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Mayor’s
Neighborhood Matching Grants
Application Instructions
These instructions are intended to help guide
the grant-writer in completing the application correctly and completely. These
instructions correspond to the Application Questions.
Remember: Please call the City of Orlando’s Office of Neighborhood & Community
Affairs at 407-246-2169 to reserve a seat at one of the REQUIRED workshops
listed below:
DOVER
SHORES COMMUNITY CENTER
Tuesday, June 24,
2008 6 – 8 p.m.
ROSEMONT
COMMUNITY CENTER
Tuesday, July 8
6 – 8 p.m.
CALLAHAN
NEIGHBORHOOD CENTER
Saturday, July
26, 2008 9:30 – 11:30 a.m.
LAKE NONA YMCA FAMILY CENTER
Tuesday, July 29,
2008 6 – 8 p.m.
ORLANDO CITY HALL
Thursday, August
7, 2008 11 a.m. – 1 p.m.
DR. JAMES
R. SMITH NEIGHBORHOOD CENTER
Tuesday, August
12, 6 – 8 p.m.
ORLANDO CITY HALL
Wednesday, August 20, 2008 11 a.m. – 1 p.m.
COLONIALTOWN NEIGHBORHOOD CENTER
Tuesday,
August 26, 2008 6 – 8 p.m.
If you have additional questions, please
contact the City of Orlando Office of Neighborhood & Community Affairs at
407-246-2169.
APPLICANT INFORMATION
1. Neighborhood Organization
Information
| 1.1 |
Please
indicate the neighborhood organization’s legal
name. If the neighborhood organization is incorporated,
you may confirm this information by checking the State
of Florida, Secretary of State Division of Corporations
records search at
http://www.sunbiz.org/corpweb/inquiry/cormenu.html. |
| 1.2 |
If applicable,
please indicate the name the neighborhood organization is doing business
as (dba). If the neighborhood organization’s common name is different
from it’s legal name, please indicate the common name. |
| 1.3 |
Indicate the legal street address of the
neighborhood organization. The address must be the neighborhood
organization’s legal street address and must be consistent with the
address associated with the neighborhood organization’s TIN/EIN on the
neighborhood organization’s W-9 form. |
| 1.4 |
Please indicate the web site address for the neighborhood organization
(if applicable). |
| 1.5 |
Enter the neighborhood organization’s Tax Identification Number (TIN) or
Employer Identification Number (EIN) Number. The neighborhood
organization must have and Employer Identification Number (EIN), also
known as a Federal Tax Identification Number (TIN). Apply free of charge
online or over the phone. Visit www.irs.gov and search “EIN” for more
information or call 1-800-829-4933. |
| 1.6 |
Please submit a copy of the neighborhood
organization’s W-9 form with the completed application. The W-9 form
must list the correct and legal street address of the neighborhood
organization as well as the organization’s TIN/EIN number. A W-9
form can be found on the City’s Mayor’s Neighborhood Matching Grant
website (www.cityoforlando.net/grants),
by attending an application workshop, or you may get a copy of the W-9
form by visiting the IRS website at
www.irs.gov. |
| 1.7 |
Indicate the year the neighborhood organization was organized. |
| 1.8 |
Indicate the number of members in the neighborhood organization. |
| 1.9 |
Indicate the North, South, East, and Western boundaries of the
neighborhood. |
| 1.10 |
Indicate
whether the neighborhood organization is a mandatory association. If the
neighborhood organization is a mandatory organization, you must include
a copy of the current and previous year’s operating budget with the
application. If the neighborhood organization is not a mandatory
organization, indicate “No”. See “Eligibility” for
definitions of mandatory and voluntary neighborhood organizations. |
| 1.11 |
Please
describe how the neighborhood organization elects its leadership (i.e.
nomination process, voting process, etc.) |
| 1.12 |
Indicate the
time of the year that elections are held, as well as how often they are
held. |
| 1.13 |
Describe the
neighborhood organization’s method for distributing information about
meetings, events, and special projects to residents. |
| 1.14 |
Each neighborhood organization must hold
a meeting with its voting members to discuss and vote on the following
items: (1) vote and approval to pursue and submit the grant application
to the City, (2) vote and approval of the grant application and
neighborhood match contribution, (3) vote and approval of common
property usage, and (4) nomination, vote, and approval of two
neighborhood organization members that will provide signatures on the
MNMG checking account (specifically the neighborhood Project Leader and
the Association President or Treasurer). If constructing neighborhood
identification signs, minutes must also demonstrate neighborhood
approval of the proposed design and location(s) of neighborhood
identification sign(s) by voting to approve the sign(s) and location(s).
