2014 Safe Routes to School Pilot Mini-Grants Solicitation. October 2014

Transcription

1 2014 Safe Routes to School Pilot Mini-Grants Solicitation October

2 Prepared by The Minnesota Department of Transportation 395 John Ireland Boulevard Saint Paul, Minnesota Phone: Toll-Free: TTY, Voice or ASCII: To request this document in an alternative format Please call or (Greater Minnesota). You may also send an to 2

3 Contents Contents... 3 Mini-grant purpose... 4 Background... 4 Mini-grant selection... 5 Mini-grants schedule... 6 Grant request amounts... 7 How to Apply... 7 Step 1: Complete the school application form... 7 Step 2: Submit a letter of support from the principal or a school administrator... 8 Step 3: Complete the regional partner/primary applicant form... 9 Step 4: Submit required forms by deadlines Step 5: If funded, the regional partner/primary applicant/or individual school grantee must submit a resolution to enter into a grant agreement with MnDOT How it works Application submittal Appendix A: Evaluation Appendix B: application forms

4 Mini-grant purpose This pilot solicitation is looking to identify regional partners to provide small grants to schools or organizations working on Safe Routes to School (SRTS) programs. The small grants can be used to support SRTS events, and/or make purchases of equipment or materials. This mini-grant solicitation provides state funding for non-infrastructure projects located within two miles of a school with students in grades K-12. Mini-grant funds are eligible for small purchases to kick-off new SRTS activities or to help support an existing SRTS program. Applicants may apply for funding by filling out the application available on the MnDOT SRTS website and submitting it with the required attachments to MnDOT. Additional information and instructions for the SRTS application begins on page 7 of this guide. Background State program In 2013 the Minnesota legislature apportioned $500,000 from the general fund to the Safe Routes to School Program established in Minnesota Statute The funds were intended to supplement or replace aid for non-infrastructure projects (SRTS activities that cover education, encouragement, enforcement, evaluation and planning) under the federal SRTS program. The Minnesota Department of Transportation (MnDOT) is responsible for the administration of the state SRTS program and makes a portion of the noninfrastructure funds available to communities through a competitive solicitation process. The remaining non-infrastructure funds are used to support statewide programs including implementing the Walk! Bike! Fun! curriculum and developing a statewide SRTS 5-year implementation plan and resource center. SRTS steering committee recommendation The SRTS steering committee identified mini grants as a program priority. Schools across Minnesota have expressed a need for smaller grants to start or maintain SRTS activities. This will also help implementation of SRTS plans completed at more than 200 schools in Minnesota. Funding In the spring of 2014 the SRTS steering committee voted on how to use the new state SRTS funds. As of fall 2014, the MnDOT SRTS program has approximately $250,000 of state non-infrastructure funds to award in local grants. MnDOT will award four-five bicycle fleets to communities around the state to teach bicycle safety using the Walk! Bike! Fun! curriculum. MnDOT will also offer a pilot mini-grant solicitation with small grants up to $2,500 to purchase items to support SRTS activities. The 2015 state non-infrastructure funds must be spent by June 30,

5 Pilot status This solicitation is a pilot. It is the first mini-grant solicitation to be offered by the MnDOT SRTS program. Inspiration for this grant came from the MnDOT SRTS steering committee. The grant was developed using examples from the National Center for Safe Routes to School, other state SRTS programs, and Minnesota Statewide Health Improvement (SHIP) program mini-grants. This mini grant program will be evaluated after completion for future changes. Future mini-grant solicitations will depend on the Minnesota SRTS 5-year implementation plan results (beginning fall 2014) and the success of the 2014 solicitation. Mini-grant selection Qualifying criteria Eligible applicants Schools, both public and private School districts Townships Regional Development Commissions or Metropolitan Planning Organizations Cities Counties Federally recognized tribes Non-profit organizations Eligible Mini-grant items/activities The goal of this solicitation is to offer small grants to schools or organizations working on Safe Routes to School activities. Grants can be used to purchase the following: Promotional materials Educational materials Safety items (e.g., reflective vests and bands, bicycle helmets, bicycle lights) Bicycle racks Bicycle repair tools Bicycles that benefit groups of students Bicycle rentals Camera rentals (video, digital, helmet) Professional services (e.g., safety trainers) Modest incentives and supplies for a Walk/Bike to School Day event or ongoing SRTS programs (healthy food purchases are eligible if part of larger event) SRTS safety wheels (fun outreach tool for SRTS!) Items to support Walk! Bike! Fun! curriculum implementation 5

