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HomeMy WebLinkAbout03-07-2017 Item 06 Neighborhood Matching Grant Pilot Program Update - Evaluation Meeting Date: 3/7/2017 FROM: Michael Codron, Community Development Director Prepared By: Rebecca Gershow, Associate Planner SUBJECT: NEIGHBORHOOD MATCHING GRANT PILOT PROGRAM UPDATE AND EVALUATION RECOMMENDATION Continue the Neighborhood Matching Grant Pilot Program for two additional years, with $20,000 available for grants in the 2017-19 Financial Plan, assuming current funding sources are identified in the existing budget to reallocate to the Program. DISCUSSION 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. As described in the Program’s Authorizing Resolution (Attachment A), at the conclusion of the second year, the program will be evaluated and future funding will be determined. Background The City Council identified Neighborhood Wellness as a Major City Goal in the 2013 -15 Financial Plan and carried the goal forward into the 2015-17 Financial Plan as an Other Important Council Objective. One of the strategies identified was 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 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 approved Neighborhood Matching Grant Pilot Program Guidelines are included with Attachment A. The City Council delegated the responsibility of awarding Neighborhood Matching Grants to the Human Relations Commission (HRC). In February 2016 the HRC awarded the City’s first two Neighborhood Matching Grants, for the Islay Park Creek Restoration and Trail Clean Up, and the Cerro San Luis Foothills Seasonal Social Gatherings, totaling $5,320. On February 1, 2017 the HRC made funding decisions for the program’s second year, awarding two matching grants, for Mitchell Park Landscaping and Serra Meadows Pop Up Parties, for $6,982. Below is additional background information on the program: Packet Pg. 37 6 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 allocation s 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. 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 Packet Pg. 38 6 work before submitting a final application. Some applicants did not realize there was a $5,000 cap on overall grant disbursements, and others were dis-incentivized 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). The staff team reviewed and ranked the projects using the Project Criteria in the Grant Guidelines, page 3. At the February 2, 2016 meeting, the HRC selected the first two projects for full funding. 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 Project Summary: The neighbors living in the Arbors, Park View Terrace and surrounding homes provided volunteer labor in order to remove abandoned drip irrigation lines, dead plants, branches and shrubs along the pedestrian path that connects Islay Hill park to Spanish Oaks Drive. The goal of the project was to 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. Packet Pg. 39 6 2. Seasonal Social Gatherings Application Summary: The Cerro San Luis Foothills Neighborhood proposed 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: Three of the four neighborhood events have taken place. 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. Halloween in the Neighborhood included three different activities: a decorating contest, crafts, and a pumpkin carving party and dinner. Approximately 75 neighbors participated. Reimbursement requests were submitted for both events. Winter Spiral of Lights took place at the end of January and was more or a challenge due to the weather. The applicant is on track for successful completion of all four events. 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 2016. One exception is that the utility mailing notification was not used this year because responses from it were low; instead targeted 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). Packet Pg. 40 6 Table 3 Year 2 Draft Neighborhood Matching Grants Submitted 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 reviewed the draft applications and provided input and direction to applicants. Similar to the first year, a number of the applications submitted were very conceptual in nature, and applicants needed to do significant work to meet the requirements of a final application, such as generating neighborhood support and developing a project budget. Final Applications were due January 3, 2017, and three applications were received, totaling $8,927.21 in grant requests (Table 4). 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. At the February 1, 2017 HRC meeting, the HRC selected the first two projects for funding , totaling $6,982 (they increased the Mitchell Park grant to the maximum allowable $5,000). Table 4 Year 2 Final Neighborhood Matching Grants Submitted Name Address/Location Applicant Funds Requested 1. Mitchell Park Santa Rosa St between Pismo and Buchon Streets Nextdoor Mitchell Park $4,945 2. PUPs – Pop Up Parties Serra Meadows Neighborhood Serra Meadows $1,982.12 3. Bill Roalman Bike Boulevard City Repair Project 2 blocks of Morro St, between Buchon and Leff Bill Roalman Bike Boulevard (Morro St.) $2,000 Listed below is additional information on the two funded projects for Year 2: PROJECT #1: Mitchell Park Application summary and project update: Mitchell Park neighbors will refresh the landscaping in two prominent park areas: the bandstand and the Senior Center. The project will serve as a model of xeriscape gardening. Using drought-tolerant, low-maintenance plants, the