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6. Budget: Detail all expected project/program costs.
7. Letters of Support: Two letters of support from community members who will participate in the project.
Review and Award Process
The following criteria will be used in application review:
• Can the proposed project be completed with the requested Community Projects Grant amount and any applicable local group contributions?
• Does the proposed use of the funds have a reasonable likelihood that it will benefit the Citrus Heights community?
• Does the project serve a public purpose and create community connection? • Can the project be completed in a calendar year?
• All projects must take place within the city limits of Citrus Heights. • All activities/projects must be free to participants and open to the public.
Note: Preference is given to projects that occur in public spaces, such as parks, public schools, City Hall or similar publically accessible locations.
The following process will be used for grant award and administration:
• Staff will review all applications for completeness and eligibility o Because potential programs and events can vary widely, each submission will be assessed individually for permit and insurance requirements. The applicant will be informed of the project’s critical path prior to finalization of application submission to ensure project viability.
• Submissions will be reviewed by the city within 45 days of the closing of the application period
• Staff will present vetted applications to the Finance Committee for review and recommendation
• Finance Committee recommendations will be presented to City Council for final approval • Staff will prepare an approval letter for the project that confirms:
o Eligible use and terms of approved funds including final date funding can be used o Any permits or insurance that will be required for the project or event o The reimbursement process to receive funds:
An accounting summary and receipts for reimbursement submission Photos and a brief project update that will be used to help measure the success of the program
• The approved applicant implements the project or event within the agreed-upon timeline • The approved applicant submits for reimbursement after completion of the project or event
Agenda Packet Page 214
Subject: Guideline Approval and Funding Allocation for the Community Projects Grant Program Date: September 22, 2022
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Note: An alternative style of payment may be available based on the type and timeline of proposed project or event. Staff will work with each applicant and verify during the qualification process.
Program Term and Funding
It is staff’s intention to make this program available for the duration of ARPA funding allocation through December 2025 with allocated funds able to be spent through December 2026. The first pilot round application period would launch in the first quarter of 2023 and subsequently twice a year thereafter. The volume of first round application submissions will allow staff to gauge overall community needs and interest to provide informed funding recommendations for subsequent rounds. Individual application amount parameters are not included in the program’s pilot round so that it can serve as a needs assessment and inventory potential projects in the community. With an initial program funding recommendation of $50,000, the guidelines are designed to promote grassroots projects that can be immediately implemented with measurable impact. If the pilot round is adequately subscribed, a summary of applications and request amounts will be presented in the second round grant application funding recommendation (forecasted August 2023) as market data to inform the second round’s funding recommendation.
It is important to note that in addition to this program expressly achieving the three-year strategic goal of increasing community engagement and achieving the current six month strategic objective of creating a community projects grant program, this action also aligns with City Council’s feedback to deploy American Rescue Plan Act funding directly into the community. In addition to this program, direct deployment has also been achieved through City of Citrus Heights deployment of the Small Business COVID Recovery Grant. There are additional program recommendations in the adopted Focus Area Work Plan that will continue to ensure achievement of this goal within the ARPA funding lifecycle including a Business Attraction Grant Program, a Revolving Loan Fund and a CPTED (Crime Prevention through Environmental Design) Recommendation Implementation Grant. Program implementation discussions will continue at the next City Council Strategic Planning Retreat.
This program is independent of other community-oriented grant programs like the Economic Development Support Grant, available Sign & Façade Grant programs, the History and Arts Grant and the Neighborhood Improvement Partnership (NIP) grant program, all of which are (1) existing programs utilizing the general fund; (2) refreshed each fiscal year; (3) have varying program goals; and (3) are available on an ongoing, first come first serve basis to eligible applicants.
Attachments
1. Resolution
2. Community Projects Grant Program Guidelines
Agenda Packet Page 215
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RESOLUTION NO. 2022- ___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CITRUS HEIGHTS,
CALIFORNIA, APPROVING THE COMMUNITY PROJECTS GRANT PROGRAM
GUIDELINES AND ASSOCIATED AMERICAN RESCUE PLAN ACT FUNDING
ALLOCATION
WHEREAS, Community feedback indicates that Citrus Heights residents desire increased community connectivity;
WHEREAS, At the City Council, Strategic Planning Retreat on May 10, 2022, City Council adopted a strategic goal for staff to “Present to City Council for consideration, a proposal that would provide grants to community groups to facilitate community projects that engage citizens, improve the community and promotes community involvement and pride.”; WHEREAS, The Citrus Heights Community Projects Grant Program will provide grants to community groups to implement special projects in our community that engage citizens in creative efforts and utilize funding to seed new community events and projects that achieve community connection and engagement;
NOW THEREFORE BE IT RESOLVED AND ORDERED the City Council of the City of Citrus Heights approves the Community Projects Grant Program Guidelines.
BE IT FURTHER RESOLVED the first round of the Community Projects Grant Program will utilize $50,000 of American Rescue Plan Act funding.
BE IT FURTHER RESOLVED If the pilot round is adequately subscribed, a summary of applications and request amounts will be presented in the second round grant application funding recommendation (forecasted August 2023) as market data to inform the second round’s funding recommendation.
