HomeMy WebLinkAbout02-01-2017 HRC Meeting Agenda Packet
City of San Luis Obispo, Council Agenda, City Hall, 990 Palm Street, San Luis Obispo
Agenda
Human Relations Commission
Wednesday, February 1, 2017
5:00 pm
REGULAR MEETING
Council Hearing Room
990 Palm Street
San Luis Obispo, CA
CALL TO ORDER: Chair Michelle Tasseff
ROLL CALL: Commissioners Julia Jones, Paul Orton, Carol Sexton, Nancy Welts, 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
Minutes of the Human Relations Commission meeting of November 2, 2016
PUBLIC HEARINGS
1. 2016 Neighborhood Matching Grants Funding Recommendations. – GERSHOW
BUSINESS ITEMS
2. 2017-18 Grants in Aid Subcommittee Selection – WISEMAN
San Luis Obispo – Regular Meeting Agenda February 1, 2017 Page 2
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.
COMMISSION & STAFF COMMUNICATIONS
3. Consider Cancellation of March 2017 Meeting
ADJOURNMENT
The next Regular Human Relations Commission meeting is scheduled for Wednesday,
March 1, 2017 at 5:00 p.m., in the Council Hearing Room, 990 Palm Street, San Luis Obispo,
California.
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.
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Human Relations Commission Minutes
Wednesday, December 7, 2016
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, December 7, 2016 at 5:00 p.m. in the Council Chamber, located at
990 Palm Street, San Luis Obispo, California, by Chair Tasseff.
ROLL CALL
Present: Commissioners Julia Jones, Paul Orton, Carol Sexton, Nancy Welts, Vice
Chair Robert Clayton and Chair Michelle Tasseff
Absent: Commissioner Gene Strohl
Staff
Present: Acting Housing Programs Manager Jenny Wiseman, Planning Technician
Steven Orozco, Associate Planner Rebecca Gershow
CONSIDERATION OF MINUTES
1. Minutes of the Human Relations Commission Meeting of November 2, 2016
Motion by Vice Chair Clayton, second by Commissioner Welts, carried 6-0 to approve
the Minutes of the Human Relations Commission meeting of November 2, 2016.
BUSINESS ITEMS
2. Neighborhood Matching Grants Presentation
Associate Planner Gershow gave an annual update to the Commission on the
Neighborhood Matching Grants. Ms. Gershow also provided a PowerPoint Presentation
which described the background of the program, the grant selection process and the
HRC`s role, the number of applicants, the use of funds, and pictures from events funded
by the grant.
Vice Chair Clayton encouraged having events like the ice cream social to bring the
community together.
Commissioner Sexton and Orton suggested to Ms. Gershow to inform the HRC on future
events.
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City of San Luis Obispo, Title, Subtitle
Human Relations Commission Minutes of December 7, 2016 Page 2
PUBLIC HEARING
3. 2017 Community Development Block Grant (CDBG) Draft Funding
Recommendations
Acting Housing Programs Manager Wiseman narrated a PowerPoint presentation which
provided an overview of the Community Development Block Grant Program and the
HRC`s role associated with the grant. Ms. Wiseman also updated the Commission on
the applicants who applied for funding and the amounts requested.
PUBLIC COMMENT
Chair Tasseff opened the public hearing.
Michael Kaplan, Transitions Mental Health Association, expressed gratitude for the
recommendation. Mr. Kaplan described the project and the need for funding the project.
Bryn Smith, Community Action Partnership of San Luis Obispo, would like to thank the
HRC and the City of San Luis Obispo for recommendations to fund projects for housing.
Ms. Smith summarized services provided by the Maxine Lewis Memorial Shelter and the
Prado Day Center. Ms. Smith also described how CAPSLO uses the grant funds to
provide positive services in San Luis Obispo.
Joanna Balsamo, Family Care Network, would also like to thank the HRC and the City of
San Luis Obispo for the recommendation. Ms. Balsamo described the need for funding
and the use of funding at Family Care Network.
Scott Smith, Housing Authority of San Luis Obispo (HASLO), would like to thank staff for
everything they do and for considering the projects. Mr. Smith also described HASLO`s
role within the community and how they strive to create a positive impact for the
community.
There being no others desiring to speak on this item, the public comment was closed.
After final discussion, a motion to approve the CDBG Recommendations was made by
Vice Chair Clayton, second by Commissioner Jones, Carried 6-0.
COMMISSIONER AND STAFF COMMUNICATIONS
4. Final Review of 2017-19 Advisory Body Goals
Acting Housing Programs Manager Wiseman reviewed the goals selected by the HRC
and how to accomplish the goals.
Motion by Vice Chair Clayton to approve the 2017- Advisory Body Goals, Second by
Commissioner Jones.
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City of San Luis Obispo, Title, Subtitle
Human Relations Commission Minutes of December 7, 2016 Page 3
5. Consider Cancellation of January 2017 Meeting
The January HRC Meeting will be cancelled. Next meeting will be held February 1st.
ADJOURNMENT
There being no further business, Chair Tasseff adjourned the meeting at 6:04 pm. to the
next regular meeting scheduled for Wednesday February 1, 2016 at 5:00 p.m. in the Council
Hearing Room at 990 Palm Street, San Luis Obispo.
Neighborhood Matching Grant Staff Recommendations and Award Page 1
MEMORANDUM
TO: Human Relations Commission
VIA: Jenny Wiseman, Interim Housing Programs Manager
FROM: Rebecca Gershow, Associate Planner, Long Range Planning
MEETING DATE: February 1, 2017
SUBJECT: Item #1: FY 2016-17 Neighborhood Matching Grant Staff
Recommendations and Award
RECOMMENDATION
Award three Neighborhood Matching Grants, to Nextdoor Mitchell Park for $5,000; Serra
Meadows for $1,982; and Bill Roalman Bike Boulevard (Morro St) for $550, with contract
clarifications as noted.
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 two Neighborhood Matching Grants for the Islay Park Creek
Restoration and Trail Clean Up, and the Cerro San Luis Foothills Seasonal Social Gatherings. Staff
gave the HRC a program update in December summarizing activities to date. Three final
applications were submitted in January 2017, as described further below.
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. From the Program Guidelines:
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.
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. As shown in Table 1, by the October 17 deadline, five draft applications were received:
Neighborhood Matching Grant Staff Recommendations and Award Page 2
Table 1
Year 2 Draft Neighborhood Matching Grants
Name Address/Location Applicant Funds
Requested
1. Bill Roalman Bike Boulevard
Village Building
Morro Street Robin Liepman $2,000
2. PUPs - Pop-Up Parties Serra Meadows
Neighborhood
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, provided input to applicants, and met with all but one, who
was out of town for an extended period. 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 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 is based on
this review and input.
Table 2
Year 2 Final Neighborhood Matching Grants
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 on the following page are project summaries, staff comment summaries and funding
recommendations. Full applications are included as Attachments 1-3.
Neighborhood Matching Grant Staff Recommendations and Award Page 3
PROJECT #1: Mitchell Park
Project description (from the application): Mitchell Park Renewed 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.
Staff comments (summarized): This is a very strong project, with clear neighborhood
benefits and support. The applicant team impressively gathered commitments from 64
neighbors to help with the project – totaling 517 hours of volunteer time. Additionally, they
canvassed the neighborhood and received 146 signatures of support on the Neighborhood
Petition Form as well as 11 letters of support, including from the Senior Center Executive
Board whom they met with to share their plans.
