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Presented to St. Augustine City Commission on December 13, 2004
The summary of options is organized around three primary areas to be considered in the development of the neighborhood association grant program: recipient eligibility; project eligibility; and application process.
1. Organizations which may apply could be either:
(a) neighborhood associations whose membership is primarily residents; and/or
(b) business/merchant associations whose membership is primarily business; and/or
(c) owners/operators who share a common and small geographic area; and/or
civic organizations whose membership and mission is city-centric.
2. Organization must be formally organized with officers, membership roster, bylaws, and a regular and consistent meeting schedule.
3. Organization must have been in existence for a specified period of time, for instance six months or one year.
4. Organization must demonstrate financial accountability, for instance, it must have a checking account with a local banking institution.
5. Should weighted consideration be given to applicants, one such consideration might be points awarded for organizations belonging to the Neighborhood Council of St. Augustine or is a member of other community, state or national associations.
1. There will be well defined categories under which a project must fall. For instance:
(a) Physical improvements to a public space (playground enhancements, benches, neighborhood identification signs, clean-up programs); and/or
(b) Public safety enhancements (Neighborhood Watch support, police call boxes); and/or
(c) Educational or cultural enhancements (after-school programs, field trips or visitation program for home-bound seniors, attendance at state neighborhood conferences) ; and/or
(d) Capital projects with a life span of more than a specified time-period (i.e. one year, three years, etc.).
2. Projects must demonstrate broad community support and be supported by the applicant organization’s membership.
3. Projects may be multi-neighborhood in nature serving more than one area and more than one type of organization.
4. Projects may not be purely social in nature, (i.e. grant may not be used for the purchase of food/drink, space rental, etc.).
5. Projects may not be part of a current project already funded by the city or duplicate an existing public or private program.
6. Grants will require matching funds which may be:
(b) may include cash and/or in-kind services or materials; and/or
(c) labor with a specified value-rate per hour.
7. Projects may be required to include a specified level (i.e. percentage of grant value) to be paid with sweat-equity by the recipient association.
8. Projects must meet requirements for applicable permits and comply with applicable codes, and it will be the responsibility of the applicant to acquire permits and ensure code compliance.
9. Projects will have a completion deadline, for instance calendar year from receipt of the grant, within the fiscal year of the grant award, or be specified on a project-by-project basis.
10. The applicant organization will be responsible for the on-going maintenance of the project, particularly if a capital project, and application must include a plan for such maintenance and funding.
11. A one-time start-up grant may be awarded to new associations in existence for less than one year on a basis of two public dollars to one private dollar for activities designed to strengthen the organization.
1. Based on the criteria defining eligible applicants and projects, city staff will develop an application that will be thorough and will require:
(a) a detailed description of the project including a statement of its need and purpose, complete drawings, permits, schedule for completion, and maintenance plan;
(b) a plan for funding the project including details of all sources of support, both cash and in-kind, both public and private; and
(c) a complete organizational description, including current officers, membership roster, financial status demonstrating accountability.
2. Staff will review the applications and determine sufficiency and completeness and will then present the applications to the Commission for approval.
3. Applicants will be required to attend a pre-application meeting to review rules and guidelines for applications and projects.
4. Application schedule may either be:
(a) Tied to the fiscal year calendar with applications to be made prior to the start of the fiscal year so work on the project may begin when the year begins; or
(b) Independent of any calendar and accepted, reviewed and approved/disapproved within a specified time limits.
City staff will devise procedures for the disbursement and accountability of funds granted to the recipient organization