See “Sign Policy” for specific policy and procedures). A notarized
copy of the minutes reflecting all four discussion items (including
approval of sign, if applicable), must be submitted with the
application. |
2. Project
Leader Information
| 2.1 |
2.1 Please indicate the name, mailing
address, phone numbers, fax number and e-mail address of the Project
Leader for the proposed project. An e-mail address is a requirement for
the purposes of this grant. |
| 2.2 |
Provide the
name, mailing address, phone number, fax number, and email address for
an alternate Project Leader who will be able to take over Project Leader
responsibilities, in the event the current Project Leader is not able to
fulfill his/her role and responsibilities. |
3. Signature
of Neighborhood Organization President
| 3 |
The
neighborhood organization President must sign the application before
submission. This signature verifies the information contained in the
application and also confirms his/her approval of the grant and proposed
project. |
PROJECT DESCRIPTION
4. Indicate the Name of the Proposed Project
| 4.1 |
Indicate the
amount of grant funds you requested. |
| 4.2 |
Indicate the
amount of the neighborhood contribution (Match funds). |
5. Indicate
the type of project you are seeking funding for.
|
Physical Improvement
|
improves or
enhances the visual appearance of public property or common areas within
a neighborhood |
|
Public Safety |
implement
crime prevention or emergency disaster response measures that increase
the safety of the residents in the neighborhood |
|
Educational or
cultural |
increase
educational knowledge and skills or promote cultural awareness and
experience |
6. Describe the project.
Please be specific.
7. Where will
project activities take place?
Please be specific. If you are applying for a
physical improvement project, please include two (2) photos of the current
conditions of the project site.
NEIGHBORHOOD
IMPACT
8. Indicate the intended benefit of the project.
Describe why it is
important to the neighborhood and the needs, issues, or challenges the project
will address. Please be specific.
PARTICIPATION
9. Specifically describe
how the neighborhood
organization communicated its intention to apply for a Mayor’s Neighborhood
Match Grant to the residents of the neighborhood.
10. Describe
how neighborhood residents were involved in selecting and planning the project.
PHYSICAL IMPROVEMENT PROJECTS
11. Indicate whether the proposed physical improvement project
will be constructed on common property or public Right-of-Way.
12. If constructing or
installing signs, the designated Project Leader and neighborhood organization
President must provide their signatures indicating the neighborhood organization
will comply with the
City Sign Policy.
If no signs will be constructed or installed, no signatures are required.
13.
Describe a plan for maintenance of the proposed physical improvement,
responsible individual(s) for the maintenance, and frequency/dates of
maintenance. Examples include: weeding planting beds monthly, trimming trees
seasonally, painting signs annually, etc.
SITE PLAN
14. Site Plan -
complete only if applying for a physical improvement project
Using the site plan template, create a site plan
drawing of the location of the proposed physical improvement that includes the
information noted below. A sample site plan is provided for your reference.
- The drawing must be to scale. Dimensions
must be exact for the actual structure, sign, fence, etc., and include
height, width, length and type of materials being used. If the neighborhood
organization already has a common area survey, site plan or City
Right-of-Way Survey, you may use it as a guide.
- Location dimensions/measurements must be
included and exact measure of the following:
- from the curb to the base of the
structure or fence - if it is on the corner or in a median, you must
measure from the curb to the base of the structure or fence on all sides
facing a curb. NOTE: structure must be at least 4 feet from the curb;
- from the sidewalk to the base of the
structure or fence;
- from a building (in close proximity) to
the base of the structure or fence;
- from a driveway to the base of the
structure or fence;
- from a fire hydrant to the base of the
structure or fence, and;
- from any electric or light poles (in
close proximity) to the base of the structure or fence.
