Neighborhood Grant Process
CITY OF DUBUQUE, IOWA
MEMORANDUM
August 31, 2000
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT:
Revised Neighborhood Grant Program
Community and Economic Development Director Jim Burke is recommending approval of a
revised Neighborhood Grant Program.
In May, 2000 the Community Development Advisory Commission appointed a committee
made up of Commissioners, representatives from each neighborhood, a past fiscal agent for
a neighborhood and the Neighborhood Development Specialist, to review and make
recommendations for improvement of the neighborhood grant program.
On August 15, 2000 the Community Development Advisory Commission discussed the
grant committee's recommendations. After thorough review, the Commission voted to
approve a revised neighborhood grant program.
The process will become more flexible, involving less red tape.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/dd
Attachment
cc:
Barry Lindahl, Corporation Counsel
Tim Moerman, Assistant City Manager
Jim Burke, Community and Economic Development Direc1f9C :S 1 \1
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CITY OF DUBUQUE, IOWA
MEMORANDUM
FROM:
I C. Va nt' ill~en, City Manager
v1/ 'Iv
Burke, Community and Economic Development Director
August 29,2000
TO:
SUBJ:
Revised Neighborhood Grant Program
INTRODUCTION
This memorandum recommends City Council approval of a revised Neighborhood Grant
Program. The proposed revision was initiated and is also recommended by the
Community Development Advisory Commission.
BACKGROUND
In 1996, a neighborhood communication grant of $1,000 was developed. Overtime the
neighborhood grant program grew to five categories of grants with maximum awards under
each category ranging from $250 to $10,000. Each of these grants required a match of at
least 25%. The grants also required neighborhoods to either pay the bills and request
reimbursement from the city or partner with a non-profit organization to act as a fiscal
agent on behalf of the neighborhood association.
In May, 2000 the Community Development Advisory Commission appointed a committee
made up of Commissioners, representatives from each neighborhood, a past fiscal agent
for a neighborhood and the Neighborhood Development Specialist, to review and make
recommendations for improvement of the neighborhood grant program.
On August 15, 2000 the Community Development Advisory Commission discussed the
grant committee's recommendations. After thorough review, the Commission voted to
approve a revised neighborhood grant program and to forward the program to the City
Council for final approval prior to implementation.
DISCUSSION
The following is an overall outline of the proposed revised neighborhood grant program:
1. Upon submission of annual goals, all neighborhoods (per current City definition)
located in CDBG areas will receive a $500 General Budget Allotment to use for
neighborhood projects. The Neighborhood Development Specialist will monitor the
project and obtain approval of a City purchase order for disbursement of funds.
(See attached Application for General Budget Allotment)
2. A Small Grant Program of up to $750 will be implemented for neighborhoods,
groups and groups of neighbors located in CDBG areas to access. Grants will be
approved by the Neighborhood Development Specialist, with appeals reviewed by
the Commission. Neighborhoods will be allowed multiple grants. Applications will be
accepted once a month. (See attached Small Grant packet)
3. A Large Grant Program will encompass projects from $1,000 to $5,000 for City-
defined neighborhood associations located in CDSG areas. Combination of small
projects to create a large project will not be allowed. The grant review process
includes a committee of staff and Commission members, with approval and appeals
by the Commission. Grant competition will commence in July, with a second
competition in December if funds are available. (See attached Large Grant packet)
The following is a summary of changes to the existing grant program:
1. The categories for projects have been changed from a descriptive category
(communication, social, support) to simply reflect project size
2. No match is required in any of the grant programs. It is assumed to be provided
in order to complete the proposed project, thus reducing documentation paperwork.
3. Groups separate from neighborhood associations can make application and
carry out small projects with endorsement of the association if one exists. This may
encourage the development of new associations.
4. Associations may receive $500 without completing a long, grant application.
Approval of a grant budget and execution of an agreement will be required.
5. The previous maximum award of $10,000 will be reduced to $5,000. Past
projects were either a combination of smaller projects or were a project less than
$5,000. The review committee found that larger projects could be: a) completed in
phases over a number of years, b) brought directly to the Commission for specific
funding under a separate category in the annual plan, or c) funded from sources
other than the CDSG program. Funding through the City's capital improvement
project program or other non-City sources may also be an option.
6. Staff will implement a purchase order system on behalf of the associations. The
Neighborhood Development Specialist will administer all grants instead of the
current fiscal agent system, thus reducing paperwork, decreasing duplication of
efforts and saving time.
7. A project closeout evaluation will be required whereby the grantee will share what
they learned through completing the project and providing hints to others
considering a similar project. These evaluations will be available to other
organizations to help improve future projects.
Finally, it should be noted that the Community Development Advisory Commission has also
begun consideration of a process for the City of Dubuque to officially recognize
neighborhood associations. This recognition process will help to define neighborhood
organizations and provide a higher level of communication and involvement with City and
other community agencies. It will also tie in with the revised grant program. The
Commission will be working on this matter in November following the appointment of a new
Neighborhood Development Specialist.