Recommended project changes for contract: The applicant has already consulted with the
City’s Parks Maintenance Supervisor, Jeff Hendricks; they will need to receive approval of the
final landscape plan from him after the contract is signed. Ron Combs, City Arborist, will need
to approve the tree removal plan. Following those approvals, the applicant will need to review
the project plans with the Parks and Recreation Commission. These additional consultations
could alter the details of the planting plan, but should not change the overall intention of the
project. If anything, there will be less grant money needed for tree removal, and more money
available for planting.
Recommendation: Increase allowable funding to $5,000 (request is $4,945) with above
changes included in contract.
PROJECT #2: PUPs—Pop-Up Parties
Project description (from the application): PUPs are inclusive events that break
unfamiliarity and connect neighbors through ‘parties’ or ‘festivals’ through event
organization, participation, socializing and education and to implement emergency
preparedness and watching groups; Serra Meadows is a new development and this is a seed
project for fostering a sense of community in the neighborhood.
Staff comments (summarized): This is the second application for Serra Meadows; last year
they submitted a draft application for multi-use ‘community boxes’ but they were unable to
get permission from PG&E to place them in the area under the power line. This is a new
application, based on Cerro San Luis’ successful “Seasonal Social Gatherings” project that was
funded this year. These events will build on some small neighborhood gatherings held in Serra
Meadows this year. A small group of neighbors will organize two events—A 5 de Mayo piñata
workshop, and a South Hills photo contest. Staff likes that the gatherings will also be used to
develop a neighborhood watch group and a neighborhood plan for emergency preparedness,
the potential for involving more neighbors, and the creativity of both events. However, the
events seem overly complicated and could be scaled-back in complexity, while broadened to
involve more people, given the size of the neighborhood.
Neighborhood Matching Grant Staff Recommendations and Award Page 4
Recommended project changes for contract: Staff suggests moving some of the requested
project funding from prizes, toys and equipment for a few (e.g., baseball caps for photography
contest participants) to help fund additional communications and outreach to involve more of
the neighborhood in activities. More focus should be on funding towards neighborhood watch
development and emergency preparedness planning. Staff suggests keeping the reimbursable
limit the same, but focusing on larger, simpler events and clarifying the allowable costs in the
contract.
Recommendation: Fund in full ($1,982) with changes on allowable costs included in contract.
PROJECT #3: Bill Roalman Bike Boulevard City Repair Project
Project description (from the application): As part of the 2017 SLO Village Building
Convergence, we will gather community to implement village infrastructure on Morro St. We
will paint an intersection mural (similar to the one recently painted on Luneta Dr), install
planter boxes to grow pollinator plants and food, and install a front-yard garden and a
community message board.
Staff comments (summarized): This project has good potential but too many project
requirements have not been met. Staff is concerned about a number of uncertainties
surrounding the project, some of which include: the primary project contact and applicant does
not live in the neighborhood; there are no letters of permission or details provided for the
improvements proposed on private property; the project is very close to Mitchell Park and
overlaps with the Mitchell Park neighborhood (Project #1); outreach to the neighborhood
beyond the three neighbors included in the application was not shown; the project schedule
begins before contracts are awarded; and there are a wide variety of proposals included in the
project narrative so the grant focus is not entirely clear. In addition, the applicant indicates that
they have the budget to initially fund these projects, as the project is being coordinated with a
larger effort (SLO Village Building Convergence).
Recommended project changes for contract: There are too many uncertainties, and places
where the application does not meet the grant program requirements, for the City to fund
physical infrastructure improvements. However, if the applicant is interested in scaling back
the application significantly, staff supports grant funds for helping support monthly gatherings,
or a neighborhood celebration event at the completion of the SLO Building Convergence
neighborhood activities. Therefore, staff recommends a grant of $550 for neighborhood-
building event support, but not physical improvements. Funds can be used for communications,
outreach, food, (non-alcoholic) refreshments, (non-amplified) music, and other event support.
For the contract, a neighbor must be designated as the project’s primary contact/fiscal agent.
Recommendation: Fund in part ($550), with revised project contact, project scope, budget
and clarifications on allowable costs included in contract.
Neighborhood Matching Grant Staff Recommendations and Award Page 5
FISCAL IMPACT
Funding the three projects at the amounts listed above puts the grant award total at $7,532 for FY
16-17; this is within the $10,000 allocation for FY 16-17. $5,320 was awarded in FY 15-16.
NEXT STEPS
After projects are selected, staff will work with applicants to adjust their applications, as necessary,
and develop project contracts. Work will begin in March. Staff will oversee grant administration,
including project monitoring and reimbursement requests. On March 7, staff will present a
program update to the City Council to determine program funding for the following two-year
budget cycle.
ATTACHMENTS
1. Mitchell Park Application
2. PUPs—Pop-Up Parties Application
3. Bill Roalman Bike Boulevard City Repair Project Application
4. Neighborhood Matching Grant Pilot Program 2016-17 Guidelines
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✔Letters of support
✔Proposed plant list and planting plan
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✔10 reasons for removing pittosporum, letter from Matt Ritter
✔
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Attachment 1
Mitchell Park Renewed
Mitchell Park
çMitchell Park Renewedé 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 cityês historic resources.
Nextdoor Mitchell Park
Ann Robinson
1152 Buchon Street, San Luis Obispo CA 93401
(805) 784-0201 annrob123@gmail.com
Trudy Lindaman
1057 Buchon Street, San Luis Obispo CA 93401
(805) 395-1022 tlindaman@gmail.com
Ann Robinson
(805) 784-0201 annrob123@gmail.com
12180.52
4945.00
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Attachment 1
Mitchell Park is a beautiful asset for the city and especially for people living in the surrounding
neighborhood. Enjoyable activities include not only playing, sun bathing, reading, and
picnicking, but also community festivities and simply strolling through the park. Unfortunately,
aging and drought stressed plants have left some of the landscaping looking forlorn. One
neighbor commented, çI think about the sorry state of the park every day as I walk past!é
Our project, to renovate areas of the park, was initially suggested on the online Nextdoor
website, which has a local community of neighbors called çMitchell Park.é Since then, more
than 16 neighbors have worked on creating our shared vision for improving two visibly
stressed areas in the park.
This project will use volunteer labor to design, install, and maintain sustainable, drought
tolerant landscaping, encompassing primarily the area ringing the bandstand and the planting
beds at the corner of Santa Rosa and Buchon. Volunteers will be scheduled for work days to
t h db i l t d ltd i li tl l l t i d t
Mitchell Park is located in the midst of the Old Town, the Railroad, and Downtown sections of
San Luis Obispo. For purposes of the grant, the Mitchell Park neighborhood corresponds with
that defined by Nextdoor Mitchell Park. Residents include renters as well as homeowners of all
ages. A map showing the neighborhood is included in this packet.
Jill White of Transitions-Mental Health, an organization with clients living in the Mitchell Park
neighborhood, quickly offered to support the newly proposed project. She brought in Craig
Wilson from Growing Grounds who provided initial technical expertise for the draft application.
Craig was also involved in the groups' first meeting with Jeff Hendricks from Parks and Rec.
Sharon Castle, a landscaper who has installed a number of low-water gardens in the
neighborhood, has provided assistance for design, plant selection, irrigation, and budgeting. Her
leadership will be tremendously beneficial in coordinating teams of volunteers to complete the
project.
Nine volunteers have canvassed throughout the neighborhood to explain the project and ask for
support and volunteers. They have found widespread enthusiasm. Over 146 people have signed
petitions supporting the project and at least 63 have volunteered to help pledging over 500
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Attachment 1
Our project requests reimbursement for almost $5000. The figure includes plants, the services
of a tree company, drip irrigation supplies, soil amendments, landscape rocks, and dump fees.
