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HomeMy WebLinkAbout01-25-18-2l - Resolution - 01/25/2018 RESOLUTION NO. 01-25-18-21 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COLLEGE STATION, TEXAS (CITY), APPROVING THE STRONG & SUSTAINABLE NEIGHBORHOODS GRANT PROGRAM AND DELEGATING AUTHORITY TO THE CITY MANAGER TO IMPLEMENT AND ADMINISTER THE GRANT PROGRAM WHEREAS,the City desires to strengthen its relationship with Homeowners' and Neighborhood Associations, desires to improve the appearance of neighborhoods and foster community building with residents; and WHEREAS, The City will fulfill those desires by establishing the "Strong & Sustainable Neighborhoods Grant Program that will allow funding physical and non-physical and community building projects; and WHEREAS, the City establishes the "Strong & Sustainable Neighborhoods Grant Program: providing for a dollar-for-dollar matching grant for up to fifty percent (50%) of their expenses up to Five Hundred and 00/100 Dollars ($500.00)per application for use by the qualified applicant in the development of Non-Physical or Community-Building Project; and WHEREAS, the City establishes the "Strong & Sustainable Neighborhoods Grant Program" providing for a dollar-for-dollar matching grant for up to fifty percent (50%) of their expenses up to Seven Thousand Five Hundred and 00/100 Dollars ($7,500.00) per application for use by the qualified applicant for Physical Projects; now,therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION, TEXAS: PART 1: That Resolution No. 04-09-09-2d is hereby repealed. PART 2: That the City Council hereby delegates authority to the City Manager to make changes and amendments to The Strong & Sustainable Neighborhoods Grant Program Policy attached in Exhibit A. PART 3: That this Resolution shall take effect immediately from and after its passage. ADOPTED this 25th day of January, 2018. T ST: APP ' S i E r: �ecret.� or Aly APPROVED: C�uia 7.9 City Attorney Resolution No. 01-25-18-21 Page 2 of 6 Exhibit A The Strong & Sustainable Neighborhoods Grant Program Policy Resolution No. 01-25-18-21 Page 3 of 6 STRONG & SUSTAINABLE NEIGHBORHOODS 2018 GRANT PROGRAM POLICY A. Origin & Purpose. The Strong & Sustainable Neighborhoods Grant Program assists associations and neighborhood groups with physical and non-physical and community building projects. This program is a matching grant program between the neighborhoods and the City to accomplish common goals. B. Program Goals. 1. Strengthen & improve neighborhood associations 2. Improve the appearance of city neighborhoods 3. Strengthen the relationship between the HOA and the City government 4. Stimulate inter-neighborhood cooperation 5. Encourage new communities to develop their own neighborhood associations 6. Stimulate interaction between all College Station HOAs/Neighborhood associations C. Definitions. 1. Community-Building Projects - Projects are intended to bring the community together to work on a project. Project examples are neighborhood clean-ups,membership drives to increase resident membership or participation in associations, developing neighborhood newsletters, community gardens or a neighborhood festivals. 2. Subdivision or Neighborhood Gateway —A point of entrance or means of access into either a subdivision or neighborhood marked by plantings and other decorative accents. 3. Subdivision — As defined in the College Station Code. The division of a lot, tract, or parcel of land into two or more lots or sites for the purpose of sale,division of ownership, or building development. 4. Neighborhood — An area of a community with characteristics that distinguish it from other areas that may include distinct ethnic or economic characteristics, housing types, schools, or boundaries by physical barriers, such as major highways and railroads or natural features, such as rivers. 5. Association —Homeowners Association or Neighborhood Association as defined in this policy. 6. Homeowner's Association (HOA) —An organization comprised of all owners of units, other than a condominium association,in a development in which individual owners share common interests and responsibilities for costs and upkeep of common open space or facilities. Resolution No. 01-25-18-21 Page 4 of 6 7. Neighborhood Association (NA) — An organization of residents and property owners within a self-defined boundary, having elected officers and operating under by-laws to fulfill a civic function. 8. Non-Physical Projects -Projects that are intended to strengthen the quality of life and/or integrity of a neighborhood. Some examples are application for a zoning overlay, a training sessions or a workshop. 9. Private Improvement in the Public Right-of-Way Permit (PIP) — A permit required by the College Station Code for any improvements, as defined by code, that are placed and maintained in the City's right-of-way by a private entity. 10. Physical Projects - Projects that are intended to enhance the physical aspects of a neighborhood. Some examples are beautification projects, landscaping or a tangible building project such as a gateway or entry-way improvement. 11. Right-of-Way — The surface of, and the space above and below a public street, road, highway, freeway, land,path,public way or place,alley,court,boulevard,parkway,drive, or other easement on or hereafter held by the City(including any street, as defined,which is acquired by eminent domain) for the purpose of public travel and shall include other easements or rights-of-way now or hereafter held by the City or in which the City has an interest (including any easements or rights-of-way acquired by eminent domain) which shall,with the proper use and meaning, entitle the City and a utility to use thereof for the purpose of installing facilities and other property as may ordinarily be necessary and pertinent to a utility system. D. General Provisions. 