6 Training and education (travel, workshop tuition, or substitute pay for teacher trainings) Walk audits/safety presentations Timing All purchases must be complete and the final report submitted by June 1 st, 2015 Application must be submitted by the deadline (see below) Selection criteria Each project will be scored on the following criteria from the statute and recommendations from the SRTS Steering Committee. The application criteria include (but are not limited to): Schools: Supports existing SRTS programs in your community Project support- supported by principal letter of support Ability to meet grant requirements Geographical distribution Student Reach- number of students, number of students within walking/biking distance, free and reduced lunch numbers Bonus points for creative ideas Regional partners: Existing SRTS relationships # of schools applying The entire evaluation worksheet can be found on page 11. Mini-grants schedule October 2014 Solicitation announced December 19, 2014 January 9, 2015 February 2015 School application deadline Regional application deadline Awards announced February - May 2015 Funds distributed and used June 1, 2015 Summary report due 6

7 Grant request amounts Schools can request between $500 and $2500 in mini grants. A regional partner can apply for up to $10,000 to distribute in their region. MnDOT will award up to $125,000 in grants and admin costs to regional partners. We encourage you to apply with a regional partner to avoid the administrative burden of contracting with MnDOT for a small contract. Our goal is to give out larger awards to a partner that can distribute the funding to many schools in their region rather than to give out small awards to individual schools applying alone. Regional partner example 1: In many communities, schools work with their Regional Development Commission to complete Safe Routes to School plans. In one region of the state, 5 different school districts may contact and then apply in partnership to work with their local RDC on this grant. The RDC would submit the regional applicant form to MnDOT and MnDOT would contract with the RDC to assist in distributing funds to the local schools selected for funding. Regional partner example 2: In an area without an RDC there may be another organization assisting with existing SRTS activities in their community. One example may be schools working with a healthfocused non-profit that serves their region. Schools would apply to work with the health-focused non-profit and MnDOT would contract with that organization to assist in distributing funds to the local schools selected for funding. Other regional partner applicants may include: large school districts, MPOS s or a county. How to Apply Step 1: Complete the school application form All schools applying must complete the school application form. School information/contact information: Please provide basic information about the school and contact information for the school. SRTS program information section: SRTS plan: A SRTS plan collects existing conditions at a school and makes an action plan that covers all 5e s (engineering, encouragement, enforcement, education, evaluation). 7

8 Existing SRTS activities: We want to know if this school has an existing SRTS program. A comprehensive SRTS program covers all 5e s. SRTS team champion: Is there someone in your school or community that is a champion for SRTS? They might organize SRTS planning meetings, plan walking events, or even be the school principal! For more information about SRTS planning and programs to help in answering the above questions, check out MnDOT s SRTS website. School questions: Tell us about how many students will benefit from this grant? Do they currently live two miles from the school? How many students qualify for free and reduced lunches? Mini-grant questions: These questions should demonstrate clearly what the mini grant is for and how it will benefit your SRTS program. Budgets Budgets can be simple. Use the list of eligible items above when developing the budget. Example budget: May 2015 bike to school day mini-grant request Incentives for bike to school day event $750 -stickers and blinking lights Printed safety materials to distribute before event $500 Paint and supplies for event signs $100 Total $1350 Suggested tips: Keep the answers short and concise- there are word limits for questions Are you requesting a district wide mini-grant? Please fill out a form for each school or attach a separate list of school info so we can track the school information (population, name, grades, etc, SRTS plan, etc.). If the answers to the questions are the same, you do not need to answer separately for each school. Step 2: Submit a letter of support from the principal or a school administrator Submit a letter of support from the principal or school administrator. Please limit to one support letter per school. 8

