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Home My WebLink AboutItem 2 - 3.7.18 Neighborhood Matching Grant Recommendations MEMORANDUM Hum TO: Human Relations Commission FROM: Cara Vereschagin, Planning Technician, Long Range Planning SUBJECT: FY 2017-18 Neighborhood Matching Grant Staff Recommendations and Award RECOMMENDATION Award three Neighborhood Matching Grants, to Mary Lou Johnson (Islay Park Clean-Up and Pot Luck Social) for $1,000; Friends of Laguna Lake/Laguna Lake Neighborhood for $4,185; and Vista del Lago/Laguna Lane Neighborhood Community for $2,785, 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). In 2016, the HRC awarded the City’s first three Neighborhood Matching Grants, and in 2017, the HRC awarded two additional Neighborhood Matching Grants, which will be further described below. On March 7, 2017, the City Council approved the continuation of the Neighborhood Matching Grant Pilot Program for two additional years, with $20,000 available for grants in the 2017-19 Financial Plan, assuming current funding sources are identified in the existing budget to reallocate to the Program. 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. MEETING DATE: March 7, 2018 Item Number:2 CHC2 - 1 Neighborhood Matching Grant Staff Recommendations and Award Page 2 2017-18 GRANT CYCLE (Year 3) A few changes were made to this year’s grant cycle. The application process was simplified in response to feedback, and to encourage more qualifying applications. Instead of completing a draft and final application, now neighbors only complete one application, and they have more time to do so. Neighbors are still required to contact staff in advance of applying, so that staff can answer questions and make sure the project meets the grant criteria. The application deadline was extended from early January to February 12, giving applicants more time after the holidays to complete their application. This also means that the HRC will not be making grant decisions until their April 4, 2018 meeting. The 2017-18 Grant Cycle opened on October 2. For the third year of the program, a variety of different ways have been used to advertise the opening of the grant cycle: E -notifications were sent out twice; a short video was developed; several notifications were placed on City social media (Twitter, Facebook, and Instagram); a flyer was developed and distributed in advance of the informational meeting; an article was written for the Neighborhood Hub Newsletter; and a press release was published. Five people attended an informational meeting, and staff has met with several potential applicants during the application process. Three applications in total were received, totaling $8,270. Staff performed a completeness review, and ranked the projects using the Project Criteria in the Grant Guidelines. The staff recommendation is based on this review and input and is discussed in more detail below. Full applications are included as Attachments A, B and C. Table 1 below visually displays the funding recommendations: Table 1 Year 3 Draft Neighborhood Matching Grants Recommendations Name Address/Location Applicant Funds Requested 1. Islay Park Clean-up and Pot Luck Social Islay Park Mary Lou Johnson $1,000 2. Lunch at Laguna Lake Laguna Lake Friends of Laguna Lake/Laguna Lake Neighborhood $4,185 3. Vista del Lago to Vista del Collados Pathway Clean-Up Path between Vista del Lago and Vista del Collados Vista del Lago/Laguna Lane Neighborhood Community $2,785 TOTAL $8,270 PROJECT #1: Islay Park Clean-up and Pot Luck Social Project description (from the application): One day neighborhood clean-up of City owned park located in the Arbors area at intersection of Tank Farm and Orcutt Rd. Followed by neighborhood pot luck social in the park. CHC2 - 2 Neighborhood Matching Grant Staff Recommendations and Award Page 3 Staff comments (summarized): This is a very strong project, with clear neighborhood benefits and support. The applicant collected commitments from 21 neighborhood volunteers, totaling 217 hours of labor. The applicant has also consulted City Parks and Recreation staff with an additional project idea, outside the scope of the proposed clean-up day. 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 clean-up site area plan from him after the contract is signed. Doug Carscaden, City Recreation Supervisor, will need to approve the proposed installation of the blade signs. Following these approvals, the applicant will need to review the project plans with the Parks and Recreation Commission. These additional consultations could alter the details and budget of the clean-up site area plan but should not change the overall intention of the project. The application also indicates pot luck supplies as reimbursable expenses. The applicant should be aware that the City cannot issue reimbursement for any plastic bottled beverages according to Chapter 8.07 Plastic Bottled Beverages and Water Filling Stations of the City