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HomeMy WebLinkAbout09-02-2015 HRC Agenda Packet City of San Luis Obispo, Council Agenda, City Hall, 990 Palm Street, San Luis Obispo Human Relations Commission Agenda City Hall, 990 Palm Street, San Luis Obispo Wednesday, September 2, 2015 5:00 pm REGULAR MEETING Council Chambers 990 Palm Street CALL TO ORDER: Chair Michelle Tasseff ROLL CALL: Commissioners Julia Jones, Janet Pierucci, Carol Sexton, Gene Strohl, Maria Troy, Vice Chair Robert Clayton, and Chair Michelle Tasseff PUBLIC COMMENT PERIOD: At this time, the general public is invited to speak before the Human Relations Commission on any subject within the jurisdiction of the Human Relations Commission that does not appear on this agenda. Although the Commission will not take action on any item presented during the Public Comment Period, the Chair may direct staff to place an item on a future agenda for formal discussion. CONSIDERATION OF MINUTES 1. Minutes of the Human Relations Commission meeting of August 5, 2015 BUSINESS ITEMS 2. Review of Neighborhood Matching Grants and Timeline PUBLIC HEARING 3. Overview of the Grants-in-Aid and CDBG Process, with testimony from the public regarding health and human services needs for residents of the City of San Luis Obispo 4. Establish GIA and CDBG Funding Priorities San Luis Obispo - Regular Meeting Agenda of September 2, 2015 Page 2 COMMISSION & STAFF COMMUNICATIONS ADJOURNMENT The City of San Luis Obispo wishes to make all of its public meetings accessible to the public. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should direct such request to the City Clerk’s Office at (805) 781-7100 at least 48 hours before the meeting, if possible. Telecommunications Device for the Deaf (805) 781-7107. APPEALS: Administrative decisions by the Human Relations Commission may be appealed to the City Council in accordance with the appeal procedure set forth in Chapter 1.20 of the San Luis Obispo Municipal Code. Human Relations Commission Minutes Wednesday, August 5, 2015 Regular Meeting of the Human Relations Commission CALL TO ORDER A Regular Meeting of the San Luis Obispo Human Relations Commission was called to order on Wednesday, August 5, 2015 at 5:00 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Tasseff. ROLL CALL Present: Commissioners Robert Clayton Julia Jones, Carol Sexton, Gene Strohl, Maria Troy, and Chair Michelle Tasseff Absent: Commissioner Janet Pierucci Staff Present: Tyler Corey, Housing Programs Manager; Jenny Wiseman, Planning Technician; and Monique Lomeli, Recording Secretary PUBLIC COMMENT There were no members of the public desiring to speak. BUSINESS ITEMS 1.Minutes of the Human Relations Commission meeting of July 1, 2015 Motion by Commissioner Troy, second by Commissioner Jones, carried 6-0, to approve the Minutes of the Human Relations Commission meeting of July 1, 2015. 2.Review the 4th Quarter Maxine Lewis Memorial Shelter Report Grace McIntosh, Community Action Partnership of San Luis Obispo County, reviewed the contents of the fourth quarter operations report for the Maxine Lewis Memorial Shelter; provided hard copies to the Commissioners for reference. 3.Review Grants-in-Aid, Community Development Block Grant, and Neighborhood Matching Grant Timelines Housing Programs Manager Corey presented the timelines for the Grants-in-Aid, Community Development Block Grant, and Neighborhood Matching Grant programs; summarized the intent of the Community Needs Workshop to be held on September 2, 2015, emphasizing the primary goal of the hearing is to hear from the public regarding ITEM 1 Human Relations Commission Minutes of August 5, 2015 Page 2 City of San Luis Obispo, Title, Subtitle human service needs in the community; and provided an overview of projected funding amounts and key meeting dates and application deadlines for the grants. 4.Assign 2015-16 Grants-in-Aid Liaisons During the course of discussion, Commissioners volunteered for liaison assignments for each of the 2015-16 Grants-in-Aid recipients. COMMISSIONER COMMENTS None. ADJOURNMENT There being no further business, Chair Tasseff adjourned the meeting at 5:51 p.m. to the next regular meeting scheduled for Wednesday, September 2, 2015 at 5:00 p.m. in the Council Chambers at 990 Palm Street, San Luis Obispo. Respectfully submitted, Monique Lomeli Recording Secretary ITEM 1 Page 1 MEMORANDUM TO: Human Relations Commission VIA: Tyler Corey, Housing Programs Manager FROM: Rebecca Gershow, Associate Planner, Long Range Planning MEETING DATE: September 2, 2015 SUBJECT: Item #1: Neighborhood Matching Grant Program Update Background On July 1, staff provided background and received input from the HRC on the proposed Neighborhood