RECOMMENDATION
I recommend that the City Council approve the revised neighborhood grant program as
submitted. The changes proposed by the review committee and the Community
Development Advisory Commission are based on the experience and insight of all the
parties involved in neighborhood grants over the past four years. The revised program will
improve the grant process for neighborhoods and for staff by sizing the application,
approval and reporting procedures to match the size of the project; by eliminating the need
for a separate fiscal agent; and by providing a more detailed instructions for the grants.
ACTION STEP
The Action Step is for the City Council to approve the revised neighborhood grant program.
F:\USERS\kmccarth\Memo\Managerlneighgrantr2.wpd
CITY OF DUBUQUE
NEIGHBORHOOD SMALL GRANT
Purpose
The City of Dubuque, Neighborhood Small Grants program is a neighborhood based community development effort
which supports groups of neighbors to make a difference in their neighborhood and community. Its goals are to:
· celebrate neighbors and neighborhood strengths
· demonstrate individual, family, neighborhood and community pride
· improve quality of life, and
· support neighbors helping neighbors and neighborhoods
Overview
· $750 maximum per project
· Project must be located in CDBG areas (see map)
· If a project is within the boundaries of a neighborhood association (as per current City definition),
the project must be endorsed by the neighborhood association
· Grants are made to groups only. Awards are not made to individuals or profit-making groups.
· Applications are due the 1 st business day of every month beginning in June. Projects may start on the
15th of the next month after the deadline (first would be July 15).
· Submit original and 1 copy
· Only one project per month from the same group will be reviewed.
· All projects must be closed out for the end ofthe fiscal year by June 15.
· One group may not have more than 3 projects open at the same time. Neighborhood associations
may have up to 6 projects open at the same time.
Eligibility
Groups and neighborhood associations within CDBG areas (see map) can apply. Proposed projects must be within
CDBG areas. All applications must be endorsed by the neighborhood association (per current City definition)
representing the area. Areas within the CDBG area not covered by a neighborhood association are also eligible and
are encouraged to become a neighborhood association.
Ineligible projects
· Equipment may not be purchased with these funds, unless it is necessary to carry out the project. All
tools and equipment purchased must be turned over and maintained by the neighborhood association,
accessible for use by all neighborhood residents, and have a written public procedure for use.
Staff salaries may not be supported with these funds. Payments cannot be made directly to
individuals.
No religious or political activities can be supported with these funds.
Reimbursement is not allowed for costs incurred prior to grant approval.
.
.
.
For more information, please contact:
Neighborhood Development Specialist at 589-4326 or comdcvWmwci.net
Community and Economic Development Department
City of Dubuque
50 West 13th
Dubuque, Iowa 52001
Page 1
Types of Projects
. Landscaping and beautification projects which are completed on the public right of way and are
previously approved by appropriate City departments.
· Workshops which benefit neighborhood residents.
. Clean-up projects that clear an area of trash and debris, graffiti or other unsightly conditions that
detract from neighborhood appearance which are coordinated with appropriate City departments
prior to application. lfthe project includes permanent fixtures (i.e., trash cans), they must be
installed on public property with prior approval from the appropriate City departments.
· Newsletter and flyer projects distributed to all residents of the neighborhood.
. Festivals and activities which have a positive theme and impact in the neighborhood, highlight the
strengths of the neighborhood and its residents and are open to all neighborhood residents.
· Housing projects that aid residents who meet CDBG income guidelines or who are disabled.
. Other ideas that address blight conditions, benefit and involve residents and meet the purpose will
also be considered.
Definition of Group
· Any neighborhood association meeting current City definition and completing current City process
for recognition as a neighborhood association.
· Any group of non-related members who live in the neighborhood and are operating, for purposes
other than making a profit, within the neighborhood boundaries (if area is covered by a neighborhood
association) examples: Star Club, PTA, card club, bowling team of neighborhood members.
· Any group of 5 members or larger in which 3 members are not related, who live within the
neighborhood who are coming together for the purpose of developing a project for the benefit of the
neighborhood.
The Process
. Determine ifproject and applicant are located within a CDBG area (see map)
· Approach appropriate City departments for approval, if needed
· Approach neighborhood association regarding endorsement
· Complete the application
· Get neighborhood association president signature
· Sign and submit the application to the Community and Economic Development Department
· Allow 6 - 8 weeks prior to the start of the project for grant review and approval
· Appeals of decisions may be made directly to the Community Development Advisory Commission
After Approval
.
Provide Community and Economic Development Department copies of any materials or products
developed with these funds and outcomes or results of the efforts supported with grant funds
Provide timely submission of payment requests with required documentation
Complete a close out evaluation at the end of the project
.
.
