Neighborhood Commission Agendas & Minutes

HAMPTON NEIGHBORHOOD COMMISSION Neighborhood Commission Monday, September 10, 2018— 5:00-6:30PM Community Development Conference Room BE A GREAT NEIGHBOR - ENGAGE OUR NEIGHBORHOODS - ENCOURAGE NEIGHBORHOODS TO BE GREAT PLACES - BE A CONDUIT BETWEEN OUR NEIGHBORHOODS AND OUR CITY - KEEP NEIGHBORHOOD LEADERS INFORMED - HELP GUIDE NEIGHBORHOOD LEADERS IN REACHING THEIR GOALS - District Representatives: District Representatives: ENCOURAGE NEIGHBOR ENGAGEMENT WITHIN THEIR NEIGHBORHOODS AND CITY District 1 - Northampton Representatives: ——————————————————————————————————————————- District One VACANT District David District One 2 -Duxbury Magruder Area Karen District ChuckDuncan Two McEachin I. Opening District Charles Pam District 3 -Two Croom ‘Chuck’ Mercury McEachin Central Pam Croom District Three A. Roll Call and Verification of Quorum Jon Welters District B. Pledge of Allegiance Vacant Chris District 4 -Three Henderson North King Street Chris Henderson District Four VACANT C. Review and Approve minutes of the June 11, July 9, and August 13, 2018 meetings District Sandra Sandra District 5 Four -Medina, King-Medina Foxhill Chair-Elect D. Chair Announcements Sandra District King-Medina FredFive Everett, Chair District 6 -Five Patricia District Parker Buckroe Patricia District Parker Six II. Director’s Report VACANT District Alice District 7 - Six Callahan Phoebus III. Items to be Presented by Public Alice DistrictCallahan Seven VACANT District Sally District 8 -Seven Lazorchak Downtown John Lowe IV. Briefings & Discussions District KevinEight Steele District Evelyn Brandy District 9 -Eight Stephenson Marteney Greater Wythe Jason District Samuels DeenaNine Franklin V. Action Items (Voting items) District Rhonda Deena District Nine 10 - Franklin Woods Aberdeen A. Consideration of the Location for the Fall Home Repair Blitz Thomas District Southall Ten Chekesha White B. Consideration of the Revisions to the Grant Policy District Vacant Chekesha Ten White C. Consideration of Meeting Time Change Judy Hart School Representative: School Representative: VI. Dialogue (Ongoing/Old Business) Ann SchoolBaneRepresentative: A. Strategic Issues Update Ann Bane Ann Bane 1. Hampton Neighborhood College City Representatives: a. Hampton Leadership Academy (update) City Representatives: Steve Bond b. Hampton 101 (Sept. 22) City Representatives: VACANT - Public Safety Anthony Lynn Alsbrook Reyes 2. Home Repair Blitz (Oct. 20) VACANT Anthony - Public DavisWorks Reyes Maj. SteveRonald Bond 3. Housing Venture MajorRonald Steve Maj. RonaldDavis Bond Davis B. Committee Status Reports James GrayRepresentatives: Institutional 1. Neighborhood Resource Review Institutional Representatives: Stephanie Afonja 2. Neighborhood Development & Training Institutional Carlyle BlandRepresentatives: 3. Nominating Committee StevenMills Henry Edwards Henry VACANT Mills - Faith-Based Kathy Stephanie Johnson Afonja Kathy Johnson, Chair StevenMills Henry Edwards, Chair VII. Items by Commissioners Steven Edwards, Chair-Elect At-Large Representatives: At-Large Peggy Representatives: Todd At-Large Representatives: VACANT - Peggy Marketing Todd , Chair-Elect The next Hampton Neighborhood Commission Meeting will be held on Barbara Franklin October 8, 2018, at 5 pm and a location to be announced. Youth Representatives: Youth Representatives: Nazareth Cortez Xavier VacantWilliams Grace Sonya Kelly Medina Nehemiah Lipford Vacant Executive Executive Director: Director: Executive Jonathan Director: Jonathan E.E. McBride McBride Executive Director: Jonathan E. —————————————- McBride Terry O’Neill —————————————- c/o Housing & Neighborhood —————————————- Services Division Protocol for Public Input at Neighborhood Commission Meetings: c/o Housing 22 Lincoln & Neighborhood Street Hampton Neighborhood Commission meetings are open to the public. The public is invited to attend meetings Services Hampton, VADivision 23669-3591 and to observe the work and deliberations of the Neighborhood Commission. The public may also address the 22 Lincoln Street Neighborhood Commission during the agenda item “Items to be Presented by the Public” by signing up to Hampton,(757) Phone VA 727-6140 23669-3591 Fax (757) 728-2449 speak. The sign-up sheet will be available to the public until the agenda item “Items to be Presented by the Phone (757) 727-6140 Public” is reached in the course of the meeting. Speakers will be recognized in the order in which they sign up www.hampton.gov/ Fax (757) 728-2449 and are asked to limit their comments to 5 minutes. neighborhoods www.hampton.gov/ neighborhoods  MINUTES Hampton Neighborhood Commission Meeting Community Development Conference Room Monday, June 11, 2018 5:00 PM – 6:30 PM Present Ann Bane – School Rep. Steve Bond – City Rep. Fred Everett – District 5 Chuck McEachin – District 2 (Conferenced in via phone) Lt. Jason Price – City Rep. Peggy Todd – At-Large/ Realtor Jon Welters – District 3 Chekesha White – District 10 Xavier Williams – Youth Rep. Absent Stephanie Afonja – Non-Profit Institutional Rep. Lynn Allsbrook – City Rep Alice Callahan – District 6 Christy Elliott – District 1 Nazareth Cortez – Youth Rep. Steven Edwards – Chair / Institutional/ Faith Based Rep. Deena Franklin – District 9 Kevin Steele – District 8 Staff Jasmine Bryson - Neighborhood Development Associate/Coordinator Jonathan McBride - Executive Director Darren Robinson – Neighborhood Development Associate Marcie Spragan – Neighborhood Development Associate Keisha Whitley – Chef Neighborhood Development Specialist Terry O’Neil – CDD Director Guests None I. Opening Call to Order The meeting was called to order at 5:00 p.m. A. Roll Call and Verification of Quorum Quorum verified B. Pledge of Allegiance C. Review and Approve minutes of the May 14, 2018 Meeting The Chair asked for consideration of the minutes from the last Neighborhood Commission Meeting. Peggy Todd made a motion to approve the minutes. The motion was seconded by Xaiver Williams. The Chair called for a vote. Chair voiced, “All in favor please say aye.” Response, “aye.” Chair voiced, “Opposed?” Response – none. Minutes approved. D. Chair Announcements II. Director’s Report The Director reported:  The Boys & Girls Club is having a meeting, at Six House from 6pm-8pm, about the Shell Rd. location and the next steps.  