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HomeMy WebLinkAboutItem 2_HRC NMG Update-memo and attachmentsNeighborhood Matching Grant Update; HRC Meeting December 7, 2016 Page 1 MEMORANDUM TO: Human Relations Commission VIA: Jenny Wiseman, Interim Housing Programs Manager FROM: Rebecca Gershow, Associate Planner, Long Range Planning MEETING DATE: December 7, 2016 SUBJECT: Item #2: Neighborhood Matching Grant Program Update RECOMMENDATION Discussion and input only; no formal recommendation needed. PROGRAM BACKGROUND On August 18, 2015, the City Council 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. The City Council delegated the responsibility of awarding Neighborhood Matching Grants to the Human Relations Commission (HRC). Last February, the HRC awarded the City’s first three Neighborhood Matching Grants. The second year grant cycle is currently underway, and five draft applications have been received. Final applications are due on January 3, 2017, and on February 1, 2017 the HRC will make funding decisions for the program’s second year. As described in the Program’s Authorizing Resolution, at the conclusion of the second year, the program will be evaluated and future funding will be determined. Staff is scheduled to provide an update and program recommendation to the City Council on March 7, 2017. This agenda item serves as a program update to the HRC, as outlined in the annual meeting schedule. GRANT SELECTION PROCESS AND HRC ROLE The Neighborhood Matching Grant program is administered differently than either the Grants-in- Aid or CDBG programs. Per City Council direction, the HRC is the final decision-making body for Neighborhood Matching Grant awards. The HRC has 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 submitted 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, and standards, and to identify any potential issues or additional information needed. Neighborhood Matching Grant Update; HRC Meeting December 7, 2016 Page 2 YEAR 1: 2015-16 NEIGHBORHOOD MATCHING GRANT PROGRAM In the first year, eight draft applications were submitted, totaling $22,715 in funding requests (Table 1). A staff team made up of representatives from Community Development, Neighborhood Services, Public Works, Parks and Recreation and Administration reviewed the Draft Applications and CDD staff collated the input and met with each applicant. Table 1 Year 1 Draft Neighborhood Matching Grants Submitted Name Address/Location Applicant Funds Requested 1. Emerson Park Corner Beautification Emerson Park; corner of Pismo and Nipomo St Emerson Park neighbors $5,000 2. Islay Park Creek Restoration and Trail Clean Up Islay Park; between Tank Farm Rd and Spanish Oaks Dr Islay Hill Arbors/Neighbors $5,000 3. Los Verdes Runoff Diversion Los Verdes Park II (LOVR and S. Higuera St) Los Verdes Park II HOA $1,040 4. Meadows Neighborhood Pocket Park Mariposa and Las Praderas Dr The Meadows Neighborhood Group $2,000 5. Seasonal Social Gatherings Cerro San Luis Foothills Neighborhood (Ramona Dr) Cerro San Luis Foothills Neighborhood Stewards $800 6. Serra Meadows Community Area Margarita Ave and Prado Rd Serra Meadows Group $5,000 7. Sharing Saturdays Pilot Mobile Cart El Cerrito/Encino, and Cerro Romauldo Ave neighborhoods El Cerrito/Encino $1,320 8. Willow Creek Park West end of Sunrose Ct, off Tank Farm Rd Willow Creek HOA $2,555 A wide-range of draft applications were submitted from throughout the City. This showed that outreach was successful, and there was interest in the program. However, a number of the applications submitted were very conceptual in nature, and applicants needed to do significant work before submitting a final application, such as showing neighborhood involvement or developing plans appropriate for City parks. Some applicants didn’t realize there was a $5,000 cap on overall grant disbursements, and others were disincentivized to completing the full application due to the amount of competition for a small amount of money. Final Applications were due January 8, 2016, and three applications were submitted, totaling $7,875.41 in grant requests (Table 2). CDD staff performed a completeness review, and all three applicants submitted additional information. The staff team then reviewed and ranked the projects using the Project Criteria in the Grant Guidelines, page 3. The staff recommendation was based on this review and input. At the February 2, 2016 meeting, the HRC selected the first two projects for full funding. Neighborhood Matching Grant Update; HRC Meeting December 7, 2016 Page 3 Table 2 Year 1 Final Neighborhood Matching Grants Submitted Name Address/Location Applicant Funds Requested 1. Islay Park Creek Restoration and Trail Clean Up Islay Park; between Tank Farm Rd and Spanish Oaks Dr Islay Hill Arbors Neighbors $1,883.41 2. Seasonal Social Gatherings Cerro San Luis Foothills Neighborhood (Ramona Dr) Cerro San Luis Foothills Neighborhood Stewards $3,437 3. Willow Creek Park West end of Sunrose Ct, off Tank Farm Rd Willow Creek HOA $2,555 Listed below are project summaries and status reports on the two funded projects from 2015-16: 1. Islay Park Creek Restoration and Trail Clean Up Application