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Large Neighborhood Grant Review Committee Revisions Copyrighted May 6, 2019 City of Dubuque Action Items # 5. ITEM TITLE: Large Neighborhood Grant ReviewCommittee Revisions SUMMARY: City Manager recommending approval of the Community Development Advisory Commission recommendations regarding the revisions to the Large Neighborhood Grant P rog ram. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve ATTACHMENTS: Description Type Large Neighborhood Grant Review Committee City Manager Memo Revisions-MVM Memo Staff Memo Staff Memo Grant Program Description Supporting Documentation THE CITY OF Dubuque � AIFA�erlwGh UB E '�� III► Masterpiece on the Mississippi Z°°'�w'2 7A13 2017 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Large Neighborhood Grant Review Committee Revisions DATE: April 30, 2019 Neighborhood Development Specialist Jerelyn O'Connor recommends City Council approval of the Community Development Advisory Commission recommendations regarding the revisions to the Large Neighborhood Grant Program. The approved changes are summarized below. . Non-profits are eligible applicants with the endorsement of the neighborhood association, . Adds a funding priority for projects that support efforts to make Dubuque a more equitable and inclusive community . Reduces the maximum grant from $5,000 to $3,000 I concur with the recommendation and respectfully request Mayor and City Council approval. �� �� �� Mic ael C. Van Milligen �� � MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Teri Goodmann, Assistant City Manager Cori Burbach, Assistant City Manager Jerelyn O'Connor, Neighborhood Development Specialist THL CITY OF Dubuque DuB E °`�d NI-IlmencaCity Masterpiece on the Mississippi 2007 TO: Michael C. Van Milligen, City Manager FROM: Jerelyn O'Connor, Neighborhood Development Specialist SUBJECT: Large Neighborhood Grant Review Committee Revisions DATE: April 25, 2019 BACKGROUND The Community Development Advisory Commission voted to have a small group review the large neighborhood grant process, eligibility guidelines, etc. and forward any recommend changes to the Commission. Commissioners Julie Woodyard, Janice Craddieth, and Michelle Hinke served on this committee along with staff inembers Jerelyn O'Connor and Erica Haugen. DISCUSSION The Committee met in February and discussed in detail the Large Neighborhood Grant Program. Traditionally only neighborhood associations have been eligible to apply for the large neighborhood grants. For many years the practice has been to allow neighborhood associations to "partner" with a non-profit organization to apply for a project that is beneficial to the neighborhood. The committee discussed the issue of partnership with non-profits and whether the program should be opened up to allow any non-profit organization to apply, process to get input from neighborhood groups, and whether neighborhood groups would be able to successfully compete against organized non-profits. In March, the committee forwarded recommendations to the Community Development Advisory Commission for consideration. After eMensive discussion, the Commission voted to proceed with the adoption of the subcommittee's recommended changes to the Large Neighborhood Grant Program to allow non-profits to apply for the grants with the endorsement of the neighborhood association, to increase marketing beyond neighborhood associations, to add questions to the grant application related to equity and engagement, and to reduce the maximum grant to $3,000. I've attached the Neighborhood Grant Program Guidelines with the revisions. I have reviewed these proposed changes with neighborhood groups at their recent meetings. I also sent the neighborhood association leaders information on the proposed changes. I scheduled a meeting on Monday, April 15, with all the neighborhood associations to receive any input/concerns/suggestions regarding the proposed changes and have sent the proposed changes to representatives of all of the neighborhood associations. At the meeting with neighborhood associations, there were representatives from the North End Neighborhood Association, Downtown Neighborhood Association, and the Valley View Neighborhood Association. One person had concerns about reducing the maximum grant to $3,000 as it may limit the association on doing major projects in the future. There was some discussion on whether opening up the competition to other non-profit organizations may allow a non- profit organization that doesn't have a presence in the neighborhood to push out other neighborhood projects. The groups represented all suggested they'd like to see a preference given in the rating system to neighborhood association projects. In April, the Commission again reviewed the proposed changes. The Commission believes that the grant rating criteria of involvement of the neighborhood and projects that identify and/or build on neighborhood strengths should allow the neighborhood associations to remain competitive. The Commission unanimously to approve the proposed changes. The approved changes are summarized below. . Non-profits are eligible applicants with the endorsement of the neighborhood association, . Adds a funding priority for projects that support efforts to make Dubuque a more equitable and inclusive community . Reduces the maximum grant from $5,000 to $3,000 REQUESTED ACTION I respectfully recommend City Council approval of the Community Development Advisory Commission recommendations regarding the revisions to the Large Neighborhood Grant Program Encl: Neighborhood Large Grant Program Guidelines and Application CITY OF DUBUQUE NEIGHBORHOOD LARGE GRANT PROGRAM Purpose The Neighborhood Large Grant Program is designed to support projects undertaken by neighborhood associations and other non-profit organizations to support the empowerment of residents to address