The neighborhood match will include volunteer labor to complete site clean-up, purchase plants
and other supplies, prepare the soil, install plants, supplement the drip irrigation system, and
provide continuing care.
As soon as the project has been awarded grant funds, committee representatives will schedule
a meeting with Parks and Recreation Maintenance Supervisor Jeff Hendricks to go over the
plant list and other plans and to review and test the current irrigation system. Full knowledge of
the current infrastructure is needed to provide a proper surface irrigation system.
Volunteers who have pledged time and indicated their desire to schedule and to contact other
volunteers will take the lead in organizing work days, using the names and contact information
gathered from the pledge forms. Additionally, announcements about project needs and
upcoming work days will be published on Nextdoor. Given the visibility of the area where the
work is to happen, we anticipate also getting çdrop-iné help.
Most work days will be scheduled on weekends, with the target date for completion set for the
end of June 2017 Volunteers will provide water monitoring until the plants mature
Colorful, drought tolerant plants from California, New Zealand, Australia, and South Africa will be
used. Disease resistant and frost hardy plants have been chosen for their minimal leaf fall and
consistent year-round structures which require little pruning. Vigorous prostrate varieties will
create carpet effects which inhibit weeds and discourage foot traffic. The work required of the
cityês maintenance crew will be lessened as there will be few weeds and no need for poisons or
fertilizers. The crew will be asked only to blow the sidewalks, not the soil, and to monitor the
irrigation system for leaks, and to watch for human and animal damage to the plants.
Water consumption will be kept to a minimum by using half-inch drip hoses with a variety of
emitters suitable to individual plant needs. Sprinklers currently in the targeted areas will be
removed.
Once the installation is completed, a celebration will be held to introduce the new landscape.
Until the plants are well established, volunteers will monitor their water needs. As the city is only
able to run the irrigation system twice a week, conditions may warrant additional hand watering
of the immature plants.
To maintain the new landscape, neighbors will be invited to biannual çnurturingé days to take
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Attachment 1
Volunteer Steering Committee April 5, 2017
Meet with Senior Center to share plans Volunteer Steering Committee April 10, 2017
Assign immediate and ongoing
Reconcile project plans with Parks & Rec
i l di i f ti b t t bid
Volunteer Steering Committee April 15, 2017
Prepare site for irrigation and planting Volunteers April 30, 2017
Choose plants and materials Volunteer Steering Committee April 15, 2017
Plant landscape Volunteers June 30, 2017
Complete drip irrigation system Volunteers June 30, 2017
Implement hand watering schedule Volunteers May 1, 2017
Neighborhood party on site to celebrate Ladies Lunch Group July 1, 2017
Nurturing days Volunteer Steering Committee Oct 2017 & Mar 20
Annual party to maintain pride in Ladies Lunch Group ongoing
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Attachment 1
Plants (see plant list)1500
Drip irrigation surface system 750
Soil amendments 650
Rocks for landscaping 500
Tree service for removal of pittosporum shrub and other vegetation (see bid)1475
Dump fees 70
4945
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Attachment 1
While neighbors will provide the use of vehicles to transport materials and plants,
the use of tools, the use of waste containers, as well as donations of plants,
irrigations supplies, and food, these items are not included in the projectm a t c h
at this time.
0
Gardening/general labor 349 8222.44
Volunteer coordination 55 1295.80
Outreach 36 848.16
Planning and organizing celebrations 54 1272.24
Driving private vehicles to transport supplies and waste 23 541.88
517 12180.52
12180.52
Attachments for Mitchell Park Renewed proposal
City of San Luis Obispo Neighborhood Matching Grant
Boundaries of
Mitchell Park
Neighborhood
Areas Targeted for
Renovation in
“Mitchell Park Renewed”
marked in red
From: "Gershow, Rebecca" <RGershow@slocity.org>
Subject: Mitchell Park application feedback
Date: November 8, 2016 at 12:49:02 PM PST
To: Trudy <tlindaman@gmail.com>
Trudy:
In addition to getting a little more information from you about your
project on site when we meet, we only have a few suggestions or
questions regarding your application so far:
Make sure to include map of the neighborhood area where you are
soliciting project support--this can just be from Google maps with a
line drawn around the neighborhood boundary (nothing fancy).
The map is included in the attachments.
Make sure to include a map of the areas in the park where landscape
improvements are proposed.
The map of the project focus is included in the attachments.
Include a plant list if you have it, or your intention of sharing it
and getting city feedback before it is final. (Include in your project
schedule.)
The plant list is include under the optional attachments.
include the people you are consulting/coordinating with in your
project narrative.
See pages 4 and 5 of the application.
You indicate that volunteers will hand water ... why is
this necessary, if drip irrigation will be installed?
See Sustainability Values section of the application.
How did you calculate the costs for plants?
Sharon Castle researched the wholesale costs at a number of local
nurseries.
Great emphasis on maintenance and adopting areas of the park. Shows
long term commitment.
I look forward to talking with you next week--
Rebecca
Rebecca Gershow
Associate Planner
Community Development
919 Palm Street, San Luis Obispo, CA 93401-3218
E RGershow@slocity.org
T 805.781.7011
slocity.org
From: Gershow, Rebecca RGershow@slocity.org Subject: RE: grant application questions
Date: January 3, 2017 at 11:05 AM To: Trudy tlindaman@gmail.com
Hi, Trudy—
I gave your application a quick preliminary review. Nice job! Few initial
thoughts:
I think your schedule looks too ambitious, to get everything done in
April ... You probably want to plant before it gets too warm, but I’m
guessing some of that may take a little longer ... plus, the volunteer
planting party dates aren’t clear. We have changed our schedule. See
project readiness on page 5 and the project schedule on page 6.
You have a ton of volunteer participation hours: That’s great! I assume
you will show a more detail in the match pledge form and
neighborhood petition form. Pledges and petitions are attached.
One thing participants didn’t do consistently last year was respond to
the staff comments on the draft application. Don’t forget to include that
as an attachment also. This is our response.
I’m assuming all required attachments will be included. They are.
Make sure that your tree service has liability insurance; if they’re
blocking off the sidewalk to do the work they will likely need and
encroachment permit also. Have you discussed this with them? We
can waive those fees, but they’ll need to provide their insurance info for
the permit (they should be familiar with this process). If we are
awarded the grant, we will solicit more bids for plant removal and make
sure all city and project requirements are included.
You may want to say why in-kind donations are not included at this
time ... People have offered materials for the project like surplus
irrigation supplies and plants. Once the grant is awarded, we will
assess those donations for their usefulness in the project.
I got a letter from Jill Bolster-White from TMHA in support of your
project.
I can scroll down to see all the text in the boxes of the pdf when it’s not
printed out, so that’s working.
Thanks! It’s looking good! Rebecca
From: Gini Griffin <giniritz@aol.com>
Subject: Mitchell Park Renewal Letter of Support
Date: December 13, 2016 at 4:16:48 PM PST
To: Ann Robinson <annrob123@gmail.com>
Mitchell Park Renewal Committee:
I support the proposed plan to revitalize Mitchell Park.
There is a great need to repair and replace damaged and dead plantings particularly surrounding the bandstand
and at the Senior Center.
Low maintenance native and drought tolerant plants will greatly improve the appearance of this well used and
historically significant Park.
The list of enthusiastic neighbors volunteering to work on the project is impressive, and the potential collabora-
tion with Growing Grounds and Cal Poly Students is impressive.
