HomeMy WebLinkAbout08-18-2015 Item 19 Neighborhood Matching Grant
Meeting Date: 8/18/2015
FROM: Derek Johnson, Community Development Director
Prepared By: Rebecca Gershow, Associate Planner
SUBJECT: ADOPTION OF NEIGHBORHOOD MATCHING GRANT PILOT PROGRAM
RECOMMENDATION
Adopt a Resolution entitled “A Resolution of the City Council of the City of San Luis Obispo,
California, authorizing the Neighborhood Matching Grant Pilot Program for Fiscal Year 2015-
17, with $5,000 authorized in Fiscal Year 2015-16 and $10,000 in Fiscal Year 2016-17.”
BACKGROUND
The City Council identified Neighborhood Wellness as a Major City Goal in the 2013-15
Financial Plan and has carried this goal forward into the 2015-17 Financial Plan as an Other
Important Council Objective. One of the strategies identified in the respective budgets is to
support activities to establish or bolster neighborhood cohesiveness. Neighborhood Matching
Grants are a mechanism to provide support to neighborhoods for activities and projects that
engage neighbors in positive ways.
Staff sought City Council direction regarding a Neighborhood Matching Grant program on
March 3, 2015. At that study session, staff provided examples of similar programs from other
cities and received Council direction to develop program guidelines and a process for
implementing Neighborhood Matching Grants (NMG). Council requested staff return with
proposed guidelines for program implementation in August. The minutes from the March 3
Council Meeting are included as Attachment 3.
General Plan Policy and Program – Land Use Element
The updated Land Use Element provides policy direction, and includes the following guidance
that could be implemented through a successful Neighborhood Matching 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;
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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.
Research and Public Engagement
In order to develop the Draft Guidelines and application process, staff spent a significant work
effort researching Neighborhood Matching Grant programs in other communities, coordinating
internally with a cross-section of City staff and reaching out to members of our community.
Outreach included:
Meetings with members of local neighborhood groups (Cerro San Luis, Alta Vista,
Monterey Heights, Santa Lucia Hills HOA, and others),
Email communication with over 500 members of the general public (e-subscribers on
the City’s website),
Phone calls with San Luis Coastal Unified School District staff,
Two meetings with the Human Relations Commission, and
Two meetings with the Neighborhood Wellness Stakeholder Group.
Thirty-seven people reviewed the program information on Open City Hall, and eight people
provided statements, which are included in Attachment 5. Information on the program was also
posted on a web site specifically designed for use by neighborhood groups called Nexdoor.com
by a Mitchell Park neighbor, which has over 600 participants.
Staff sought input from the groups before and after drafting the Guidelines. One of the key “take-
aways” for staff from the outreach effort (both internal and external) is that there are existing
City processes for a variety of neighborhood-related issues, and the intent of the Neighborhood
Match Grant program is not to duplicate existing programs. For example, projects involving
Neighborhood Traffic Management or Public Art should be directed to the City’s established
processes for those efforts. Therefore, it will be important for residents to discuss their ideas for
projects with city staff early in the process, in order to assist them in developing successful
projects, and if appropriate, to direct them to other existing and budgeted resources.
DISCUSSION
Neighborhood Matching Grant Pilot Program Draft 2015-2016 Guidelines
The Neighborhood Matching Grant Pilot Program Draft 2015-2016 Guidelines (Draft
Guidelines) are included as Attachment 1. The Draft Guidelines are designed to contain all the
information a resident will need to know in order to apply for a Neighborhood Matching Grant.
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Once final Council direction is received, staff will prepare an application form to accompany the
guidelines.
The Neighborhood Matching Grant Pilot Program is proposed as a two-year pilot program with
$5,000 available for distribution in FY 2015-16, and $10,000 in FY 2016-17. Grant requests may
range from $250 to $5,000 and for every dollar awarded by the City, the neighborhood provides
an equal or greater match consisting of volunteer labor, donated professional services, donated
materials and/or direct financial contributions. During the second year, staff will return to
Council with a program evaluation to receive direction whether future funding should be
allocated as part of the 2017-19 Financial Plan.
Key program elements from the Draft Guidelines are included below.
Program Eligibility
Proposals will be accepted from groups of people living or owning property within San Luis
Obispo. A neighborhood group may be an existing group whose membership is from a
commonly-recognized geographic area (e.g., neighborhood association, homeowners
association) or an ad hoc group formed to work together on a specific project.
Many areas in San Luis Obispo do not have self-identified neighborhood boundaries or
organized representation; therefore it is up to the group applying for funds to demonstrate that
they are representing their neighborhood. They should do so by clearly describing their
neighborhood boundary and quantifying the number of people with whom they outreached, in
support of, and participating in their project (Attachment 1, page 3 - Neighborhood Involvement
and Support). Businesses or community-based organizations may be partners in an application
provided the neighborhood group is leading the effort.