9 Step 3: Complete the regional partner/primary applicant form Note: If you are just one school or entity applying, you do not need to fill out this form. This form is for Regional Development Commissions (RDC s), Metropolitan Planning Organizations (MPO s), Minnesota tribes, non-profits or organizations applying to distribute funds to multiple schools. Regional partners/primary applicants are any organization willing to manage the grants for multiple schools in their region. Regional partners may include some admin costs (staff time and materials costs) for SRTS coordination in their applications. In many communities this is the Regional Development Commission and if there is an RDC in your region, we encourage you to check with them first. RDC s have been completing the SRTS plans and offering assistance to schools in SRTS since Applicant information/contact information: Please provide basic information about the applicant. Regional partner information: Please provide information about the schools applying and whether you have worked with them previously. Mini-grant questions: These questions cover the basic logistics of how you plan to distribute the funds to schools in your region. Budgets This budget should include information from all the schools applying that you plan to work with. It will also include admin costs for coordination of the grants in your region (staff time, materials). Example Budget: Regional Partner X School 1 $1000 School 2 $500 School 3 $500 School 4 $2, hours staff $65/hr $1,300 Printing Costs $25 Total $5,325 9

10 Step 4: Submit required forms by deadlines Individual School: School form letter of support Contract resolution if applying alone (example available on website) Regional Partner Applicants: Regional Partner/primary applicant form Compiled school forms Contract resolution (example available on website) Step 5: If funded, the regional partner/primary applicant/or individual school grantee must submit a resolution to enter into a grant agreement with MnDOT This is not required to apply. It s a short time frame and some organizations may require a full board meeting to complete the resolution. If funded, the resolution will be needed in February to develop the grant contract. You are welcome to submit a resolution or draft resolution with your application. Examples will be posted on the SRTS website with this application packet. How it works If selected for funding, the following must happen. 1. MnDOT will contract with the regional partner for all schools in their area, or MnDOT will contract with the individual grantee 2. Schools and regional partners can work out how they will distribute the funding based on their organizational needs a. Schools make the purchase and ask for reimbursement, or b. Regional partner may provide funds for school purchase 3. The regional partner or individual grantee will submit receipts and one invoice to MnDOT for reimbursement by June 1, Regional partners must also include administration costs (staff time and materials) to manage the grants in their region. This is to reduce the administrative burden on schools and to allow MnDOT to offer smaller grants. We could not offer these grants without the assistance of regional partners. 4. A brief final report that will include a photo of the event or item being used, and outlines the success of the grants and how the funds were spent must be submitted with the final invoice by June 1,

11 a. Regional partners will compile the information from all the schools in their grant into one final report. b. Individual school grantees will submit one final report. Application submittal The complete application must be submitted by the deadline. First, the school form should be ed to the Safe Routes to School address provided below by end of business day on December 19, It should also be submitted to the regional partner or primary applicant, if applicable. The regional partner applications should also be ed to the Safe Routes to School address below by end of business day on January 9, Applications can also be mailed to MnDOT. Postal mail: Nicole Campbell Office of Transit Transportation Building 395 John Ireland Blvd. Mail Stop 315 St. Paul, MN