Sincerely,
Gini Griffin
1436 Johnson Avenue
San Luis Obispo, CA 93401
#!! "
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From: Kenneth Schwartz <kschwartz25@gmail.com>
Subject: Mitchell Park Renewal Project
Date: December 23, 2016 at 6:27:46 PM PST
To: annrob123@gmail.com
Cc: Gini <Giniritz@aol.com>
Ann Robinson,
Gini Griffin has told me about a proposal being forwarded by neighbors surrounding Mitchell Park in our city
who wish to see the park “refreshed” and revitalized.¬† As I understand it, park neighbors have already devel-
oped a plan and enlisted other community members to provide materials and labor to carry out major parts of
the work.  For me, this represents the serious intent of the neighborhood and warrants support not only by
City officials, but by other members and organizations in our community.There is no question in my mind that
volunteerism has been a very, very important factor in making our City the fine city that it is and I urge you to
provide whatever support you can.
I drive by Mitchell Park at least 4 times a week and I am well aware of the use it receives from our citizens and
visitors.  As one or our oldest parks, it has seen a variety of users and, I am quite sure, could stand the refresh-
ing suggested by neighbors.  I am particularly impressed that the revitalization plans propose replacing dis-
tressed and/or dead planting with plant materials from our own growing grounds.
I say we should go for it and urge you to lend your support.
Ken Schwartz
201 Buena Vista
San Luis Obispo, CA  93405
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10 Reasons for Removing Both the Oaks and the Pittosporum Shrub
1. The pittosporum is obstructing the view of the Senior Center from the street. Because of its
interesting and beautiful architecture, this city-owned building is on the Master List of Historic Resources.
The fact that this gem is hidden speaks to a lack of stewardship and sets a negative example for owners
of other historic properties.
2. The pittosporum grows within inches of the Senior Center. It’s trunk and branches are blocking
the windows, reaching under the eaves, and overhanging the roof. Matt Ritter, Cal Poly professor and
author on all things trees, suggests that the tree, which usually is a shrub, was not part of the original
landscaping but was planted by a bird or squirrel. He also noted that small cracks are developing in the
building’s foundation and the tree needs to be removed.
Preservation of a structure should, in the opinion of the committee,take priority over preservation
1)8(*(6$6,10"(*(6$6,10&$0$.9$;5%(4(2.$&('$0''1(50164(>(&66+(&4($6,8,6;,0*(07,6;$0'
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deteriorated it cannot be replaced.
3. Removing the pittosporum would bring sunlight, warmth, and views into the Senior Center.
4. The three oak specimens, also planted by birds or squirrels, that Ron Combs has suggested must
be kept are unattractive and are growing within four feet of the building and walkways. Eventually they
will need to be removed. Jeff Hendricks says his crew could shape them and make them look more
attractive, but that will require additional maintenance. While the crew could shape the oaks, they have
never done so in the past. We do worry that the landscape crew’s capacity is already stretched to its
limit, and whatever we do may be undone by a lack of followthrough.
5. All of the oaks are less than 10 inches DSH (diameter at 4 feet six inches above grade) which
means the city does not require a permit for their removal.
6. Oak trees are not necessarily indigenous to this particular location. In the 1950s, the owner of
6+(+175($6 $06$ 15$ 64((6'7*72=8(1$-5$2.,0*5,0 $06$$4*$4,6$$0'2.$06('6+(/,0+,5
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doubt, some of those in the park.
7. Full grown oak trees may not be the water wise plants our city needs. Their long tap roots reach
into the water table for the 40,000 gallons of water each needs each year.
8. There is no shortage of oak trees in Mitchell Park. Outside the area of the neighborhood group’s
focus, many oaks have volunteered in the existing landscaping. A couple are already about as large as
the ones Ron Combs wants preserved.
9. With the shadowy, chaotic landscape, many pedestrians feel uncomfortable walking by this area
at night.
10. Neighbors want the trees removed. At of this date, neighbors have pledged to give over 400
hours to replace the current landscaping with drought tolerant, frost resistant, and low maintenance trees
and plants. The design will enhance the view of the Senior Center, will serve as a model for others
planning xeriscape gardening, and will require considerably less maintenance by the city crew.
From: Matt Ritter <mritter@calpoly.edu>
Subject: Re: Large PIttosporum tree at Mitchell Park/Senior Center
Date: November 4, 2016 at 12:15:22 PM PDT
To: Mary Ellen Gibson <meg@megibson.com>
Cc: Trudy Lindaman <tlindaman@gmail.com>, "Combs, Ron" <rcombs@slocity.org>
Mary Ellen,
I went by the senior center today and looked at the trees. The Pittosporum, which was likely planted by a bird, needs to be
:-57>-, <1;<77+47;-<7<0-*=14,16/)6,);5)44+:)+31;;<):<16/<7.7:516<0-.7=6,)<176 C>-)<<)+0-,807<7;&0-D6)
decision on this will be with Ron Combs. Please schedule a time with him so he or someone from his staff can make a site
and a determination about the tree.
Best,
Matt
--
Matt Ritter, Ph.D.
Professor of BiologyBiology Department, Cal PolySan Luis Obispo, CA 93407805.756.2775, mritter@calpoly.edu
webpage
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 Matching Grant! Before filling out a project application:
x Please read the Neighborhood Matching Grant Program Guidelines.
x 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
Attachment 2
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 components 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 .
Attachment 2
✔
✔
✔
✔
✔
✔
✔
✔
✔Spreadsheet
✔PUPs flyer
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) $
Attachment 2
PUPs – Pup-up parties
Serra Meadows neighborhood
PUPs are inclusive events that break unfamiliarity and connect neighbors through ‘parties’ or ‘festivals’ through
event organization, participation, socializing and education and to implement emergency preparedness and
watching groups; Serra Meadows is a new development and this is a seed project for fostering a sense of
community in the neighborhood.
Serra Meadows
César Torres-Bustamante
3193 Cherry Lane, San Luis Obispo
805-756-1534 ctorresb@calpoly.edu
Heidi Hopkins
315 Junipero Way
805-545-7762 heidixoxo@ymail.com
Cesar Torres Bustamante
805-756-1534 ctorresb@calpoly.edu
1992.08
1982.12
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.
Attachment 2
PuPs will transform a new development into a community group by incorporating activities,
events and workshops that connect people in the neighborhood. Serra Meadows is probably
the newest development in San Luis Obispo and while residents may meet and greet others
during local walks and strolls, most of us only know a small percentage of the all the 179
houses that constitute the development. PUPs goal is to break the barrier of unfamiliarity and
foster a sense of community in the neighborhood since its formation : it seeks to develop a
strong and reliable network for recreation and information, and to develop strategies for
emergency preparedness and safety.
Neighborhood: Serra Meadows, south of South Hills (at the end of Margarita Avenue and Prado Road). In 2015 a
group of about 20 residents from Serra Meadows developed ideas for a proposal what was going to be submitted for
the pilot program for Neighborhood Matching Grant in 2016-17. “Community boxes” were a type of flexible furniture
that could be used as a picnic table, play area, storage for toys, etc. The selected location was underneath power
lines, but the approval from PG&E was delayed because of legal issues with easement. Since then, the Serra
Meadows development has been fully sold, and only a few more residents are to move into their homes. The initial 20
residents are in support of the PUPs project, in addition to 5 new households that have shown the support through
NextDoor (an online group that currently has 81 neighbors for Serra Meadows).
The consolidation of the development sets up an ideal scenario to bring together the whole neighborhood to meet
each other and develop activities for better integration and support. Additionally, some residents have organized
some events and gatherings, like a ride competition for kids; recently, a brunch event was hosted at a driveway in
Cherry Lane, open to all residents, with about 70 people attending. These activities set up a precedent for community
organization and strengthening, and the intention is to bring these events to the next level by opening them to the
Serra Meadows neighborhood.