Municipal Code. Recommendation: Fund in full ($1,000) with changes on project scope and clarifications, and any allowable costs included in contract. PROJECT #2: Lunch at Laguna Lake Project description (from the application): Lunch at Laguna (previously named Picnic in the Park) would take place the first Saturday morning of every month in Laguna Lake during the summer of 2018. The program would couple a monthly rotation of signature events with reoccurring and relevant children’s activity, food trucks, and live music. Staff comments (summarized): This is a great idea for a neighborhood project, as it connects people of all ages, abilities, and interests. It looks as if the applicant team, Friends of Laguna Lake, has a strong leadership presence, since they were able to leverage four in-kind donations from local businesses and 37 neighborhood volunteers for their project. They are also aware that they will have to obtain a City special event permit and liability insurance for the three Saturday events. Recommended project changes for contract: At this time, Staff does not recommend any major changes for the contract. The applicant team may want to consider providing additional portable restroom facilities during the event. Also, the events will need to comply with all conditions of approval stated in their special event permit and liability insurance. Recommendation: Fund in full ($4,185) with changes on project clarifications and budget included in contract. CHC2 - 3 Neighborhood Matching Grant Staff Recommendations and Award Page 4 PROJECT #3: Vista del Lago to Vista del Collados Pathway Clean-Up Project description (from the application): The neighbors of Vista del Lago are proposing to work with the city arborist and biologist to remove non-native species and/or non-living plants along the pathway between the Vista del Lago and Villa del Collados neighborhoods, bordering Laguna Middle School. Staff comments (summarized): Overall Staff thinks this is a solid basis for a project, that will bring the two neighborhoods together, in an effort to address safety concerns present along the pathway. The applicant team was able to collect commitments from over 20 neighborhood families for the clean-up project. However, Staff feels that the workday will need to be closely monitored by the City Biologist, City Natural Resources Manager, and the City Arborist, to prevent any removal of native species and living plants. Recommended project changes for contract: Staff recommends further consultation with the City Biologist, City Natural Resources Manager, and the City Arborist on the proposed site area for clean-up, to maintain compliance with the Laguna Lake Natural Reserve Conservation Plan and tree removal standards. Once approved, Staff recommends marking the clean-up area on-site prior to the workday. Additionally, the application proposes 120 volunteer work hours, which would total approximately $2,897, which is slightly higher than the number indi cated on the application ($2,827.20). The applicant team may also want to consider noticing adjacent neighbors and the City Fire Department prior to the workday, as there will be an increase of noise, activity, and increased safety risk. If volunteers plan on using power tools, the applicant team should also consider obtaining signed waivers from operators for liability purposes. Recommendation: Fund in full ($2,785) with changes on project scope and clarifications, and any allowable costs included in contract. FISCAL IMPACT Funding the three projects at the amounts listed above puts the grant award total at $8,270 for FY 17-18; this is within the $20,000 allocation for FY 17-19. NEXT STEPS After feedback is collected from the HRC, staff will work with applicants to adjust their applications, as necessary. The HRC will grant final funding decisions on April 4, 2018. For those projects selected, staff will develop project contracts, and work will begin by May 5, 2018. Staff will oversee grant administration, including project monitoring and reimbursement requests. ATTACHMENTS A. Islay Park Clean-Up and Pot Luck Social Application B. Lunch at Laguna Lake Application C. Vista del Lago to Vista del Collados Pathway Clean-Up Application D. Neighborhood Matching Grant Pilot Program 2017-18 Guidelines CHC2 - 4 Attachment A CHC2 - 5 Attachment A CHC2 - 6 Attachment A CHC2 - 7 Attachment A CHC2 - 8 Attachment A CHC2 - 9 Attachment A CHC2 - 10 Attachment A CHC2 - 11 Attachment A CHC2 - 12 Attachment A CHC2 - 13 Attachment A CHC2 - 14 Attachment A CHC2 - 15 Attachment A CHC2 - 16 Attachment A CHC2 - 17 Attachment A CHC2 - 18 Attachment A CHC2 - 19 Attachment A CHC2 - 20 Attachment A CHC2 - 21 Attachment A CHC2 - 22 Attachment A CHC2 - 23 Attachment A CHC2 - 24 Attachment A CHC2 - 25 Attachment A CHC2 - 26 Attachment A CHC2 - 27 Attachment A CHC2 - 28 Attachment A CHC2 - 29 Attachment A CHC2 - 30 Attachment A CHC2 - 31 Attachment A CHC2 - 32 Attachment A CHC2 - 33 Attachment A CHC2 - 34 City of San Luis Obispo Neighborhood Matching Grant Application 2017-18 1 Community Development Department | 919 Palm Street | San Luis Obispo, CA 93401 | 805/781-7170 Neighborhood Matching Grant Program: 2017-18 Application For the grant cycle opening October 2, 2017 Application deadline: &ĞďƌƵĂƌǇ1Ϯ, 2018, 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. 