlowmaintenanceandbemaintainedbyneighborhoodvolunteersora contractorhiredbytheneighborhood,andamaintenanceagreementmustbesigned acknowledgingthis. 6.Iftheprojectincludesanyutilityinstallation(e.g.,lighting,irrigation,etc.),theCitywillnot participateinthecostofthataspectoftheproject,norwilltheCityassumeanyongoingcosts (i.e.,water,electricity,repairs,etc.).Residentscannotusemoneysspentforinstallingsuch improvementsaspartoftheir50%match. 7.ItmustbewithintheCity’slegalauthority(e.g.,cannotbeonprivateproperty). 8.Itmustinvolveresidentsinallphasesofimplementation. 9.Completionmustbefeasiblewithinoneyearfromprojectapproval. EvaluationCriteria 1.Projectsthatincludevolunteerlaborfromtheneighborhoodwillbegivenhighestpriority. 2.Prioritywillbegiventoprojectsthatprovideaestheticimprovementsthatenhanceand/or improvetheentirecommunity. 3.Projectsthatwillbenefitalargenumberofpeoplewillhavehigherprioritythanthose affectingasmallernumber. 4.Projectswillbefurtherprioritizedbasedonthepercentageofresidentsintheareawhoare participating,thedegreetowhichtheprojectisdesignedandreadytogo,aswellasthelevel ofdemonstratedsupportfortheproject. 5.Neighborhoodsreceivinggrantsinthepreviousyearwillhavelowerpriority. 6.Neighborhoodswhosubmitmultipleprojectsmayonlyreceivethemaximumof$5,000for bothprojectsifthereiscompetitionforthefunding. Attachment 1 SS2 ProjectImplementation Oncethefundsareawarded,aprojectmanagerfromtheCityofBellevuewillworkwitha neighborhoodcoordinator(typicallytheprojectrequestor)tofinalizetheprojectdesign, determinetheschedule,andassistwithanypermitsthatmayberequired.Barringunforeseen circumstances,projectsshouldbecompletedinthesamecalendaryearinwhichthefundsare awarded. Maintenance Onceprojectsarecompleted,itbecomestheresponsibilityoftheneighborhood,schooldistrict, orotherappropriateorganizationtomaintaintheimprovements(exceptinlocationswhereit wouldbeimpracticaltodoso).ThisisacknowledgedontheapplicationviaaMaintenance Agreement,whichmustbesignedbyaminimumofthreeneighborhoodrepresentatives.The agreementsimplystatesthecitywillparticipateintheconstructionoftheprojectbutwillnot assumeanyongoingcostsformaintenanceunlessspecifiedotherwise. Reimbursementoffundstoneighborhood Allcostsoftheprojectwillbecoveredbytheneighborhoodandwillbereimbursedbythecity uptotheamountoftheawardgrant.Applicantswillsubmitadetailedaccountingofvolunteer laborhours,totalcashcollectedfromresidents,originalreceiptsshowingvalueofdonated professionalservicesand/orreceiptsforpurchasedmaterials.TheCityofBellevuereservesthe righttodenypaymentforitemsdeemedinappropriateforMatchProgramFunding. QualifyingExpenses Inconsideringneighborhoodrequestsforreimbursement,theCitywillreimburse–uptothe amountofthegrantaward–onlythoseexpenseswhichareessentialtothecompletionofthe approvedMatchProject. Totalreimbursableexpensesinclude:Thecostofbuildingorlandscapingmaterials;the costofrefusecollectionordumpingfeesassociatedwiththeproject;thecostof professionalservicesfordesignorengineering;thevalueofdonatedlaborforsite preparation,construction,andclean-up.Eligiblelaborhoursarethosephysicalhours spentonconstructionoftheproject. Thevalueofanydonatedprofessionalserviceswillbeconsideredtooffsetactual expenditures.(Adetailedaccountingofservicesisrequiredtodeterminefairmarket valueofthedonation.) Non-reimbursableexpensesincludesuchitemsas:refreshments;volunteerlaborfor projectplanningandcoordination;oranyexpensesnotapprovedaspartoftheoriginal MatchProjectaward. Questions ContactYingCarlson,NeighborhoodOutreachTeam,at425-452-4342ore-mail Ycarlson@bellevuewa.gov. Attachment 1 SS2 11 1 SF Community Challenge Grant Program Guidelines CCG Guidelines Fall 2014 The San Francisco Community Challenge Grant Program (CCG) provides funding to community groups, businesses, schools and nonprofit organizations to make physical improvements to their neighborhoods. The CCG focuses on projects that directly engage residents and businesses in creating green spaces, gathering places, gardens, mini-parks, public art, and other neighborhood amenities featuring and applying ecologically friendly amenities and practices. The program is an important tool for building strong San Francisco neighborhoods by facilitating community participation, stewardship, and responsibility by allowing groups to take the lead in conducting small-scale improvements in their own communities. CCG goals are to: • Promote physical improvements and greening of public spaces • Engage residents and businesses in creating welcoming places for residents to play, gather and build community • Use greening projects to support and promote community participation, neighborhood stewardship, and address issues of importance to residents and others Eligibility The following