2014 Application Packet

Transcription

1 City of Boise 2014 Application Packet Neighborhood Reinvestment Grant Program

2 Neighborhood Reinvestment Grant Program 2014 Application Packet What is the Neighborhood Reinvestment Grant Program? The Neighborhood Reinvestment Grant Program is a partnership between the City of Boise and its active registered neighborhood associations. The program funds comprehensive neighborhood plans, capital construction and communication projects to help enrich the lives of our citizens, enhance the identity and quality of life in our neighborhoods and encourage a strong sense of community. Boise s Neighborhood Planners are available to help neighborhoods refine their project scope and provide information on how to get cost estimates for planning, design or construction efforts. Call if you would like help with your grant proposal. What Kind of Projects Does the City Fund? Eligible projects involve the creation of a neighborhood plan, or construction of a capital improvement that benefits the people of your neighborhood. Projects we ve approved in the past include: Boise Hills Park, Bike Path and Landscaping Boise Heights Neighborhood (2013) Borah Park Shelter Borah Neighborhood (2012) Bike Racks in Cassia Park Central Bench Neighborhood (2012) Historic Trolley, Refurbish and Art Southeast Neighborhood (2012) Interpretive Walking Trail Veterans Park Neighborhood (2011) Historic Lights East End Neighborhood (2011) Picnic Shelter, Hawthorne Elementary Vista Neighborhood (2013) Traffic Box Art Borah, Downtown and Central Bench Neighborhoods (2013) Traffic Calming & Art Depot Bench Neighborhood (2008) Harrison Hollow Valley Trail Highlands Neighborhood (2012) Owyhee Park Parking Lot Light Hillcrest Neighborhood (2012) Comba Park Community Garden West Valley Neighborhood (2011) Neighborhood Plan Collister Neighborhood (2005) Street Lights Central Rim Neighborhood (2009) Important Deadlines Please check the Neighborhood Reinvestment Grant Program website ( neighborhoods) for updates. November 1, 2013 Application Deadline. Applications must be submitted to Planning & Development Services by 5:00 p.m City of Boise Neighborhood Reinvestment Grant Program (2)

3 Process Timeline September 2013 NRG Information Meetings We host Application Workshops to answer your questions and provide feedback regarding your proposal. September 10, 2013 Library! at Collister, 6:30-7:30 p.m. September 11, 2013 Library! at Hillcrest, 6:30-7:30 p.m. September 17, 2013 Library! at Cole/Ustick, 6:30-7:30 p.m. Need help? We re available to help you find solutions. Call for more information. November 1, 2013 Submit Application Applicants must complete an application and attach necessary supporting documentation. If submitting more then one application, indicate your desired priority for each project. Please read all of the program policies carefully before filling out the application. It is extremely important to fill out the application form properly. If in doubt, ask questions. All applications must be submitted to the City s Neighborhood Coordinator. If your request is approved, your application (including your budget worksheet) becomes your Project Agreement, and you must adhere to it throughout the grant s duration. This includes the project scope, budget, and itemized expenses. About the Artwork All of the projects featured were funded by Neighborhood Reinvestment Grants. December 2013/January 2014 Project Evaluation and Selection The Neighborhood Reinvestment Grant Program Selection Committee, which includes members of the Mayor s Office, City Council, Planning & Development Services, Parks, Public Works, Arts & History and Finance Departments, reviews the submittals and makes a recommendation to the Mayor for his final decisions. The grant program is competitive, and the number and size of awards are limited by the amount of available funding City of Boise Neighborhood Reinvestment Grant Program (3)

4 Neighborhood Reinvestment Grant Program Capital Project Application Form The Neighborhood Reinvestment Grant Program is competitive, and the number and size of awards are limited to available funding. Clearly explained projects may have a better chance in the competitive process, so please provide as much detailed information as possible. If you need assistance with your grant proposal, please contact Kathleen Lacey at Application deadline is November 1, Please note: Matching funding, monetary, in-kind contributions or volunteer services are strongly encouraged. Projects may be subject to additional requirements by other agencies. If creating/modifying a Neighborhood Plan, you must work with the City s Neighborhood Planning staff. All Neighborhood Reinvestment Grant projects must be completed within three years. Required fields are marked with an asterisk. Not all fields will apply to each project. Succinct, clear applications assist the Committee s review. Project Information *Neighborhood Association: *Neighborhood Association President: *Address Zip Code: *Phone Number: * Address: *Project Manager: *Address Zip Code: *Phone Number: * Address: *Project Title: *Project Location: *Date Submitted: *Name of City Staff (if project involves City property or jurisdiction) that assisted with developing project cost/design and or will be involved with the project construction: 8/2013