Types of Projects
Projects may include, but are not limited to:
Physical improvement projects that improve or enhance publicly visible areas of the
neighborhood, including landscape improvements, tree planting, waterway enhancement,
and natural area restoration activities.
Events, activities and celebrations open to all neighborhood residents that encourage
interaction and communication between residents.
Initiatives that serve to create, expand or increase participation in a neighborhood-
organization, or promote an understanding of issues important to neighborhood residents.
This pilot program is intended to encourage the kinds of projects neighborhoods feel will benefit
them, within the parameters of the grant program. Project ideas are provided on page 9 of the
Draft Guidelines. However, the list is not exhaustive, and projects brought forward by residents
will help further expand the list of examples and spark ideas for neighborhoods to consider.
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Project Selection and Oversight
The Human Relations Commission (HRC) will be the final decision-making body for
Neighborhood Matching Grants. Staff presented the proposed process and draft Guidelines to the
HRC on July 1, 2015. They had a variety of questions and comments which have been addressed
in the materials presented to the Council. The HRC was supportive of the program moving
forward.
Final applications will be due on January 8, 2016 after which staff will forward
recommendations to the HRC. Staff will provide a score and rank projects using the project
criteria in the Grant Guidelines (see below), then send the HRC project summaries, staff
comments and funding recommendations. The HRC will then evaluate and select projects for
funding at their February 2016 meeting.
The HRC will have the discretion to approve full or partial funding for any of the project
applications submitted, assuming allocations align with available funding. However, the HRC
will not be required to allocate any or all of the grant money for a cycle if it determines that
proposals require further refinement or consideration at a later date.
After projects are selected by the HRC, staff will develop project contracts, and work will begin.
At project completion, applicants will submit reimbursement requests for approved project
expenses to staff, along with other project close-out requirements. Staff will oversee grant
administration, including the reimbursement process and project monitoring. Staff will update
the HRC on the status of the grant-awarded projects before they select projects the following
year.
Project Criteria
Staff will score and rank completed applications based on the goals of the Neighborhood
Matching Grant Program, and how well applicants meet the following project criteria:
Tangible Neighborhood Benefits (35 points)
Neighborhood Involvement and Support (35 points)
Project Readiness (20 points)
Sustainability (10 points)
The narrative section of the grant application will request that applicants address each of these
criteria. For more information on each criterion, please refer to pages 3-4 in the Draft Guidelines,
Attachment 1.
Application Process and Deadlines
To help ensure project success, all applicants will be required to submit a Draft Application for
review prior to finalizing and submitting the Final Application. The purpose of the Draft
Application is for staff to help identify whether projects are consistent with existing policies,
plans, standards and work practices, and to identify any potential issues or additional materials
needed to complete applications. Applicants are strongly encouraged to discuss their projects
with City staff before submitting a Draft Application to gain a full understanding of project
expectations and requirements.
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A staff team made up of representatives from Community Development, Neighborhood Services,
Public Works, Parks and Recreation and Administration will review the Draft Applications (due
by October 23, 2015), and provide feedback to applicants. Staff comments are intended to assist
applicants in completing final applications, which are due by January 8, 2016. As noted above,
the HRC will then make funding decisions at its February meeting.
Electronic and hard-copy applications will be available when the grant cycle begins, targeted for
September 14, 2015. Requirements for the application are listed in Attachment 1, page 6, and the
Draft Neighborhood Matching Grant Process Flow Chart is included as Attachment 2.
FISCAL IMPACT
Council allocated $5,000 in FY 2015-16, and $10,000 in FY 2016-17 for this pilot program.
During the second year, staff will return to Council with a program evaluation to receive
direction whether future funding should be allocated as part of the 2017-19 Financial Plan.
Collective staff resources associated with administering the program are estimated at
approximately 255 annually, or .12 FTE (assuming three grants reviewed and awarded each
year).
NEXT STEPS
Pending Council adoption, staff will finalize development of the Neighborhood Matching Grant
application forms, to be released when the grant cycle opens on September 14, 2015. Forms will
be available on the City’s website and at the front counter at 919 Palm St. Staff will also
continue to get the word out about the new grant program, distributing information via the City
website, interested parties lists, social media and The Tribune. Staff will continue outreach
efforts to raise awareness and assist neighborhood groups interested in participating.
ALTERNATIVES
1. Continue the item if additional information is necessary, or if modifications to the program
should be reviewed at a later date by Council prior to approval of the 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 - Draft NMG Pilot Program Guidelines
2 - NMG Process Flow Chart
3 - 03/03/2015 City Council Minutes
4 - NMG Resolution
5 - Open City Hall Report
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City of San Luis Obispo, Community Development, 919 Palm Street, San Luis Obispo, CA, 93401-3218, 805.781.7170, slocity.org
Neighborhood Matching Grant Pilot Program
2015-16 Guidelines
What is the Neighborhood Matching Grant Program?