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.
Attachment 2
PUPs will integrate activities for a yearly schedule: there are two PUPs proposed for 2017:
-5 de Mayo + Pinata workshop
-Photo contest
Both projects will be open to all residents, with activities for children,adults and seniors. The estimated number of participants for each event is
between 15 and 25 people; money from the Neighborhood Matching Grant Program 2016-2017 will be used for these two events.
In 2018 the two PUPs will be:
-Halloween DIY costume contest
-to be defined
These events will be proposed if the Neighborhood Matching Grant Program is offered in 2018.
Contribution for each project will be matched with volunteer hours, and by lending equipment and/or donating goods and other contributions.
In each PUP, and additional goal is to define/establish an emergency network program, focusing on preparedness/neighborhood watch. PUPs will
offer opportunity to share contact details for neighbors, and establish a network for emergencies and regular safety issues in Serra Meadows. PUPs
will require a permit to use a cul-de-sac for the temporary event, and neighbors affected will be informed in advance -similar events have already been
done 'informally' in the Sage Street cul-de-sac in 2015 for July 4th and bike parade.
Budget
Each PUP has a budget of approximately $1000 to assist in the purchase of materials, supplies, food and refreshments, prizes, decorations, food,
refreshments, cutlery/plates/cups, event tents, etc. Contributions by neighbors will be in the form of providing furniture (chairs, tables, umbrellas,
picnic mats), games (Frisbees, balls, flags, toss games, etc.), printing advertising material (leaflets, notices) and supplies for workshops/meetings
(digital projector, screens). Labor will be required for preparation of food/refreshments, accessories for activities, contests and games and event
preparation, setup and cleaning.
PUPs contributes to the environmental health of the community by promoting physical activities
like bike parades and photo contest “South Hills”. The events also rely on use of recycled
materials like piñata making and the use of recycled materials for Halloween (which are worn
once and then get tossed). These actions integrate ideas of creativity, recycling and reuse not
only in adults but also in children. Additionally, the multicultural character of holidays celebrated
in California, like the Cinco de Mayo celebration, is part of the cultural diversity and awareness
that will be promoted at the community events.
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:
x List in chronological order the steps you will take to carry out your project after it has been awarded
grant funds (Step or Activity).
x Identify who will be primarily responsible for each step or activity (Person or Group Responsible).
x Estimate the month and year the step or activity will be completed (Date Completed).
x 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
Attachment 2
Cesar Torres Bustamante
Propagation phase
Inform neighborhood about PUP. Organize meetings for event coordination and define location.TBD April 30
Triggering phase. Distribute preparation kits for starting projects at home (eg. start construction of piñatas at
home); how-to workshops for piñatas. Website to document/track progress (instagram, NextDoor, etc)
5d em a y o
TBD May 21
Execution phase
Meet to decorate piñatas with food and refreshments. Piñata contest and breaking piñatas TBD May 28
Photo contest César Torres Bustamante
Propagation phase
Inform neighborhood about PUP. Organize meetings for event coordination and define location TBD August 27
Triggering phase. Distribute preparation kits for starting photo contest and how-to workshops for photographs.
Website to document/track progress (instagram, NextDoor, etc). Discuss emergency preparedness program.TBD September 17
Execution phase
Meet to review images and choose winning photographs. Food and refreshments. Distribute printed books to record images.TBD October 1
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:
x Materials/Supplies (e.g., construction or planting materials, non-alcoholic refreshments, etc.)
x Printing/Reproduction (e.g., fliers, invitations, newsletters, etc.)
x Capital Purchases (e.g., signage, bike racks, etc.)
x Rentals/Lease (e.g., equipment, tools, chairs, tables, tents, PA system, etc.)
x Contracted Services (e.g., site planning, concrete pouring, etc.)
x 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
Attachment 2
See attached spreadsheet for Pinata workshop 916.82
See attached spreadsheet for Photo contest 1065.30
1982.12
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:
x In-kind donations. Include the person or group and the services or goods donated.
x 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:
V o l u n t e e r P a r t i c i p a t i o n * H o u r s : (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)
Attachment 2
See attached spreadsheet for Pinata Workshop 483.50
See attached spreadsheet for Photo Contest 495.5
979
See attached spreadsheet for Pinata Workshop 20 471.2
0
See attached spreadsheet for Photo Contest 23 541.88
0
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43 1013.08
1992.08
Attachment 2
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Attachment 2
Expenses
Supplies Quantity Price Total
Balloons, crepe paper.3 $15.49 $46.47
Other supplies (trays, wipes, gloves)3 $15.00 $45.00
Other supplies (brushes, trays, gloves)3 $40.00 $120.00
Plastic drop cloth 3 $10.00 $30.00
Aprons 1 $15.00 $15.00
Piñata stick (one given to each household that
participates)15 $5.49 $82.35
Piñatas to break at workshop 3 $30.00 $90.00
Toys to fill in piñata 3 $30.00 $90.00
Snacks
Wooden disposable cutlery (50 pc)1 $20.00 $20.00
Wheat straw fiber plate (9" and 6")2 $14.00 $28.00
Refreshments and snacks 1 $350.00 $350.00
$916.82
Match
Meetings and preparation Quantity Price Total
Preparation meetings for activities, organization and
delegation 10 $23.56 $235.60
Refreshments and snacks preparation 5 $23.56 $117.80
Setting up and cleaning up 5 $23.56 $117.80
Printing/reproduction (invitations, fliers, etc)50 $0.69 $34.50 FedEx printing price for color print, single sided
Workshop
Data video projector (1024 x 768), 2100-2700 lumens 1 $175.00 $175.00
AV solutions of San Luis Obispo for 3500
lumen projector
Projecting screen 1 $50.00 $50.00
AV solutions of San Luis Obispo for 6' x 6'
Dalite tripod screen
Canopies 2 $100.00 $200.00 All About Events Quick Peak Tent 10"x10"
Chairs 20 $1.20 $24.00
GotYouCovered for Beige Samsonite or White
Bistro
$954.70
Piñata Workshop
Workshop for piñata making. Participants will be informed about the workshop weeks in advance, and invited to a workshop where construction
of piñatas will be explained. A piñata kit will be distributed to participants (apron, some materials, recipes to make glue, etc), and piñata base
will be made independently. Progress will be tracked suing NextDoor or Instagram. All participants will meet at the end of May for the PUP
event of decorating piñata, with three main groups: children, young adults and seniors (see the "3" in quantity for each group).Estimated
number of participants: 15-25.
Attachment 2
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PUPs
Project Name
PUPs – Pup-up parties
Location
Serra Meadows neighborhood
Applicant
Name: César Torres Bustamante
Mailing address: 3193 Cheery Lane
Phone: 805-756-1534
Email: ctorresb@calpoly.edu
Total neighborhood grands fund request: $2000.00
Match: $2000.00
Description
PUPs are inclusive events that break unfamiliarity and connect neighbors through
‘parties’ or ‘festivals’ through event organization, participation, socializing and
education and to implement emergency preparedness and watching groups;
Serra Meadows is a new development and this is a seed project for fostering a
sense of community in the neighborhood.