12 Appendix A: Evaluation Criteria Does this school have a SRTS plan? Briefly describe existing SRTS activities (SHIP school support, Walk! Bike! Fun! Curriculum taught, SRTS planning, etc.) at this school (Limit 250 words): Please list the name & title of your SRTS team champion: School question- reach of grant - # of students benefiting - grades affected - # of students eligible for free and reduced lunches -# of students within 2 miles Briefly describe your mini-grant proposal. Please explain what you would like to purchase, how the purchase will be used, and the expected timeline for use. (Limit 500 words) Explain how this grant supports existing SRTS activities in the school. For example, was it included in your SRTS plan? Or will this help teachers to teach Walk! Bike! Fun in the classroom!? (Limit 250 words) What long term benefits, if any, are expected from this mini-grant? (Limit 250 words) Budget Able to meet grant requirements? Regional partners - Existing SRTS relationships - More than 1 school applied - Willing to work with schools - Reasonable coordination costs (no more than 15% of contract) Scoring (55 total possible points) Yes 5 points All 5e s points 2-3 activities 5 points 1 activity 2 points None 0 points Yes 2 points Applications will be ranked in order of their student reach by region. Up to 10 points for grants that reach large student populations, have students within 2 miles, have a high # of students eligible for free and reduced lunches, and reaches multiple grades Proposal is clear and answers all questions 5-10 points Proposal is weak and needs clearer information 0-5 points Creative or innovative ideas? up to 5 bonus points Supports existing programs or SRTS plan 5 points This grant does not support existing work 0 points This will grow our SRTS program 10 points This will sustain our SRTS program 5 points No long term benefits 0 points Eligible and complete 5 points Missing, incomplete, or ineligible items 0 points Yes No Regional partners will be evaluated and awarded funding to distribute to schools if they meet the criteria. 12

13 Appendix B: application forms School form Regional partner/primary applicant form 13

14 2014 Safe Routes to School Pilot Mini Grants Solicitation School Application Form: Please fill out this form for all schools applying for a mini grant. See the application packet for more details. Individual schools are encouraged to apply with a regional partner. Regional partners will submit school forms with their regional application form. School Information School or organization name: City: County: School Population: Grades at school: Contact Information Primary contact name: Telephone number: address: Mailing address: SRTS Program Information Does this school have a SRTS plan? Briefly describe existing SRTS activities (SHIP school support, Walk! Bike! Fun! Curriculum taught, SRTS planning, etc.) at this school (Limit 250 words): Please list the name & title of your SRTS team champion:

15 School Questions How many students will benefit from this mini-grant? What grades will benefit from this grant? How many students live within two miles of the school? How many students qualify for free and reduced lunches? Mini-Grant Questions Briefly describe your mini-grant proposal. Please explain what you would like to purchase, how the purchase will be used, and the expected timeline for use. (Limit 500 words) Explain how this grant supports existing SRTS activities in the school. For example, was it included in your SRTS plan? Or will this help teachers to teach Walk! Bike! Fun in the classroom!? (Limit 250 words) What long term benefits, if any, are expected from this mini-grant? (Limit 250 words) Please list your budget for the proposed items. See the application packet for an example. Grant Requirements These funds have to be spent and all requirements met by June 30, Are you able to purchase the items and submit all required information by June 30, 2015? If no, please explain. 2

16 2014 Safe Routes to School Pilot Mini Grants Solicitation Regional Partner/Primary Applicant Application Form: Regional Partners and/or Primary Applicants are required to fill out this form. See the application packet for more details on what a regional partner is. Individual schools are encouraged to apply with a regional partner or organization serving multiple schools. Regional partners/primary applicants will submit school forms along with this form. Applicant Information Organization name: Counties or region served: Contact Information Primary contact name: Contact title: Telephone number: address: Mailing address: Regional Partner Information How many schools does this application include? Please list the names of schools applying (separate school forms required): Do you have an existing relationship with these schools? Please describe how you have previously worked, or are currently working, with these schools on SRTS initiatives. (Limit 250 words)

17 Mini Grant Questions How do you plan to distribute the funding to the schools applying for this grant? Please list your total budget for this grant including all school requests and admin requests. See the application guide for details. Is your organization willing to collect the required forms, contract documentation, and reimburse the grantees? If no, please explain. Grant Requirements These funds have to be spent and all requirements met by June 30, Are you able to purchase/reimburse the items and submit all required information by June 30, 2015? If no, please explain. 2