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HomeMy WebLinkAboutItem 2C: Adoption of Neighborhood Matching Grants ECC UGENE ITY OUNCIL AIS GENDA TEM UMMARY Adoption of Neighborhood Matching Grants Meeting Date: May 14, 2007 Agenda Item Number: 2C Department: Planning and Development Staff Contact: Beth Bridges www.eugene-or.gov Contact Telephone Number: 682-5272 ISSUE STATEMENT The City Council is asked to adopt, by consent, the Neighborhood Matching Grant projects for FY07 and administrative changes for FY08 recommended by the Neighborhood Matching Grants Department Advisory Committee (NMG DAC). BACKGROUND On June 12, 2000, the council adopted Resolution 4632, approving and adopting standards and guidelines for operation of a Neighborhood Matching Grants program, and exempting the grant contracts from the City’s competitive bidding requirements. Seven previous sets of applications have been sent to the council on consent (July 10, 2000, December 11, 2000, May 29, 2001, December 10, 2001, May 13, 2002, December 9, 2002 and June 23, 2003). Funding was discontinued in the FY04 Budget. The City Council re-established the Neighborhood Matching Grants program in FY07 for three years, at $50,000/year. For FY07, the NMG DAC recommends funding the following grants: th ? 8 and Blair Improvement Project th ? Eugene Masonic Cemetery – 25 and University Improvements ? Friendly Park Improvements ? Green Screen Planting Project (Laurel Hill Valley) ? Information Kiosks (South University Neighborhood) ? Lafferty Park Improvement Project ? West University Neighborhood Park Enhancement ? Willakenzie Park Tree Planting Attachment A has descriptions of these projects and those not recommended for funding. The NMG DAC would have added six additional projects, if funding were available. Two of the proposals submitted were not recommended, regardless of funding. Attachment B is a map of Eugene, annotated with the locations of grants submitted for the pre-review (but not the final application), submitted for the final application but not approved, and those the NMG DAC approved. L:\CMO\2007 Council Agendas\M070514\S0705142C.doc At the end of each grant cycle, the NMG DAC also reviews the administrative framework of the program and sets the schedule for the next cycle. It recommended two changes: Grant funds cannot be used to fund another City department. ? The committee reserves the right to fund all or part of a grant. ? These changes are highlighted in Attachment C, the revised Request for Proposals for FY08. Staff does not recommend adopting the first change because it would limit potential future grants that a group of neighbors might want to pursue. Since staff does not approve the matching grants, a safeguard is in place through City Council approval that will ensure appropriate use of the funds. RELATED CITY POLICIES Re-establishing the Neighborhood Matching Grants program was part of the adopted action plan for the Neighborhood Association Initiative Council priority. COUNCIL OPTIONS 1.The City Council may adopt or amend the grants recommended for funding by the Neighborhood Matching Grants Department Advisory Committee. 2.The City Council may accept or amend the proposed changes in the administrative framework. CITY MANAGER’S RECOMMENDATION The City Manager recommends adoption of the proposed Neighborhood Matching Grants for FY07. The City Manager recommends adoption of the second administrative change for FY08. SUGGESTED MOTION Move to adopt the proposed Neighborhood Matching Grants for FY07. Move to adopt the following administrative change for FY08: “The committee reserves the right to fund all or part of a grant.” ATTACHMENTS A.Proposed FY07 Neighborhood Matching Grant Projects B.Annotated Eugene map C.FY08 Request-for-Proposal, revisions per Neighborhood Matching Grants Department Advisory Committee’s recommendations highlighted FOR MORE INFORMATION Staff Contact: Beth Bridges, Neighborhood Services Manager Telephone: 682-5272 Staff E-Mail: beth.b.bridges@ci.eugene.or.us L:\CMO\2007 Council Agendas\M070514\S0705142C.doc ATTACHMENT A Planning & Development Community Development City of Eugene th 99 W. 10 Avenue M Eugene, Oregon 97401 EMORANDUM (541) 682-5443 (541) 682-5572 FAX www.eugene-or.gov Date: May 1, 2007 To: Mayor Piercy and City Council From: Neighborhood Matching Grants Department Advisory Committee (NMG DAC) Subject: Proposed FY07 Neighborhood Matching Grant Projects thth The Neighborhood Matching Grants Department Advisory Committee (NMG DAC) met on April 5, 12, and th 30 to review, rate and prepare a recommendation for council on the FY07 Neighborhood Matching Grants. Sixteen final applications were submitted. Eight of those were recommended for funding. An additional six would have been recommended were there sufficient funds (an additional $25,000). Two applications would not have been recommended even if there had been more funding available. The projects the NMG DAC recommends be approved, in alphabetical order, are listed below. The project description is from the application (with clarifying language from staff). th 1. 8 & Blair Improvement Project: Using previous work on the Monroe-Friendly Bikeway and upcoming realignment of the intersection at the center of the project area, community members and businesses will create a unique public crossroads. By adding quality plantings and artistic paving, and by engaging various supporters, this project will provide a community landscape. th 2. Eugene Masonic Cemetery – 25 & University Improvement: The scope of the project is capital improvements to the Masonic Cemetery main entrance to improve the appearance of the cemetery from the neighborhood and improve access into and through the cemetery: new gate, bollards, grading & drainage accessible curb cut and planting. This is a phased project. 3. Friendly Park Improvements: Neighbors working together will help develop the few enhancements that are already on the drawing board for this small neighborhood park but might not otherwise be fully funded (e.g., adult stretch equipment, kiosk, and native plant garden). 