- Due to traffic sight limitations, signs
being mounted on poles or posts and installed in the City’s Right-of Way
must have a minimum of a seven foot clearance from the ground to the bottom
of a sign mounted on the pole or post. These measurements do not apply to
monument signs.
- Identify the names of streets and
intersections where structure or fence is being constructed. Include the
number of lanes on the street(s) near the structure or fence
- If constructing or installing a neighborhood
identification sign or entranceway feature on City Right-of-Way, the
association must comply with the City sign policy.
- A structure may not block a sidewalk or
cause a sight line problem for vehicles.
PROJECT PLAN
15.
Project Plan
-
The purpose of this form is to identify the tasks and resources necessary to
successfully complete the Mayor’s Neighborhood Matching Grant project. Please
complete the Proposed Project Plan according to the instructions below and
submit the completed Project Plan with the application.
The TASK column refers to primary tasks
which need to be completed. Examples could include: contacting a business that
is providing in-kind services, steps needed to plan an event, or scheduling an
activity or community service project. Please include how information will be
distributed to neighborhood residents and homeowners to inform them of
neighborhood organization meetings, events, and special projects.
The START DATE column refers to the date
when the task needs to begin in order to finish the project on time.
The COMPLETION DATE column refers to the
date the task is expected to be completed.
The PERSON RESPONSIBLE column refers to
the person or group charged with carrying out a specific task or activity.
The RESOURCES column refers to the cash,
type of in-kind services, and/or volunteers needed to accomplish the task. For
example, the dollar amounts, the value of the donated space, professional
services, materials, supplies, volunteer hours, etc.
Include the date you expect the project to be
fully completed. All projects must be completed and funds spent by November
30, 2009. All monies solicited to support the MNMG project must be spent on
the MNMG project. If any partner funds remain after November 30, 2009, the
association must include a timeline with the final report detailing when and how
the partner funds will be used for grant project related activities. All
remaining City grant funds will be returned to the City of Orlando.
BUDGET
16. Budget - While
there is no simple formula for creating the proposed budget, the following
guidelines are provided to assist the grant-writer:
At least three written bids and/or estimates
from established vendors must be submitted with the grant application for
any expenses of $250 or more as documentation for the proposed budget.
If you do not have room to itemize expenses,
please include a list of expenses on a separate page and include that page
with the application.
Professional services are valued at the
customary value of the product or service contributed to the project. For
example, if a sprinkler system installation is donated by a company, the
full value of the company’s time and materials is considered part of the
match.
Please complete the Proposed Budget according to the
instructions below and submit the completed Budget with the application.
Applications without a budget will not be considered.
| 16.1 |
Grant
Request: Grant amount requested from the City of Orlando |
| 16.2 |
Minimum Allowable Volunteer Labor:
Calculate 25% of requested grant amount and enter it here to see the
minimum amount of volunteer labor hours that need to be claimed. You
must include a minimum of 25% of the match as volunteer time. For
example, if $5,000 is requested, 25% of the match must be met by
volunteer labor hours (.25 x $5,000 = $1,250). |
| 16.3 |
Maximum Allowable Volunteer Labor:
Calculate 50% of requested grant amount and enter it here to see the
maximum amount of volunteer labor hours to see the maximum amount that
can be claimed. You can include up to 50% of the match as volunteer
time. For example, if $5,000 is requested, up to 50% of the match can be
met by volunteer labor hours (.50 x $5,000 = $2,500). |
| 16.4 |
Volunteer Labor: list sources of
volunteer labor and estimated hours of volunteer time that will be
contributed to the project. Add additional lines if necessary in order
to list all Volunteer Labor contributed to the project. Note: volunteers
must reside within the neighborhood organization’s boundaries to be
counted towards the match. |
| 16.5 |
Total Volunteer Labor: indicate
the total monetary value of all Volunteer Labor Hours listed in the
column titled “Match Value”. Each volunteer hour is worth $18.00. |
| 16.6 |
Allowable Volunteer Labor:
Although as many volunteer hours may be utilized and recorded in order
to complete the project, a minimum of 25% and a maximum of 50% of the
grant award may be used as matching funds. This amount should not exceed
more than 50% of requested grant amount. |
| 16.7 |
In-kind Donations: list donated
supplies, equipment, space or professional services valued at “fair
market value” and furnished by established service providers and/or
businesses. Add additional lines if necessary in order to list all
in-kind donations. |
| 16.8 |
Total In-Kind Donations: Add all
the In-Kind Donations and enter that number here. |
| 16.9 |
Cash Donations: list cash
contributions or donations, proceeds from neighborhood fundraisers, etc.