San Luis Obispo’s quality of life is tied to strong neighborhoods and active residents. The
purpose of the Neighborhood Matching Grant Program is to support grassroots projects
that enhance and strengthen neighborhoods. All projects are initiated, planned and
implemented by neighborhood members in partnership with the City. Neighborhood
involvement and relationship building are key components of the program.
Grant requirements include: a match amount from the neighborhood equal to or greater
than the grant request; tangible neighborhood benefits; documented neighborhood
support and involvement; project readiness; and project sustainability, as described further
below.
The Neighborhood Matching Grant Program is a two-year pilot program with $5,000
available for distribution in year 1, and $10,000 in year 2. Grant requests may range from
$250 to $5,000 and for every dollar awarded by the City, the neighborhood provides an
equal or greater match consisting of volunteer labor, donated professional services,
donated materials and/or direct financial contributions. At the conclusion of the second
year, the program will be evaluated and future funding will be determined.
Who is Eligible to Apply?
Proposals will be accepted from groups of people living or owning property within the
neighborhood. A neighborhood group may be an existing group whose membership is from
a commonly-recognized geographic area (e.g., neighborhood association, homeowners
association) or an ad hoc group formed to work together on a specific project. Many areas
in San Luis Obispo do not have identified neighborhood boundaries or organized
representation; therefore it is up to the group applying for funds to demonstrate that they
are representing their neighborhood.
Although businesses or community-based organizations (public, private or non-profit) are
not eligible to apply on their own, they may do so in active partnership with a lead
neighborhood group.
Neighborhood Matching Grant Pilot Program DRAFT 2015-16 Guidelines Page 1
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What Types of Projects May be Considered?
Projects may include, but are not limited to:
• Physical improvement projects that improve or enhance publicly visible areas of the
neighborhood, including landscape improvements, tree planting, waterway
enhancement, and natural area restoration activities.
• Events, activities and celebrations open to all neighborhood residents that
encourage interaction and communication between residents.
• Initiatives that serve to create, expand or increase participation in a neighborhood-
organization, or promote an understanding of issues important to neighborhood
residents.
As this is a pilot program, staff is interested in hearing what kinds of projects residents
believe will benefit their neighborhoods. Early consultation with City staff is encouraged.
What Types of Projects are NOT Eligible?
Grant funds cannot be used for:
• Projects that conflict with existing City policies, standards or codes
• Duplication of existing programs or services
• Operating expenses that are not directly related to the neighborhood project
• Projects fully outside the City limits
• Expenses or financial commitments made before the project contract is signed
• Funding for items or services not included in the project description
• Projects that require new connections to utilities
• Alcoholic beverages
• Public art projects (There is an existing program to support these types of projects.
Please contact Public Art Manager Melissa Mudgett at (805)781-7296).
• Neighborhood Traffic Management CIP projects (There is an established NTM
program. Please contact Jake Hudson at (805)781-7255 for more information).
How Are Projects Selected?
Projects are selected using the Project Criteria listed below. The Human Relations
Commission (HRC), an advisory body to the City Council, will select Neighborhood Matching
Grant projects. The HRC has the discretion to approve full or partial funding for any or all of
the project applications submitted. However, the HRC is not required to allocate any or all
of the grant money for a cycle if it determines that proposals require further refinement or
consideration at a later date.
Neighborhood Matching Grant Pilot Program DRAFT 2015-16 Guidelines Page 2
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Proposed projects will be scored and ranked on how well they meet the following Project
Criteria:
Tangible Neighborhood Benefits (35 points)
The project:
• Produces an observable improvement to the neighborhood
• Provides a continuing benefit into the future
• Reflects a priority need of the neighborhood in which it is proposed
Neighborhood Involvement and Support (35 points)
The project:
• Fosters collaboration between neighbors, and maximizes opportunities for
neighbors to participate
• Clearly describes your neighborhood boundary, and quantifies the number of
people outreached to, in support of and participating in your project
• Demonstrates a broad neighborhood commitment. Ideas include:
o Circulate information regarding the proposed project to all addresses in the
neighborhood. Include renters, owners, and businesses (if present). Provide
a way for recipients to express support or concern to the person or group
leading the effort.