4. Green Screen Planting Project: Northwest Youth Corps (and neighbors) to plant a variety of native species ground covers, bushes, and small trees between the sidewalk and parking lot of the campus to “screen” the bus/van fleet from the neighbors and soften NYC’s street-side impact on the Laurel Hill Valley neighborhood. 5. Information Kiosks: Design, construct, and maintain a pair of two-sided, covered wooden kiosks (in the South University Neighborhood --one in the neighborhood park, one at the local elementary school) featuring 36” x 36” bulletin boards to serve as centers for neighborhood communication following City and School District guidelines. 6. Lafferty Park Improvement Project: The objective of the Lafferty Park Improvement Project is to increase community usage of the park by improving the existing playground through the addition of new safety features and new playground equipment, as well as enhance the riparian area by removing invasive species and increasing biodiversity. 7. West University Neighborhood (WUN) Park Enhancement: This project would provide funding to: (1) allow City of Eugene Parks and Open Space staff to complete the park design, including a public comment process, and (2) provide limited improvements at the WUN Park, such as benches, berms, trees, landscaping, and paved pathways. 8. Willakenzie Park – Tree Planting: Plant new trees in historic Willakenzie Park. Funding the projects listed above allocates all $50,000. The following projects would have been recommended by the NMG DAC had there been funds available. nd 9. 22 and Garfield Intersection Repair Project – Street Mural : Enhance and continue neighborhood nd community building by implementing a street mural at 22 and Garfield. The mural will compliment the kiosk, benches, patio and plantings previously installed at this location. 10. JWN Plan Jam 2007: A one-day interactive and educational workshop to inform, empower, and engage residents of the Jefferson and Westside neighborhoods and other JWN members, including property and business owners, and non-profit representatives, in a process to create a vision for their neighborhood community. 11. Invasive Species Decontamination & Education Kiosk: Develop a trailhead kiosk display to educate the public, park users, area recreationalists about their role in spreading invasive noxious vegetation around central Lane County as well as practices that they can adopt in their personal life to assist in curbing the spread of weeds from park to park. 12. Mulkey Cemetery Cremation Urn Garden: The grant application is for Phase I of the Cremation Urn Garden project in southwest Eugene’s historic Mulkey Cemetery. Phase I includes the design and planting of a 7,000-square-foot area. Phase II will include development of historical interpretation and visitor seating. 13. Spencer Butte Trail Improvements: The Spencer Butte Trail on the east side, near the top, but below tree line, is eroding away and full of cut-offs. With City staff advice, we will reinforce the main trail, provide signage on the way to go, decommission/block off cut-off trails, and plant native seed. 14. Willakenzie Park – Artistic Tile Project : Add artistic tiles around the playground in historic Willakenzie Park. Two applications were submitted which the NMG DAC did not recommend at this time. Their reasoning is relayed beneath each project description. 15. Build Community Pride: Community Pride: vote to name (their pocket) neighborhood, install plaques on perimeter streets, and hold a community celebration. NMG DAC feedback: The Committee deemed this proposal not ripe for consideration. The street plaques were added to the proposal between the pre-review and the final application and did not have the support of Public Works staff. They directed staff to tell the applicant she needed to resolve these issues and suggest she re-apply. thth 16. University Street & 29 Avenue Landscaping Project: The University Street and 29 Avenue block beautification project will facilitate new friendships through neighborhood labor, socialization, and education. The labor will involve the landscaping of the exterior and interior of new Temple Beth Israel synagogue. The socialization will involve working together (planting trees, shrubs, perennials, vines, and ground cover) and playing together (sharing food, music and conversation). The education will involve a lecture/discussion series about the symbology and sustainability of the landscape and synagogue design, and will encourage neighborhood sustainability practices. The project will ultimately beautify the block through the implementation of a beautiful landscape plan, and will create lasting friendships and sustainable practices which will benefit the neighborhood for years to come. NMG DAC feedback: The Committee felt the landscaping portion of this grant primarily benefited the property owner and not the neighborhood. They directed staff to convey their support of the proposed lecture/discussion series and suggest the applicant re-apply with just that portion. Request for Proposals Neighborhood Matching Grants $50,000 total funds available Pre-review deadline is December 3, 2007 Final applications are due at 5 p.m., Friday, February 22, 2008 Submit applications to: Beth Bridges, Neighborhood Services Planning and Development Department th 99 West 10 Avenue Eugene, Oregon 97401 or fax to 682-5572 For more information, call 682-5272 or e-mail beth.b.bridges@ci.eugene.or.us Purpose Eugene’s City Council established Neighborhood Matching Grants to encourage people to collaboratively identify and actively participate in ways to make their neighborhood better. What kind of grants? The City of Eugene is offering $50,000 in grants for projects of varying sizes. Grants are available for immediate use for neighborhood physical improvements and neighborhood-building events that benefit Eugene residents. Proposals must be for capital projects or one-time events, not on-going services. The minimum grant is $250, the maximum is $25,000. The value of the total project may not exceed $50,000. Grant funds cannot be used to fund another City department. Project sites are not limited to City property, as long as the project is for the general public good and the property owner agrees with the proposal and provides welcoming, obvious public access to the site for at least 5 years. Some portion of the project must be within Eugene’s Urban Growth Boundary. Who can apply? Proposals will only be accepted from groups of people living, working, or owning property within the area affected by the grant. A neighborhood group may be an existing group whose membership is from a commonly recognized geographic area (e.g., neighborhood association, business association, or school site council) or a group of neighbors who get together specifically to work on a project. A community-based organization (public, private, or non-profit) may not apply on its own, but is encouraged to partner with a neighborhood group. Grants must be endorsed by your Neighborhood Association prior to submission for the pre-review. What’s the match? City funds must be matched by at least the same amount of cash donations, donated materials and supplies, or volunteer labor. No more than half of the match may come from contributions outside the immediate neighborhood or other government agencies. The applicant’s match may not include resources from other City departments. Documentation of the match must be submitted with the application. The match begins when the grant is awarded. Credit will not be given retroactively. Of the City portion, up to $1,000 per grant may be requested up front to cover project start-up costs. Is help available? We’re here to help! Contact Beth Bridges for information or assistance. She can reached at 682-5272 or via e-mail (beth.b.bridges@ci.eugene.or.us). A pre-review is required . Submit to the Neighborhood Services office by January 15, 2007: your project concept, draft budget, approximate time line, the endorsement of your neighborhood association, and a description of how you will get neighborhood involvement and provide the match. The more specific information you submit, the better feedback staff can give you. Neighborhood Services will ensure that the appropriate City staff review your proposal for compatibility with existing plans (e.g., master parks plans, neighborhood refinement plans). Staff will also flag any concerns with materials, costs, liabilities, and feasibility of the project plan. What’s the time line? This time line is for the Request-for-Proposal for Fiscal Year 08 (FY08). The next RFP will be released in summer 2008. The Neighborhood Matching Grants program was funded for three years (FY07-FY09). July 9, 2007 Applications available. December 3, 2007 Pre-review deadline: submit concepts to Neighborhood Services office. February 22, 2008 Application Deadline: submit proposals to Neighborhood Services office. May 13, 2008 Applicants notified about which projects were selected. By May 2009 Projects completed. How will projects be selected? The proposals will be rated between 1 and 100 points based on the following criteria categories. The criteria listed below outline the basic components the committee will evaluate. More detail is contained in Standard application responses are 4 pages in length, plus attachments. For the application form. small projects (under $1000 total project cost) a shorter 2-page response is requested. Both application forms are attached to this RFP. Please be concise. 1. Tangible neighborhood benefit. The project results in an observable physical improvement to the neighborhood or a measurable change in sense of local community or neighborhood identity. The applicant has described the project’s continuing benefit. For physical improvements, ongoing maintenance must be addressed. For events, the longer term benefits beyond the episode must be described. The proposed project should be compatible with existing plans. (40 points) 2. Community involvement. The project builds community in the neighborhood. The project has the support of a majority of the affected neighbors. The proposal demonstrates involvement of the neighbors and collaboration between the neighbors, your neighborhood association, and other civic groups, not-for- profits, government agencies, etc. (35 points) 3. Project readiness. The project is clearly defined and well-planned. The project budget is based on reasonable, defendable costs and specifications. A fiscal agent has been selected in accordance to the project’s complexity. The project can be finished within one year after the grant is awarded. (15 points) 4. Neighborhood match. The matching portion of the grant is well-documented and credible. (10 points) Extra Credit: Up to 10 points may be awarded for grant applications in which more than 50% of the project costs are covered by the match. In this case, one point will be added for each 5% additional match raised by the applicant. Members of a citizen committee will rate how well each project submitted meets the criteria. Ratings will be averaged across the committee. Projects will be selected primarily by rank order. However, the committee reserves the right to adjust the list to more evenly distribute projects throughout the community over time. The committee reserves the right to fund all or part of a grant. The committee may also set a threshold under which projects will not be funded. No more than 50% of the grant funds will be used for community-building events. The City Council will review the entire project list prior to final authorization. How does my Group Apply? Application forms are available at the Permit and Information Center, the main Library and library branches, and your local community center. The form is also available through the City’s web site (www.eugene-or.gov/neighborhoods >> NMG Applications). Or you can request an application be mailed to you by contacting Beth Bridges, Planning and Development Department — Neighborhood Services, at 682-5272 or via e-mail (beth.b.bridges@ci.eugene.or.us).