Also on June 16th Staff will be partnering with the United Methodist Church Conference, 400 volunteers, to hold the Great Day of Service in the Olde Hampton Neighborhood to clean alley ways, Grant Park, and several of the cemeteries in disarray. III. Items to be presented by Public IV. Briefings A. Briefing on of the Hampton City Schools Office of Public Relations & Marketing o Kellie Goral, the new Executive Director, serves as the school division's official spokesperson, while the department works with print, broadcast and social media to highlight the many accomplishments of Hampton City Schools.  o This department publishes all of the district's marketing and promotional brochures and newsletters, and also serves as the public relations arm of the district. The Public Relations & Marketing Department also oversees the division's cable television station WHCS Channel 46, the Graphics Department, Printing & Records Management and Athletics. o Kellie went on to report she will be hosting the new television show on WHCS 47 called “Wired In.” This television program is to showcase the people who make things happen behind the scenes in Hampton City Schools. Wired In brings you closer to school system happenings, policies, and current news. This program gives you an opportunity to meet policymakers and stakeholders. V. Action Items A. Consideration of the Institutional Business Representative Appointment The Executive Director asked for consideration of the recommendation from Nominating Committee to approve to the consideration of Fred Everett as the new Chair of the Neighborhood Commission. The Chair called for a vote. Chair voiced, “All in favor please say aye.” Response, “aye.” Chair voiced, “Opposed?” Response – none. Action Item approved. B. Consideration of the Chair Appointment The Chair asked for consideration of the recommendation from Nominating Committee to approve to the consideration of Carlyle Bland as the new Business Representative. The Chair called for a vote. Chair voiced, “All in favor please say aye.” Response, “aye.” Chair voiced, “Opposed?” Response – none. Action Item approved. VI. Dialogue (Ongoing/Old Business) A. Strategic Issues Update 1. Hampton Neighborhood College (Darren) o Hampton 101: Staff is working on the next spring and fall session. Stay tuned for upcoming dates. o Hampton Leadership Academy: Staff is working on the upcoming session for August. 2. Home Repair Blitz Debrief (Darren Robinson/Jonathan/Fred Everett) o The event is tentatively scheduled for Oct. 6th. The Neighborhood Resource Review Committee will choice a 3. ABCD Update (Jonathan) o The target areas, Phoebus and Shell Rd., are working together on next steps and moving the ABCD effort forward. o Staff is working on building more community connectors in both areas. 4. Housing Venture (Jonathan) o Olde Hampton will be having their next Steering Committee Meeting on June 12, 2018 at the Olde Hampton Network Center. o Staff has been working with Pasture Point Neighborhood Organization to development and revitalizes a large portion of their neighborhood through asset based development. o Staff has also been working with the Northampton Community to update their neighborhood plans. B. Committee Status Reports: 1. Neighborhood Resource Review o The committee will have a meeting July 2 and will try to complete the amendments of the Neighborhood Development Fund Policy for the grants through Google Docs. 2. Neighborhood Development & Training o The committee elected Chekesha White as their Chair and they are working on reviewing the education plan, including the Hampton Leadership Academy and Neighborhood Commission Orientation. 3. Nominating Committee o There are now vacancies in Neighborhood Districts 1, 4, 6, 7, At- Large, and Faith-Based Representatives. o Jon Welters has agreed to be the Chair-Elect. Nominating Committee will recommend him as the Chair-Elect at the October Meeting. o Fred has also spoke with potential candidates in District 1and Faith-Based Representative. VII. Items by Commissioners Adjournment The meeting adjourned at 6:30 p.m. Next Meeting Date: July 9, 2018 at 5:00pm and location to be announced.  