o Post notices of the proposal in the neighborhood, with information on how
to provide feedback and get involved
o Obtain letters of support from neighbors
o Include a list of signatures from those who are supportive of the project
o Include a list of neighbors who will be participating in the project (not just in
support of it)
o Discuss your project at a neighborhood association meeting, or other similar
forum
Project Readiness (20 points)
• The application is completed and consistent with grant guidelines
• The project is clearly defined and feasible
• For physical improvements, including landscaping, ongoing and long-term
maintenance is adequately addressed
• The project budget is based on documented and verifiable costs and specifications
• The project will be managed by capable operational and fiscal managers
• The project is compatible with plans, policies and practices of City of San Luis
Obispo
• Permission has been secured for use of the site from the property owner(s)
• The matching portion of the grant, including the availability of volunteers and
donated materials, is well documented and credible
Neighborhood Matching Grant Pilot Program DRAFT 2015-16 Guidelines Page 3
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Sustainability (10 points)
The project:
• Contributes to the environmental health of our community
• Has a positive effect on the local economy and minimizes costs to the community,
now and over the long term
• Supports responsible stewardship of public resources
• Contributes to social equity by including vulnerable or underrepresented
populations or promoting community safety and cultural awareness while building
relationships and neighborhood cohesion.
• Contributes to the goal of evenly distributing grant awards to neighborhoods
throughout the community
What Are the Project Match Requirements?
Requested grant funds must be matched by an equivalent amount of donated materials
and supplies, professional services, volunteer labor, or cash donations. Clear
documentation of the match is required.
The following are match requirements:
• The total match must include an amount of in-kind donations, volunteer time, or
cash that is equal to or greater than the grant amount requested
• No more than 50 percent of neighborhood match provided in the form of volunteer
labor may come from outside of the neighborhood
• Other City resources may not be included as a match
• Only volunteer labor or professional services contributed after grant agreement is
signed can be counted toward the match
• Value of volunteer labor is based on the latest estimated value for volunteer time.
Currently, this value is $23.071 per hour.
• Donated materials or supplies are valued at their retail price. Loaned equipment
may also be included as part of the match and valued at the standard rental fee.
• Professional services are valued at the reasonable and customary value of the
product or service provided. Donors of professional services must provide the value
of their contributions with documentation of professional qualifications.
• A Match Pledge Form provided with the application must be used to document
volunteer labor and donated cash, materials, supplies and services. The form must
include donor signatures. Copies of the completed forms must be included with the
final application.
• Cash donations may be secured with a written pledge signed by the donor, rather
than collecting up front.
• All portions of the match must be able to be documented.
1 Independent Sector, March 2015, https://www.independentsector.org/volunteer_time
Neighborhood Matching Grant Pilot Program DRAFT 2015-16 Guidelines Page 4
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What Project Costs are Eligible for Reimbursement?
In order to be eligible for reimbursement, items and their associated costs must be
included in the project application budget. Eligible items must be specifically purchased for
the implementation of the project, and may include: materials and supplies, professional
services, rented equipment (e.g. tables, chairs, tents, tools), food and drink (non-alcoholic),
permit costs, insurance costs, plant materials, soil supplements and other related
expenses. All reimbursement requests must include sufficient documentation.
Volunteer labor or in-kind contributions are eligible to be used as a project match only;
they are not eligible for reimbursement.
What is the Project DRAFT Application?
To help ensure project success, all applicants are required to submit a Draft Application for
review prior to submitting a final application. The Draft Application deadline is Friday,
October 23, 2015.
The purpose of the Draft Application is for staff to help identify whether your project is
consistent with existing policies, plans, standards and work practices, and to identify any
potential issues or additional materials needed to complete your application.
Applicants are expected to complete all application requirements to the best of their ability
by the Draft Application deadline. If elements of the application are not yet finalized,
provide as much information as possible.
A staff team will review the Draft Applications, and feedback will be provided to applicants
by December 4, 2015. Staff comments are intended to assist applicants in completing the
full application, which is due by January 8, 2016.
Responses to staff comments must be included in your Final Application as an
attachment. Inability to adequately address staff comments or concerns could result in a
project not being recommended for funding.
It is strongly recommended that applicants discuss their project with City staff before
submitting a Draft Application to gain a full understanding of project expectations and
requirements. Contact Associate Planner Rebecca Gershow at (805)781-7011 or at
rgershow@slocity.org.
Neighborhood Matching Grant Pilot Program DRAFT 2015-16 Guidelines Page 5
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What is Required to be Submitted for the Project Application?
The following information is needed as part of the Neighborhood Matching Grant
Application:
• Application Checklist
• Project Information Page
• Project Narrative (includes a project description and how it meets the project
criteria)
• Project Schedule
• A Project Budget that includes estimates for:
o All materials and supplies
o Permits (if applicable)
o Insurance (if applicable)
o All other project expenses
o Identified neighborhood match
• Attachments include:
o Location/Site Map with clearly delineated neighborhood boundary
o Match Pledge Form, including documentation of donated cash or
professional services
o Written permission from the property owner
o Documented neighborhood support and volunteer commitments
The Draft Application should include as many of the above elements as possible.