entities are eligible to receive funding: 1) nonprofit organizations, 2) community or neighborhood groups, 3) local businesses, and 4) schools. CCG funds are issued to nonprofit organizations with a 501(c) 3 status. Local businesses, schools, or groups formed solely for the purpose of performing a community project in their neighborhood must have a nonprofit fiscal sponsor. If your group requires help locating a fiscal sponsor, contact Lanita Henriquez, CCG Program Manager at (415) 554-4830. Funding Levels You may apply for funding in one of three levels. Each level, the awardee must provide a match of cash, volunteer labor (valued at $12.00/hr), donated materials and/or supplies, or services. Funding Level Small Scale Mid - Scale Large Scale Budget Size $15,000 or less $15,001 - $30,000 $30,001 - $100,000 Project Duration Up to 9 months 9 – 12 months 12 – 18 months Required Match 50% 35% 25% Grant Priorities Grants fund community-driven initiatives that beautify the neighborhood, enhance public spaces in the community, and/or restore the natural ecology of an area. This year, CCG is interested in projects where greening is a meaningful component. Funding supports projects that present thoughtful, well-planned strategies for: • Creating physical improvements to public spaces • Planting native species • Planting or improving community gardens, gathering or open space areas • Making public spaces more accessible and inviting • Creation and installation of Public Art Attachment 1 SS2 22 2 SF Community Challenge Grant Program Guidelines CCG Guidelines Fall 2014 Projects should fit into one of the following funding categories: • Urban Forestry and Landscaping o Planting trees, landscaping sidewalks, creating open space area, and/or community garden(s) with excess or unused public space. These projects should consider drought conditions and use native plants when possible. • Public Art o Creating mural(s), sculpture, or other public art projects. • Gathering Place/Space Enhancements o Installing or upgrading benches, ledges, planters and other forms of seating, community boards, special paving/mosaic treatments, and other amenities which create spaces that attract people to make use of the public space in their neighborhood. • Physical Improvement or Maintenance Projects in this area must not duplicate current City maintenance efforts. o Improvement of the appearance and/or enhance the unique character of an area o Removing graffiti and abating litter problems within the neighborhood, engaging local residents and/or businesses in the graffiti and/or litter removal process o Piloting an innovative approach to street and sidewalk maintenance while engaging local residents and/ or merchants. Each project should: • Have a 5-year plan for the following: o 1) Ongoing maintenance after completion o 2) How it will ensure low waste and environmental impact during and after project completion. • Emphasize self-help and should involve neighborhood residents in the planning and implementation of the project • Include installation of interpretive signs explaining the function of the project to the public and naming the project partners and funders, including their logos. Projects must NOT: • Duplicate or replace funding for an existing private or public program • Duplicate existing maintenance programs • Conflict with existing City policies Application Review Process The CCG Advisory Committee (CCGAC), a seven-member committee comprised of individual community members appointed by the City Administrator reviews and scores applications based on the stated Evaluation Criteria. The CCGAC submits funding recommendations to the City Administrator who then decides on final award decisions. Attachment 1 SS2 33 3 SF Community Challenge Grant Program Guidelines CCG Guidelines Fall 2014 Evaluation Criteria Points Capacity: Demonstrates ability to complete and sustain project 10 Community Need: Describes a compelling need for the project in the community (uses data) 15 Community Building: Brings the community together in some way 10 Community Involvement: Includes substantive volunteer participation and demonstrates support from neighbors and other beneficiaries 10 Design & Impacts: Presents Sound/feasible project design & describes its impact 20 Uniqueness: Articulates unique identity of neighborhood through use of local artists or artisans, referencing local history or culture 10 Partnerships: Involves local businesses and other partners to leverage grant funds 5 Sustainability: Uses sound ecological principles (e.g. native landscaping, use of reused and recycled materials etc., plans for waste removal during and after project) and presents plan for project