landscape will highlight and enhance the former Kindergarten School, one of the city’s historic resources. Per HRC direction, staff will be developing a project contract for $5,000 by March 1, 2017. Packet Pg. 41 6 PROJECT #2: PUPs—Pop-Up Parties (Serra Meadows) Application summary and project update: Serra Meadows is a new neighborhood and this is a seed project for fostering a sense of community. PUPs are inclusive neighborhood events that will connect neighbors -- fun activities will be combined with emergency preparedness and organizing for a neighborhood watch group. Staff will be developing a project contract for $1,982 by March 1, 2017. LESSONS LEARNED Below are some lessons learned (so far) regarding the Neighborhood Matching Grant Program as it approaches the conclusion of its second year. Staffing: Less staff time has been needed the second year compared to the first year, when the program was being developed. In year 2, program guidelines and applications were updated but no significant changes to the program were made. The original estimate of .12 FTE or 255 hours annually for administering the program is an accurate reflection of staff time for the second year. However, some applicants need more time and attention than others both in the application submittal process and during project implementation. Also, project publicity takes a significant amount of staff time and resources 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. Neighborhood effort: A good amount of work is involved in both applying for and implementing neighborhood matching grants. This may discourage some applicants from applying. Others may see problems in their neighborhoods as the City’s responsibility. It takes a highly motivated and committed individual to champion a project, involve neighbors, and 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 and it is a matching grant requiring neighborhood participation, the program may not be as flexible as some wish. Lack of neighborhood associations: The fact that the City does not have an official neighborhood association program makes applying for grant funds more onerous on individuals. All four grants so far have been with “unofficial” groups of neighbors (rather than 501(c)(3) non- profit organizations), which potentially allows more neighborhoods to apply for grants, but also requires the project’s lead contact to be the fiscal agent and take on significant responsibility, including incurring upfront costs. Application Timing: The timing of the application process may have discouraged some from completing final applications, as they were due the first week of January. If funded, staff proposes opening the grant cycle earlier and having grants due in early December. Funding: Draft applicants may have been discouraged to submit final applications the first year because the funding level was low (at $5,000) and competition was high. This year, there weren’t as many draft applications submitted, perhaps due to the difficulty in getting funded in year 1, coupled with the amount of work needed for the application. Packet Pg. 42 6 As the program continues to mature, $10,000 annually for the next two years, or $20,000 in the 2017-19 Financial Plan would be an appropriate amount of funding for neighborhood matching grants, given the amount and quality of the applications received to date, and the staff time available for project development and implementation support. Continuing the program for two more years will give staff time to implement small program adjustments and identify whether the program is truly meeting its goal of supporting grassroots projects that enhance and strengthen neighborhoods. CONCURRENCES As part of the Neighborhood Matching Grant Pilot Program, the Community Development Department works with staff in other departments in the evaluation of applications, project assistance, and contract development. Specifically, Police (Neighborhood Services), Public Works, Parks and Recreation, Administration, and the City Attorney’s office. FISCAL IMPACT Council allocated $15,000 in the 2015-17 Financial Plan for the Neighborhood Matching Grant pilot program; at the completion of the two-year pilot program $12,302 will have been disbursed for neighborhood matching grants. Staff recommends increasing the allocation to $20,000 for Neighborhood Matching Grants for the 2017-19 Financial Plan. This is a good investment in helping build strong neighborhoods, as neighbors match these funds 100 percent. Funding sources will be identified within the 2016-17 Fiscal Year that may be approved for carryover funds and/ or other sources of departmental budget will be reallocated to cover the cost of the program. Funding sources will require City Manager approval. Collective staff resources associated with administering the program are estimated at approximately 255 annually, or .12 FTE (assuming two-three grants awarded each year). ALTERNATIVES 1. Fund the program up to $20,000 ($10,000 annually) for the 2017-19 Financial Plan. 2. Fund the program up to $14,000 ($7,000 annually) for the 2017-19 Financial Plan, since that is the amount that was funded this year. 3. Do not fund the program. Attachments: a - Resolution 10661 (2015 Series) Neighborhood Matching Grant Pilot Program for Fiscal Years 2015-17 Packet Pg. 43 6 Packet Pg. 44 6 Packet Pg. 45 6 Packet Pg. 46 6 Packet Pg. 47 6 Packet Pg. 48 6 Packet Pg. 49 6 Packet Pg. 50 6 Packet Pg. 51 6 Packet Pg. 52 6 Packet Pg. 53 6 Packet Pg. 54 6