MINUTES Hampton Neighborhood Commission Meeting Community Development Conference Room Monday, July 9, 2018 5:00 PM – 6:30 PM Present Fred Everett – Chair-Elect Peggy Todd – At-Large Representative Jon Welters – District 3 Chekesha White – District 10 Chuck McEachin – District 2 Steve Bond – City Representative Ann Bane – School Representative Absent Kevin Steele – District 8 Deena Franklin – District 9 Stephanie Afonja – Institutional Representative Lt. Jason Price – City Representative Xavier Williams – Youth Representative Lynn Allsbrook – City Representative Carlyle Bland (Awaiting Appointment) – At Large Representative Nazareth Cortez – Youth Representative Staff Jonathan McBride - Executive Director Anna Hammond - Neighborhood Development Associate/Coordinator Darren Robinson – Neighborhood Development Associate Marcie Spragan – Neighborhood Development Associate Joseph Andrews - Neighborhood Development Associate Terry O’Neil – CDD Director Guests None I. Opening Call to Order The meeting was called to order at 5:00 p.m. A. Roll Call and Verification of Quorum Quorum not verified B. Pledge of Allegiance C. Review and Approve minutes of the May 14, 2018 Meeting No Quorum D. Chair Announcements Grants Policy Amendments – Chair will save content for Committee Status Reports II. Director’s Report None III. Items to be presented by Public None IV. Briefings Commissioners had a group dialogue about how to find people in neighborhoods who are doing good things for their neighborhood and the benefits of recognizing these individuals; the conversation also included a brainstorm session around various ways to recognize these community individuals. V. Action Items There was a discussion about the location for the Fall Home Repair Blitz. (The Neighborhood Commission is considering doing the Blitz in the Shell Road area, using the Boys and Girls Club as home base). Without quorum, no vote was taken. VI. Dialogue (Ongoing/Old Business) A. Strategic Issues Update 1. Hampton Neighborhood College (Darren) o Hampton 101 will be held on September 22. o Hampton Leadership Academy dates: August 9 – 25; Tuesdays and Thursdays, 6 pm and 9 am, respectively; people can now register for the course using an online link. 2. Home Repair Blitz Debrief (Darren Robinson) o The event is scheduled for October 6; staff will contact Habitat for Humanity to consider changing date to avoid conflict with half marathon in Hampton. 3. ABCD Update o None 4. Housing Venture (Jonathan) o Olde Hampton will host a neighborhood event Aug. 4 with a neighborhood center planning kickoff this month. o Sussex and Phoebus will begin later this year. B. Committee Status Reports: 1. Neighborhood Development & Training o Committee is reviewing Hampton Leadership Academy and Neighborhood Commission orientation to determine if they need to be updated. 2. Neighborhood Resource Review o Committee has reviewed the grant process, with minor updates. Please review updates and email feedback about modification to the rules to Jon Welters or Jasmine Bryson o Grants were awarded to: o Newtown Improvement and Civic Club, Inc. BLOCK Party: “New Beginnings -- $1,323.00 o Aberdeen Garden Civic and Historic Association, INC. SEEDS Program -- $6,362.50 3. Nominating Committee o There are still several vacancies and potential candidates interested in Districts 1, 6 and 7. We are awaiting paperwork. No representative has yet been identified to fill the vacant city representative seat. The recommended candidate for Business Representative is currently awaiting City Council appointment. VII. Items by Commissioners 1. Steve Bond announced that City Council is beginning to question why we cannot fill vacancies on the Neighborhood Commission; The group said that we have applications and will be filling the vacancies soon. 2. Steve Bond announced that he will host a gathering on August 11 from 4 - 11 pm. Adjournment The meeting adjourned at 6:30 p.m. Next Meeting Date: August 13, 2018 at 5:00pm and location to be announced.  MINUTES Hampton Neighborhood Commission Meeting Community Development Conference Room Monday, August 13, 2018 5:00 PM – 6:30 PM Present Fred Everett – Chair-Elect Chekesha White – District 10 Alice Callahan – District 6 Lt. Jason Price – City Representative Peggy Todd – At-Large Representative Xavier Williams – Youth Representative Steve Bond – City Representative Stephanie Afonja – Institutional Representative Absent Chuck McEachin – District 2 Jon Welters – District 3 Kevin Steele – District 8 Deena Franklin – District 9 Ann Bane – School Representative Carlyle Bland – Institutional Representative Nazareth Cortez – Youth Representative Staff Jonathan McBride - Executive Director Anna Hammond - Neighborhood Development Associate/Coordinator Darren Robinson – Neighborhood Development Associate Marcie Spragan – Neighborhood Development Associate Joseph Andrews - Neighborhood Development Associate I. Opening Call to Order The meeting was called to order at 5:00 p.m. A. Roll Call and Verification of Quorum Quorum not verified B. Pledge of Allegiance C. Review and Approve minutes of the June 11 and July 9, 2018 Meeting No quorum D. Chair Announcements Chair referenced a draft of the Grants Policy Amendments that has been circulated for review II. Director’s Report o A Save-the-Date notice has been sent out about the Mayor’s Forum on Sept 27th o Neighborhood Commissioners can go to the Virginia Statewide Neighborhood Conference with their registration fee covered o The Community Plan process is set to kick off and there will be a variety of outreach methods utilized – there may be a steering committee to lead the process as we move into September/ October. This will be a two-year process. III. Items to be presented by Public None IV. Briefings None V. Action Items None – no quorum VI. Dialogue (Ongoing/Old Business) A. Strategic Issues Update 1. Hampton Neighborhood College (Darren) o Hampton 101 will happen on September 22nd o Hampton Leadership Academy dates: Aug 9 – 25; Tuesday’s and Thursday’s, 6 pm and 9 am, respectively 2. Home Repair Blitz will occur on Oct. 20th and we have started receiving applications 3. ABCD Update o Jim Moynihan’s contract has been renewed; The Hampton Neighborhood Blitz will be one method