{(l~ CITY OF ~ Administrative Regulation No. 029.AOOl.00612 I. Purpose The purpose of this Administrative Regulation is to set forth the City of Sarasota's procedures governing the. Ordinance No. 98-4043, adopted May 4, 1998, addresses the impoundment of motor vehicles used to facilitate prostitution or drug related crimes. The funds generated as a result of Ordinance No. 98-4043 are to be distributed annually to both the and the Nuisance Abatement Program on the 1st of October each year, with a minimum of the first $25,000.00 allocated to the. If funding remains after the last grant cycle of the fiscal year, such funds may be used toward participation related to community building events and conferences and other neighborhood-related expenditures consistent with the intent of the Neighborhood Grant Program. This Administrative Regulation replaces Administrative Regulation No. 029.AOOl.1010 II. Program Intent The overall intent of the is to improve the quality of life within City neighborhoods and strengthen the neighborhood and business associations in their efforts to do so as well as reduce crime or the perception of crime in City of Sarasota neighborhoods. The "Neighborhood Partnership" grant category is for larger-scale projects/programs (see Section VI). The "Community Building" grant category is to support community gatherings, celebrations, or special events specifically created to enhance the quality of life in City neighborhoods (See Section VII). III. Eligible Applicants Neighborhood, Community, Resident, Homeowner, Business, and Coalitions of Associations, within the City of Sarasota and on record with the Department of Neighborhood and Development Services, are eligible for both "Neighborhood Partnership" and "Community Building" grant funding. Each association/entity may be funded for up to one application in the "Neighborhood Partnership" grant category, as described in Section II, per fiscal year. Each association/entity may be funded for up to two applications in the "Community Building" grant category, as described in Section II, per fiscal year. Multiple "Community Building" grant applications cannot be combined into a single "Community Building" grant application.
IV. Application Availability and Deadlines a) Applications may be obtained by contacting the City of Sarasota, Department of Neighborhood and Development Services. b) "Neighborhood Partnership" applications may be accepted tri-annually each fiscal year, generally during the months of September, February, and May, as long as funding is available. c) "Community Building" applications will be accepted throughout the year, as long as funding is available. d) All applications received after advertised deadlines will not be considered. V. Maximum Amounts and Disbursement of Funds a) The maximum award in the "Neighborhood Partnership" category shall not exceed $3,000 per association/entity with under 1,000 parcels/units, and shall not exceed $5,000 per association/entity with 1,000 parcels/units or greater. Fifty percent (50%) matching funds are required. City resources may not be used as matching funds. Matching funds may not be used for more than one project or City neighborhood grant application. Match must be substantiated in writing, and submitted to the Department of Neighborhood and Development Services before project commences. b) The maximum award in the "Community Building" category shall not exceed $350 per association/entity application, per fiscal year. No match is required. c) Grant funds are to be disbursed as either direct payments to vendors or reimbursements to associations. Associations without a valid checking account will be limited to direct payments to vendors as an implementation option. d) All vendors must complete paperwork and file with the City of Sarasota Financial Administration Department. e) Association/entity president, chairperson or an official designee receiving grants, will be required to sign a grant agreement before any funds will be distributed. f) Payments to contractors/distributors that are in excess or outside of the grant award and arranged by the applicant are the responsibility of the applicant. The City shall not be held responsible for arrangements of services made by the applicant. VI. "Neighborhood Partnership" Application Eligibility The following is a sample list of projects/programs which may be considered for "Neighborhood Partnership" funding. Ideas are not limited to this list - neighborhood leaders are encouraged to be creative in addressing their individual neighborhood needs. a) Beautification - community clean-ups, landscaping, minor park improvements, public art. b) Children/Youth - short-term neighborhood operated programs which would benefit children (afterschoovsum.mer program, tutoring/mentoring), neighborhood-based sports events. c) Communication/Membership - web sites, newsletters, advertising, membership drives, directories d) Crime - signage, newsletters and items associated with neighborhood crime watch operations. Video devices may be considered, as long as they can be affixed in a secure location. e) *Events - supplies, notices, entertainment, free raffle items, and rentals for festivals/celebrations. Special events must obtain applicable City permits f) Identity - signage, logo design, membership t-shirts. The following is a sample list of project/programs that would not be eligible for funding. a) Capital items (any individual item over $500 that would require tracking by City property control, excluding signage/surveillance camera equipment). b) Computer hardware/software and other electronic devices and related equipment. c) Food and/or provisions for festivals/celebrations. d) Ongoing multi-year projects. e) Ongoing or operational costs (including salaries/personnel). f) Projects/programs already funded from another source (including current operating budgets). g) Projects/programs that have already been completed. h) Projects typically funded under other sources such as City (or County) department operating budgets, Capital Improvement Program, Conununity Development Block Grant Program. i) Projects which conflict with existing City plans/policies. -2-