2. Application submittal: One original hard copy and one scanned and emailed .pdf of the application and all attachments are due by ϱ͗ϬϬƉŵ͕DŽŶĚĂǇ͕&ĞďƌƵĂƌǇ1Ϯ͕ϮϬ18. The 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. ppůŝcĂŶtƐ Ăre reƋƵŝreĚ to ĚŝƐcƵƐƐ tŚeŝr proũect ǁŝtŚ ŝty ƐtĂĨĨ beĨore ƐƵbŵŝttŝŶŐ ĂppůŝcĂtŝoŶƐ͘ 3. See the Application Checklist on the next page for the required application components. Submit 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 B CHC2 - 35 Attachment B CHC2 - 36 Attachment B CHC2 - 37 City of San Luis Obispo Neighborhood Matching Grant Application 2017-18 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. Lunch at Laguna Lake is an idea brought together via Friends of Laguna Lake, the community at large, and Mayor Heidi Harmon, who has verbally advocated support for a project enhancin g the Laguna Lake neighborhoods. We are requesting funds to support the initial launch of eve nts taking place in June, July, and August of 2018. Each month will feature a "signature" event, like boating activities, art activities, or a group ﬁtness activity, as well as a relevant children's a ctivity, live music, and food trucks. This series of events would bring the surrounding neighborh ood together, add value to the lake and the park, and promote pride of place by making Lagun a Lake an attractive, exciting, and fun place to be. The project's success will be ensured by ca sting a wide net throughout the neighborhoods and the San Luis Obispo community as a whol e through social media promotion, as well as intentional marketing of the event including the cr eation of its own logo and "brand". We have several dedicated community members who have shown prior dedication to enhancing our community and whose enthusiasm and excitement for the area will serve the project well. Lunch at Laguna Lake would take place near the picnic grounds and playground of Laguna Lake . Laguna Lake open space is about 344 acres and serves two existing, robust, and distinct neigh borhoods and one incoming neighborhood, San Luis Ranch. Outreach has been conducted to th e community north of Madonna Road via Friends of Laguna Lake, which is largely contained by Madonna, LOVR, Diablo Drive, and the lake to the east. The neighborhood south of Madonna R oad is largely encapsulated by Oceanaire Drive, Froom Ranch Way, LOVR, and Madonna; outre ach here was conducted door to door, via email, and with a public poster. While community mem bers are engaged and know one another, there is clearly a desire to form a cohesive identity and demonstrate pride of place: community members often feel overshadowed by newer developme nts in more "desireable" areas of the city. For example, a Halloween gathering at Oceanaire Cou rt and Oceanaire Drive easily drew in over 70 residents for a single potluck style event with a si mple ﬂyer. A monthly, recurring, well planned event that would attract families from the entire city to our very own community is something this neighborhood would take much pride in, and is rea dy for. Attachment B CHC2 - 38 City of San Luis Obispo Neighborhood Matching Grant Application 2017-18 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. Our project is ready to be implemented, and interested organizations are lined up once we recei ve grant approval. We have reached out to several existing organizations to aid in the programm ing of the event, including the Central Coast Printmakers, Paciﬁc Energy, the Children's Museum , Bike SLO County, the neighborhing San Luis Ranch development, Cuesta College, Hurricane Kitchen food truck, Lululemon Athletica, and several musicians. Many have provided Letters of Support to indicate their intent to partner in the event, which we have included as supplemental attachments. Laguna Lake is a beautiful but underutilized asset to the San Luis Obispo community. Currently, there is no consistent programming or events that take place regularly during the summer. Lunc h at Laguna Lake is a wonderful opportunity to increase exposure and appreciation of the lake to the community, advocate for its stewardship through activities and engagement, support local ar tists, musicians, food trucks, and other businesses through event participation, and bring togeth er residents of all ages and backgrounds. To demonstrate the viability of Solar and minimize ene rgy use, the event will utilize the Paciﬁc Energy PV/ battery pack to power the band and possibly other activities. Attachment B CHC2 - 39 City of San Luis Obispo Neighborhood Matching Grant Application 2017-18 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. Step