maintenance for up to 5 years 5 Budget: Cost and match are reasonable and feasible based on project design and scale 15 Fiscal Sponsorship Fee and Administrative Cost Fiscal Sponsors may receive a fee of no more than 15% of the total grant award. Administrative costs should not exceed more than 10% of the project budget. These costs should appear in the budget submitted with this application. Applicants should be prepared to justify that the administrative costs are necessary and directly related to the proposed project. Match Requirements For every dollar requested the applicant must provide at least a 50% match for small scale projects, a 35% match for mid-scale projects, and a 25% match for large scale projects. The level of match shall be considered as a proportion of total project cost, and applicants must keep detailed records of all expended match. The following are requirements for eligible match. · The match must be realistic and appropriate for the project. · The match must be well-documented. · The amount and type of match must be appropriate to the needs of the project. The applicant must be prepared to justify that each element of the match, in the amount proposed, is required to complete the project. · At least 10% of the match must come from the group itself rather than from other sources of funding. · All volunteer labor is valued at $12.00/hr. Time spent on fundraising, designing or organizing can be counted after an award is granted. · Labor for ongoing maintenance after the project is completed may not be counted toward the required match. Attachment 1 SS2 44 4 SF Community Challenge Grant Program Guidelines CCG Guidelines Fall 2014 Monitoring and Reporting Requirements Staff will conduct site visits to view and document the progress of the project. Applicants will be required to submit detailed quarterly reports documenting key milestones, including photo records of each phase of the project. Within thirty-days of project completion a detailed final report outlining the entire project must be submitted with photo records. Funding and Reimbursement This is a cost reimbursement contract and funded entities must expend dollars, document their expenditures, and submit invoices for payment. Awardees CANNOT begin projects or submit invoices for expenditures made prior to entering into a grant contract with the CCG. All awardees must enter into a contract within three months of award notification for all projects. To receive reimbursement awardees will be required to submit payment request forms with supporting documentation, including copies of receipts, cancelled checks, credit card statements, payroll journals, and timesheets. All invoices will undergo review and auditing by CCG accounting staff and the City Controller before disbursements of reimbursements. Additional Information Projects requiring City permits must speak with the appropriate department staff to discuss the process and timeline required to obtain them. Please discuss how permitting will affect implementation of your project in the design section of the proposal narrative. This should occur prior to submitting an application. Projects on private property must include written permission from property owner(s) of the proposed site location. Public art project submissions must include sketches of the proposed design as well as a written description of the theme, and bio of the artist(s) that includes a history of their past work. Consistent with all community initiated projects implemented on publicly owned property, before a project under this program is finally approved for implementation / construction, the applicant for the specific project will have obtained permits, approvals, and/or required authorization from all City departments with regulatory jurisdiction over the project and all the issues regarding City acceptance of the project (if it will become a City-owned resource), future maintenance, and liability of the project improvements will have been addressed to the satisfaction of all City departments with jurisdiction over the project. Attachment 1 SS2 There are three funds within the Neighborhood Matching Fund Program: SMALL SPARKS FUND SMALL AND SIMPLE PROJECTS FUND LARGE PROJECTS FUND AWARDS Up to $1,000.Up to $25,000.Up to $100,000. APPLICATION DEADLINES Applications accepted year-round. Applications must be received at least six weeks prior to the start of the project. February 3, 2014 June 2, 2014 October 6, 2014 May 5, 2014* *Attendance at Mandatory LPF workshops is required. NOTICE OF DECISIONS Within two weeks.Within eight weeks.Within three months. CONTRACTS WITH CITY Within one month from award notification date. Within one month from award