Page 2
CITY OF DUBUQUE
NEIGHBORHOOD SMALL GRANT
Cover Page
Contact information:
1. Name of neighborhood association:
For office use:
Date received
2. Name of Group:
3. Small Grant Administrator:
Phone:
E-mail:
Phone:
E-mail:
2a. Mailing address
3a. Mailing address:
4. Budget information:
Total grant funds requested
Resources provided by
neighborhood or partners
Total cost (A + B)
A.
B.
C.
5. Check list:
_ Cover page and 2- page grant application attached (total of3 pages)
Grant signed by neighborhood association president and grant administrator (if other than president)
Attachments - approval from City departments, if needed
I certify that our neighborhood association endorses the project outlined in this application.
President signature
date
I certify as grant administrator that I will submit copies of the products developed with these funds, submit a
closeout evaluation report of the outcomes resulting from the use ofthese funds, and make timely submission of
payment requests to the Community and Economic Development Department. I further certify that funds will be
used in accordance with Community Development Block Grant"rules and for the purposes outlined in the grant
application and will not be used for unapproved equipment purchase, for staff salaries, or for religious or political
purposes.
Grant Administrator signature
date
Page 3
CITY OF DUBUQUE
NEIGHBORHOOD SMALL GRANT
APPLICATION
1. Describe in detail where the project will take place.
2. How many residents do you anticipate involvement with in the project?
3. Describe any volunteers and what tasks they will be doing?
4. List all the City departments and contacts you have made. Attach a copy of approval received if applicable.
Department Name
5. Please, describe your group.
6. Describe the contributions that your group and the neighborhood association are making to this project.
Page 4
7. Briefly describe your project. Include dates and times of specific activities, if possible. If income guidelines
are required, explain how this will be accomplished.
8. Amount of grant money requested $
What is the s ecific use?
Budget item
a. Grant money
b. Other source
Total costs (a+b)
Totals (Column a. cannot exceed $750)
Page 5
CITY OF DUBUQUE
NEIGHBORHOOD SMALL GRANT
INSTRUCTIONS
Cover page:
Contact Information:
1. Enter the name of the neighborhood association that covers the area in which the project is
located.
2. Enter the name of the group if other than a neighborhood association and a contact phone number
(and e-mail address). If this is a group of neighbors (but not the PT A or Star Club, just write "a
group of X (the number of) neighbors".
2a.Enter the mailing address for the group (could be the contact person or group president).
3. Enter the name and phone ofthe Small Grant Administrator (ifit is different from the president)
who will be fully responsible for this project. (If this person is the association president, leave
blank.) Enter phone and e-mail, too.
3a. Enter the mailing address of the Small Grant Administrator.
4. Budget information:
Note: Project periods may be shorter than one year, but may not run over the fiscal year which ends
June 30.
A. Enter the total grant funds requested from your budget
B. Enter the total resources provided by the neighborhood or partners
C. Enter the total costs of the project(s) planned. This will be A + B.
5. Check list:
The check list is a good reminder of the key steps and requested attachments. Attach the checklist to
the grant application (consisting of the cover page and 2 page application sheet) and any
attachments that further support and explain your project. Necessary attachments are any required
approval from other City departments.
NOTE: only signed applications can be accepted.
Signature:
The association president is to sign the application which certifies that the association endorses the
project.
The grant administrator (this can be the president) is to sign the application which certifies that this
person will be responsible for all of the steps in administering the grant and completing the project.
The steps include following Community Development Block Grant regulations as communicated by
the Community and Economic Development Department, completing the closeout evaluation and
submitting payment requests in a timely manner to the Community and Economic Development
Department.
Page 6
Application - page one:
Question 1:
Describe for the grant readers who will be approving your project, where the project will take place.
For example: Comiskey Park, the entire area within the boundaries of the X Neighborhood
Association, the 1100 block of Locust Street (both sides), etc.
Question 2:
List the number ofresidents that will be involved. Example: We expect 200 to attend the fair and 20
volunteers to help with the booths at the fair. There will be 30 volunteers helping pick up trash.
There will be 15 volunteers painting the house and 4 residents of the home.
Question 3:
List the tasks the volunteers will be doing. Example: Volunteers will be residents of the
neighborhood who will take registration, serve food, set up for the band and hold the drawing. The
boy scouts will bring 15 youth and 1 leader to pick up trash. The card club of 18 will bake cookies
and 5 people from the church will hold the bake sale.
Question 4:
If your project did not require approval from a City department just write n/a. If you are completing
a project that requires approval or you checked to see what was needed for your project, list the
contacts you made here and attach copies of approval letters, if any. Example: Engineering
Department, Bill Smith, 589-0000, said that no approval was needed. Engineering Department, Bill
Smith, 589-0000, City Council approved the placement of planters and trash cans on May 1 (packet
is attached). Parking permit for the dumpster is attached. Building Services has approved and proof
of insurance is attached.