or Activity Person or Group Responsible Date Completed FOLL = Friends of Laguna Lake Apply for Special Event Permit; insurance Zoya Dixon, FOLL April-May 2018 Conﬁrm, recruit addt'l support organizations Zoya Dixon, FOLL May 2018 Schedule organizations for each month Zoya Dixon, FOLL May-Aug. 2018 Brand event; design logo, Facebook page Zoya Dixon, Raquel Smith May 2018 Begin marketing efforts to promote events Zoya Dixon, Liz Cofer, FOLL May 2018 Manage events Recruited volunteers; Zoya Dixon June-Aug. 2018 Manage invoices, receipts, and payments Kathy Kimball July-Sept. 2018 Attachment B CHC2 - 40 City of San Luis Obispo Neighborhood Matching Grant Application 2017-18 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 Special Event Permit 200 Insurance from City of San Luis Obispo (est. $120 per event) 360 Event Flyer- printing 100 Social media marketing ($200 boosted Facebook ads per event) 600 Sandwich board printing and directional signage for event 400 Live music/bands (typically $100/hour)900 Cuesta College Community Programs 450 Children's Museum - van and stafﬁng for blue blocks children's activity 375 Central Coast Printmakers 400 Purchase table clothes and holders for 21 existing picnic tables 200 Misc. 200 4,185 Attachment B CHC2 - 41 City of San Luis Obispo Neighborhood Matching Grant Application 2017-18 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 $2ϰ͘ϭϰ/hr. Please review the match requirements in the Grant Guidelines before completing. In-kind Donations Amount: $ $ $ $ Total donations: b) $ Volunteer Participation* Hours: Amount: (Hours x $2ϰ͘ϭϰ) $ $ $ $ $ $ $ $ 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) Lululemon Athletica - free public yoga classes 300 Bike SLO County - Kidical Mass/Mobile Bike Kitchen 200 San Luis Ranch - Addtl. sponsorship funding; estimated $900 for entertainment Pending Paciﬁc Energy Company PV system ($500 per event) 1,500 2,000 Event management (3 people per hour per event)27 651.78 Event marketing; design, logo and ﬂyer creation, distribution 20 482.80 Social media marketing for event (1 hour per event) 3 72.42 Event coordination and organization 20 482.80 Event set-up and clean-up (3 people per hour per event) 18 434.52 Management of children's activity 9 217.26 Coordination, execution of inagural boating regatta 6 144.84 0 0 2,486.42 4,486.42 Attachment B CHC2 - 42 Attachment B CHC2 - 43 Attachment B CHC2 - 44 Attachment B CHC2 - 45 Attachment B CHC2 - 46 Attachment B CHC2 - 47 Attachment B CHC2 - 48 Attachment B CHC2 - 49 Attachment B CHC2 - 50 February 5, 2018 RE: Letter of Support for Picnic in the Park Yes! Bike SLO County, also known as the San Luis Obispo County Bicycle Coalition, enthusiastically supports Picnic in the Park. At Bike SLO County, our Mission is to inspire, educate, advocate and work to build a safe, healthy and connected community through bicycling. The Picnic in the Park event seeks also to build a safe, healthy and connected community and we look forward to being a part of their event. We understand that while there’s no obligation to commit at this time, we will do our best to participate in the event should the grant be approved. Contact: Mike Bennett E-mail: mike@bikeslocounty.org Ph: 805.547.2055 Fee: $75 / event for mobile Bike Kitchen $120 / event for Kidical Mass bike ride Sincerely, Mike Bennett, Executive Director BIKE SLO COUNTY bikeslocounty.org 860 Pacific St, Suite 105 | San Luis Obispo, CA | 93401 Attachment B CHC2 - 51 Letter of Support       Yes! Craig and Toni Kincaid support Picnic in the Park. We understand that while there’s no obligation to commit at this time, we will do our best to participate in the event should the grant be approved. We both have much creative energy to contribute to what appears to be a worthy project. Email/phone: H tel 805 5440254 Attachment B CHC2 - 52 Letter of Support       Yes! ________Loren Radis_(Music)____________________ (Organization) supports Picnic in the Park. We understand that while there’s no obligation to commit at this time, we will do our best to participate in the event should the grant be approved. Contact:     _Loren Radis____________________________________ Email/phone: lorenradismusic@gmail.com Fee (if applicable) $100 per hour Attachment B CHC2 - 53 Letter of Support       Yes! Pacific Energy Company supports Picnic in the Park. We understand that while there’s no obligation to commit at this time, we will do our best to participate in the event should the grant be approved. Contact:     John Ewan Email/phone: John@alteryourenergy.com 805-544-4700 Attachment B CHC2 - 54 Attachment BCHC2 - 55 Letter of Support       Yes! ___SAN LUIS RANCH (Organization) supports Picnic in the Park. We understand that while there’s no obligation to commit at this time, we will do our best to participate in the event should the grant be approved. Contact:     _Cate Norton Email/phone: ____cate@ccb1.net/805-550-0544__ Fee (if