notification date. Within one to four months from award notification date. 2014 Guidelines What is the Neighborhood Matching Fund? Seattle’s uniqueness and quality of life is tied to strong neighborhoods and active residents. The Neighborhood Matching Fund (NMF) program was created in 1988 to provide neighborhood groups with City resources for community-driven projects that enhance and strengthen their own neighborhoods. All projects are initiated, planned and implemented by community members in partnership with the City. Every award is matched by neighborhoods’ or communities’ resources of volunteer labor, donated materials, donated professional services, or cash. A part of the Seattle Department of Neighborhoods, NMF promotes collaboration between the City and the community. Community building is core to project success: the process of bringing people together and building relationships is as important as project results. Since 1988, the Fund has awarded more than $49 million to over 5,000 projects, with a community match of nearly $72 million. Projects have involved a total of nearly 86,000 volunteers who have donated close to 574,000 work hours. Who Should Apply? All applicant groups must be open and inclusive, actively engage diverse community members, and be significantly composed of people who live and/or work in Seattle. Groups can have only one NMF project open at a time across all Funds. SMALL SPARKS FUND APPLICANTS n Formal and informal neighborhood and grassroots community groups with annual organizational budgets of less than $25,000. (If a group does not have a tax identification number, it must use a fiscal sponsor for funding requests of $600 or greater.) SMALL AND SIMPLE PROJECTS FUND APPLICANTS n Neighborhood-based groups, community-based organizations, ad hoc groups and business groups who want to do a project to build stronger connections in their neighborhood. n Community groups that do not have a geographic base, such as a racial or ethnic group, LGBTQ groups, a disability community, etc. LARGE PROJECTS FUND APPLICANTS n Neighborhood-based groups, ad hoc groups and business groups who want to do a project to build stronger connections in their neighborhood. LPF applicants and projects must be based in a specific neighborhood.Date revised: December 5, 2013 Attachment 1 SS2 SEATTLE DEPARTMENT OF NEIGHBORHOODS 2014 Neighborhood Matching Fund Program page 2 What We Fund To be considered for funding, a project must demonstrate its capacity to build a stronger and healthier community. Projects must: n Provide a public benefit and be free and open to all members of the public. n Emphasize self-help, with project ideas initiated, planned, and implemented by community members who will be impacted by the project. n Demonstrate community match. n Occur within the Seattle city limits. NMF AWARDS GENERALLY FALL WITHIN THESE PROJECT TYPES: n Physical Improvements n Non-physical Projects n Race and Social Justice n Youth-initiated n Planning and Design n Community Organizing What We Do Not Fund NMF AWARDS ARE NOT MADE TO: n Individual persons. n Individual businesses, religious organizations, government agencies, political groups, district councils, universities, hospitals, or newspapers. n Organizations outside the City of Seattle. n Applicants who have failed to successfully carry out NMF projects funded in the two preceding years. NMF AWARDS CANNOT BE USED TO: n Duplicate an existing public or private program. n Support programs or services. n Replace funding lost from other funding sources. n Pay for an organization’s operating expenses not directly related to the awarded project. n Purchase land or buildings. n Pay for out-of-city travel expenses, or any lodging/ hotel expenses. Pay for private transportation expenses including mileage, gas, insurance, car rentals, etc. n Pay for expenditures or financial commitments made before the organization is under contract with the City of Seattle. n Rent or purchase the use of Bouncy Toys. Eligible Expenses NMF funding can be used to cover expenses directly related and proportionate to the project. Below are the four expense categories with examples of typical items, which are not intended to be all-inclusive. PERSONNEL Project management costs may not exceed 10 percent of the total project award (project manager, volunteer coordinator, community organizer). PROFESSIONAL SERVICES Examples of expenses related to professional services include: n Permits (for special events, construction, etc.). n Professional consultants (web designer, landscape architect, graphic designer, etc.). n Artists (DJ, performing artists, etc.). n Services (fiscal sponsorship, translation, interpretation, printing, advertising, etc.). [NOTE: interpreters and translation services are highly encouraged for public events, meetings, announcements, etc.] n Commercial General Liability (CGL) Insurance. SUPPLIES AND MATERIALS Examples of expenses related to supplies and materials include: n Landscaping materials (soil, shrubs, plants, mulch, rocks, logs, etc.). n Tools (shovels, rakes, etc.). n Educational supplies (art supplies, books, manuals, etc.). n Facility rental (meeting space, event venue, etc.). n Equipment rental (audio visual, tents, tables, etc.). n Playground equipment (play area structures, benches, etc.). n Marketing materials (t-shirts, flyers, brochures, educational materials, ads, etc.). [NOTE: all such materials created for the project must acknowledge NMF support.] n Public transportation tickets or passes. n Food expenses (cannot exceed $200 for Small Sparks, or $1,000 for Small and Simple projects or Large projects). CONSTRUCTION/CAPITAL Examples of expenses related to construction include: n Demolition, grading, and other activities related to site preparation. n Utilities work (water retention, sewer connection, etc.). n Electrical work (site lighting, electrical service, transformer, etc.). n Concrete work (sidewalks, ADA ramp, seat walls, etc.). n Irrigation (connections, control box, piping, spray sprinklers, etc.). n Environmental, including food security and climate protection n Public School Projects n Arts and Culture n Events (funded one time only) Attachment 1 SS2 SEATTLE DEPARTMENT OF NEIGHBORHOODS 2014 Neighborhood Matching Fund Program page 3 Applicant Steps Step 1 Review program guidelines. Step 2 Register at webgrants.seattle.gov and receive a password. (It can take up to 48 hours to receive a password). Step 3 Contact an NMF project manager at (206-233- 0093) to discuss project eligibility and feasibility. Step 4 Secure permission from property owner(s) (if applicable) and research regulations. If the project involves use of, or changes to, property that the applicant organization does not own, written permission from the owner must be submitted with the application. Permit costs, if any, can be included in the NMF budget. For improvements to City property, the appropriate City department will provide permission and approval during the application review process. Step 5 Determine resources needed and total project budget. Determine the resources that will be required to complete the project. Determine which of these the applicant organization can supply and which will need City funding. Step 6 Confirm and document all match resources (as outlined on page 5). Step 7 Submit draft application for to project manager to review and provide feedback. Please allow at least 5 working days for a response. Step 8 Complete and submit a final application at webgrants.seattle.gov. 2013 Arts in Nature Festival: 2012 Small and Simple Project, awarded $20,000. ADD LINK: http://webgrants.seattle.gov/index.do ADD LINK: http://webgrants.seattle.gov/index.do Gathering Buildings for Beacon Food Forest: 2012 Large Projects Fund, awarded $86,295. Attachment 1 SS2 SEATTLE DEPARTMENT OF NEIGHBORHOODS 2014 Neighborhood Matching Fund Program page 4 Application Components NMF applications have four sections that are reviewed and rated for a total of 100 points. A successful application will include completed and detailed sections that let reviewers know that your group has planned well, is able to organize broad community support, and knows how to secure resources needed to complete the project. PROPOSED IDEA (30 points) The purpose of all NMF projects is to create stronger, more connected neighborhoods and communities. We want to know exact details about how your project will build a more vibrant community. We want you to explain exactly what you will do, how the project will benefit the broader community, and why you want to do this project. Your detailed workplan will let us know the step-by-step activities of your project. NEIGHBORHOOD INVOLVEMENT/ COMMUNITY BUILDING (30 points) NMF projects build community by intentionally bringing people together. We want to know who is involved in the project, both now and during project implementation. Projects should involve as many diverse groups and individuals as possible and should reflect the demographics of your community, including youth, seniors, immigrants and refugees, renters, homeowners, business organizations, LGBTQ groups, etc. We ask that you identify all of the volunteer opportunities in your project. OUTCOMES (10 points) A successful project will have a vision for success and be driven by achievable outcomes. We want to know about specific outcomes, both tangible and/or intangible