Neighborhood
benefits
PuPs will transform a new development into a community group by incorporating
activities, events and workshops that connect people in the neighborhood. Serra
Meadows is probably the newest development in San Luis Obispo and while
residents may meet and greet others during local walks and strolls, most of us
only know a small percentage of the all the 179 houses that constitute the
development. PUPs goal is to break the barrier of unfamiliarity and foster a sense
of community in the neighborhood since its formation: it seeks to develop a
strong and reliable network for recreation and information, and to develop
strategies for emergency preparedness and safety.
Neighborhood
involvement
Neighborhood: Serra Meadows, south of South Hills (at the end of Margarita
Avenue and Prado Road). In 2015 a group of about 20 residents from Serra
Meadows developed ideas for a proposal what was going to be submitted for the
pilot program for Neighborhood Matching Grant in 2016-17. “Community boxes”
were a type of flexible furniture that could be used as a picnic table, play area,
storage for toys, etc. The selected location was underneath power lines, but the
approval from PG&E was delayed because of legal issues with easement. Since
then, the Serra Meadows development has been fully sold, and only a few more
residents are to move into their homes. The initial 20 residents are in support of
the PUPs project, in addition to 5 new households that have shown the support
through NextDoor (an online group that currently has 81 neighbors for Serra
Meadows).
The consolidation of the development sets up an ideal scenario to bring together
the whole neighborhood to meet each other and develop activities for better
integration and support. Additionally, some residents have organized some
events and gatherings, like a ride competition for kids; recently, a brunch event
was hosted at a driveway in Cherry Lane, open to all residents, with about 70
people attending. These activities set up a precedent for community organization
and strengthening, and the intention is to bring these events to the next level by
Attachment 2
opening them to the Serra Meadows neighborhood.
The following neighbors are willing to contribute with volunteer hours, lending
equipment or donating goods or services:
o Nicolette Hightower -3185 Daisy Lane
o Been Potter -463 Junipero Way
o Megan Lillian -3240 Violet Street
o Linda Donahue -379 Violet Street
o Heidi Hopkins -315 Junipero Way
o Rosalyn Castillo -324 Junipero Way
o Helen Mastache -451 Junipero Way
o César Torres -3193 Cherry Lane
The specific contribution from each neighbor (pledge form) will be submitted by
Friday 6th January, as many of them are away due to New Year holidays.
Project
Schedule
Piñata workshop: scheduled for 1st weekend of May.
Photo contest: scheduled for 1st weekend of September.
Sustainability
Values
PUPs contributes to the environmental health of the community by promoting
physical activities like bike parades and photo contest “South Hills”. The events
also rely on use of recycled materials like piñata making and the use of recycled
materials for Halloween (which are worn once and then get tossed). These
actions integrate ideas of creativity, recycling and reuse not only in adults but
also in children. Additionally, the multicultural character of holidays celebrated in
California, like the Cinco de Mayo celebration, is part of the cultural diversity and
awareness that will be promoted at the community events.
Project
location
The project will be located at a dead-end road within the Serra Meadows
complex, and will require a permit from the City of San Luis Obispo. Possible
locations are:
Sage Street
Cherry Lane
Daisy Lane
Violet Street
Budget
A preliminary budget is listed on the back page; the budget is approximately
$1000 for materials, supplies and food, and a similar matching amount for
services. Based on the number of participants and contribution, it may change,
but it is used as a reference. PUPs proposes two events for 2017, and two more
for 2018 –if the program is offered in that year.
Piñata workshop budget: $1,000.00
Photo contest budget: $1,000.00
Total requested amount: $2,000.00
Preparedness
Setting up a plan for emergencies, alerts and disaster. City of SLO has limited
information on the subject, but since many residents have manifested interest on
this issue –and considering the potential occurrence of these events, from
earthquakes to nuclear disasters- the City of Los Angeles Emergency
Management Department will be used as a starting point to strengthen and
prepare neighborhood in case of disasters, storms, high winds, nuclear
emergencies, etc..
http://5steps.la/
Attachment 2
The goal for PUPs is to develop a Neighborhood Watch Group following guidelines
from National Neighborhood Watch (a Division of the National Sheriff’s
Association) and register it in their website.
http://www.nnw.org/
Various residents have used NextDoor website to alert other neighbors from
unusual activity, from stolen packages to stolen car emblems and other
suspicious events. This website will be used to assist with the “emergency
preparedness” project.
Response
To
Initial
Feedback
Narrow down events; no more than 4 events
Events were reduce to two events per year, in a proposed two-year schedule.
Based on the success of the first year, second year may include more events or
will remain with semestral parties.
Support and participation
A list of participants is included above; pledge form, which will be submitted by
Friday 6th, will include actual participation/volunteering. Participants have
suggested interest in all activities, and not excluding adults from children events
(initially, workshops like the piñata making were only for children), so now all
events are open to children, adults and seniors.
Attachment 2
PUPs
pop-up parties
-Recycled material for
making piñatas (old
newspapers) and non-toxic
paste (paper mache paste)
-Refreshments will be
provided in biodegradable
papers and wooden
disposable cutlery
Piñata workshop in May for children and adults to celebrate 5 de Mayo; piñata breaking for adults and children;
Mexican snacks and refreshments served. Define Neighborhood Watch Group. Workshop will be in dead end street
(Sage St, Cherry Lane, Daisy Lane or Violet Street)
Photo contest during summer at South Hills Open Space Ridge Trail. Locations for photos will be pinned in Google
Maps and participants will also be given maps and compass to find their way. Participants will have a period of
time to take photos, and these will be displayed on slideshow/website and residents will vote on best photo .
Award session will be used to develop neighborhood plan for emergencies and disaster.
5 de Mayo
+
piñata
workshop
+
watch group
photo contest
“South Hills”
+
emergency
preparedness
Sustainability
Supplies
-Materials (newspaper, cardboard,
paper, flour)
-Tables, chairs, umbrellas, gazebo or
canopy, etc.
Volunteer Participation
-Preparation, organization, cleaning
up (cutting paper, making paper
mache paste, setting up tables/chairs)
-Preparing refreshments/snacks
How can you contribute?
-Promote physical activity.
Locations will be pinned in
Google Maps to encourage
activity (participants will
complete activity at their
leisure).
-Refreshments will be
provided in biodegradable
papers and wooden
disposable cutlery
Sustainability
Supplies
-Tables, chairs, umbrellas, gazebo or
canopy, etc.
Volunteer Participation
-Preparation, organization, cleaning
up (for project presentation and
awards session)
-Preparing refreshments/snacks
How can you contribute?
2017
2017
Attachment 2
PUPs
pop-up parties
-Recycled material for
making costumes
-Learn about plants and
growing pumpkins by
giving seeds to participants
-Refreshments will be
provided in biodegradable
papers and wooden
disposable cutlery
Halloween costume contest (for adults and children) built with recycled/discarded materials and pumpkin carving
contest or pumpkin growing contest (seeds will be provided for participants, who can grow pumpkins in pots,
planter boxes or in ground). Watch Halloween Movie.
Sustainability
Supplies
-Tables, chairs, umbrellas, gazebo or
canopy, etc.
Volunteer Participation
-Preparation, organization, cleaning
up (for project presentation and
awards session)
-Preparing refreshments/snacks
How can you contribute?“DIY
Halloween
costume”
contest
+
movie night
2018
City of SLO wants that
projects contribute 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.
These activities are successful if you contribute to the events, with materials, in-kind donations or volunteer
participation!
Sustainability
-Propose ideas
-Join with volunteer time
-Help organizing or being a leader
for a project
How can you contribute?
what
do you want
do to in
Serra
Meadows?