of ABCD outreach 4. Hampton Housing Venture o Peninsula Community Foundation is working with a design firm and the Olde Hampton Steering Committee to get the neighborhood center plans together o Olde Hampton and Olde Northampton plans will be submitted to HUD soon (Neighborhood Revitalization Strategic Areas) o Pasture Point is working on implementation items including vacant property and new development B. Committee Status Reports: 1. Neighborhood Resource Review o Draft of bylaws to be approved at next meeting 2. Neighborhood Development & Training o Next meeting in September 3. Nominating Committee o We still have vacancies; Please encourage any interested applicants to include a letter from a neighborhood organization VII. Items by Commissioners 1. HPD now has a Collision Reporting Center where people can report the needed details of auto accidents that occur; It is a public/private partnership 2. Chair and Jonathan reaffirmed that there are still vacancies and Commissioners were encouraged to contact other Commissioners to attend Adjournment The meeting adjourned at 5:45 p.m. Next Meeting Date: September 10, 2018 at 5:00pm and location to be announced  MEETING DATE: September 10, 2018 HAMPTON NEIGHBORHOOD COMMISSION’S COMMITTEE MINUTES  MINUTES Hampton Neighborhood Commission Meeting Community Development Conference Room Executive Committee Monday, August 27, 2018 Time 5:00 p.m. – 6:00 p.m. Present Fred Everett, Chair Jon Welters – District 3 Absent Steve Bond – City Representative Chekesha White – District 10 Peggy Todd – At- Large Representative Staff Jonathan McBride - Executive Director Anna Hammond - Neighborhood Development Associate Joseph Andrews - Neighborhood Development Associate Marcie Spragan – Neighborhood Development Associate 1. Discussion Items & Updates o Attendance Strategies  There was a discussion about how to improve attendance - ideas considered were: a buddy system; a letter urging attendance; potentially moving the meeting time to 5:30pm – 7:00pm; using a calendar invite in the meeting reminder email  The chair is following up with recent appointees o Nominating Update  A candidate for District 1 is working to get a letter from a neighborhood organization to accompany the application that was already submitted  Discussed strategies to fill vacancies in District 4, 6, 7, Faith and Public Safety o Upcoming Schedule  Meeting focus in September will be to catch up on business requiring Commission actions (quorum needed)  Holiday social will likely be held in December 1   November Commission meeting will conflict with Veterans’ Day – Commission to discuss reschedule during September meeting  The City is kicking off the Community Plan update in October; the Executive Director will brief the Commission and relay opportunities for Commissioners to engage in the process  Need to solicit input on additional briefing items 2. Strategic Project Updates o Hampton Neighborhood College  Hampton 101 – Next session will be September 22  Hampton Leadership Academy – Fall 2018 completed o Home Repair Blitz  The next Home Repair Blitz will be on Oct 20th o Hampton Housing Venture  No update o ABCD Update  No update 3. Committee Status Reports o Neighborhood Resource Review  Revisions to the Grant Policy still awaiting Commission action (quorum needed) o Neighborhood Development & Training  No report o Nominating Committee  No additional report 4. Reviewed and approved draft agenda for September 10th Neighborhood Commission Meeting 5. Solicit Remarks for Chair Announcements o The chair will propose shifting the time of the Neighborhood Commission meetings from 5:00pm - 6:30pm to 5:30pm – 7:00pm 6. Other Business o Discussion took place around the Commission website and the need to update it 7. Items by the Public 2 Next Meeting Date: September 24, 2018 and Location TBD 3  MEETING DATE: September 10, 2018 HAMPTON NEIGHBORHOOD COMMISSION’S ACTION ITEMS  MEETING DATE: September 10, 2018 HAMPTON NEIGHBORHOOD COMMISSION AGENDA REVIEW Preparer: J.Bryson Reviewer: J.McBride Presenter: J.Welters/Peggy Todd_ SUBJECT: Consideration of the recommended neighborhood for the Fall 2018 Hampton Home Repair Blitz AGENDA ITEM: V. A. ACTION REQUESTED: Approval of the Recommended Neighborhood Area SAMPLE MOTION: None needed – Motion by the Resource Review Committee BACKGROUND STATEMENT: The Resource Review Committee recommended a set of priority areas for the upcoming Fall 2018 Home Repair Blitz event. Following recent Home Repair Blitz events, the Committee agreed on key factors that would help to ensure that the upcoming Blitz events were equally successful, including:  Access to facilities for logistical and volunteer support,  Opportunity to build stronger neighborhood & school partnerships,  Awareness of seasonal activities that would impact the project (sports/activities),  Visibility and concentration of homeowners with repair needs, and  Existing community network and neighborhood organizations. Given the considerations above, the Committee agreed to the Blitz area as follows: Fall 2018 Blitz: Shell Rd. Corridor (Shell & Powhatan) NEXT STEPS: N/A ADDITIONAL REFERENCE MATERIALS ENCLOSED: Blitz Target Area Map COMMITTEE RECOMMENDATIONS: CAPI Committee Recommends Approval of the North Side of the Shell Rd. Neighborhood  MEETING DATE: September 10, 2018 HAMPTON NEIGHBORHOOD COMMISSION AGENDA REVIEW Preparer: J. Bryson Reviewer: J. McBride Presenter: J. Welters SUBJECT: Discussion of Neighborhood Development Fund Policy Amendments AGENDA ITEM: V. B. ACTION REQUESTED: Approval of the Recommended Amendments to the