5 Neighborhood Reinvestment Grant Program Application Form (2) *Project Summary (Please provide a clear, concise overview, including basic goals and objectives): Submittal Requirements Location Map: (8½ x 11) Maps are available from the Mapping Counter, 2nd Floor of City Hall. Show the project location within the neighborhood association boundaries. Site Design: If a site design already exists, please provide a copy (8½ x 11). Budget Worksheet: Submit a complete Budget Worksheet, including the Cost Estimate Worksheet. IRS W9 Form: Submit a W9 Form for the Neighborhood Association and all project vendors. School Projects: If your project involves a school, written permission from the school s principal and the School District s Facilities & Operations Administrator, Chris Wendrowski, are required. Call Mr. Wendrowski at x116. Public Right-of-Way Projects: The Ada County Highway District (ACHD) must review projects proposed within the public street right-of-way prior to submitting your application. Sidewalk Projects: Sidewalk projects require signatures from all contiguous landowners. If ACHD funding is part of the project, ACHD approval is required. Project/Site Photos (if available) Arts and History Projects: The City Department of Arts and History must review proposed projects which include a public art or history component, including sign toppers, historical markers, plaques, etc. Arts and History staff must sign off on project design and all text. Parks Projects: The City Department of Parks & Recreation will review proposed projects on City park property including playground equipment, shelters, community gardens, historical markers, etc. Parks & Rec staff must sign off on project design. All park projects must be reviewed and materials approved by the Parks & Rec Department before reimbursement requests are submitted. Neighborhood Benefit *How will this project benefit the neighborhood? Describe briefly:

6 Neighborhood Reinvestment Grant Program Application Form (3) Issues to Address Two to three sentences usually suffices for each component. How does the project foster a sense of community? Is this project part of an ongoing, phased improvement? Are there neighborhood concerns that need to be addressed? Neighborhood Involvement *Describe neighborhood involvement: Ideas to Consider How does the project include opportunities to involve neighbors in shaping and carrying out the project? How have intended beneficiaries been included in the planning process? How has their feedback been addressed? Include any positive letters from groups who would benefit from the project. Project Budget Grant Amount Requested: $ *Please use the Budget Worksheet to demonstrate your project budget. Itemize materials, labor, permits and other cost-estimates. Budget Information Expenses not itemized in the Budget Worksheet will not be covered unless approved prior to incurring expense. Matching funding, monetary, in-kind contributions or volunteer services are strongly encouraged. Competitive Quote: The City of Boise may require the neighborhood association to receive competitive quotes prior to the start of the project. Project Comparison: Each recipient of grant funds is required to provide a comparison between the original proposal and the work that was actually accomplished prior to final disbursement of grant funds.

7 Neighborhood Reinvestment Grant Program Application Form (4) Matching Shares *What percentage of the total project cost is the applicant contributing? Matching Share Information Please use the Budget Worksheet to aid in calculating your matching shares. Neighborhood Plan projects must include a neighborhood match of 25%. (Match may be either financial or in-kind; if in-kind, tasks and responsibilities must be documented. Much of this match should come from public involvement, and be documented.) While matches are not required from development projects, we strongly encourage them since it is an important way to demonstrate community support and involvement. Only expenses considered reimbursable are eligible for use as an applicant s match. (See the Policies document for a list of eligible/ineligible expenses.) Donations of Labor, Equipment, Money, Materials: Volunteer labor is valued at $10 per hour/$25 per hour for licensed professionals volunteering in their professional capacity (i.e. Registered Architect, Professional Engineer, AICP Planner, Registered Landscape Architect, Historian, Public Artist, etc.) Readiness to Proceed Preliminary Work *Are required cost estimates and reviews completed? Yes (If yes, attach) No *Are all elements ready? (Such as agency participation letters, permits, environmental clearances, contiguous neighbor s signature list, engineering, signed agreements, equipment, labor force, etc.) Yes (If yes, attach) No Project Timeline Note: All Neighborhood Reinvestment Grant projects must be completed within three years. *When will work on the project begin? *When will work be completed? *Is the land immediately available for use? (Explain):

8 Neighborhood Reinvestment Grant Program Application Form (5) *If this is a construction project, how will you provide for and address long-term and routine maintenance? (Long term/routine maintenance must be provided for and addressed outside of the grant program, and you must identify the maintenance plan for all construction projects.) Previously Awarded Grants/Status Report *Does your neighborhood association have any previously awarded Neighborhood Reinvestment Grant Program projects? If yes, attach a summary listing all completed, cancelled or closed projects, and a status report for each active project (Please use the Status Report form). Neighborhood Annual Report must be on file with the City of Boise. If no, are there other ways you can validate your neighborhood association s ability to complete this project? (e.g. other grants successfully executed, or projects/events completed on your own without grant monies): Please submit photos of any successfully completed projects. Meeting the City s Goals *How does the project implement the Boise City Comprehensive Plan and/or your adopted neighborhood plan? Describe briefly:

9 Neighborhood Reinvestment Grant Program Application Form (6) Agency Contacts Neighborhood Planning Planner Kathleen Lacey can help you navigate the application process. Call her at or her at Arts & History If your project involves a public art or history component, contact Karen Bubb at or her at KBubb@cityofboise.org. Parks & Recreation If your project involves park facilities, playgrounds or park master plans, contact Toby Norton at or him at tnorton@cityofboise.org. Public Works For projects involving Public Works (including street lights), contact Rob Bousfield at or rbousfield@cityofboise.org. Boise Independent School District For projects involving schools, written permission from the school s principal and the School District s Facilities & Operations Administrator, Chris Wendrowski, are required. Call Chris at Ada County Highway District (ACHD) For projects within ACHD s right-of-way and all sidewalk projects, contact Transportation Planner Matt Edmond at or medmond@achdidaho.org. Required Signatures If awarded, the total scope of work and implementation of the project are under the domain and control of the neighborhood association. The City may exercise oversight of the project if related to City-owned facilities or for large projects. Please remember that all neighboring property owners must support contiguous construction projects such as sidewalks. We certify that this information has been discussed by the decision-making body of the applying group, and that all information contained herein is accurate. Name (Printed) Signature Title Date Neighborhood Association President Name (Printed) Signature Title Date Ada County Highway District (ACHD) (Right of way/sidewalks) Name (Printed) Signature Title Date Department of Arts and History Name (Printed) Signature Title Date Department of Parks and Recreation Name (Printed) Signature Title Date Boise Independent School District

10 Neighborhood Reinvestment Grant Program Mini-Grant Application Form The Neighborhood Mini-Grant program reimburses neighborhood association s costs for non-capital projects that enhance neighborhood livability and encourage a strong sense of community. Application Deadline: Submit to Planning & Development Services by 5:00 pm, November 1, Note: Projects must be completed within 12 months of the award. Applicant Information 1. Neighborhood Association: 2. Neighborhood Association President: Address: Zip Code: Phone Number: Address: 3. Project Manager: Address: Zip Code: Phone Number: Project Information Address: 4. Amount Requested (cannot exceed $2,000): 5. Project Title: 5. Project Location & Address: 6. Description of Work (Please provide a complete description. Attach additional pages if necessary.): 7. List of Project Partners (Attach additional pages if necessary to include complete contact list.): 8. Name of City staff (if project involves City property or jurisdiction) that assisted with developing project cost/design and or will be involved with the project construction: 9. Attach a detailed budget of project costs. Indicate other funding sources if applicable. 10. Include photographs if possible. Required Signatures If awarded, the total scope of work and implementation of the project are under the domain and control of the neighborhood association. The City exercises no oversight of the project. We certify that this information has been discussed by the decision-making body of the applying group, and that all information contained herein is accurate. Name (Printed) Signature Title Date Neighborhood Association President

11 Neighborhood Reinvestment Grant Program Policies General Program Requirements Eligible applications must meet the following requirements: 1. Projects must benefit and be free and open to the general public (i.e. in public space). 2. Projects must be compatible with adopted City plans and policies, including those related to ADA accessibility. 3. Applicable agencies must review all projects prior to application submittal, and documentationof support must be included with application. For example, a project proposed on a school site requires documentation from the school district. The application lists contact information for commonly involved agencies. 4. Phased projects require separate applications for each phase. Approval of any single phase is limited to that phase; no endorsement or approval is given or implied toward future phases. Progress on earlier phases is considered when making decisions on new applications. 5. Applicant matching shares are strongly encouraged. To qualify, a match must be composed of expenses that would be eligible in this program. Eligible matches include donations of labor, equipment and/or materials, or grants from other programs for the same plan or project. Ineligible matches include Boise City monies, labor, equipment and/or materials, and previous grants awarded by this program, including any related expenses. 6. Once the request is approved, the application (including the Budget Worksheet) becomes your Project Agreement, and you must adhere to it. This includes the project scope, budget, and itemized expenses. Projects cannot be converted into a different project after the grant has 8/2013 The City of Boise does not discriminate on the basis of race, color, national origin, religion, sex, disability, age, familial status, sexual orientation or gender identity/ expression. This document can be translated into other languages upon request. been approved. Expenses not itemized in the Budget Worksheet will not be covered. 7. Reimbursements are paid to the neighborhood association. To receive payment, submit invoices and/or receipts with a signed Request for Payment form. A Status Report is required at the time of reimbursement. The neighborhood association assumes liability for all expenditures related to the project. 8. Projects not completed within three years will be canceled. 9. All records relevant to grant-funded projects must be on file with the applicant and/or project manager, and are subject to audit and inspection. If the auditor s inspection of the records discloses any charges incorrectly claimed and reimbursed, restitution must be made to the Neighborhood Reinvestment Grant Program. Eligible Applicants Active neighborhood associations registered with the City are eligible to apply for reinvestment grants for projects within the city limits. Individuals and community groups must work with their neighborhood association in order to submit an application to this program.