applicable) ______________________________________ Attachment B CHC2 - 56 Letter of Support       Yes! The San Luis Obispo Children’s Museum supports Picnic in the Park. We understand that, while there’s no obligation to commit at this time, we will do our best to participate in the event should the grant be approved. Contact: Michelle Jenkins, Executive Director Email/phone: mjenkins@slocm.org/805 545-5874 Fee (if applicable): $125/per event Attachment B CHC2 - 57 Letter of Support       Yes! Barbara Rosenthal of Central Coast Printmakers (Organization) supports Picnic in the Park. We understand that while there’s no obligation to commit at this time, we will do our best to participate in the event should the grant be approved. Contact:     _____Barbara Rosenthal___________________ Email/phone: ___roseybarb@charter.net_________________ Fee (if applicable) $100 per day for two artists ($50 each) $100 for materials for printmaking activities for children and adults   Total of $500 for all events     Attachment B CHC2 - 58 Attachment B CHC2 - 59 Attachment B CHC2 - 60 Digital Support From Community  The Friends of Laguna Lake and also a community list from Zoya Dixon were emailed in early January to enlist the support of the community for this project. Here are the affirmations of support from the community. Time stamps are included when possible from the email.     The Bircher family supports your idea! David Bircher 1757 Oceanaire Court San Luis Obispo, Ca, 93405 Thanks, Dave Bircher, Business Manager E. Carrie Ramirez, DDS, Inc. ___________________________    From: Kathy Kimball [mailto:kkimball@calpoly.edu] Sent: Sunday, January 14, 2018 10:31 To: Friends of Laguna Lake <friends@lagunalake.org> Subject: Re: Picnic by the Lake - You can help. I want to help! I support this project! Kathy Kimball kkimball@calpoly.edu 1810 Pereira Dr SLO CA 93405 805-440-4360 ____________________________    From: Marna Scarry-Larkin [mailto:marnaslp@gmail.com] Sent: Sunday, January 14, 2018 10:29 To: Friends of Laguna Lake <friends@lagunalake.org> Subject: Re: Picnic by the Lake - You can help. !!Jan 13 Attachment B CHC2 - 61 I support this project. Dictated and Sent using my iPhone.   _______________________________  From: fdavidson@charter.net [mailto:fdavidson@charter.net] Sent: Sunday, January 14, 2018 11:00 To: 'Friends of Laguna Lake' <friends@lagunalake.org> Subject: RE: Picnic by the Lake - You can help. I support this project. As I am caring for a frail husband, I'll not be able to help but what a nice idea. Thank you. Frances Davidson 1180 Vista del Lago SLO 93405    ________________________________  From: Claudia Devaux [mailto:claudiadevaux@yahoo.com] Sent: Sunday, January 14, 2018 12:46 To: Friends of Laguna Lake <friends@lagunalake.org> Subject: Re: Picnic by the Lake - You can help. We support the project! Thank you! Ron Larson and Claudia Devaux Larson 1044 Vista del Collados SLO 93405 __________________________    From: Linda Long [mailto:llong43@hotmail.com] Sent: Monday, January 15, 2018 02:06 To: Friends of Laguna Lake <friends@lagunalake.org> Subject: Re: Picnic by the Lake - You can help. I want to support this project! I want to help! ( Light jobs, plz, I’m old. Linda L. Long 805 458-6526 1546 Oceanaire Drive Attachment B CHC2 - 62 San Luis Obispo, Ca 93405 Llong43@hotmail.com  ____________________________________    Thank you Zoya! Yes, this is a great idea and I will help as I am able. I'm sure I will be able to help in some way. I saw the petition in your yard, great idea, but I don't want my name and address posted on a public petition. You have my support and you may add my name to the petition you submit. Liz Cofer 1776 Lima. Thank you again for all you do to strengthen our community! Liz Sent from Yahoo Mail on Android  ______________________________________      -----Original Message----- From: Sylvia Drucker [mailto:slosylvia@gmail.com] Sent: Tuesday, January 16, 2018 05:16 To: info@lagunalake.org Cc: Drucker Sylvia <slosylvia@gmail.com> Subject: Restoration I have, and continue to, support the restoration of Laguna Lake! This discussion & community support has been ongoing for a number of years. This project is past due. The lake & park are city gems & attention should be paid ~ both intrinsically & monetarily. Sylvia Drucker 2304 Flora St. San Luis Obispo 93401 805-544-9429= _________________________________ HI Zoya, Thanks for organizing and being willing to put this together. Yes, I, Carly Head, at 1942 Oceanaire Drive, SLO support this program of Picnic in the Park. What a great opportunity to support our city and community- right in our backyards. Attachment B CHC2 - 63 Thanks again Zoya! Carly _____________________________ Zoya: My address is 1304 Oceanaire Dr, SLO, 93405. You can use the same address to add my wife Alice McNeely. Keep Rob as the secondary contact. John Smigelski _______________________  On Tue, Jan 16, 2018 at 9:45 PM, Theodora Jones <theo2slo3@gmail.com> wrote: I am so pleased we