NDF Policy BACKGROUND STATEMENT: The Hampton Neighborhood Commission Community Neighborhood Development Fund stimulates grassroots community efforts and encourages groups to come together to make Hampton’s neighborhoods better places to live, work, and play. The goals of fund are to improve communication and partnerships within the community, involve new members in community activities, and enhance the quality of life of Hampton’s neighborhoods. The maximum grant amount is $2,000 per project for the Community Action Grant and Neighborhood Improvement Grant $100,000 per project. The Resource Review Committee has been working hard for over the past 2 years to amend the Neighborhood Development Fund Policy to make the policy neighborhood and user friendly. NEXT STEPS (If Applicable): Put revised policy in place and add to city website ADDITIONAL REFERENCE MATERIALS ENCLOSED: Revised Neighborhood Development Fund Policy COMMITTEE RECOMMENDATIONS: To approve the policy as written.  Neighborhood Development Fund General Grant Policies I. Neighborhood Development Fund Program Overview Since 1995, the Neighborhood Development Fund (NDF) Program consisting of: Community Action Project Grant (CAP) and the Neighborhood Improvement Fund (NIF), has been available as a component of the Hampton Neighborhood Initiative to promote strong partnerships and the healthy development of City of Hampton (the “City” or “Hampton”) neighborhoods. Projects and events are identified and developed by various neighborhood-based organizations throughout the City. Currently, the NDF Program offers funding for projects and events in neighborhoods which involve physical improvements to public property. The Program utilizes existing local programs and resources to leverage the participation of other public, private, and non-profit organizations. Consequently, applicants are encouraged to develop proposals which maximize available resources and strengthen partnerships. The City has reserved funds for neighborhood-based projects and events under the grant program. These funds are made available through a process whereby neighborhood-based and neighborhood-serving organizations submit project proposals for consideration to the Neighborhood Commission. The Neighborhood Commission may set annual initiative funding priorities. These priorities would not be used to exclude projects, but to provide leadership around funding decisions to achieve strategic objectives. The NDF Program Policies must be reviewed and approved by the entire Neighborhood Commission. II. Definitions A. Hampton Neighborhood Initiative The Hampton Neighborhood Initiative is a partnership of neighborhood organizations, the Neighborhood Commission, the City of Hampton, area businesses and non-profits that is dedicated to improving the quality of life in Hampton’s neighborhoods. Any neighborhood participate in the Hampton Neighborhood Initiative; the basic criterion for participation is that the neighborhood be inclusive. In other words, a participating neighborhood organization must demonstrate that it has given all neighborhood members the opportunity to participate. The vision of the Hampton Neighborhood Initiative is a city where individuals and families, by creating healthy neighborhoods, have the opportunity to succeed in realizing their full potential for a better quality of life. B. Neighborhood Organization A neighborhood organization is defined as an inclusive group of neighborhood stakeholders who work to make their local neighborhood or community better. Neighborhoods have both geographic (place-oriented) and social (people-oriented) components. C. Community/Civic Organizations are nonprofit groups that work at a local level to improve life for residents. The focus is to build equality across society in all activities. The Neighborhood Commission encourages all Community Organizations to register with the City so that opportunities and communication exists between the two. 1  D. Partnerships are nonprofit organizations, public agencies, government offices, schools, and certain private business that work in tandem with neighborhood and community organizations to achieve that organization’s goal or mission by providing time and/or resources. Partnerships typically involve networking, cooperation or alliance, coordination, coalition, and/or collaboration. E. Planning Process Projects supported with NDF must be one of the neighborhood’s highest priorities as determined through inclusive and collaborative planning processes. Input should be sought from all citizens, businesses, organizations and agencies that will be affected by the project. The more extensive proposed projects will require a more extensive planning process. F. Public Property For the purposes of the NDF Program, public property is defined as property owned by a public entity (i.e., City of Hampton, Hampton Redevelopment and Housing Authority) or community- owned property, including common areas, that is accessible and safe to the general public and has a public benefit. The applicant is required to submit a legal document (deed/plat) to demonstrate that the property is public according to this definition. III. Neighborhood Improvement Fund (NIF) Grant Policies A. Purpose of the Funds The purpose of the NIF Program is to support the work of neighborhood groups to implement collaborative efforts to improve the quality of life in their neighborhoods. Funds are reserved for strategic neighborhood priorities as identified through an inclusive neighborhood planning process. B. Eligible Applicants Eligible applicants