1. No Contract Created by Policy or Application—Neither this policy nor any application for City funds shall constitute a contract that prohibits or restricts the City's right to withhold funds for any proposed grant project. 2. Grant Records — The Public Communications Department will maintain all records relating to grant administration. This information subject to open records. 3. Amendment of Policies—This policy may be changed by the City Manager. Changes to this policy will be made available public. 4. Location — Physical projects will be allowed on private property. The fee simple owner the property must grant approval of the project and must sign an agreement to indemnify the City. Physical projects will be allowed in the City right-of-way subject to the requirements of the College Station Code and upon approval of a Private Improvement in the Public Right-of-Way Permit. All approvals and permits must be secured before beginning construction activities. 5. Maintenance—The Association shall have the responsibility to provide for the operation, repair, and maintenance of a physical project funded by the grant whether the grant funds are expended on improvements on common property, private property, public right-of- way, or easement.The City shall have access at any time without liability,when on official Resolution No. 01-25-18-21 Page 5 of 6 business. The City retains the right to remove any obstructions, failed landscaping, or objects in disrepair. In the event the City must remove the material funded by the grant,the Association will be assessed all costs of removal. E. Eligibility. 1. All neighborhoods are eligible to apply for assistance through the program.Neighborhood and Homeowners associations registered with the City's Neighborhood Partnership Program (NPP)will be given priority status in selection.Neighborhoods that are not a part the NPP are eligible for funds for non-physical and community building projects, but not for physical projects. Neighborhoods are required to have a Commercial General Liability insurance policy to be eligible for the program and execute the City's standard agreement. 2. The following are ineligible for funding under this program: a. Political Campaigning b. Alcohol purchases c. Maintenance on projects or maintenance related issues d. Association business expenses or trips e. Individual persons, individual businesses or individual religious organizations f. Developers, contractors, and builders F. Funding. 1. Budgeting Funds - City Council will approve the amount budgeted for the Strong & Sustainable Neighborhoods Grant program for each budgeted year. Once budgeted funds are depleted, applications not awarded will be considered void. 2. Physical Projects-Fifty percent(50%)of the budgeted funds to the grant program will be dedicated for Physical Projects. The maximum amount available for a Physical Project is $7500.00. In-Kind matches (volunteer labor and donated materials/supplies) up to twenty- five percent (25%) of the neighborhood's match may be allowed in the manner and to the extent provided for by the City. 3. Non-Physical Projects - Twenty-five percent (25%) of the budgeted funds to the grant program will be dedicated for non-physical projects. The maximum amount available for a Non-Physical Project is $500.00. In-Kind matches (volunteer labor and donated materials/ supplies) may be allowed up to 50% of the neighborhood's match to the extent provided for by the City. 4. Community-Building Projects - Twenty-five percent (25%) of the budgeted funds will be dedicated for Community Building Projects. The maximum amount available for a Community Building Project is $500.00. In-kind matches (volunteer labor and donated materials/supplies) may be allowed up to 100% in the manner and to the extent provided for by the City. 5. Selection Process - Grant applications will be prioritized by the Neighborhood Services Coordinator with the assistance of staff from other City Departments as deemed necessary. Applications will be evaluated based on the following criteria: Resolution No. 01-25-18-21 Page 6 of 6 a. Registered with the City's Neighborhood Partnership Program (20 points) (Note: this is required for all applications for Physical Projects) b. Neighborhood Participation & Involvement(20 Points) c. Neighborhood Benefit(20 Points) d. Matching donations and volunteer hours contributed towards the event(10 Points) e. Project consistency with established Program goals (10 Points) G. Procedures. 1. Application — For consideration of a grant, an application must be submitted to the Neighborhood Services Coordinator in the Public Communications Department on the provided forms by the deadlines established by the City. 2. Pre-Application Conference — Any party receiving funding for a Physical Project is required to attend a pre-application conference with Public Communications staff. This meeting will be coordinated through the Neighborhood Services Coordinator. 3. Review and Recommendation—City staff will review applications for completeness and will make funding selections in accordance with these adopted policies. 4. Contract for Funding - Once an award for grant funds has been made; a contract or funding agreement will be issued to the association or group, detailing the use of funds, time lines to complete projects, and other important information. Until a funding agreement or contract is signed by all parties, the City has no responsibility to reimburse the organization for any expenses or funds incurred or spent before the agreement is official. These funds cannot be used to cover past events or expenses. 5. Reimbursement of Funds —The grant program operates through reimbursement. At the completion of the project, paid invoices, receipts, and other required documentation shall be submitted to the Neighborhood Services Coordinator.Upon approval,the Neighborhood Services Coordinator will authorize the issuance of reimbursement.