Question 5:
Describe your group. Example: X neighborhood association. Star Club which offers after school
tutoring at X church located at III 1 st Street, leaders are Bill and Sally Jones 555-0000. The
Women's Card Club of26 members which meets on Wednesdays at noon at the senior center
leaders are Wilma Jones and Velma Smith. If you are a group of neighbors who are not yet a
neighborhood association or not part of the neighborhood association, list the names of the members
and let us know if anyone is related. (Help the grant reader decide if your group meets the eligibility
requirements).
Question 6:
Describe other contributions your group and/or the neighborhood association are making.
Example: The 15 boy scouts and 1 leader will lead teams of 4 other volunteers to pick up trash for 2
hours and Trenkle's is donating hotdogs, buns and juice valued at $200. The paint is donated at a
cost of$350 and the 10 volunteers will put in 8 hours each.
Question 7:
Describe your project as thoroughly as possible. If you can include dates and times, that provides
more information for the reader to understand the project. If the project will require that the
recipient meets income guidelines, be sure to list that too. Example: If it is a fair, list the date of the
fair and write enough that the reader can get a picture of what the day will be like, as well as all of
the time spent in planning and coordinating the event. Be sure to discuss things that are listed in the
Page 7
budget. For example: if the budget includes advertising, in answering question 7 say that you will be
using the newspaper at $200 or printing 3 banners at $75 each.
Example: We will print 1000 flyers for the fall picnic in September at a cost of$30. We will
develop a video of our neighborhood projects and accomplishments to attract more homeowners.
Our partners (listed in question 6) will produce the video. Our costs will be to purchase 25 copies at
$120.
In describing any partnerships that were developed also outline the responsibilities of each partner.
For example: Printing company X will print our newsletter for half the cost. PR company Y will
shoot our video, we write the script and find the volunteers to be in the video. Our sponsors will
provide hot dogs for the picnic, A Design Firm will design our brochure, we will hand deliver to
everyone in the neighborhood and grant will pay for printing.
Question 7:
Enter the total amount of grant funds for your project and complete the budget format or provide the budget
as an attachment in a similar format.
writing done by volunteers
printing costs (500 x 4pages x .03 per page)
$240.00
$240.00
distribution by volunteers
TOTAL
$240.00
$240.00
E
xample:
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design fees for picnic flyer (donated) $100.00 $100.00
printed flyers 1000 x .03 $30.00 $30.00
distribution - by volunteers
postage to mail flyers to 100 residents $33.00 $33.00
picnic food - donated $200.00 $200.00
paper plates, cups $50.00 $50.00
rental cost of microphone system $50.00 $50.00
rental cost for park pavilion $50.00 $50.00
band at Y2 price $60.00 $60.00 $120.00
volunteers for planning
volunteers for set-up and clean up
TOTAL $273.00 $360.00 $633.00
Page 8
CITY OF DUBUQUE
NEIGHBORHOOD SMALL GRANT
APPLICATION SCORE SHEET
(to be completed by City staff)
Name of Applicant:
Date:
Reviewer's Name:
Overall score:
Amount of Funding Recommended:
Overall
To what level does the project celebrate neighbors and neighborhood strengths, demonstrate pride, improve
quality oflife and/or support neighbors helping neighbors and neighborhoods?
Low Moderate High
I 2 3 4 5
Comments:
Involvement of neighborhood
What is the level of neighborhood association, resident, volunteer and partner involvement?
Low Moderate High
I 2 3 4 5
Comments:
Impact of proiect
What is the level of impact the project will have in the neighborhood?
Low Moderate High
I 2 345
Comments:
Budget
To what level are the costs listed explained? To what level do the costs fit the project?
Low Moderate High
I 2 345
Comments:
NOTE: A lower budget amount than requested may be recommended.
Page 9
CITY OF DUBUQUE
NEIGHBORHOOD SMALL GRANT
CLOSE OUT EVALUATION
(to be completed by applicant)
1. Name of Neighborhood Association:
For office use:
Date received:
Agreement number:
3. Small Grant Administrator:
2. Name of Group:
Phone:
E-mail:
Phone:
E-mail:
2a. Mailing address
3a. Mailing address:
4. Briefly describe the project:
5. Budget information:
Amount of grant award
Actual grant funds used
Actual resources provided by
neighborhood or partners
A.
B.
c.
6. Approximately how many residents and volunteers were involved in the project and how is that different from
what you expected when you wrote the grant application?
7. Were there any unexpected events or results?
8. What aspect of the project was especially rewarding?
Page 1 0
9. Attach any products or materials developed with the funds or pictures of the event. If you have more
comments feel free to attach as many pages as needed to tell us about your project experience.
10. What you would do differently next time, if anything:
11. What advice would you offer to other groups wishing to do a similar project?
F:\USERS\kmccarthIFonnslneighborhoodlsmallgrantO I
Page 11
NEIGHBORHOOD PROGRAM
GENERAL BUDGET AGREEMENT
(EXAMPLE)
This agreement is made and entered to, by and between the CITY OF DUBUQUE, IOWA, hereinafter
"City" and the Neighborhood Association, hereinafter "Grantee". Effective date is September 1,2000.