results, and how you will measure project success. PROJECT RESOURCES AND READINESS (30 points) Widespread and diverse match contributions of cash, volunteer labor, donated professional services, and donated materials are indicators of community support. Project readiness means the project has been well-planned and will be successful in generating enough match within the timeframe required by the applicable fund. We ask for a detailed project budget and documentation of community match including fund raising plan, if applicable. Dragonfly Street Mural (above): 2013 Small and Simple Project, awarded $3,256. Southeast Seattle Community Youth Orchestra (right): 2012 Large Projects Fund, awarded $99,671. Attachment 1 SS2 SEATTLE DEPARTMENT OF NEIGHBORHOODS 2014 Neighborhood Matching Fund Program page 5 Match Requirements Core to NMF is the contribution of community match – volunteer labor, donated materials, professional services, and/or cash from community members – that awardees must raise to match the City’s award. The amount and type of match must fit the needs of the project. Because these contributions show the level of community commitment to and investment in a project, a significant portion should come from the neighborhood or community itself. Requirements: n Physical improvement projects (something tangible and lasting, such as a playground or public art) require a 1:1 match (the community match must equal the funding request). n Non-physical projects (such as design, planning, events, etc.) require a ½:1 match (the community match must equal at least half of the funding request). Funds and resources from other City of Seattle sources, including Parks Levy funding, Bridging the Gap funding and City staff services, cannot be counted as match. Match Types and Descriptions There are several types of contributions eligible for meeting the Fund’s match requirements: Volunteer Labor. Individuals can contribute time to a project in many ways, including: serving on steering or planning committees, organizing events, attending work parties, attending community meetings, etc. Note that: n Volunteer labor is valued at $20/hour. n Volunteer time spent on fundraising, planning, design, and organizing will be counted starting on the application due date. n Ten hours of volunteer time may be credited for preparation of a Small and Simple Projects Fund or Large Projects Fund application. Professional Services. Donated professional services must be relevant to the project and proportionate to its needs. n On their letterhead, donors must document the hourly value of their professional services. Services are valued at their customary rates, up to a maximum of $75/hour. n An individual or business that will be paid for any project-related work cannot additionally pledge volunteer time nor donate other goods or services to the project. Applicants should decide early on whether professional services will be donated or purchased with the NMF award. Donated Materials or Supplies. All donated materials and supplies (food, tools, etc.) are valued at their retail prices. Borrowed equipment can also be considered as part of the match, valued at the standard rental fee. Donors of the materials and supplies must provide documentation on their letterhead of the value of the match. Cash. Cash donations can come from fundraising events, individuals, foundations, businesses, and/or community groups. Application Review Process Each Neighborhood Matching Fund proposal is reviewed through the following processes: SMALL SPARKS FUND AND SMALL AND SIMPLE PROJECTS FUND All applications are reviewed by Neighborhood Matching Fund program staff and if needed, screened by the affected city department. LARGE PROJECTS FUND All applications are initially screened by Neighborhood Matching Fund program staff to ensure the following requirements are met: n Attendance of applicant group at mandatory workshop. n Eligibility of the applicant group. n Minimum match requirements are met. n Property owner permission has been secured. Applications that fail to meet any of the above requirements will not be considered. Only applications that meet the above requirements will be reviewed as follows: n Proposals are reviewed by two sets of community volunteers: the District Council relevant to the identified neighborhood; and the Citywide Review Team. Applicants must make presentations to both groups. Based on the written proposal and on an Open House presentation, the District Council and Citywide Review Team will then each contribute 50% of the review score. [NOTE: Other relevant City of Seattle departments and other agencies review applications, as appropriate. For projects involving