are looking at this project with similar eyes. Thank you for being such a good neighborhood steward. Of course you can put my name to such a project. Enjoying the lake and it's natural beauty.. Theo Jones ____________________    Sure! It’s 1281 Drake Circle, SLO 93405 ~Diana On Jan 22, 2018, at 8:39 PM, Zoya Dixon <zoya.l.dixon@gmail.com> wrote: Hi Diana, Great thank you! All I need is your address for the petition, if you could kindly provide. Thanks for your support! Zoya Zoya Dixon (310) 633-4563 On Mon, Jan 22, 2018 at 8:20 PM, Diana Moffitt <dianamoffitt@gmail.com> wrote: YES! Attachment B CHC2 - 64 ~Diana ____________________________    YES! This is a WONDERFUL idea. Victoria Miller 1359 Garcia Drive San Luis Obispo, CA 93405 __________________________    -----Original Message----- From: Maureen Cox [mailto:maureen.cox31@icloud.com] Sent: Tuesday, January 30, 2018 02:31 To: friends@lagunalake.org Subject: Hi That would be a long walk for you!! My address is 1346. Love to you and Teri. Sent from my iPad ______________________________   Victoria J. Miller  Legal Assistant Attachment B CHC2 - 65 Attachment C CHC2 - 66 Attachment C CHC2 - 67 Attachment C CHC2 - 68 Attachment C CHC2 - 69 Attachment C CHC2 - 70 Attachment C CHC2 - 71 Attachment C CHC2 - 72 Attachment C CHC2 - 73 Attachment C CHC2 - 74 Attachment C CHC2 - 75 Attachment C CHC2 - 76 Attachment C CHC2 - 77 Attachment C CHC2 - 78 Attachment C CHC2 - 79 Attachment C CHC2 - 80 Attachment C CHC2 - 81 Attachment C CHC2 - 82 Attachment C CHC2 - 83 Attachment C CHC2 - 84 Attachment C CHC2 - 85 Attachment C CHC2 - 86 Attachment C CHC2 - 87 Attachment C CHC2 - 88 Attachment C CHC2 - 89 Attachment C CHC2 - 90 Attachment C CHC2 - 91 Attachment C CHC2 - 92 Attachment C CHC2 - 93 Attachment C CHC2 - 94 Attachment C CHC2 - 95 Attachment C CHC2 - 96 Attachment C CHC2 - 97 Attachment C CHC2 - 98 Attachment C CHC2 - 99 Attachment C CHC2 - 100 City of San Luis Obispo, Community Development, 919 Palm Street, San Luis Obispo, CA, 93401-3218, 805.781.7170, slocity.org Neighborhood Matching Grant Program 2017-18 Guidelines Page 1 Neighborhood Matching Grant Program 2017-18 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 was originally authorized in the 2015-17 Financial Plan as a two-year pilot program. $5,320 was awarded in year 1, and $6,982 was awarded in year 2. It was reauthorized in the 2017-19 Financial Plan, with $20,000 available for grants. 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. 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. Attachment D CHC2 - 101 Neighborhood Matching Grant Program 2017-18 Guidelines Page 2 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. What Types of Projects May be Considered? Projects may include, but are not limited to: • Physical improvement projects that improve or enhance publicly visible areas of the neighborhood, including landscape improvements, tree planting, waterway enhancement, and natural area restoration activities. • Events, activities and celebrations open to all neighborhood residents that encourage interaction and communication between residents. • Initiatives that serve to create, expand or increase participation in a neighborhood- organization, or promote an understanding of issues important to neighborhood residents. As this is a pilot program, staff is interested in hearing what kinds of projects residents believe will benefit their neighborhoods. Early consultation with City staff is encouraged. What Types of Projects are NOT Eligible? Grant funds cannot be used for: • Projects that conflict with existing City policies, standards or codes • Duplication of existing activities or services • Operating expenses that are not directly related to the neighborhood project • Projects fully outside the City limits • Expenses or financial commitments made before the project contract is signed • Funding for items or services not included in the project description • Projects that require new connections to utilities • Alcoholic beverages • Public art projects (There is an existing program to support these types of projects. Please contact Public Art Manager Melissa Mudgett at (805)781-7296.) • Neighborhood Traffic Management CIP projects (There is an established NTM program. Please contact Transportation Manager Jake Hudson at (805)781-7255 for more information.) How Are Projects Selected? Projects are selected using the Project Criteria. The Human Relations Commission (HRC), an advisory body to the City Council, will select Neighborhood Matching Grant projects. Attachment D CHC2 - 102 Neighborhood Matching Grant Program 2017-18 Guidelines Page 3 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. Proposed projects will be scored and ranked on how well they meet the following Project Criteria: Tangible Neighborhood Benefits (35 points) The project: • Produces an observable improvement to the neighborhood • Provides a continuing benefit into the future • Reflects a priority need of