Expiration date is June 1,2001.
IN CONSIDERATION of the mutual promises set forth herein, it is agreed between the parties set forth
above as follows:
1. City hereby agrees to provide the Grantee a general budget of up to $500 for the purpose of
general neighborhood support as outlined in the attached Neighborhood General Budget.
2. Prior to making or encumbering any purchase under this agreement, the purchase must be
approved by the Community and Economic Development Department.
3. Funds will be accessed through an encumbered purchase order. The Grantee will request a
purchase order from the City to be issued to the chosen vendor for the estimated total costs to be
incurred. The purchase order will be presented by the Grantee to the vendor.
4. These funds will then be paid by the City to the vendor upon receipt of an invoice.
5. Grantee agrees to utilize the funds for the purposes set forth in the Neighborhood General
Budget submitted by the Grantee, a copy of which is attached hereto.
6. Grantee is not an agent for the City in any respect.
7. Grantee has no authority to transact any business in the name of the City nor to incur any
obligation or liability for or against City.
8. Grantee agrees that any funds not expended by June 31, 2001 are forfeited.
9. Grantee agrees to comply with all requirements imposed upon the City for this type of grant by
any agency which is the source of the funds for this grant including requirements of
nondiscrimination.
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day and year last
specified below.
By:
President
Neighborhood Association
Date
Michael Van Milligen, City Manager
City of Dubuque
Date
F:\USERS\kmccarthIFonns\neighborhood\budgetagreement
NEIGHBORHOOD GRANT PROGRAM
DU~~E
~Yk.~
APPLICATION FOR GENERAL BUDGET ALLOTMENT
Name of Neighborhood Association
Date
Name of contact person
Phone
List the goals the neighborhood is planning to address in the coming year (or attach the minutes of your annual
planning session):
Discuss the planned uses for the City Funds provided as a general budget to your association. If you are telling us
about other funds, please explain their source and uses.
Budget item - description a. City General Budget b. Other sources
e.g. copying, printing, food for meetings Funds (If any)
Totals (Column a. cannot exceed $500)
F:IUSERSlkmccarthlFormslneighborhoodlbudgetagreement
CITY OF DUBUQUE
NEIGHBORHOOD LARGE GRANT PROGRAM
Purpose
The Neighborhood Large Grant Program is designed to support larger projects (that are not a combination of small
projects) undertaken by recognized neighborhood associations. It is intended to support neighborhood development
and teach the skills of competitive grant-making.
Funding priorities
Projects which:
· identify and/or build upon neighborhood strengths and assets,
· address needs of low and moderate income citizens,
· support neighborhood development and improve quality oflife, and/or
· are part oflarger capital projects.
Overview
· Only neighborhood associations in good standing (by current city definition) may apply.
· Only one application per association per competition is allowed.
· 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 $5,000 in grant funds.
· All projects must be closed out for the end of the fiscal year by June 15
· Projects must complete any approval process required by other city departments in conjunction with
this application. Contact the Neighborhood Development Specialist.
· Submit an original and 4 copies
· Applications are due in the office ofthe City Clerk, by 4:30 p.m., DATE. No faxed applications
will be accepted.
Eligible activities
· acquisition or lease of real property;
· acquisition, construction, reconstruction or rehabilitation and/or installation of public facilities and
improvements;
· costs related to the provision of Public Service as defined by CDBG regulations including, but not
limited to, labor, supplies and materials;
· removal of architectural barriers;
· rehabilitation and preservation activities; and
· planning and neighborhood studies.
Ineligible activities
· No religious or political activities can be spport with these funds.
· Equipment may not be purchased with these funds, unless necessary to the project.
· 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.
For more information, please contact:
Neighborhood Development Specialist at 589-4393 or comdcvrdmwci.l1ct
Community and Economic Development Department
City of Dubuque
50 West 13th
Dubuque, Iowa 52001 F:IUSERSlkmccarthlFormslneighborhoodllargegrantOl
Types of Projects
· Extensive beatification efforts e.g., design, purchase elements (planters, benches, monuments) and
street scape 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 with a focus on large item pick-up and tire removal.
· Large communication projects e.g., writing a guide or manual or making copies for all neighbors.
Large festival or celebration event drawing attention to the assets of the neighborhood which is
linked to development activities.
· Housing, rehabilitation, capital projects and public facility projects e.g., adding an area to a
neighborhood center, developing a neighborhood center, rehabilitating an abandoned building for
sale (per CDBG rules) and adding a ramp to a park.
NOTE: Construction projects are subject to Davis-Bacon regulations. Contact staff at 589-4393 for guidance.
· Beginning any innovative public service or other ideas that address blight conditions, benefit low-
and moderate-income residents or meet the purposes will be considered.
The Process
· Determine ifthe project is in a CDBG area or will be of direct benefit to low and moderate income
persons (see map and/or discuss with staff).