Matching Grant Program and the Draft Grant Guidelines and process flow chart. Immediately after, on July 2, staff made a presentation to the Neighborhood Wellness Stakeholder Group, and distributed the Draft Guidelines to interested neighbors and neighborhood groups for their review and feedback. Additional outreach is detailed in the attached Council Agenda Report (Attachment 3) On August 18, staff presented the program to the City Council. They adopted a resolution authorizing the Neighborhood Matching Grant Pilot Program for two years, 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. For every dollar awarded by the City, the neighborhood provides an equal or greater match consisting of volunteer labor, donated professional services, materials or a monetary contribution. At the conclusion of the second year, the program will be evaluated and future funding will be determined. As discussed in July, the Human Relations Commission (HRC) will award Neighborhood Matching Grants at their February meeting. This process is described further in the Grant Guidelines and Process Flowchart (Attachment 1 and 2), and below. Selection Process and HRC Role The Neighborhood Matching Grant program will be administered differently than either the Grants-in-Aid or CDBG programs. Per City Council direction, the HRC will be the final decision-making body for NMG awards. The HRC will have the discretion to approve full or partial funding for any or all of the project applications submitted, assuming allocations align with available funding. 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. To help ensure project success, the Neighborhood Matching Grant application is a two-step process: applicants will be required to submit a Draft Application for review prior to finalizing ITEM 2 Page 2 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, and standards, and to identify any potential issues or additional information needed. Draft Applications are due October 23, 2015. A staff team made up of representatives from Community Development, Neighborhood Services, Public Works, Parks and Recreation and Administration will review the Draft Applications and provide feedback to applicants. Final Applications are due by January 8, 2016. Staff will make recommendations to the HRC after reviewing the Final Applications. Staff will rank projects using the Project Criteria (Grant Guidelines, page 3), and present the HRC with project summaries, staff comments and funding recommendations. Full applications will also be available for review. The HRC will then evaluate and select projects for funding at the February 2016 meeting. After projects are selected, staff will develop project contracts, and work will begin. Staff will oversee grant administration, including the reimbursement and project monitoring. In December, staff will update the HRC on the status of the grant-awarded projects before projects are selected for the following year. Next Steps On September 14, the Neighborhood Matching Grant Program for 2015-16 will open. The grant application and all final materials will be made available to the public at www.slocity.org, and at the front counter at 919 Palm St. Additional outreach is underway to make sure a broad cross- section of the community is aware of the new program. Attachments 1.NMG Pilot Program 2015-16 Guidelines 2.NMG Process Flow Chart 3.NMG Council Agenda Report ITEM 2 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 2015-16 Guidelines Page 1 Attachment 1 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 Transportation Manager 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 2015-16 Guidelines Page 2 Attachment 1 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 2015-16 Guidelines Page 3 Attachment 1 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 2015-16 Guidelines Page 4 Attachment 1 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 2015-16 Guidelines Page 5 Attachment 1 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 2015-16 Guidelines Page 6 Attachment 1 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 2015-16 Guidelines Page 7 Attachment 1 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 2015-16 Guidelines Page 8 Attachment 1 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 2015-16 Guidelines Page 9 Attachment 1 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 Attachment 2 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; Attachment 3 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. Attachment 3 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. Attachment 3 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. Attachment 3 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 Attachment 3