The City Clerk shall certify the passage and adoption of this Resolution and enter it into the book of original resolutions.
PASSED AND ADOPTED by the City Council of the City of Citrus Heights, California, this 22nd day of September 2022 by the following vote, to wit:
AYES: Council Members:
NOES: Council Members:
ABSTAIN: Council Members:
ABSENT: Council Members:
Porsche Middleton, Mayor
ATTEST:
Agenda Packet Page 216
Amy Van, City Clerk
Exhibit
A. Community Projects Grant Program guidelines
Agenda Packet Page 217
CITY OF CITRUS HEIGHTS
COMMUNITY PROJECTS GRANT
PROGRAM GUIDELINES
The goals of the city’s Community Projects Grant program are to engage citizens in creative efforts to improve the community and promote community involvement, pride and connection. The city believes that community grants have the incredible potential to catalyze community projects in a grassroots and cost-effective way. The city will provide grants to community groups for special projects and events implemented in Citrus Heights. Community groups are responsible for proposing, designing and implementing the project.
This program is meant to:
• Inspire creative and innovative thinking
• Connect residents through events and programs
• Reach local grassroots groups looking to do something positive in their community • Strengthen existing and create new partnerships to improve Citrus Heights quality of life
ELIGIBILITY
Any 501c3, community group, or organization that is seeking funding to complete an activity or project that improves the quality of life in Citrus Heights is eligible.
Note: if you are an individual with an idea and a will to implement, but not affiliated with an organization, please reach out to Community Engagement for assistance connecting with your Neighborhood Association or other best fit community group partner at [email protected]
The Community Grants program is intended to spark the innovative, positive ideas that exist in Citrus Heights. For this reason, staff thinks it easier to explain what is not eligible so that ideas are not do not limited.
The program will not consider grant proposals for:
• Retroactive funding for projects already completed
• Salaries for permanent employees
• Replacement of funding for preexisting community projects or programs • Start-up programs that require ongoing funding that is not available at time of application • One-time, individual benefit activities (no Eagle Scout projects, study trips, library memberships or similar)
• Organizations that have received more than $75,000 in grant funding from the city in the current or previous fiscal year
• Projects or activities identified with political parties • Organizations that practice discrimination of any kind • General contributions to larger capital projects
Agenda Packet Page 218
APPLICATION AND REVIEW PROCESS
Submit a completed Community Grants Program Application and two letters of support from community members who will be a part of the project. One application per organization per funding round will be considered.
Criteria:
Submissions will be reviewed by the city within 30 days of the closing of the application period, using the following criteria:
• Can the proposed project scope be completed with the requested Community Grant amount and any applicable committed funds from other sources?
• Does the proposed use of the funds have a reasonable likelihood that it will benefit the Citrus Heights community?
• Does the project serve a public purpose and create community connection? • Can the project be completed in a calendar year?
• All projects must take place within the city limits of Citrus Heights. • All activities/projects must be free to participants and open to the public.
Note: Preference is given to projects that occur in public spaces, such as parks, public schools, City Hall or similar publically accessible locations.
Other Important Information: The nature of the project may require that the organization submit insurance to the City and/or have participants sign a waiver of release. A determination will be made during the application review process and listed in the letter of confirmation if the project proposal is approved. A completed W-9 is also required before paying an organization.
Application Procedure:
Applicants may apply for a Citrus Heights Community Grant by submitting a completed application form and three letters of support from community members who will be a part of the project in Citrus Heights. Up to two applications per organization per calendar year will be considered. If your proposal is approved, a letter of confirmation will be executed with the City.
Application Review and Grant Award Process:
The following criteria will be used to review submissions:
1. Are City funds currently available?
2. Can the proposed project be completed with a Citrus Heights Small Community Grant and any other identified contributing funding?
3. Does the proposed use of the funds have a reasonable likelihood that it will benefit the Citrus Heights community and create connection and engagement?
4. Does the project serve a public purpose?
5. Can the project be completed within calendar year?
The following process will be used for grant award and administration:
Agenda Packet Page 219
• Staff will review all applications for completeness and eligibility o Because potential programs and events can vary widely, each submission will be assessed individually for permit and insurance requirements. The applicant will be informed of the project’s critical path prior to finalization of application submission to ensure project viability.
• Staff will present vetted applications to the City Council Finance Committee for review and recommendation
• City Council Finance Committee recommendations will be presented to City Council for final approval
• Staff will prepare an approval letter for City Council approved projects that confirms:
o Eligible use and terms of approved funds including final date funding can be used o Any permits or insurance that will be required for the project or event o The reimbursement process to receive funds
• The approved applicant implements the project or event within the agreed-upon timeline • The approved applicant submits for reimbursement after completion of the project or event, including:
o A completed W9
o An accounting summary and receipts for reimbursement submission o Photos and a brief project update that will be used to help measure the success of the program
Note: An alternative style of payment may be available based on the type and timeline of proposed project or event. Staff will work with each applicant and verify during the qualification process.
If you have any questions, please contact [email protected] Agenda Packet Page 220