· 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 Community and Economic Development Department
· Attend training on competitive bid process, reporting requirements and payment requests (Note:
larger projects may require competitive bidding. Contact staff)
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
Community and Economic Development Department 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 or June 15 whichever is sooner
Construction Projects
Due to the many rules and federal regulations governing construction projects over $2,000, please contact staff for
assistance in planning and developing such a project. If less than $2,000 in grant funds are being used as part of a
larger project which is over $2,000, these rules apply.
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.
CITY OF DUBUQUE
NEIGHBORHOOD LARGE GRANT PROGRAM
Cover Page
Contact Information:
1. Name of neighborhood association:
For office use:
Date received
2. President name:
3. Large Grant Administrator:
Phone:
E-mail:
Phone:
E-mail:
2a. Mailing address
3a. Mailing address:
4. Bud et Information:
Total grant funds requested
Any other support provided
Total cost (A + B)
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
A. Applicant's Legal Name and Federal Tax ID #
B. Type of Organization (enter - public or private non-
profit, private for profit or specify if other)
Please insure authorized person signs page two - assurances. Unsigned applications can not be accepted.
F: IUSERSlkmccarthlFonns\neighborhoodllargegrantO 1
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 ending no
later than June 1 5, 2001.
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 ofthe 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 ofthe project; and
7. agreement that the application has been reviewed and approved by the applicant's Board of Directors (or
equivalent) prior to submission; and
8. agreement that no costs incurred for the program prior to authorization by the City of Dubuque,
Department of Community and Economic Development shall be reimbursable and that any funds not spent
during the contract period will be forfeited.
Signature - Certifying Representative
Date
Printed Name
Title
Page 1
NARRATIVE
(5 Sections)
SECTION 1. ORGANIZATIONAL EXPERIENCE
This page only (see instructions)
A. Please state which of your association's annual goals this project will be addressing.
(This should also be consistent with your by-laws).
B. Please provide a brief history of your association. Address at least: year began, purpose, how to become a
member, number of members on record, and incorporation status.
C. Please provide an overview of recent projects.
D. Please summarize your annual budget and your funding sources:
Page 2
SECTION 2. PROJECT DESCRIPTION
- three pages maximum (see instructions - label attachments 3A, 3B). Be sure to address all questions.
Please answer the following questions:
A. Will the project cause the direct displacement of any resident or business?
o No 0 Yes (if yes, address in narrative)
B. Will the project cause the demolition of any structures?
o No 0 Yes
C. Will this project result in:
o A new service 0 Increased benefits 0 New facilities
D. Define the geographic area to be served:
Page 3
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- This page only. (See Instructions)
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CITY OF DUBUQUE
NEIGHBORHOOD LARGE GRANT PROGRAM
INSTRUCTIONS
Cover page
Contact Information:
1. Enter the name of your neighborhood association which must cover the area in which the project is
located.
2. Enter the name of the association president and phone number (and e-mail address)
2a.Enter the mailing address of the association president.
3. Enter the name and phone of the Large Grant Administrator (if it is different from the president) who will
be fully responsible for this project, phone and e-mail.
3a.Enter the mailing address of the Large Grant Administrator (if different from association president.)
4. Budget information:
A. List the Total Grant funds you are requesting from the City of Dubuque, Large Grant Program. This
must be at least $1,000 and no more than $5,000. Note: this is also the figure from Section 5 - budget page.
B. If your project is receiving additional funding support or donations of services and you are choosing to
list those, enter the total figure from your budget page.
C. Total the cost of the project by adding A and B, enter this total in C.
5. Check list:
This is a reminder of the required steps to a complete application. A reminder that a copy of the association
minutes showing the association has approved the application are to be attached. Also attach any required
approvals from other City departments. If the project requires approval and they are not attached, this may
delay approval of funding.
6. If your association is incorporated, please complete the grid.
A. Enter the legal name and federal identification number
B. Enter the type of organization - public non-profit, private non-profit, etc.
Assurances
This MUST be signed by the association president or other person certified to sign on behalf of the
association. The assurances outline the expectations of the association and have the of an agreement. This
signed statement will become part of the agreement with the City of Dubuque, as will the grant application.
Narrative
There are five narrative sections to be completed. Please following the instructions regarding number of
pages that can be attached. Feel free to contact Community and Economic Development with questions or
concerns that arise while working to complete the application.
Page 8
Section 1. Organizational Experience - no attachments are allowed to this page.
A. Each year associations are asked to submit goals to the Community Development Advisory Commission.
Please list which of these goals the project your association is undertaking, will be addressed. Note: Goals
and this project should be consistent with your by-laws.
B. Provide a brief description of the history of your association. In so doing, please be sure to list the date
that the association began, its purpose (as noted in your by-laws or articles of incorporation, the process for
becoming a member of the association (which is consistent with your by-laws), the number of members
currently on your membership roster and please discuss your incorporation status (not incorporated, non-
profit, was once - but it lapsed).