Summary: The neighbors living in the Arbors, Park View Terrace and surrounding homes will provide volunteer labor and donations in order to remove abandoned drip irrigation lines, as well as dead plants, branches and shrubs along the pedestrian path that connects Islay Hill park to Spanish Oaks Drive. The project will enhance the safety and enjoyment of the popular neighborhood trail system. Project Update: There were three work parties in July, with two days of pre-planning meetings. Volunteers of all ages officially logged 217 hours. The project goal of a clean, safe recreational trail free of dead brush, overhanging branches and old drip irrigation line was met. KSBY produced a video on the project, and neighbors used Nextdoor.com to promote the project, in addition to going door-to-door. The primary contact, Mary Lou Johnson, did the bulk of the work in organizing and event planning. 2. Seasonal Social Gatherings Application Summary: The Cerro San Luis Foothills Neighborhood proposes to organize gatherings of neighbors for quarterly seasonal events designed to increase neighborhood connections. Their themes and events are: Summertime Ice Cream Social (at the end of September when students are back); Fall Halloween in the Neighborhood; Winter Spiral of Lights (January); Spring Scavenger Hunt (May). Project Update: Two of the four neighborhood events have taken place—the ice cream social and the Halloween in the neighborhood. The ice cream social had approximately 250 participants, and 18 gallons of ice cream were consumed. There was a Dixieland jazz band, and neighbors of all ages participated. A reimbursement request was submitted, and a check of $1,109 was disbursed to the grantee for the ice cream social, as it is the largest of the four events. The applicant is on track for successful completion of all four events. Neighborhood Matching Grant Update; HRC Meeting December 7, 2016 Page 4 YEAR 2: 2016-17 NEIGHBORHOOD MATCHING GRANT PROGRAM For the second year of the program, a similar process was used for advertising the opening of the grant cycle in September. One exception is that the utility mailing notification was not used this year; instead e-notifications were sent to neighbors who expressed an interest in the program during the first year. Emails were also sent to neighbors who submitted draft applications the first year but did not complete final applications. Other outreach activities included two media releases, an informational meeting, a presentation to the Central Coast Realtors Association, and an article in the Neighborhood Hub Newsletter. By the October 17 deadline, five draft applications were submitted (Table 3, below). Table 3 Draft Neighborhood Matching Grants Submitted by October 17, 2016 Name Address/Location Applicant Funds Requested 1. Bill Roalman Bike Boulevard Village Building Morro Street Robin Liepman $2,000 2. PUPs Pop-up Parklets Serra Meadows Cesar Torres Bustamante $3,900 3. Mitchell Park Renewed Mitchell Park Trudy Lindaman $2,960 4. Woodside Drive Neighborhood Entrance Beautification 1370 Woodside Drive Erin Augustine $2,000 5. The “Woods” Neighborhood Gatherings Woodside, Briarwood and Fernwood Valerie Neuschwander $2,000 Staff has reviewed the draft applications, provided input to applicants, and met with all but one, who has been out of town for an extended period. The total funding request is $12,860. However, based on the draft applications and last year’s experience, many budgets need refinement, and it is very likely that not all applicants will submit a final application. At this point, it looks like the $10,000 budget for this grant cycle will likely fund all applications submitted. LESSONS LEARNED (SO FAR) Below are some informal take-aways regarding the Neighborhood Matching Grant Program as it approaches the conclusion of its second year. Staffing: Far less staff time has been needed the second year compared to the first year, when the program was being developed. Guidelines and applications were updated but no big changes to the program were made. However, different applicants need more time and attention than others both in the application submittal process and during project implementation, based on the complexity of the project or the applicant. This does not mean they are bad projects. Additionally, significant publicity still needs to happen at the beginning of the grant cycle to get the word out and keep the momentum going on the program. Publicity celebrating completed projects should continue and possibly be increased. Project effort: A good amount of work is involved in applying for and implementing neighborhood matching grant programs. This may discourage some applicants. Not everyone who Neighborhood Matching Grant Update; HRC Meeting December 7, 2016 Page 5 initially thinks they are interested wants to or are able to follow through with the requirements of the program. More application streamlining may be able to take place as the program matures, but since these are City funds, the program may not be as flexible as some wish. Funding: Draft applicants may have been discouraged to submit final applications last year because the funding