Add additional lines if necessary in order to list all cash donations. |
| 16.10 |
Total Cash Donations: calculate
the total of all Cash Donations listed |
| 16.11 |
Neighborhood Match Total: Add the
monetary value of total Volunteer Hours, In-Kind Donations, and Cash
Donations and indicate the total here. It should be equal to or more
than the amount requested from the City of Orlando. |
| 16.12 |
Total Project Revenues: add
amount of grant request and total amount of neighborhood match |
| 16.13 |
Total Volunteer Labor: indicate
the monetary value of all Volunteer Labor Hours listed |
| 16.14 |
In-Kind Donations: list the type
of In-Kind Donation and name of donor in parenthesis, i.e., potting soil
(Home Depot). Add additional lines if necessary in order to provide a
detailed list of In-Kind Donations. |
| 16.15 |
Total In-Kind Donations: Add the
total of In-Kind Donations and enter that number here. |
| 16.16 |
Cash Expenses: list all cash
expenses needed in order to purchase necessary supplies and materials to
complete the project. Make a list of all materials and services need to
accomplish the project. Get cost estimates for each item from more than
one reliable source, i.e., company websites, sale flyers, etc. At least
three (3) bids or cost estimates from established vendors must be
included for expenditures of $250 or more. Add additional lines if
necessary in order to provide detailed descriptions of expenses. |
| 16.17 |
Total Cash Expenses: calculate
the total of all cash expenses listed above |
| 16.18 |
Total Project Expenses: calculate
the total monetary value of volunteer hours, In-Kind Donations utilized,
and Cash Expenses that will be used to complete the project |
| 16.19 |
Project Overage or Shortage:
Subtract the Project Expenses from the Total Project Revenues to
determine if you have a project overage or shortage. This number should
equal zero. If you have an overage, you have more money than necessary.
Conversely, if you have a shortage, you do not have a sufficient amount
of money to cover the cost of the project. |
PROJECT TEAM FORM
17. Project Team Form -
List the name, signature, address, telephone number, e-mail address and role of
neighborhood volunteers who will meet at least quarterly to serve as the
neighborhood organization’s Mayor’s Neighborhood Matching Grants Project Team.
Project team members must reside in the neighborhood in which the project
occurs.
Please list the name, complete address, and
telephone number of each volunteer, along with the number of hours pledged and
the task the volunteer will perform. Please include the number of estimated
and/or anticipated hours, including meetings, events, and any other hours that
volunteers will contribute to the project. Only volunteer hours accrued after
the execution of the grant award can be used as part of the match.
Individuals who provide in-kind services or goods
should not be listed on this form.
Cash donations – monetary donations for
the purpose of supporting the neighborhood organization’s project. Please only
attach the completed Letters of Intent. Do not attach the checks or cash to the
application. Partner checks and/or cash will be submitted to Office of
Neighborhood & Community Affairs after the execution of the grant award.
In-Kind Donations of goods and/or services -
includes supplies, equipment, space or professional services. The value of
professional services is based upon the reasonable and customary, fair market
value of the services rendered. It is the responsibility of the company or
individual donating the in-kind goods and services to determine the fair market
value of their donation.
In-Kind Donation of Space – includes
donation of meeting and/or training space during the project period.
Note: All donations are tax deductible to the
extent allowed by the IRS. In order to be counted as match, all contributions
must be relevant and support the implementation of the project.
20.
Indicate if at least two (2) individuals who reside within the boundaries of the
neighborhood organization attended an application workshop. Indicate the date of
attendance.
21.
Provide the full name of the person who completed this application.
Tips for developing a project and establishing
community partnerships can be found on the City of Orlando’s website at
www.cityoforlando.net/grants.
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