are registered neighborhood organizations, as previously defined, located in or serving neighborhoods within the City. C. Eligible Projects Grant funds are available to support collaborative projects that involve physical improvements on public property (See Public Property Definition in section II.E). Funds are reserved for strategic neighborhood priorities as identified through an inclusive planning process. Grant funds cannot be used for routine maintenance and upkeep of facilities, but improvements and upgrades to existing facilities are eligible. Projects will be assessed to ensure that they: ● Are consistent with the goals and principles of the Hampton Neighborhood Initiative; ● Benefit an entire neighborhood or community located in the City; and ● Represent one of the neighborhood’s highest priorities as identified through an inclusive planning process. Examples of eligible projects include: Neighborhood Entryway Improvements – Projects that provide a clear sense of place and community pride such as beautification projects, decorative signage, landscaping, lighting, etc. Safety and Prevention – Projects that enhance the sense of safety of residents such as street lighting improvements, traffic calming measures, crosswalk improvements, etc. 2  Community Enhancements – Projects that improve aesthetic quality and increase opportunities for community building, i.e., neighborhood parks, playgrounds, walking/biking trails, community gardens, etc. Recreational, Educational & Cultural Initiatives – Projects may include outdoor or recreational improvements, school park improvements or public art projects. Beautifications, Minor Neighborhood Improvement – Projects that quickly and easily improve the physical appearance of the neighborhood from landscaping, banners, signage, plantings, seating areas, and park enhancements. D. Eligible Funding i. Neighborhood Organizations may apply for a maximum of $100,000 in grant funds. All other funding levels will be established and defined in the Neighborhood Development Fund Procedures. ii. Open Project Limit Organizations may only have one active individual grant project approved and open at any time. The only exception to the project limit is when an organization is involved in a collaborative project. An organization may have one individual project and one collaborative project approved and open at a time. iii. Collaborative Projects Organizations participating in collaborative projects may apply for a separate grant that is of a collaborative nature. Collaborative projects involve more than one neighborhood organization and must address common priorities between both organizations. Project leaders of both organizations must be identified in the application. The maximum amount for a collaborative project is $100,000 total and must follow all practices and procedures of the Neighborhood Resources Committee and the Neighborhood Commission. iv. Pre-Approval Funding While project planning and inquiry may and should take place before the project is approved, any purchases, site-work, or project implementation cannot be funded until after the project is approved by all of the required bodies including the Neighborhood Resources Committee, the Executive Committee, and/or the Neighborhood Commission. Any costs incurred prior to approval cannot be funded by grant funds. These costs are a responsibility of the organization or authorized individual. E. Matching Requirements Approved applicant organizations must provide at least 10% in matching resources for each dollar the Commission invests in a project. i. The grant match provided must have a direct relationship to the project being undertaken. ii. Eligible forms of match include: cash contributions, land donations, donated/volunteer labor, and reductions in cost or donated materials or services. iii. Donated or volunteer labor shall be valued at the rate published by the Independent Sector ( http://www.independentsector.org ) for the previous calendar year. The rate shall be adjusted as new rates are published. iv. Donated professional services, such as architectural, engineering, construction, etc., will be valued at the full cost of the service provided. Professional services are services a person provides for paid employment that are then offered at a reduced rate; the difference between what the professional normally charges and what they charge the 3  neighborhood may be counted as matching funds. These services must have a direct contribution to the project in order to be counted as match. v. Documented match activities (as described in III.E.iv above), that are related directly to the planning, outreach, and development of the project prior to the approval of the grant application, may also be used towards the project’s match requirement. vi. Match obtained in excess of the requirement may not be “banked” for use on future projects. F. Additional Funding Organizations may request up to ten percent (10%) above the previously approved grant amount to cover cost over-runs. Written justification for additional funding will be reviewed by the Neighborhood Resources Committee. Requests due to circumstances beyond the control of the neighborhood, such as permitting impacts, contractor overruns, and issues with the availability of materials, will be more likely to receive approval than requests due to a lack of planning or insufficient budget amounts. Requests for additional funds greater than ten percent (10%) of the approved grant must be approved by the Neighborhood Commission. IV. Community Action Project (CAP) Grant