level was low (at $5,000) and competition was high. This year, $10,000 feels like the right amount of funding, given the amount and quality of the draft applications, and the staff time available for project development and implementation support. NEXT STEPS Staff will continue to work with applicants to assist them in submitting complete applications by the January 3 deadline. After projects are submitted, staff will make funding recommendations to the HRC for final funding decisions on February 1, 2017. For those projects selected, staff will develop project contracts, and work will begin by March, 2017. Staff will oversee grant administration, including project monitoring and reimbursement requests. On March 8, staff will present a program update to the City Council to determine program funding for the following two- year budget cycle. ATTACHMENTS Neighborhood Matching Grant Authorizing Resolution 2016-17 Neighborhood Matching Grant Program Guidelines 2016-17 Neighborhood Matching Grant Application 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 2016-17 Guidelines Page 1 Neighborhood Matching Grant Pilot Program 2016-17 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. $5,320 was awarded in year 1, and $10,000 is available for distribution 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 2016-17 Guidelines Page 2 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 activities 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 2016-17 Guidelines Page 3 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 2016-17 Guidelines Page 4 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 volunteer labor, donated materials and supplies or professional services. Clear documentation of the match is required (i.e., keep your receipts, invoices, etc.). The following are the match requirements: • This is a 1-to-1 match grant, meaning the value of your match must be equal to or greater than the grant amount requested • No more than 25 percent 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 the grant agreement is signed can be counted towards the match • The value of volunteer labor is based on the latest estimated value for volunteer time. Currently, this value is $23.561 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, materials, supplies and services. The form must include donor signatures. Copies of the completed forms must be included with the final application. • All portions of the match must be able to be documented. 1 Independent Sector, https://www.independentsector.org/volunteer_time Neighborhood Matching Grant Pilot Program 2016-17 Guidelines Page 5 What Project Costs are Eligible for Reimbursement? This is a reimbursement grant. Meaning, the City will reimburse you after your project is complete for actual expenses. In order to be eligible for reimbursement, items and their estimated 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. Only direct project costs documented in the project application are 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 Monday, October 17, 2016. 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 before you complete your application. In order to give staff a thorough understanding of your proposed project, the Draft Application should include as many of the Application Checklist components as possible. However, Draft Applications are not expected to be complete applications. Draft Applications may be limited to completing the Project Information and Project Narrative sections and also may also include questions directed to staff. A staff team will review the Draft Applications, and feedback will be provided to applicants by the end of November. Staff comments are intended to assist applicants in completing the full application, which is due by January 3, 2017. 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 2016-17 Guidelines Page 6 What is Required to be Submitted for the Project Application? The following information is included in the Neighborhood Matching Grant Application: • Application Checklist • Project Information • 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 • Required Attachments: o Location/Site Map, including neighborhood boundary o Match Pledge Form (documentation of volunteer commitments, donated materials and/or professional services) o Neighborhood Petition Form o Written permission from the property owner (if applicable) The Draft Application may be limited to the Project Information and Project Narrative. The Final Application must include ALL the above elements in order to be complete, including one additional attachment: • 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 development of the project will increase support for the project. So will meeting the Project Criteria (see Page 3). Neighborhood Matching Grant Pilot Program 2016-17 Guidelines Page 7 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: • When possible, get cost estimates 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 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. Neighborhood Matching Grant Pilot Program 2016-17 Guidelines Page 8 What Are the Program Deadlines and Important Dates? Grant Cycle Opens: September 15, 2016 Grant Info Meeting: September 30, 2016 at 12:00 pm Draft Application Deadline: October 17, 2016 at 5:00 pm Feedback Provided By: November 30, 2016 Final Application Deadline: January 3, 2017 at 5:00 pm Funding Decisions On: February 1, 2017 Contracts Signed By: March 15, 2017 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 15, 2016. Draft Applications are required for ALL potential applicants, and are due by 5 pm on Monday, October 17, 2016, as noted above. Final Applications are also required, and are due by 5 pm on Tuesday, January 3, 2017. Final applications must be submitted complete with all documentation provided. Incomplete applications will not 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. 