improvements to property owned by public or private entities, property owner approval is required at time of application in order for the project to receive funding. For improvements to City property, the appropriate City department will provide permission and approval during the application review process. All design and capital projects on City of Seattle property are required by federal law to provide readily accessible facilities per the Americans with Disabilities Act (ADA).] Attachment 1 SS2 SEATTLE DEPARTMENT OF NEIGHBORHOODS 2014 Neighborhood Matching Fund Program page 6 Contracting and Public Funding Because NMF awards are public dollars, there are conditions that apply to these projects. Being aware of these conditions at the start of your project will help you plan better. Contracts. All NMF projects require a funding agreement between the awardee and the City of Seattle. (In some cases, there may be a third party involved, such as a fiscal sponsor.) Generally, awarded individuals and groups must fulfill any award conditions and be ready to contract within 30 days of the award date. The award money is paid out in installments on a reimbursement basis. You cannot incur costs to be paid with a NMF award before you have a signed contract with Seattle Department of Neighborhoods. Fiscal Sponsor. An applicant does not need to be an IRS-recognized charitable organization (known as a 501(c) (3) agency) to receive City funding. A fiscal sponsor is an organization that agrees to act as the trustee of your project’s funds, and assumes financial responsibilities related to successful completion of your project. Typically, a fiscal sponsor will charge you a fee of 3% to 10% of the money they handle on your behalf. The percentage should be appropriate to the level of involvement and amount of work they provide. This expense can be included in your budget. Even if you work with a fiscal sponsor, you will still be responsible for tracking and reporting on volunteer time and other donations not managed by the fiscal sponsor. If you decide to use a fiscal sponsor, contact the Neighborhood Matching Fund staff for specific conditions concerning fiscal sponsorship. Insurance. If your project is funded, the City will provide insurance covering volunteers while they are working on your project. Awarded projects will be required to purchase Commercial General Liability insurance for the project to limit the liability of your organization and the City. Depending on the project’s scope, the price will range from $300 to $1,500. The insurance expense may be included in your proposed project budget. Selection Processes. The City requires that you give opportunity to a broad set of businesses to bid on the work you are generating. The City encourages opening that opportunity to women and minority-owned businesses. The City of Seattle Roster includes a listing of approved consultants for a variety of categories. n For consultant services worth more than $15,000, you must advertise and solicit at least three responses to a written scope of work. For consultant services less than $15,000, you may solicit and select consultants directly from the City of Seattle Consultant Roster. Consultant selection must be based on the consultant’s qualifications and ability to fulfill the scope of work. n For vendor or contractor services valued more than $5,000, you must solicit at least three written bids and select the lowest bid. Contingency. All physical improvement project budgets must include 15% cash contingency funds. Reporting All recipients of NMF awards must submit progress reports, documentation of community match, and invoices, as appropriate, throughout project implementation, as well as at project completion. Contact Information For more information about the Neighborhood Match- ing Fund program, please contact us or visit our website. PHONE: (206) 233-0093 FAX: (206) 233-5142 EMAIL: NMFund@seattle.gov WEBSITE: http://seattle.gov/neighborhoods/nmf/ ONLINE SYSTEM: webgrants.seattle.gov MAILING ADDRESS: Seattle Department of Neighborhoods PO Box 94649, Seattle, WA 98124-4649 PHYSICAL ADDRESS: Seattle Department of Neighborhoods, 700 - 5th Avenue, Suite 1700, Seattle, WA 98104 PUBLIC DISCLOSURE/DISCLAIMER STATEMENT Consistent with the Public Records Act, Chapter 42.56 RCW, all records within the possession of the City may be subject to a public disclosure request and may be distributed or copied. Records include and are not limited to sign-in sheets, contracts, emails, notes, correspondence, etc. Use of lists of individuals or directory information (including address, phone or email) may not be used for commercial purposes. Date revised: December 5, 2013 ADD LINK: https://www2.ci.seattle.wa.us/ConsultantRoster/RptApprovedConsultant.asp ADD LINK: http://webgrants.seattle.gov/index.do 2013 Arts in Nature Festival: 2012 Small and Simple Project, awarded $20,000. Attachment 1 SS2 Neighborhood Match Grants City of San Luis Obispo City Council March 3, 2015 1 Implementation of Neighborhood Led Initiatives FY 2013-2015 Neighborhood Wellness Major City Goal Recommendation 2 1.Receive a presentation on Neighborhood Match Grants. 