C. Please provide a short discussion of the recent projects the association has completed. List the dates of
completion, so the reader knows when your last project was undertaken. If you have many current projects,
let the reader know what is currently scheduled. Projects can be as simple as a newsletter or as complex as
rehabilitating a building to become a center. Use the space to show off a bit and let the reader know of the
work of your association. Projects listed do not need to have cost money or been funded by a grant!
D. Please summarize your annual budget and funding sources. For example our annual budget is $12,000.
We receive $8,000 from the Small and Large programs and $2000 from the X bank and $2,000 in dues from
members ($1 each household).
Section 2. Project Description - two more pages can be added to this page.
Also check only one answer to each of the questions:
A. Will people or businesses have to move?
B. Will a building or structure be knocked down?
C. Is this project developing a new service that does not currently exist? OR an expansion of a service that
already exists? OR a new facility?
D. Explain where the project will take place: it can be your whole neighborhood, a block, a park, just
explain where it is so the reader can find it! So instead of saying the South End, list the streets that are the
boundaries of the area.
In the remaining space and with at most 2 more pages if needed, describe your project in detail. Introduce
the project idea and then explain all of the steps that must be completed, all ofthe things people will be
doing and who, what the money will be used for exactly. Be as detailed as possible. Paint a picture for the
reader so they fully understand what your project is all about. Hint: Look at the score sheet to guide your
writing.
NOTE: Projects which include construction fall under a number of federal regulations that are rather
complex. If the project is a construction project, contact staff immediately to receive guidance regarding
these regulations. If there are volunteers engaged in construction, they may not be on the site at the same
time as paid labor. Paid labor must be at the 'prevailing wage' as determined by federal regulations. Please,
contact staff at 589-4393 to fully discuss the implications of a construction project.
Page 9
Section 3. Goals and Time Table - make as many copies ofthis page as needed
This page will outline the steps to completing your project, as well as indicate some of the goals of the
project. The term goal fits nicely for service oriented projects. For example, your goal might be to have
tutoring for 35 children. That is the goal. When the project is a construction project or a newsletter, the
term goal does not fit as well. Your goal is more like at step - to write a newsletter by a certain date. This is
the information that is to be captured in this grid. Starting from the beginning of the project, list the major
steps and about when you expect to complete them.
This communicates to the grant reader some key information: Do you fully understand all the steps to
completing the project you have described? And How many of what are you planning to do, by when?
Section 4. Statement of Impact - no attachments are allowed to this page
This section is asking about the changes in the neighborhood that will result because of this project. What
are the expected results? What is the impact ofthe project? In listing the impacts think about the broader
impact. If you plant flowers the park will look nice, but there is a potential for much broader impact. If the
children plant the flowers they are providing a community service. This learning about service may have a
great impact on how the children choose to live their lives as adults. Others will enjoy the beauty of the
flowers, and others may choose to plant in their yards. If the park looks nicer, maybe people will be more
careful about litter in the park. And maybe the same children who planted the flowers will be more active
about wanting others to keep the flowers safe and the park clean.
If your project is a step in a bigger plan, this a good place to talk about that, too. Ifwe are not able to rent
the building, then we will not be able to have activities. If we are not able to purchase the cement with these
funds, we will not be able to build a pond.
More ideas about impact: Discuss who will benefit from the proposed project and how they will be
benefitted. e.g., Children with grades below C will receive tutoring and increase their grades to a C or
above, families will set and meet savings or debt reduction goals as part of the Savings Club, all children
will have up to date immunizations as a result of the health assessment with the staff nurse, persons with
disabilities will access the center and second floor classroom, and persons with disabilities attend center
activities.
Section 5. Proposed Total Project Budget
Note: Some of these figures are requested on the Cover Sheet.
EXPLANATION OF COLUMNAR HEADINGS
A) Total Project Costs: are the total costs associated with the implementation of your project and include
grant funds and other cash and in-kind resources that are part of your project. NOTE: you are not required to
complete columns C and D or page 7, but if you have a large project with many components this is a way to
explain how the Large Grant fits into the whole project. Your total project costs will then include all costs
of providing the activities described in your application. NOTE: Total Project Costs are also equal to the
Grant Funds and Other Cash Resources and Other In-kind Resources (A=B+C+D).
B) Grant Funds: are the Large Grant funds you are requesting from the City of Dubuque to implement your
project.
Page 10
C) Other Cash Resources: are cash funds provided through the applicant to the operations of the Project.
D) Other In-Kind Resources: are resources provided to the project that are not in cash. These may be
volunteer hours (valued at $7 per hour), in-kind professional services (valued at regular pay rate), space
costs, supplies, office support, and supervisory time for example.
COST CATEGORY EXPLANATION
Each cost figure is to be allocated to a heading as noted above.
I) Administrative - costs of administering the program. These costs may be direct or indirect costs. Indirect
costs associated with administering the project must be consistent with the organization's cost allocation plan
or recognized federal indirect cost rate. Please attach a copy of your most recent agreement, if it is not
currently on file with the Department of Community and Economic Development.