2018
Attachment 2
City Repair at Bike Boulevard
Neighborhood Matching Grant
Project Name: Bill Roman Bike Boulevard City Repair Project
Project Address or Location: Bill Roman Bike Boulevard (Morro St)
Application Checklist
■Project Information
■Project Narrative
■Project Schedule
■Project Budget Worksheets (ProjectExpensesandProjectMatch)
Required attachments:
○Location/SiteMap, including neighborhood boundary
○MatchPledgeForm
○Neighborhood Petition Form
○Written permission from the property owner, if applicable
Final Application Only: Responses to Draft Application staff comments
Briefly describe the project in 50 words or fewer: As part of the 2017 SLO Village
Building Convergence, we will gather community to implement village infrastructure
on Morro St. We will paint an intersection mural (similar to the one recently painted
Attachment 3
on Luneta dr.), install planter boxes to grow pollinator plants and food, and install a
front-yard garden and a community message board.
(See www.VillageBuildingConvergence.com & www.CityRepair.org for Portland’s
examples)
Applicant Inform
Applicant: (name of neighborhood) Bill Roalman Bike Boulevard (Morro St)
Primary Contact: Robin Matthew Liepman (Bloom)
Mailing Address: 1030 Bluebell Way, San Luis Obispo, CA 93401 Phone:
805-235-5649
Email: rliepman@gmail.com
Secondary Contact : Scott Kam
Mailing Address: 1543 Morro Street, San Luis Obispo, CA 93410 Phone:
805-549-9764
Email: rootamental.com/contact
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: Robin Liepman Signature: Robin Liepman
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.
The Morro St. (aka Bill Roman Bike Boulevard) community is already a beacon for
community building in SLO, with gardens, chickens, a little- free-library, and
community building events. The proposed project is to hold an on-going
neighborhood building event during the SLO Village Building Convergence next
Spring. The Village Building Convergence started in Portland 16 years ago,
organized by the City Repair Project, and has greatly transformed the city, with
front-yard gardens,
community gardens, beautiful street-murals, and many more functional and artistic
installments that bring the city to life and create community resiliency.
This project, spanning ten days with the potential to keep going after the
convergence, will include painting a street mural, installing planters containing
pollinator plants and food, a community message board, and other similar
installments proposed by the neighborhood. During the event, there will be live
music, art, and other community offerings.
This project will help build community, beautify the neighborhood, and will be a
positive example for other neighborhoods to see and experience what’s possible.
Attachment 3
To ensure its success, we will promote the event in advance to members of the
neighborhood, host pre-event potlucks, meetings and socials, and encourage the
community to save the dates for the project.
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.
The Bill Roalman Bike Boulevard (Morro Street) connects Downtown to the Train
Station parking lot where cyclists can then get on the Rail Trail. So far, three
neighborhood members (Scott Kam, Jaime Britz Hill, and Stacy Hurt) have been
notified and are fully in support of this project, and plan to participate in it. This
neighborhood has already consistently demonstrated a commitment to building,
beautifying, and unifying their community, and this project will greatly promote the
model of a vibrant neighborhood.
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.
We have the budget to initially fund these projects. The match will come from
multiple members of the neighborhood and help from outside participants (with note
of the no-more than 25% condition), to offer physical labor, and skills such as
carpentry, gardening, painting, event- organizing, and outreach. Because the
neighborhood members have been tending to their pre-existing projects, long-term
maintenance is ensured. Additionally, we will have planned meetings and check-ins
about these projects. A permit will be needed for painting a street mural and blocking
off the intersection while it’s being painted, and we will follow the model exemplified
on Luneta drive.
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.
This project will create environmental sustainability with pollinator plants and urban
gardens, community sustainability with the artwork and event, neighborhood
resiliency with the community announcement board and planters, and the local
economy and stewardship of public resources by encouraging other neighborhoods
to buy local plants and building materials to implement similar projects. Social equity
Attachment 3
will be prevalent through inviting all the neighbors and creating the shared-
resources of the planters, street-mural, and message board.
Project Schedule
Step/Activity
Person/Group
Responsible
Date Completed
2nd Saturday Event Morro St. Neighborhood
January 14th 2017
Event Promoting
Morro St. Neighborhood
January 30th 2017
2nd Saturday Event Morro St. Neighborhood
February 11th 2017
2nd Saturday Event
Morro St. Neighborhood March, 112017
Materials Purchase
Morro St. Neighborhood
March 29th 2017
City Repair Event
Morro St. Neighborhood April 2nd 2017
2nd Saturday Event Morro St. Neighborhood
April 8th 2017
After-Event Meeting
Morro St. Neighborhood
April 2017
Project Continuation/
Maintenance
Morro St. Neighborhood
Ongoing
Attachment 3
Project Budget Worksheet
Match Pledge Form
Name/Address/Phone Signature Volunteer Role Hours
Attachment 3
Scott Kam Scott Kam Leading garden-bed
build and
mural-painting &
event coordination
25
Stacy Blue Stacy Blue Gardening & event
coordination
25
Jaime Britz Hill Jaime Britz Hill Food prep,
decoration, event
coordination
25
Robin Liepman Robin Liepman Event coordination
and co-facilitation of
projects
10
1. Projects and Project lead/primary contact:
1)Second Sunday Neighbor Gathering Day (Bike Blvd)- Scott Kam/Stacy
Hurt/Jaime Hill
2) Temporary Mural Day (Morro from Buchon - Islay)- Stacy Hurt/Scott Kam
3)Garden Work Day (1543 Morro)- Scott Kam/Michael Arciniega
2. Project/Neighborhood boundary.
Morro St from Buchon intersection to Leff Intersection and Islay from Osos to
Chorro is where we are focusing our outreach and generating project support.
3. On what intersection are you proposing this to be on?
1.) Second Sunday in a private yard on Morro St. between Buchon and Islay.
2.) Temporary mural on Morro St. between Buchon and Islay. (April 2nd)
A. We will use chalk as a temporary mural material. Chalk will fade, dust, and wash
away.
B. We are generating neighborhood support with door to door outreach and monthly
“Second Sunday” neighborhood gatherings.
C.Jaime including approvals from the City
3.) Garden Work Day in a private yard at 1543 Morro (April 2nd)
4. Project Specifications
1.) Second Sunday is a neighborhood gathering Day to meet and connect with
neighbors to build community towards our April 2nd work party (Mural & Garden)
day. There will be tables set up in the front yard of a private property and neighbors
will bring food to share. We will also have a neighbor sign in sheet along with letters
of support for property owners to sign.
Attachment 3
Neighborhood Day inspires, builds, and sustains the neighborhood relationships that
provide the foundation for civic action and the building of stronger, more caring and
effective communities. We hope to reinforce the relationships that form the fabric of
our communities. It is a day of simple gatherings to share food, fellowship and fun
while rekindling friendships; welcoming new neighbors; catching up on each others'
families, interests and needs. Bringing neighbors together builds connectedness.
And connectedness builds more satisfying, self-sufficient and effective communities
that strengthen our nation as a whole. "Communities work better ( students perform
better, crime rates are lower, kids are safer, people live longer) when neighbors
know one another better. Knowing your neighbor on a first-name basis, as National
Neighborhood Day suggests, is a surprisingly effective first step toward a better
America." http://neighborhoodday.org/ideas/.
Our gathering of neighbors on the second sunday of each month is the first step to
becoming a more connected neighborhood. We will have tables, chairs and a free
standing board set up outside on the corner of Morro street and Islay street. This
location is on private property but accessible to all as it is visible by all angles and
right off the sidewalk. The space is large enough to handle a very large group of
people comfortably.