VII. "Community Building" Application Eligibility Supplies, entertainment, printing, food and provisions (excluding alcohol and tobacco products), raffle items, and permitting fees in conjunction with neighborhood events/festivals/celebrations are allowable items for "Community Building" grant funding. Salaries/stipends for event coordination are not allowed. All funded "Community Building" events must be free and open to all residents within at least the geographic area represented by the applying association. ltems purchased with "Community Building" grant funds shall not be sold at the proposed event. VIII. Application Processing Completed ''Neighborhood Partnership" applications will be reviewed and scored by a Grant Review Committee, and recommendations will be submitted to the City Commission for fmal review and approval via Consent Agenda. The appropriation of vehicle irnpoundment funds will also be requested at this time. In order to expedite projects, "Community Building" applications will be processed by the Neighborhood and Development Services Director, or designee, generally within ten (10) working days ofreceipt. IX. "Neighborhood Partnership" Grant Review Committee Membership and Responsibilities a) The Neighborhood Partnership Grant Review Committee will consist of at least two (2) neighborhood association representatives from non-applying associations/entities, one (1) representative from the Sarasota Police Department, and two (2) representatives from both the Public Works and Neighborhood and Development Services Departments. Representation may be determined by each department head. The Neighborhood Partnership Grant Review Committee will be appointed and facilitated by the Neighborhood and Development Services Director, or designee. b) Once the committee takes action, the Department of Neighborhood and Development Services will notify the applicant of the application status and, if warranted, process the necessary paperwork to award the funds upon City Commission approval. X. "Neighborhood Partnership" Application Scoring and Ranking a) Each application will be individually scored using the following (or similar) categorical point system: Category Project Description Demonstration of Community Need Evidence of Community/ Association Strengthening Community Support for the Project Appropriateness I Justification of Proposed Budget Total Points: Points 100* *Up to ten (I 0) additional bonus points may be allocated through the incorporation of sustainable/"green" initiatives that are directly related to the project and documented in the grant application. b) The "average score" will be determined by dividing the total points given an application by the number of scores. c) Funds will be allocated based on application average scores in descending order until funds are depleted. (The highest scoring applications will be considered first.) d) Funds may not be allocated to any application with an average score ofless than 65. e) Scores and summary minutes of the grant review committee meeting will be available for review in the Department of Neighborhood and Development Services. -3-
XL Responsibilities of the Applicant a) The applicant and/or contractor awarded the work must obtain all appropriate permits, prior to initiating the project, if applicable. a) The applicant and/or contractor awarded the work must adhere to all applicable City Codes. c) Substantiation of individual budget amounts being requested is required as set forth below: I) $250.00 or less no quotes necessary 2) $250.01 and above requires three (3) written quotes from vendors d) All projects/events must be completed by the end of the same fiscal year of funding. Fiscal year runs from October 1st through September 30 1 h. e) Any proposed changes to approved project/program funding must first be thoroughly explained in writing and show evidence of association/entity support. Staff has the ability to approve or deny proposed changes. f) Any proposed project which may be considered an increase to the City's standard level of service may require a maintenance agreement and proof of liability insurance as a condition of grant funding. XII. Application Requirements a) All application questions/worksheets must be thoroughly completed. b) Projects/programs must demonstrate the potential to benefit the neighborhood. c) Associations/entities must show consensus of the neighborhood association for the project. Applications without proper verification of consensus may be disqualified. d) All proposed permanent installations, such as signage and landscaping, must be on public land. e) The original "Neighborhood Partnership" application must be completed and signed by the neighborhood association/entity president or chairperson and submitted in person. XIII. "Neighborhood Partnership" Performance Reporting a) Grant recipients are required to produce a final performance report evaluating the success of the project within 60 days of project completion. These reports should include photographs, if applicable, and evidence of project completion. b) Failure to submit a final performance report may result in disqualification from future grant cycles. c) Final report forms will be provided by the Department of Neighborhood and Development Services, who will also monitor and maintain grant files on all projects. XIV. "Community Building" Performance Reporting a) Grant recipients are required to produce one (final) performance report evaluating the success of the event, within 30 days. These reports should include digital photographs and an event description. b) Failure to submit a final performance report may result in disqualification from future grant cycles. c) Final report forms will be provided by the Department of Neighborhood and Development Services, who will also monitor and maintain grant files on all projects. -4-
Administrative Regulation No. 029.AOOI.0612 Tim y D. Litchet ;. Director, Neighborhood d Development Services ~--~ Terry Lewis Interim City Manager ~)jl.hl~ Pamela M. N adalini City Auditor & Clerk Date Date Jbate I -5-