needs and opportunities to make their neighborhoods more livable. It is intended to support neighborhood development and provide a direct benefit to low/moderate income individuals or neighborhoods. Funding priorities Projects which: • identify and/or build upon neighborhood strengths and assets, • address needs of low-and-moderate income residents, • support neighborhood development and improve quality of life • Projects that support efforts to make Dubuque a more equitable and inclusive community. Overview • Neighborhood associations may apply. • Non-profit organizations who are proposing a neighborhood improvement project may apply with the expressed endorsement of the neighborhood association representing the area. • Only one application per neighborhood association per competition is allowed. • A neighborhood association may not endorse more than one application from another non-profit organization per competition. • Project must be located within CDBG areas or be targeted to low-and moderate-income persons. • Projects will be for no less than $1,000 and no more than $3,000 in grant funds. • All projects must be closed out for the end of the fiscal year by June 30, unless an extended project schedule is approved. • Projects must complete any approval process required by other city departments in conjunction with this application. Contact the Neighborhood Development Specialist for assistance. Applications are due in the office of the City Manager, 2"d Floor City Hall, by for review and approval at the Community Development Advisory Commission meeting. Eligible activities • costs related to the provision of Public Service as defined by CDBG regulations including, but not limited to, labor, supplies and materials; • Public Services activities include, but are not limited to: job training, crime prevention and public safety, child care, education programs, services for senior citizens, recreational services. • acquisition or lease of real property; • acquisition, construction, reconstruction or rehabilitation and/or installation of public facilities and improvements; • removal of architectural barriers; • rehabilitation and preservation activities; and • planning and neighborhood studies. Ineligible activities • No religious or political activities can be supported with these funds. • Equipment may not be purchased with these funds, unless necessary to the project. 1 • Payments cannot be made directly to individuals. • Reimbursement is not allowed for costs incurred prior to grant approval, except costs relating to obtaining required city permits. • Generally, food and entertainment expenses are ineligible. Types of Projects • Extensive beautification efforts e.g., design, purchase elements (planters, benches) landscaping and streetscape improvements. • Technical assistance and workshops providing skills to neighbors or to the association • Conducting studies, cataloging neighborhood assets/strengths, or accessing a consultant for association development and planning activities. • Extensive clean-up projects. • Large communication projects e.g., writing a guide or manual or making copies for all neighbors. • Housing, rehabilitation, capital projects and public facility projects. Rating Criteria . To what level does the project meet one or more of the funding priorities? . Involvement of the Neighborhood . Impact of the project . Budget The Process • Determine if the project is in a CDBG area or will be of direct benefit to low-and-moderate income persons (see map and/or discuss with staf�. • Begin the process for receiving approval from other City departments if needed. • Receive approval from the association during a regularly scheduled or special meeting (as outlined in your by-laws) through a motion. • Complete the application, obtain signatures, obtain attachments, make copies and submit on time. • Attend Community Development Advisory Commission meetings. After Approval • Sign contract with City of Dubuque. • Attend training on competitive bid process, reporting requirements and payment requests (Note: larger projects may require competitive bidding. Contact staf� . Prepare timely activity reports and payment requests • Document expenditures and activities completed • If things are not progressing along the same time line as listed in the grant, communicate with Neighborhood development staff about changes • Complete activities • Complete an evaluation and close out at the end of the project • Ensure the project is completed by the date on the time line Equal Opportunity The City of Dubuque agrees not to discriminate by reason of age, race, religion, color, sex, national origin or handicap unrelated to the duties of a position of applicants for employment, promotion, demotion or transfer, recruitment, layoff or termination, compensation, selection for training or participation in recreational and educational activities. 2 CITY OF DUBUQUE NEIGHBORHOOD LARGE GRANT PROGRAM CoverPage Contact Information: 1. Name of Applicant: For office use: Date received 2. Organization's President: 3. Large Grant Administrator: Phone: E-mail: Phone: E-mail: 2a. Mailing address 3a. Mailing address: 4. Bud et Information: Total grant funds Any other support Total cost (A + B) requested provided A. B. C. 5. Check list: _ Cover page and grant application attached _ Grant signed by neighborhood association president _ Copy of association minutes approving application _ Attachments - approval from City departments, if applicable 6. If the applicant is incorporated, please complete A. ApplicanYs Legal Name and Federal Tax B. Type of Organization (enter - public or ID# private non-profit, private for profit or specify if other) Please insure authorized person signs page two -assurances. Unsigned applications can not be 3 accepted. ASSURANCES I hereby certify that, to the best of my knowledge, all of the information contained in the