The Final Application must include ALL the above elements in order to be complete,
including one additional attachment:
o Responses to Draft Application comments from staff
See the Neighborhood Matching Grant Application for full submittal details.
How Do I Develop a Successful Project?
Step 1: Select a project for your neighborhood, and build neighborhood support
Choose a project that will generate as much neighborhood support as possible. Successful
projects will have a well-defined set of goals and objectives, as well as a detailed list of the
steps and activities required to meet those goals and objectives. Take your cues from
neighborhood discussions – is there a known problem or issue in the area? Is there an
opportunity to build neighborhood relationships? The entire neighborhood should be
involved in identifying and shaping the project. Including the entire neighborhood in the
Neighborhood Matching Grant Pilot Program DRAFT 2015-16 Guidelines Page 6
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development of the project will increase support for the project. So will meeting the
Project Criteria (see Page 3).
Step 2: Discuss your project early with City staff
Discuss your project with City staff before submitting a Draft Application to make sure your
project qualifies for a neighborhood matching grant, or to learn whether the project may
be more appropriately addressed in other ways. Please contact Associate Planner Rebecca
Gershow at (805)781-7011 or rgershow@slocity.org
Step 3: Ensure site control
If your project involves property which your applicant group or organization does not own,
you must obtain written permission from the owner. Projects may involve private property,
but must provide a clear public benefit, and documentation must be provided that
confirms property owner support and approval of the proposal.
Step 4: Commit to maintaining your project
If your project is a capital improvement or involves new plantings, you will need to commit
to maintaining it for at least 5-years.
Step 5: Research the regulations
Many projects need permits, insurance, or design review before proceeding, and may have
a lengthy process for getting approved. Grant funds are contingent on meeting city
standards and approvals. Find out what regulations and permits apply to your project and
how much they cost by looking on the City website and talking to City staff (see Step 2).
Step 6: Determine resources needed
What will it cost to complete your project? Develop a list of all the resources needed at
each step of the way. Resources include expertise, equipment, supplies, volunteers,
services, permit fees, etc. Identify which of those resources you can provide as your match,
and clearly document in the application.
Step 7: Insurance
Depending on the nature of the project, you may be required to have liability insurance to
limit the liability of your organization and the City. If your project will involve the use of a
contractor, the City of San Luis Obispo will require proof of liability insurance from the
contractor. Usually, liability waivers will be adequate. If applicable, the cost of insurance
must be reflected in your project budget.
Step 8: Develop a budget and project schedule
Project budgets should be as comprehensive and accurate as possible:
• Get cost estimates for budget items from more than one reliable source …
• Provide documentation of professional qualifications to justify professional rates
• Include permit and insurance costs, if applicable
• Use the budget form provided in the application
Neighborhood Matching Grant Pilot Program DRAFT 2015-16 Guidelines Page 7
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Project schedules should be realistic, reflect the schedule constraints of potential service
providers and typically designed to be completed within one year from final contracts.
What Are the Program Deadlines and Important Dates?
Grant Cycle Opens: Monday, September 14, 2015
Draft Application Deadline: Friday, October 23, 2015 at 5:00 pm
Feedback Provided By: Friday, December 4, 2015
Final Application Deadline: Friday, January 8, 2016 at 5:00 pm
Funding Decisions On: Wednesday, February 3, 2016
Contracts Signed By: Wednesday, March 16, 2016
Projects Completed By: One year from final contract
How Do I Apply?
Application materials will be available online (www.slocity.org) and at the front counter of
the Community Development Department, at 919 Palm Street, on September 14, 2015.
Draft Applications are required for ALL potential applicants, and are due by 5 pm on
Friday, October 23, 2015, as noted above.
Final Applications are also required, and are due by 5 pm on Friday January 8, 2016. Final
applications must be submitted complete with all documentation provided. Incomplete
applications will not be able to move forward for consideration.
All applications should be dropped off, mailed or emailed to the attention of: Rebecca
Gershow, Associate Planner, Long Range Planning, Community Development Department,
919 Palm St, San Luis Obispo, CA 93401. Email:rgershow@slocity.org
See the Neighborhood Matching Grant Application for more information.
What Happens If My Project Is Selected?
Grant Agreements: Successful applicants will enter into an agreement with the Community
Development Department that details the terms and conditions of the grant. Grant
recipients will only be reimbursed for expenses incurred after agreements are in place.
Fiscal Agents: Applicants will need to identify someone to handle and account for the
money raised as well as the funds the City reimburses for the project. The person who
handles the financial side of the project is called a fiscal agent.