the neighborhood in which it is proposed Neighborhood Involvement and Support (35 points) The project: • Fosters collaboration between neighbors, and maximizes opportunities for neighbors to participate • Clearly describes your neighborhood boundary, and quantifies the number of people outreached to, in support of and participating in your project • Demonstrates a broad neighborhood commitment. Ideas include: o Circulate information regarding the proposed project to all addresses in the neighborhood. Include renters, owners, and businesses (if present). Provide a way for recipients to express support or concern to the person or group leading the effort. o Post notices of the proposal in the neighborhood, with information on how to provide feedback and get involved o Obtain letters of support from neighbors o Include a list of signatures from those who are supportive of the project o Include a list of neighbors who will be participating in the project (not just in support of it) o Discuss your project at a neighborhood association meeting, or other similar forum Project Readiness (20 points) • The application is completed and consistent with grant guidelines • The project is clearly defined and feasible • For physical improvements, including landscaping, ongoing and long-term maintenance is adequately addressed • The project budget is based on documented and verifiable costs and specifications • The project will be managed by capable operational and fiscal managers • The project is compatible with plans, policies and practices of City of San Luis Obispo Attachment D CHC2 - 103 Neighborhood Matching Grant Program 2017-18 Guidelines Page 4 • Permission has been secured for use of the site from the property owner(s) • The matching portion of the grant, including the availability of volunteers and donated materials, is well documented and credible Sustainability (10 points) The project: • Contributes to the environmental health of our community • Has a positive effect on the local economy and minimizes costs to the community, now and over the long term • Supports responsible stewardship of public resources • Contributes to social equity by including vulnerable or underrepresented populations or promoting community safety and cultural awareness while building relationships and neighborhood cohesion. • Contributes to the goal of evenly distributing grant awards to neighborhoods throughout the community What Are the Project Match Requirements? Requested grant funds must be matched by an equivalent amount of volunteer labor, donated materials and supplies or professional services. The following are the project match requirements: • This is a 1-to-1 match grant, meaning the value of your match must be equal to or greater than the grant amount of funds requested • No more than 25 percent of volunteer labor may come from outside of the neighborhood • Other City resources may not be included as a match • Only volunteer labor or professional services contributed after the grant agreement is signed can be counted towards the match • The value of volunteer labor is based on the latest estimated value for volunteer time. Currently, this value is $24.141 per hour. • Donated materials or supplies are valued at their retail price. Loaned equipment may also be included as part of the match and valued at the standard rental fee. • Professional services are valued at the reasonable and customary value of the product or service provided. Donors of professional services must provide the value of their contributions with documentation of professional qualifications. • A Match Pledge Form provided with the application must be used to document volunteer labor, materials, supplies and services, and copies of the completed forms must be included with the final application. • All portions of the match must be able to be documented . 1 Independent Sector, https://www.independentsector.org/volunteer_time Attachment D CHC2 - 104 Neighborhood Matching Grant Program 2017-18 Guidelines Page 5 What Project Costs are Eligible for Reimbursement? This is a reimbursement grant. Meaning, after your project is complete, the City will reimburse you for actual expenses. In order to be eligible for reimbursement, items and their estimated costs must be described 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 Required to be Submitted for the Project Application? The following information is included in the Neighborhood Matching Grant Application: • Application Checklist • Project Information • Project Narrative (includes a project description and how it meets the project criteria) • Project Schedule • A Project Budget that includes estimates for: o All materials and supplies o Permits (if applicable) o Insurance (if applicable) o All other project expenses o Identified neighborhood match • Required Attachments: o Location/Site Map, including neighborhood boundary o Match Pledge Form (documentation of volunteer commitments, donated materials