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 Neighborhood Matching Grant Pilot Program 2016-17 Guidelines Page 9 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 City of San Luis Obispo Neighborhood Matching Grant Application 2016-17 1 Community Development Department | 919 Palm Street | San Luis Obispo, CA 93401 | 805/781-7170 Neighborhood Matching Grant Program: 2016-17 Application For the grant cycle opening September 15, 2016 Draft Application deadline: October 17, 2016, 5 pm Final Application deadline: January 3, 2017, 5 pm Thank you for applying for a Neighborhood Mat ching Grant! Before filling out a project application:  Please read the Neighborhood Matching Grant Program Guidelines.  Discuss your project idea with the Neighborhood Matching Grant Program staff. Call or email Associate Planner Rebecca Gershow at 805/781-7011 or rgershow@slocity.org. 1. Draft Application submittal: One copy is due by 5:00 pm, Monday, October 17, 2016; either email or paper submittal (postmarks will not be accepted). See page 5 in the Grant Program Guidelines for information on the project Draft Application. In order to give staff a thorough understanding of your proposed project, the Draft Application should include as many of the Application Checklist components as possible. However, Draft Applications are not expected to be complete. Draft Applications may be limited to the Project Information and Project Narrative sheets and also may also include questions directed to staff. 2. Final Application submittal: One original hard copy and one scanned and emailed .pdf of the application and all attachments are due by 5:00 pm, Tuesday, January 3, 2017. The Final Application must include all of the Application Checklist components. Incomplete applications will not be considered for funding. Submit one original and one .pdf of the full application, including all attachments. Since we will be making copies of your application, please do not staple. Affix with a binder clip or paper clip. 3. See the Application Checklist on the next page for the required application components. 4. Submit Draft and Final Applications to: Rebecca Gershow, Associate Planner Community Development Department 919 Palm St San Luis Obispo, CA 93401 Phone: 805/781-7011 Email: rgershow@slocity.org City of San Luis Obispo Neighborhood Matching Grant Application 2016-17 2 Community Development Department | 919 Palm Street | San Luis Obispo, CA 93401 | 805/781-7170 Application Checklist Use this checklist as a tool to ensure all required compo nents are submitted with your final application. Please attach it as the first page of your application.   Application Checklist  Project Information  Project Narrative  Project Schedule  Project Budget Worksheets (Project Expenses and Project Match) Required attachments:  Location/Site Map, including neighborhood boundary  Match Pledge Form  Neighborhood Petition Form  Written permission from the property owner, if applicable  Final Application Only: Responses to Draft Application staff comments Other (non-required) attachments (please specify):      My Final Application includes all documents listed above, submitted by 5 pm on January 3, 2017, including: One (1) original application including all attachments submitted to 919 Palm St, San Luis Obispo, CA, 93401, Att: Rebecca Gershow, Associate Planner. One (1) application including all attachments in PDF format, submitted via email to rgershow@slocity.org . City of San Luis Obispo Neighborhood Matching Grant Application 2016-17 3 Community Development Department | 919 Palm Street | San Luis Obispo, CA 93401 | 805/781-7170 Project Information Project Identification Project Name: Project Address or Location: Briefly describe the project in 50 words or fewer: Applicant Information Applicant: (name of neighborhood organization or ad-hoc group) Primary Contact: Mailing Address: Phone: Email: Secondary Contact : Mailing Address: Phone: Email: The signatory below declares that s/he is authorized to act on behalf of the applicant organization or group, and assures that (1) the information contained in this application is, to the best of my knowledge, true and accurate, (2) a majority of the neighborhood, as described in the grant application, supports this project, and (3) any funds received will be used only for purposes set forth herein. Printed Name: Signature: Mailing Address (if different than above): Phone: Email: Project Funding Summary (from Project Budget Worksheets) Total Neighborhood Match: (d) $ Grant funds requested: (a) $ City of San Luis Obispo Neighborhood Matching Grant Application 2016-17 4 Community Development Department | 919 Palm Street | San Luis Obispo, CA 93401 | 805/781-7170 Project Narrative Please provide responses to the following four questions, which are based on the Project Criteria listed on pages 3-4 of the Grant Guidelines. Please limit your responses to no more than 250 words per question. Grant reviewers respond best to clear, concise narrative. 