Neighborhood Matching Grant Pilot Program DRAFT 2015-16 Guidelines Page 8
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Reimbursement: If your project is awarded a grant, purchases that were clearly identified
in the project budget will be reimbursed by the City. At completion of the project, the fiscal
agent will submit receipts for reimbursement, along with project match and photo
documentation of the completed project, and the City will issue a reimbursement check.
Project Examples From Other Communities
Below is a list of neighborhood matching grant projects from other communities. Along
with the rest of the information in the Program Guidelines, feel free to use these examples
to generate ideas for a Matching Grant in your neighborhood:
• Invasive species removal and native plant restoration. Includes a commitment to
water during plant establishment.
• Construction of raised accessible garden beds for neighborhood use, with education
programs on urban gardening.
• Installation of theft-resistant, decorative neighborhood signs
• Free family-friendly outdoor “theater in the park” performance
• Traffic circle landscaping
• Free outdoor concert in the park
• Tree planting (along streets or in underutilized open spaces or parks)
• The start-up of a new neighborhood association
• Neighborhood BBQ and clean-up event
• Turf removal along a neighborhood street, and replanting with drought-tolerant
native landscaping
• Organizing a neighborhood book drive – collection and purchase of books for
neighborhood elementary school kids to take home over the summer
• Creek restoration (trash clean-up, invasive species removal, replanting with native
species)
• Installing bike racks at needed locations in neighborhood
• Neighborhood pancake breakfast
• “Neighbors Night Out”– a free, family-friendly event with entertainment sponsored
by the neighborhood association to bring neighbors together
• Neighborhood web site or newsletter
• Development of outreach materials for a Neighborhood Tool Co-Op or
Neighborhood Sharing/Lending Program
• Bike path beautification
• Neighborhood elementary school butterfly garden
Neighborhood Matching Grant Pilot Program DRAFT 2015-16 Guidelines Page 9
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Neighbors call NMG staff
to discuss ideas
(meeting possible)
If a different type of
project, direct
accordingly
Public Art
Neighborhood
Traffic Mgmt
Draft Application Due
October 23
Draft Applications
distributed to staff team
for review and input
Wk of Oct 26
Staff review team meets
By Nov 16
NMG staff meets with
applicants to review input
from staff team
by December 4
Final Applications Due
January 8, 2016
NMG staff forwards applications
to HRC with recommendations
Wed Jan 27
NMG Grant
Cycle Opens
September 14, 2015
HRC reviews and
approves grants
Wed Feb 3
If a neighborhood
issue, but not a
NMG, direct
accordingly
Neighborhood
Outreach
Manager
Code
Enforcement
Contracts finalized
Contracts Signed and
Work Begins
March 16 (approx)
Projects Completed and
Reimbursement Requests
Submitted to Staff
One year from contract date
Staff coordinates with grantee, as
needed, throughout project
Completeness check
(staff review team)
Draft
Neighborhood Matching
Grant process flow chart
June 25, 2015 Packet Pg. 367
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San Luis Obispo City Council Minutes of Mardi 3, 2015 Paee 11
STUDY SESSION
SS2. REVIEW OF NEIGHBORHOOD MATCH GRANT PROGRAM
Community Development Director Johnson and Senior Planner Leveille narrated a
presentation entitled "NeighborhoodMatch Grants" and responded to Councilinquiries.
Donald Hedrick, San Luis Obispo, noted that he attemptedto create a fund for needed
street lights; supports the program toaid in neighborhood wellness.
By consensus, the Council received and filed a presentation on Neighborhood Match
Grants and provided preliminary direction as follows:
A. Consider allowing higher individual awards, closerto $2,000.
B. Consider allocating morethan $10,000 for the program overall.
C. Ensure that projects align with City budget policies and Charter, as well as
serving citizen interests.
D. Evaluate the possibility of presenting each project for review by the advisory
body with appropriate jurisdiction; avoid Council review as a general rule.
E. Identify geographic neighborhood boundaries.
F. Examine waysto ensure equitable distribution of funds among neighborhoods.
LIAISON REPORTS
CouncilLiaison Reports were received from Vice Mayor Ashbaugh and MayorMarx.
COUNCIL COMMUNICATIONS
Council directed staff to agendize a resolution and authorization for the Mayor to send letters to
neighboring cities and San Luis Obispo County in support of the exploration of forming a
Community Choice Aggregation energy program, and to provideadditional information
regarding "QuickStart" and other opportunities to partner with public and private organizations.