and/or professional services) o Neighborhood Petition Form o Written permission from the property owner (if applicable) It is required that applicants discuss their project with City staff before submitting a Project Application to gain a full understanding of project expectations and requirements. Contact Planning Technician Cara Vereschagin at (805)781-7596 or at neighborhoodgrants@slocity.org. See the Neighborhood Matching Grant Application for full submittal details. Attachment D CHC2 - 105 Neighborhood Matching Grant Program 2017-18 Guidelines Page 6 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? As much of the neighborhood as possible 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). Step 2: Discuss your project early with City staff Discuss your project with City staff well before submitting an application to make sure your project qualifies for a neighborhood matching grant, or to ask questions and receive technical assistance. Contact Planning Technician Cara Vereschagin at (805)781-7596 or neighborhoodgrants@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 web site 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 Attachment D CHC2 - 106 Neighborhood Matching Grant Program 2017-18 Guidelines Page 7 contractor. Usually, liability waivers will be adequate. If applicable, the cost of insurance must be reflected in your project budget. Step 8: Develop a budget and project schedule Project budgets should be as comprehensive and accurate as possible: • When possible, get cost estimates from more than one reliable source • Provide documentation of professional qualifications to justify professional rates • Include permit and insurance costs, if applicable • Use the budget form provided in the application Project schedules should be realistic, reflect the schedule constraints of potential service providers and typically designed to be completed within one year from final contracts. What Are the Program Deadlines and Important Dates? Grant Cycle Opens: Monday, October 2, 2017 Grant Info Meeting: Monday, October 30, 2017 at 12:00 pm at 919 Palm St, Conference Room 1. Bring your lunch. Application Deadline: Monday, February 12, 2018 at 5:00 pm Funding Decisions On: Wednesday, April 4, 2018 Contracts Signed By: May 4, 2018 Projects Completed By: One year from final contract How Do I Apply? Application materials will be available online (www.slocity.org) on Monday, October 2, 2017. Applicants are required to discuss their project with City staff before submitting a Project Application to gain a full understanding of project expectations and requirements. Final applications must be 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: Cara Vereschagin, Planning Technician, Long Range Planning, Community Development Department, 919 Palm St, San Luis Obispo, CA 93401. Email: neighborhoodgrants@slocity.org. See the Neighborhood Matching Grant Application for more information. Final Applications are due by 5 pm on Monday, February 12, 2018. What Happens If My Project Is Selected? Congratulations! You are almost ready to get started. Grant Agreements: Successful applicants will enter into an agreement with the Community Development Department that details the terms and conditions of the grant. Grant Attachment D CHC2 - 107 Neighborhood Matching Grant Program 2017-18 Guidelines Page 8 recipients will be eligible for reimbursement of expenses incurred only after grant 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 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 are neighborhood matching grant projects from other communities. Feel free to use these examples to generate ideas for a matching grant in your neighborhood, or come up with your own! • Invasive species removal and native plant restoration. Includes a commitment to water during plant establishment • Construction of raised accessible garden beds for neighborhood use, with optional education programs on urban gardening • Installation of theft-resistant, decorative neighborhood signs • Free outdoor “theater in the park” performance, or concert in the park • Traffic circle landscaping • Bike path beautification • Tree planting (along streets or in underutilized open spaces or parks) • The start-up of a new neighborhood association • Neighborhood BBQ and clean-up event • Turf removal along a neighborhood street, and replanting with drought-tolerant native landscaping • Organizing a neighborhood book drive – collection and purchase of books for neighborhood elementary school kids to take home over the summer • Installing bike racks at needed locations in neighborhood • Neighborhood pancake breakfast • “Neighbors Night Out”– a free, family-friendly event with entertainment sponsored by the neighborhood association to bring neighbors together • Neighborhood web site or newsletter • Development of a Neighborhood Tool Co-Op or Neighborhood Sharing Program • Neighborhood elementary school butterfly garden Attachment D CHC2 - 108