Application is true and correct. I understand that the Community Development Advisory Commission and the Dubuque City Council reserve the right to request modifications of this application during the process of contract negotiation and, as finally approved by the Community Development Advisory Commission and the Dubuque City Council, the Application shall serve as the organization's work plan and become part of the Contract with the City of Dubuque. The Applicant certifies: 1. agreement to submit further documents as required by the City of Dubuque to determine project and organization eligibility; and 2. agreement that grant award funds are allocated on behalf of the grantee through a purchase order to a vendor and will not be paid to the grantee directly without prior approval and adequate documentation as determined by the City of Dubuque; and 3. agreement to submit requests for purchase order, reports of expenditures and reports of activities as directed by the City of Dubuque; and 4. agreement to maintain any other specific records, as may be determined necessary by the City of Dubuque, to the overall evaluation of the project; and 5. agreement to comply with all federal, state and local regulations governing the project and use of grant funds, including Davis-Bacon Act and 106 Review regulations for construction projects 6. agreement that funds for construction projects will be repaid per schedule outlined in the contract, if the facility discontinues benefit to low and moderate income persons within a 10 year period following completion of the project; and 7. agreement that the application has been reviewed and formally approved by the Neighborhood Association prior to submission; and 8. agreement that no costs incurred for the program prior to authorization by the City of Dubuque, shall be reimbursable and that any funds not spent during the contract period will be forfeited. Signature - Certifying Representative Date 4 NARRATIVE (6 Sections) SECTION 1. PROJECT DESCRIPTION What is the name of your project: P�@1S@ d@SCPIb@ )/OUP pPOJ@Ct Limit to one page. Describe your project in detail. Paint a picture for the reader so they fully understand what your project is all about. Explain where it will take place and who will be involved. Please answerthe following questions: A. Will the project cause the direct displacement of any resident or business? ❑ No ❑ Yes (if yes, address in narrative) B. Will the project cause the demolition of any structures? ❑ No ❑ Yes C. Will this project result in: ❑ A new service ❑ Increased benefits ❑ New facilities D. Define the geographic area to be served: 5 SECTION 2. DIVERSITY, EQUITY AND INCLUSION. Please describe how your project will address diversity, equity, and inclusion. Consider incorporating this lens into project planning, marketing, and execution. Will your project specifically target underserved populations? How have you engaged neighborhood residents in the planning of this project? What special efforts have been made to reach those typically not engaged in neighborhood projects? SECTION 3. ORGANIZATIONAL EXPERIENCE A. What is your organization's mission statement (or explain what your group does and why.) B. Please provide a brief history of your organization and major activities and recent projects. C. Please summarize your annual budget and your funding sources: SECTION 4. GOALS and TIME TABLE — describe steps needed to accomplish your project. ACTIVITY TIMETABLE 6 SECTION 5. STATEMENT OF IMPACT For example, describe changes in the neighborhood that will result of this project. What are expected results. What is the impact of the project? Discuss who will benefit from the proposed project and how they will benefit. SECTION 6. PROPOSED TOTAL PROJECT BUDGET COST CATEGORY A) Total Project Costs B) Grant Funds C) Other Cash or in-kind Re uested resources 1)Administrative 2) Personnel 4) Space/Utilities 5 E ui ment 6 Contractors OTHER a. Supplies/printing 7 TOTAL Measurable Outcomes List your proposed Outcome and the proposed Number of Persons to be assisted for your project. Outcomes of the proposed activity or services should reflect the measurable effect on your target population. Outcomes should reflect the need for the program, its desired effect on the participants and be measurable. Performance Outcomes Outcome(Check one)* Enter the PROPOSED NUMBER OF PERSONS that will be assisted: _ Availability/Accessibility Add ro osed numbers in all areas thata 1 Public Services _ Affordability Have new access to this service or benefit Have improved access to this service or benefit _ Sustainability Receive a service or benefit that is no lon er substandard Public Facilit or Im rovement Have new access to this type of public facility or improvement Have improved access to this type of public facility or improvement Are served by public facility or infrastructure that is no lonaer substandard #of beds created in overnight shelter or other emergency housin ' For clarification, the above Outcomes are further defined as follows: Availabilit /Accessibilit Affordabilit Sustainabilit Activities which make services, Activities which provide affordability in a Activities aimed at improving a infrastructure, housing, or shelter variety of ways in the lives of lowand neighborhood by helping to make it available or accessible to low income moderate income people. It can include livable or viable for principally low and people. In this category, accessibility the creation or maintenance of moderate income people through does not refer only to physical barriers, affordable housing, basic infrastructure multiple activities, or by providing but also to making the affordable basics hook-ups, or services such as services that sustain communities or of daily living available and accessible transportation or day care. sections of communities. to low and moderate income people where they live. $