If administrative costs are allocated to the project by a method other than a federal indirect cost rate, Budget
Detail describing the costing method is expected.
2) Personnel
a. Salaries - salaries of staff.
b. Benefits - the entire cost of benefits associated with the salaries.
3) Travel- costs associated with the program including in-area and out-of-area travel.
4) Space/Utilities - costs associated with housing your project and its services.
5) Equipment - Larger purchases with a useful life of over I year. Grantees are expected to use competitive
procurement practices, see terms and conditions of award.
6) Contractors - are those who will provide specific services through a written agreement with your project.
Note: For larger purchases and for construction projects a competitive bid process might be required by federal
regulations. Please contact staff for assistance in completing the budget and direction regarding the requirement for
competitive bids.
7) Other Subtotal a to g. - other costs associated with the project. Please use the categories provided. Use
line g - other, to total any additional costs not categorized elsewhere, which could include training and
miscellaneous. Please note that payments made on behalf of recipients are to be categorized as Third Party
Payments, line 8.
Provide the total of lines a through g on line 7) Subtotal a to g.
8) Third Party Payments - are those made on behalf of recipients.
9) Total - of all numbered lines. This will be the total of each column. Note: line 7 includes lines a to g.
Page 11
OTHER RESOURCES - page seven - OPTIONAL
YOU MAY A TT ACH ADDITIONAL COPIES OF THIS PAGE IF THE NUMBER OF SOURCES SO
REQUIRES.
For the columns provided, list each source of funds or in-kind and enter the amount to be allocated. In the
Source column include if the funds are cash donations, other grant, county tax dollars, state funds, federal
funds, or the source of non-cash items. Example: 120 volunteer tutors at 2 hours for 52 weeks at $7.00.
DRA grant $400 cash for art projects. Agency supervisor .1FTE X $25,000.
Volunteers:
If a volunteer is performing tasks within their normal trade or profession (a PR person writing a brochure, a
doctor performing exams), the value of the labor performed for the project is allowed to reflect the
volunteer's normal professional rate of pay (not including benefits).
If a volunteer is performing tasks outside of their normal trade or profession, (doctor tutoring, writer
performing mentoring), the value of the labor performed for the project is $7.00 per hour.
BUDGET DETAIL - OPTIONAL
If you believe a more detailed explanation of the budget figures will be of assistance to the grant readers, you
may provide budget detail, examples follow outlining a format for presenting budget detail. The figures and
explanation are not to be construed as favored project ideas.
EXAMPLE:
1. Administrative reflects an Indirect Cost Rate of 18% of Salaries -- agreement attached
3. Travel is reimbursed at the agency rate of $.XX per mile
In area: 2 staff X average of 120 miles per month for 12 months for home visits or $691
Out of area: 2 trips to (400 miles) Des Moines for training or $192
Lodging: $40 per night! 2 nights $80
Per Diem: Organization rate of $25 per day for 2 trips X 3 staff $150
4. Space and Utilities
The program is assessed the agency yearly rate of$4.50/ square foot for space and utilities
5. Equipment:
Two Pentium II computers expected cost of $11 00 each will be purchased, with required
documentation to be forwarded to CED.
7a. Telephone: a base rate of$30 for 4 phones
CONTRACTOR INFORMA nON
For each contractor providing services to your project, provide cost information. Please identify each
contractor and provide additional identifying information and a brief explanation of the costs ofthe services
to be provided. (e.g., Therapist from My City Therapy Associates at $100 per hour for 16 hours of
therapeutic support group for incest survivors, The Electrician company bid at $800 for wiring and
installation). Estimates are fine if projects have not completed a bidding process. Please discuss
construction projects with staff at 589-4393, as Davis-Bacon federal rules regarding payment of prevailing
wage may apply.
Page 12
CITY OF DUBUQUE
NEIGHBORHOOD LARGE GRANT
Close out Evaluation
1. Name of neighborhood association:
For office use:
Date received
Agreement number:
3. Small Grant Administrator:
2. Name of Group:
Phone:
E-mail:
Phone:
E-mail:
2a. Mailing address
3a. Mailing address:
4. Briefly describe the project:
5. Budl!et information:
Amount of grant award
Actual grant funds used
Actual resources provided by
neighborhood or partners
A.
B.
c.
6. Approximately how many residents and volunteers were involved in the project and how is that different from
what you expected when you wrote the grant application?
7. Were there any unexpected events or results?
8. Please attach any products or materials developed with the funds or pictures of the event. If you have more
comments feel free to attach as many pages as needed to tell us about your project experience.
9. What aspect of the project was especially rewarding?
10. What would you do differently next time, if anything?
11. What advice would you offer to other groups wishing to do a similar project?
If additional information is needed by Community and Economic Development Department for our year end
reporting to HUD, who should we contact?
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