Policies A. Purpose of the Funds CAP Grants are intended to stimulate grassroots community efforts and encourage groups to come together to make Hampton’s neighborhoods better. The goals of the CAP Grant Program is to improve communication and partnerships within a community, involve new members in activities, and enhance the quality of life. A CAP Grant is considered “seed funding”. The term seed suggests that this is an investment, meant to support the project or event initially, in hopes it will generate resources of its own for future continuation and success. It should not be considered as the primary resource for future reoccurring projects or events. B. Eligible Applicants CAP Grants are available to registered neighborhood organizations for short-term collaborative projects that strengthen the social networks in their communities while creatively addressing their most important concerns. Community organizations may apply for CAP grant funds if they establish an active partnership with a related registered neighborhood organization. C. Eligible Events CAP Grants may be used for a wide range of activities. Projects should bring people together to make their neighborhoods a better place to live by using the skills and interests of those who live, work, play, and or do business in the neighborhood. Groups are encouraged to think creatively about what will work in their communities and with whom they might partner to accomplish their work. Examples of eligible projects include: Public Safety - Projects that increase the feeling of safety in the neighborhood such as fire safety education, disaster preparedness programs, and neighborhood watch outreach, etc. Organizational Development – Projects that improve the workings of existing neighborhood organizations such as board training and development, membership recruitment, and outreach tools (brochures, newsletters, resident directories). 4  Recreational, Educational & Cultural Initiatives – Projects may include inter-generational tutoring programs, senior citizen educational programs, neighborhood music or arts events and some outdoor or recreational activities. Beautification, Minor Neighborhood Improvement – Projects that quickly and easily improve the physical appearance of the neighborhood D. Grant Review Criteria Projects will be assessed to see that they: ● Contribute to the capacity and/or sense of community in a neighborhood; ● Are consistent with the goals and principles of Hampton Neighborhood Initiative; ● Benefit a neighborhood or community located in the City; ● Are tied to goals set by the neighborhood organization and tangibly contribute to those goals; ● Build partnerships to reduce the dependency on CAP grant funds over time; and ● Do not substitute CAP funds for activities the neighborhood has funded in the past. E. Eligible Funding i. Maximum Funds: A maximum of $2,000 in CAP grant funds may be invested in each project or event. ii. Open Grant Limit: Organizations may only have one active CAP project at any time. iii. Annual Limit: CAP grant requests are limited to one per year per organization. iv. Budget Limits: The Neighborhood Commission shall have the right to limit the amount of the grant funds, especially those used to purchase food, beverages, and individual costs of activities where necessary. v. Annual Funding Limits: Funding decisions are also based on available funding in the current fiscal year (between July 1 and June 30). vi. Sponsoring Organizations: Grants for events covering multiple sites may be sponsored by separate RNO’s and have one grant submission per RNO. vii. Funding Restrictions: Grant funds cannot be used to purchase: a. alcoholic beverages, b. give-a-ways / prizes, (*Note that T-Shirts, magnets and other items to promote or enable the event are excluded from this restriction.) c. to pay for activities directly related to fundraising. F. Matching Requirements Organizations receiving CAP Grants funds are required to provide equally matching resources for each dollar of CAP Grant funds invested in a project, i.e., 100% of grant funds. For example, if the Commission provides a $2,000 grant, the applicant must provide at least $2,000 in equally valued matching resources. The match provided must have a direct relationship with the project being undertaken. G. Annual Event Reduction Repeat Neighborhood projects and events previously awarded a grant by the Neighborhood Commission will receive a 50% reduction of the last grant amount awarded. 5  Neighborhood Development Fund Program Grant Procedures I. Neighborhood Commission: Neighborhood Resources Committee The Neighborhood Resources Committee (the “Committee”) of the Hampton Neighborhood Commission (the “Commission”) will serve as the administrative body for Neighborhood Commission Funds in the receipt and the processing of applications in accordance with the policies adopted by the Neighborhood Commission. The Committee, in keeping with the adopted standard operating procedures of the Commission and the Committee, will establish grant application procedures and processes. The Committee reserves the right to adapt their review process to meet the needs and fulfill the goals of the Commission. Any Committee procedural changes require only the approval of the Executive Committee of the Commission. Applicants have the right to appeal any concerns with the process, Committee decisions, or the Committee’s policies in writing to the Executive Committee. A. Neighborhood Resources Committee For the purpose of reviewing grant application requests, the Committee will be