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HomeMy WebLinkAboutR-10661 Neighborhood Matching Grant Pilot Program for Fiscal Years 2015-17RESOLUTION NO. 10661 (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 YEAR 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; and WHEREAS, one of the strategies identified in the respective budgets is to support activities to establish or bolster neighborhood cohesiveness; and 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 Council Member Rivoire, seconded by Council Member Christianson, and on the following roll call vote: AYES: Council Members Carpenter, Christianson, and Rivoire, Vice Mayor Ashbaugh, and Mayor Marx NOES: None ABSENT: None R 10661 Resolution No. 10661 (2015 Series) The foregoing resolution was adopted this 18th day of August 2015. LI'IKL-0� Mayor J Marx ATTEST: jAPPRs OV D AS TO tine Dietrick City Attorney Page 2 IN WITNESS WHEREOF, I have hereunto set my h nd and affixed the official seal of the City of San Luis Obispo, California, this zs� day of v , Z (' 1' " R 10661 Resolution No. 10661 (2015 Series) EXHIBIT A Community Development 919 Palm Street, San Luis Obispo, CA 93401 -3218 805,781 7170 slouty org Neighborhood Matching Grant Pilot Program 2015 -16 Guidelines Page 3 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. 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 207.5.16 Guidelines Resolution No. 10661 (2015 Series) EXHIBIT A Page 4 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. 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 Transportation Manager Jake Hudson at (805)781 -7255 for more information). 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 iMatching Grant Pilot Prograrrn 2015-16 Guidelines Resolution No. 10661 (2015 Series) EXHIBIT A Page 5 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. • Post notices of the proposal in the neighborhood, with information on how to provide feedback and get involved • Obtain letters of support from neighbors • Include a list of signatures from those who are supportive of the project • 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 2015 -16 Guidelines Resolution No. 10661 (2015 Series) EXHIBIT A Sustainability (10 points) The project: Page 6 • 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 longterm • 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 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 IVIatching Grant Pilot Program 2015 -16 Guidelines Resolution No. 10661 (2015 Series) EXHIBIT A What Project Costs are Eligible for Reimbursement? Page 7 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 iMatching Grant Pilot Program 2015 -7.6 Guidelines Resolution No. 10661 (2015 Series) EXHIBIT A 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: • All materials and supplies • Permits (if applicable) • Insurance (if applicable) • All other project expenses • Identified neighborhood match • Attachments include: • Location /Site Map with clearly delineated neighborhood boundary • Match Pledge Form, including documentation of donated cash or professional services • Written permission from the property owner • 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? Page 8 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 GranL Pilot Program 201; -16 Guidelines Page 6 Resolution No. 10661 (2015 Series) EXHIBIT A Page 9 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 Neighborn000 iMatcning Gram liioc riograrn )-01,':-- Lh Guioeiines Resolution No. 10661 (2015 Series) EXHIBIT A Page 10 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: Draft Application Deadline: Feedback Provided By: Final Application Deadline: Funding Decisions On: Contracts Signed By: Projects Completed By: Monday, September 14, 2015 Friday, October 23, 2015 at 5:00 pm Friday, December 4, 2015 Friday, January 8, 2016 at 5:00 pm Wednesday, February 3, 2016 Wednesday, March 16, 2016 One year from final contract 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. 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. Neighbo(hood Vlatching Grant Pilot Program 201.5 '116 GUldellnes Page 8 Resolution No. 10661 (2015 Series) EXHIBIT A Page 11 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 iMaL ping Grant. Pilot Pi ograrn 201.5 -16 Guidelines r'agc ')