12 Neighborhood Reinvestment Grant Program Policies (2) Eligible Projects Neighborhood Plans Neighborhood associations must work with the City s Planning staff to create or modify a neighborhood plan to outline specific policies to guide the neighborhood s future. Neighborhood plans must meet the planning requirements outlined in the City s Neighborhood Planning Guide. Studies supporting neighborhood plan elements, such as a neighborhood transportation study, may be eligible for funding. For more information go to pds.cityofboise.org/neighborhoods. Neighborhood Projects Use the Neighborhood Reinvestment Grants to design and construct a physical improvement in a public place that benefits the neighborhood. Eligible Project Examples Streetscape improvements, such as banners, benches or perennial gardens Redevelopment of existing improvements Sidewalk installation Landscaping public places Plaza or other gathering space New playground equipment Trails Public art Traffic mitigation Neighborhood signs Bus shelters Park shelters Streetlights Bike racks and other furniture Firewise projects for neighborhood associations in the Wildland Urban Interface zone. Ineligible Project Examples Plans for facilities where general public use would be prohibited Projects on private property Development of areas to be used primarily for semi-professional or professional activities on a commercial basis Eligible Expenses All expenses must meet eligibility requirements and be directly related to the current grant. Eligible Expense Examples Paid professional services Supplies and materials Sales tax Permits Ineligible Expenses Labor and materials from previous projects, or expenses incurred prior to the grant award date are not eligible. However, eligible preliminary expenses such as most permit fees and architectural/engineering costs are excepted. Ineligible Expense Examples Costs for items not included in the Budget Worksheet are ineligible, unless approved prior to incurring cost Supplies, sales tax, etc. incurred prior to the grant award date Volunteer time Donated materials Costs associated with securing the grant, including application preparation Operating overhead Equipment purchases, such as computers Charges in excess of the lowest acceptable bid when competitive bidding is required, unless agreed to at the time of application Charges for deficits, debts or overdrafts Interest expenses Damage judgments Fines and penalties Losses arising from uncollectible accounts and other claims, and related costs Charges contrary to Boise City policies, rules, regulations and all applicable laws. More Information Visit our website at pds.cityofboise.org/neighborhoods Call Kathleen Lacey at

13 Neighborhood Reinvestment Grant Program Status Report Neighborhood Association: Project Number/Name: Estimated Cost: Project Year/Amount Awarded: Date: 1. Please check one box: The project is complete. Please indicate below how and when the work was completed. The project is partially complete. Please give details of the project s status below and list what remains to be accomplished. Provide an estimated date of when the project will be complete: The project has not yet begun or has been cancelled. Please give an explanation below. This is the last payment. 2. Describe the project s status. In your description, please address monies spent, work completed, work in progress, steps to completion of the project and projected completion date. If work is complete, describe any differences between the project approved in the grant application and the final completed project (e.g. number of feet of sidewalk, number of signs, number of streetlights, etc.). Please call if you have questions. Return this form to: Planning & Development Services Attn: Neighborhood Coordinator P.O. Box 500, Boise, ID /2012

14 Neighborhood Reinvestment Grant Program Request for Payment Neighborhood Association: Neighborhood Association President: Address: Zip Code: Phone Number: Address: Project Manager: Address: Zip Code: Phone Number: Address: Project Name/Number (Assigned after your grant was awarded): Project Name: Project Year/Amount Awarded: Total Reimbursement Requested: (You may attach more than one receipt): Date of Request: Total Grant Award: Description and Proof of Work Please attach receipts or invoices as backup to your request, and include additional verification of the completed work, including photos. List the proof of work attached to this form: A Status Report Form (Page 2) must be attached. Reimbursement will be made to the Neighborhood Association, which is responsible for paying vendors. Please note that reimbursement requests are accepted no more than once a month per project, and may take 3-6 weeks from the time of submission. Please submit promptly upon receiving vendor invoice. For questions about the reimbursement process, contact the Neighborhood Coordinator at Reimbursement Approved by Neighborhood President: Signature Date Office Use Only Site Visit Date: Project Closeout Completed: Date Paid: Staff Approval Signature: PDS Supervisor Signature: Amount Approved: 8/2013