1. Project Description and Neighborhood Benefits Please describe your project and the group applying for funds. Why do you feel your project is important to your neighborhood? Please explain how you will ensure its success. 2. Neighborhood Involvement and Support Clearly describe your project location and neighborhood. Please quantify the number of people outreached to, in support of and participating in your project , and how your project demonstrates a broad neighborhood commitment. Attach supplemental information, as appropriate. City of San Luis Obispo Neighborhood Matching Grant Application 2016-17 5 Community Development Department | 919 Palm Street | San Luis Obispo, CA 93401 | 805/781-7170 3. Project Readiness Please summarize your project’s budget, match and schedule, and how it will be managed. For physical improvement projects, how will you address long-term maintenance? Please identify any approvals or permits necessary for project success, as well as plans or policy documents that support your project. For Final Application submittal only: Explain how you have addressed any issues raised by staff during the Draft Application review. 4. Sustainability Values As applicable, describe how your project is sustainable. Such as, how it contributes to the environmental health of our community, will have a positive effect on the local economy, supports responsible stewardship of public resources, and contributes to social equity in San Luis Obispo. City of San Luis Obispo Neighborhood Matching Grant Application 2016-17 6 Community Development Department | 919 Palm Street | San Luis Obispo, CA 93401 | 805/781-7170 Project Schedule Some ideas for how to develop a project schedule: List in chronological order the steps you will take to carry out your project after it has been awarded grant funds (Step or Activity). Identify who will be primarily responsible for each step or activity (Person or Group Responsible). Estimate the month and year the step or activity will be completed (Date Completed). Projects should be completed within one year of the signed agreement with the City (approximately March 17, 2017). Step or Activity Person or Group Responsible Date Completed City of San Luis Obispo Neighborhood Matching Grant Application 2016-17 7 Community Development Department | 919 Palm Street | San Luis Obispo, CA 93401 | 805/781-7170 Project Budget Worksheets Please use the following worksheets to estimate your project’s expenses and neighborhood match. When creating your project budget, it’s a good idea to get estimates from more than one reliable source. Only items included as Project Expenses below are eligible for reimbursement. Don’t forget to keep all of your receipts for when you submit your reimbursement requests at the completion of your project. Please see the Grant Guidelines for more information, and if you have a question, ask us! Project Expenses The following types of expenses are reimbursable: Materials/Supplies (e.g., construction or planting materials, non-alcoholic refreshments, etc.) Printing/Reproduction (e.g., fliers, invitations, newsletters, etc.) Capital Purchases (e.g., signage, bike racks, etc.) Rentals/Lease (e.g., equipment, tools, chairs, tables, tents, PA system, etc.) Contracted Services (e.g., site planning, concrete pouring, etc.) Other Project Expenses (e.g., permit fees, insurance, etc.) Please list your proposed project expenses below, with as much specificity as possible. Project Expenses: Amount: $ $ $ $ $ $ $ $ $ $ $ $ Grand Total of Reimbursable Expenses:* a) $ *These are the grant funds you are requesting City of San Luis Obispo Neighborhood Matching Grant Application 2016-17 8 Community Development Department | 919 Palm Street | San Luis Obispo, CA 93401 | 805/781-7170 Project Match The following types of donations and volunteer hours are eligible to be used as your project match:  In-kind donations. Include the person or group and the services or goods donated.  Volunteer hours. Include the activity to be performed, person or group volunteering, and number of volunteer hours. Volunteer time is valued at $23.56/hr. Please review the match requirements in the Grant Guidelines before completing. In-kind Donations Amount: $ $ $ $ Total donations: b) $ Amount: Volunteer Participation* Hours: (Hours x $23.56) $ $ $ $ $ $ $ $ Total volunteer hours: c) $ *No more than 25 percent of the total volunteer hours may come from outside of the neighborhood. Grand Total of Project Match = in kind donations + volunteer participation (b+c) d) $ Must be equal to or greater than the grand total of reimbursable expenses (a)