ADJOURNMENT
The City Council adjourned at 9:43 p.m., to Specialand Regular City Council Meetings to be
held on Tuesday, March 17, 2015 at 4:00 p.m. and 6:00 p.m., respectively, in the Council
Chamber, 990 Palm Street, San Luis Obispo, California.
thony J. elia,_
City er
APPROVED BY COUNCIL: 03/17/2015
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R ______
RESOLUTION NO. _____ (2015 Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AUTHORIZING THE NEIGHBORHOOD
MATCHING GRANT PILOT PROGRAM FOR FISCAL YEARS 2015-17,
WITH $5,000 AUTHORIZED IN FISCAL YEAR 2015-16 AND $10,000 IN
FISCAL YEAR 2016-17
WHEREAS, the City Council identified Neighborhood Wellness as a Major City Goal in
the 2013-15 Financial Plan and has carried this goal forward into the 2015-17 Financial Plan as
an Other Important Council Objective;
WHEREAS, one of the strategies identified in the respective budgets is to support
activities to establish or bolster neighborhood cohesiveness;
WHEREAS, Neighborhood Matching Grants are a mechanism to provide support to
neighborhoods for activities and projects that engage neighbors in positive ways; and
WHEREAS, funding for the Neighborhood Matching Grants program has been included
in the 2015-17 Financial Plan for the City of San Luis Obispo;
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo that:
SECTION 1. The Neighborhood Matching Grant Pilot Program for Fiscal Years 2015-
2017 shall be authorized and administered in accordance with the Guidelines shown in Exhibit
A.
SECTION 2. Funding shall be made available to successful Neighborhood Matching
Grant applicants in the amount of $5,000 for Fiscal Year 2015-16 and $10,000 for Fiscal Year
2016-17.
Upon motion of _______________________, seconded by _______________________,
and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _____________________ 2015.
____________________________________
Mayor Jan Marx
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Resolution No. _____ (2015 Series) Page 2
ATTEST:
____________________________________
Anthony Mejia
City Clerk
APPROVED AS TO FORM:
_____________________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, this ______ day of ______________, _________.
______________________________
Anthony J. Mejia, MMC
City Clerk
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Resolution No. _____ (2015 Series) Page 3
Exhibit A
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All Statements sorted chronologically
As of August 3, 2015, 9:42 AM
As with any public comment process, participation in Open City Hall is voluntary. The statements in this record are not necessarily
representative of the whole population, nor do they reflect the opinions of any government agency or elected officials.
All Statements sorted chronologically
As of August 3, 2015, 9:42 AM http://www.peakdemocracy.com/2877
Neighborhood Matching Grants
What do you think of the City’s proposed Neighborhood Matching Grant program?
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As of August 3, 2015, 9:42 AM, this forum had:
Attendees:37
All Statements:8
Minutes of Public Comment:24
This topic started on July 13, 2015, 10:32 AM.
All Statements sorted chronologically
As of August 3, 2015, 9:42 AM http://www.peakdemocracy.com/2877 Page 2 of 4
Neighborhood Matching Grants
What do you think of the City’s proposed Neighborhood Matching Grant program?
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Mary Lou Johnson inside Neighborhood 7 (on forum)July 30, 2015, 12:29 PM
Absolutley in favor of this grant program. I live in the Islay Hill area and note Islay Park and nearby open space
trails are in need of sprucing up and maintenance.
I am ready to join with the city to organize neighborhood activities in concert with city programs and resources.
Mary Lou Johnson
Name not available (unclaimed)July 29, 2015, 12:49 PM
While my neighborhood doesn't have any specific project in mind, this sounds like a good idea. Generally
speaking, I think that empowering people who already have an interest in getting something done is very
effective. It's an excellent example of a productive public/private partnership.
Elizabeth Gillingham outside Neighborhoods (on forum)July 29, 2015, 11:33 AM
This sounds nice. It can be hard to get projects off the ground, but with a little cash infusion they may be more
likely to come to fruition. I hope SLO can be be an initiator in this and inspire surrounding towns to adopt a
similar program.
Michael Shandroff inside Neighborhood 6 (on forum)July 29, 2015, 9:32 AM
I like this idea. It might help us bring together our block. We have a drug house that has ten cars on site and
sells marijuana out the front door. This might be a way to get the neighbors united in dealing with he situation.
Name not available (unclaimed)July 29, 2015, 7:49 AM
I support the concept of neighbors working with the City's help, to improve their area surroundings.
Name not shown inside Neighborhood 5 (on forum)July 21, 2015, 10:48 AM
I think the guidelines are reasonable and make sense. Personally, I'm happy to see the city investing in informal
community building at the block and neighborhood level. I think strengthening these small networks has the
potential to make a big difference in the quality of life for residents.
Name not available (unclaimed)July 20, 2015, 9:06 PM
Neighborhood Matching Grants
What do you think of the City’s proposed Neighborhood Matching Grant program?
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I only hope that the less wealthy neighbors are given a chance to receive these grants. Too often the city
doesn't really reach out to the neighbors outside of the Cal Poly, Johnson, and San Luis Drive area. The city
needs to start reaching out more to those who don't have the money and connections to improve their
neighborhoods.