The tables and board we will have different forms and games to let neighbors share
the things they love about the neighborhood currently, what they would like to
change and how they think we can make those changes. We will have name tags
for each person with their address listed as well to give everyone a perspective of
where their neighbors are. There will also be a map of the neighborhood to help
assist with listing ideas and the locations of neighbors. With this being a monthly
gathering, we want to use seasonal themes to make each gathering new and
exciting. We also want to showcase the resources our neighborhood has by sharing
each other's jobs/talents; for example, we would have a resident who is a general
contractor demonstrate simple fixes around the house as well as our local fireman
share stories of his job and show his tools. The goal is to create an event where
neighbors plan for it and don’t want to miss it. And from these gatherings new ideas
on how to better the neighborhood and community as a whole will arise. Even for
the neighbors who do not participate in the monthly gatherings, the positive energy
and ideas that come from them will be to benefit the entire neighborhood.
2.) Temporary Mural
A. Design will either be an intersection mural like this (below), or a mural on the length
of the street depicting people riding bicycles and building community (gardening,
dancing, sharing, etc.)
Attachment 3
Materials: Chalk-Paint. This mural will be TEMPORARY, and will be eventually used to
apply to create a permanent mural through the public art department.
B. include letters of support from property owners and surrounding property owners.
C. This will be accessible to the public because it is in a central location near downtown
that many, especially bike-riders, pass on their way into downtown SLO
E. Being a bike boulevard that already has a few permaculture projects going on such
as a front yard and side yard garden, and a little-free-library, this mural will be
compatible with the public in that it adds to the theme of building a community of people
who care about each other and their environment.
F. This improvement will be for and supported by the entire neighborhood because it will
create more beauty, create a public attraction that will bring neighbors outside more
often, spark more conversations, and become a meeting ground for neighbors to get to
know each other. The process of painting the mural will bring neighbors together as
well.
3.) Garden Work Day
A. The projects include: Garden beds on the side of Scott’s house, public planter boxes
for community gardening, and garden beds for the old folks home nearby.
B. Include letters of support from property owners and surrounding property owners.
C. These improvements will be visible to the public and serve as inspiration for what
everyone can work on creating in their own yards. During the Second Saturday’s and all
work-parties, neighbors and community members will be able to participate in gardening
and building, which will bring people together.
D. For the streetside garden beds, the public will be able to see the garden, pick
vegetables/fruits, and help out with gardening projects.
Attachment 3
E. As there are already a few front-yard and side-yard gardens, these projects will be
very compatible with the neighborhood.
F. These improvements will be for and supported by the entire neighborhood because it
will beautify the environment and add practical application of resiliency and
sustainability to the area.
Info on the SLO Village Building Convergence
The VBC is a 4 day place-making convergence that takes place in multiple neighborhoods in
one city. In the daytime, projects initiated by neighborhoods and/or individual homeowners (with
the approval of their neighborhood), are worked on, with the help of many visiting participants.
In the evenings, there is a community gathering in one central location where dinner is served,
followed by music, workshops, keynote speakers, and local organizations with booths.
The daytime projects manifest as front yard gardens, sidewalk planting, street intersection
murals, little free libraries, free poetry stands, free tea stations, children’s outdoor clubhouse,
community gardens/food forests, cob (natural building) benches, community/neighborhood
event/announcement boards, community needs boards, asset mapping (a map of skills
offered/needed from each neighborhood member), and whatever other projects the
neighborhood agrees to. During the building of these projects, there is often music,
food/beverages, and street blockades in the fashion of a neighborhood block party.
For context, the VBC began in Portland, Oregon, organized by the City Repair Project, and has
been developing community resilience, sustainability and beauty for over 16 years. Because of
this project, there are now countless visible and practical expressions of neighborhood
resiliency all over Portland, including front yard organic gardens, street intersection murals, cob
benches, amongst many more examples. This movement has spread to other locations, with the
support of the founders, including Santa Barbara, Olympia, Asheville, Sebastopol, and soon,
Nevada City and the East Bay. The founder, Mark Lakeman, is especially interested in
supporting a project in SLO, as his mother lives here and he loves this city.
For more information on the Village Building Convergence and the City Repair Project:
villagebuildingconvergence.com
cityrepair.org
Attachment 3
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Attachment 3
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
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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:
x 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.
x Events, activities and celebrations open to all neighborhood residents that
encourage interaction and communication between residents.
x 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:
x Projects that conflict with existing City policies, standards or codes
x Duplication of existing activities or services
x Operating expenses that are not directly related to the neighborhood project
x Projects fully outside the City limits
x Expenses or financial commitments made before the project contract is signed
x Funding for items or services not included in the project description
x Projects that require new connections to utilities
x Alcoholic beverages
x 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.)
x 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:
x Produces an observable improvement to the neighborhood
x Provides a continuing benefit into the future
x Reflects a priority need of the neighborhood in which it is proposed
Neighborhood Involvement and Support (35 points)
The project:
x Fosters collaboration between neighbors, and maximizes opportunities for
neighbors to participate
x Clearly describes your neighborhood boundary, and quantifies the number of
people outreached to, in support of and participating in your project
x 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)
x The application is completed and consistent with grant guidelines
x The project is clearly defined and feasible
x For physical improvements, including landscaping, ongoing and long-term
maintenance is adequately addressed
x The project budget is based on documented and verifiable costs and specifications
x The project will be managed by capable operational and fiscal managers
x The project is compatible with plans, policies and practices of City of San Luis
Obispo
x Permission has been secured for use of the site from the property owner(s)
x 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:
x Contributes to the environmental health of our community
x Has a positive effect on the local economy and minimizes costs to the community,
now and over the long term
x Supports responsible stewardship of public resources
x Contributes to social equity by including vulnerable or underrepresented
populations or promoting community safety and cultural awareness while building
relationships and neighborhood cohesion.
x 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:
x 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
x No more than 25 percent of volunteer labor may come from outside of the
neighborhood
x Other City resources may not be included as a match
x Only volunteer labor or professional services contributed after the grant agreement
is signed can be counted towards the match
x The value of volunteer labor is based on the latest estimated value for volunteer
time. Currently, this value is $23.56 1 per hour.
x 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.
x 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.
x 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.
x 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:
x Application Checklist
x Project Information
x Project Narrative (includes a project description and how it meets the project
criteria)
x Project Schedule
x 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
x 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:
x 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:
x When possible, get cost estimates from more than one reliable source
x Provide documentation of professional qualifications to justify professional rates
x Include permit and insurance costs, if applicable
x 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:
x Invasive species removal and native plant restoration. Includes a commitment to
water during plant establishment.
x Construction of raised accessible garden beds for neighborhood use, with education
programs on urban gardening.
x Installation of theft-resistant, decorative neighborhood signs
x Free family-friendly outdoor “theater in the park” performance
x Traffic circle landscaping
x Free outdoor concert in the park
x Tree planting (along streets or in underutilized open spaces or parks)
x The start-up of a new neighborhood association
x Neighborhood BBQ and clean-up event
x Turf removal along a neighborhood street, and replanting with drought-tolerant
native landscaping
x Organizing a neighborhood book drive – collection and purchase of books for
neighborhood elementary school kids to take home over the summer
x Creek restoration (trash clean-up, invasive species removal, replanting with native
species)
x Installing bike racks at needed locations in neighborhood
x Neighborhood pancake breakfast
x “Neighbors Night Out”– a free, family-friendly event with entertainment sponsored
by the neighborhood association to bring neighbors together
x Neighborhood web site or newsletter
x Development of outreach materials for a Neighborhood Tool Co-Op or
Neighborhood Sharing/Lending Program
x Bike path beautification
x Neighborhood elementary school butterfly garden