2.Provide direction to staff regarding initiation of a neighborhood match grant program. Neighborhood Issue Response Traditional City Focused Approach 3 City Abandoned Vehicles Neighborhood Blight Noise complaints Damaged sidewalks – Street repair Excessive vehicle speeds Illegal Construction/ Conversions Crime response Illegal Parking Collaborative – Community Based Approach 4 Match Grants Code Enforcement Neighborhood Services Neighborhood Outreach Manager Inspection Program SNAP Police – Neighborhood Officers Neighborhood Wellness Cal Poly SCLC Neighborhood Traffic Mgmt. Cuesta Topics 1.Background: Neighborhood Led Initiatives 2.Neighborhood Match Grants (purpose, description) 3.General Plan Land Use Element Policy 4.Considerations (administration, fiscal, etc.) 5.Next Steps (outreach, further research) 5 - Major City Goal - Continue and Enhance Neighborhood Wellness Initiatives Support Neighborhood Led Initiatives Matching Grants- a task toward implementation of Neighborhood led initiatives Obtain Council direction for guidelines and process If supported, bring forward program recommendations - guidelines, - amount of funding - qualifying projects, - review process, and monitoring 6 Neighborhood Match Grants 7 Matching Grants: This effort proposes the City subsidize matching “grants” up to a certain limit to fund neighborhood sponsored improvement projects. City would match neighborhood contribution (volunteer labor, supplies, rental costs, materials) Allows neighborhoods to actively identify and participate in making neighborhood improvements Examples: -Entry signs and gateways -Traffic and landscaping enhancements -Benches and gathering amenities -Art projects -Community gardens -Clean up day - enhance natural resources (creeks, open space) -Neighborhood based organizing & outreach events Land Use Element Policy 8 Land Use and Circulation Element Adoption (December 2, 2014)  New Policies for Neighborhood Wellness 2.1.1 Neighborhood Identity - The City shall work with residents to address neighborhood specific issues including enhancing a sense of place within neighborhoods. 2.12 Neighborhood Wellness Action Plans - Work with residents that request assistance to prepare neighborhood plans that empower them to shape their neighborhoods. Considerations 9 Establish Goals – Can be used for evaluation criteria and qualifying projects (Community participation, improvement of environment, safety, beautification, etc.) Eligibility – which groups are eligible? (neighborhood groups, ad hoc groups, membership from recognizable geographic area) Award Amounts – determine number of grant awards and maximum amount. - Pilot program: 1st year - begin with $5,000 annually (max $1,000 each award) 2nd year – potentially $10,000 (Council approval if over $1,000 requested) Qualifying Projects – neighborhood benefits, resident support, neighborhood self- help, inclusiveness (ties to overall program goals) Considerations 10 Qualifying expenses – volunteer labor, donated or purchased materials, equipment rental costs, facility rentals, etc. Match grant application ranking – point system, most beneficial to community, project readiness/feasibility, level of neighborhood support. Review process – Community Benefits, feasibility, neighborhood support, Advisory Body Review – Human Relations Commission (HRC) Program Coordination/Management – - Lead City staff member - Evaluate applications, coordinate with City Departments - Neighborhood outreach - verification of expenses - reimbursement disbursement Fiscal Impact 11 Pilot Program recommended to start Based on Council direction, funds for grants could be included in Community Development budget request for FY 2014-2015. Pilot Program amounts: $5,000 in FY 2015 & $10,000 in FY 2016 Staff resources will need to be allocated (more research needed) Next Steps 12 Research of Neighborhood Grant programs in other communities Neighborhood Input - interest level in program - desired projects and/or events - feedback on considerations (program requirements) Return to Council with program recommendations Recommendation 13 1.Receive a presentation on Neighborhood Match Grants. 2.Provide direction to staff regarding initiation of a neighborhood match grant program. 14