Name not available (unclaimed)July 17, 2015, 12:10 PM
So the city is offering to pay for neighborhood parties ? Feeling good about the budget surplus ?
Don A. Woolley
Neighborhood Matching Grants
What do you think of the City’s proposed Neighborhood Matching Grant program?
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Neighborhood Matching Grants
Enhancing and Strengthening Neighborhoods
1
Neighborhood Matching Grants
Staff Recommendation:
1.Adopt a Resolution entitled “A Resolution of the
City Council of the City of San Luis Obispo,
California, authorizing the Neighborhood Matching
Grant Pilot Program for Fiscal Years 2015-17, with
$5,000 authorized in Fiscal Year 2015-16 and
$10,000 in Fiscal Year 2016-17.”
2
Neighborhood Matching Grants
3
Outline of Presentation:
•Background
•Grant guidelines-highlights
•Important dates
•Council discussion and action
Neighborhood Matching Grants
Policy Direction:
•Implements Neighborhood Wellness Major City Goal
(FY 2013-15 Financial Plan)
•Other Important Council Objective
(FY 2015-17 Financial Plan)
•Supports General Plan Land Use Element, Neighborhood
Identity (2.2.1) and Neighborhood Wellness Action Plans
(2.14)
•City Council study session in March
4
Research and Public Engagement
5
Neighborhood
Groups General Public
Human Relations
Commission
City Staff Other
Communities
Neighborhood Matching Grants
Neighborhood Matching Grants
Program Summary:
•Two -year pilot program
•$5,000 available Year 1
•$10,000 available Year 2
•Grant requests may range from
$250 to $5,000
Project Match (p.4):
•1-to-1 match from neighborhood
•Volunteer labor, donated services or
materials, and/or monetary contributions
6
Neighborhood Matching Grants
Who is eligible to apply (pg 1)?
•Groups of people living or owning property within
a neighborhood
•An existing group (neighborhood association,
homeowners association), or an ad hoc group
formed to work on a project
•Must demonstrate that they are representing the
neighborhood
7
Types of grants that may be
considered (pg 2):
1.Physical improvement projects that improve
or enhance publicly visible areas of the
neighborhood.
Examples:
•landscape improvements
•tree planting
•waterway enhancement
•natural area restoration activities
8
Types of grants, cont’d:
2.Events, activities and celebrations open to all neighborhood residents that encourage interaction and communication between residents.
Examples:
•Neighborhood clean-up day
•Neighbors Night Out – free event with local entertainment
sponsored by the neighborhood association
•Family-friendly “theater in the park” performance
9
Types of grants, cont’d:
3.Initiatives that serve to create, expand or increase
participation in a neighborhood organization, or
promote an understanding of issues important to
neighborhood residents.
Examples:
•Assisting in the start-up of a new neighborhood
association
•Development of a neighborhood web site
•Materials promoting a neighborhood tool-share program
10
Neighborhood Matching Grants
Project Criteria (pg 3):
•Tangible neighborhood benefits
•Documented neighborhood
involvement and support
•Project readiness
•Project sustainability
11
Project Selection and Oversight
•Staff evaluates projects based on criteria in grant
guidelines
•Recommendations to the Human Relations
Commission (HRC)
•HRC selects projects at February meeting
•HRC is final decision-making authority
•Staff oversees grants and manages reimbursements
•Provides project updates to HRC
12
13
Other Important Information
•Partners may include local elementary
schools, PTO’s, non-profit organizations
•Property owner approval required
•Projects must meet standard city approvals
•5-year maintenance agreement
•Public art and neighborhood traffic
management projects funded elsewhere (p.2)
Neighborhood Matching Grants
Project Application (p.6):
•Information Page
•Narrative (how your project
meets the criteria)
•Schedule
•Budget
•Attachments
14
Important Dates (p.8):
Grant Cycle Opens September 14, 2015
Draft Application Deadline October 23, 2015
Final Application Deadline January 8, 2016
HRC Funding Decisions February 3, 2016
Contracts Finalized/Work Begins March 16, 2016
Neighborhood Matching Grants
15
Neighborhood Matching Grants
Next Steps:
•Refinement of guidelines (if necessary)
•Finalize application materials
•Continue to get the word out
•Grant cycle opens September 14
16
Neighborhood Matching Grants
Staff Recommendation:
1.Adopt a Resolution entitled “A Resolution of the
City Council of the City of San Luis Obispo,
California, authorizing the Neighborhood Matching
Grant Pilot Program for Fiscal Years 2015-17, with
$5,000 authorized in Fiscal Year 2015-16 and
$10,000 in Fiscal Year 2016-17.”
17