responsible for reviewing grant application packets, meeting with applicants, and either approving, denying or providing recommendations to the Commission. For the purposes of grant application review, at least 5 members of the Commission shall constitute a quorum. II. NIF Application Review Process A. Application Due Dates Due dates for the submission of grant applications will be set at the discretion of the Committee and may be obtained from the Community Development Department or the Chair of the Committee. Application Review meetings are held at least quarterly throughout the year. Applications will not be reviewed from June through August due to funding availability. Organizations should plan accordingly by submitting applications no later than May 1. B. Application Packet Submission Grant applicants must submit a Grant Application Packet prior to or on the due date prior to the project. Application forms and application descriptions may be obtained from the Community Development Department or the Committee. Complete application packets may include but are not limited to: ● Contact Information ● Project Overview ● Budgeted Costs, Projected Match Activities ● Organizational & Outreach Documentation ● Project Renderings / Site plans / Committee work Upon receipt and review by staff, all grant applicants will receive an Application Response letter. This letter will either confirm the scheduled grant review date for completed applications, outline the areas of the application that must be completed, or suggest recommendations of additional information that would be helpful for Committee consideration. 6  Applicants with incomplete applications will have until the following grant deadline to submit any required documentation. If the additional information is not submitted, then the application will be considered withdrawn; and the applicant will be required to resubmit their completed grant request. Application resubmission will be reviewed and considered at the following Neighborhood Resources Committee meeting. C. Commissioner & Staff Review i. After all Grant Application Packets are submitted, related Community Development staff will: ● Review the packet for completeness ● Request any additional information from the organization ii. The Community Development staff will then forward the updated application, including their review form to the related Neighborhood District and/or Institutional Commissioner. For districts without representation by an active Commissioner, the Chairperson, or their Commission designee, will review the project. The related Commissioner will then: ● Review the application to ensure it abides by the guiding principles and policies of the Neighborhood Commission; ● Contact the organization with any questions or requests for additional information; ● Connect the organization to other groups doing similar projects; ● Return the updated application to the assigned staff member for Committee Review; and ● Attend the Neighborhood Resources Committee meeting to provide background information and community perspective on the submitted application. D. Application Review Once the application is reviewed by the related staff and Commissioner, the final application is submitted to the Committee. The Committee may choose to meet with the applicant at least once to discuss the project and request the applicant answer any concerns over the planning, scope, or nature of the project. At least one meeting with the Neighborhood Resources Committee will be required as described in the review process in Section II.E below if the funding level requested is above $20,000. In addition, the Neighborhood Resources Committee may also be able to assist the applicant in identifying challenges that may be faced in the implementation of the project, connecting their organizations to others that are doing similar projects, and identifying other possible resources. Applicants should be prepared to: ● Provide a brief overview of the project including budgeted activities and match obligation; ● Identify general goals of the project and how they will meet the needs of the neighborhood; and ● Describe the outreach and communication activities with the project and appropriate scope of outreach. During the review process, the Neighborhood Resources Committee will: ● Reach agreements with the applicant regarding the scope of the project; ● Attempt to identify other resources which may complement the grant funding; and ● Make recommendations for changes in the match fulfillment and project implementation. Based on the information provided in the discussion, additional meetings with the applicant may be requested at the discretion of the Neighborhood Resources Committee or the applicant. 7 E. Approval Process Requirements for project approval are based on the level of funding requested in the project proposal. Three levels of review exist as described in the table below: Project Level Funding Threshold Review Requirements Major $100,000 1. Application Submission 2. Application Review Meeting(s) [Neighborhood Resources Committee & Applicant] 3. Neighborhood Commission Review Middle $50,000 1. Application Submission 2. Application Review Meeting(s) [Neighborhood Resources Committee & Applicant] Small $20,000 1. Application Submission 2. Application Review [Neighborhood Resources Committee] i. Small Level Projects a. The Neighborhood Resources Committee will make primary funding decisions regarding the Small Level Grant Applications. b. The maximum funding allowed for review as a Small Level project is $20,000. c. The applicant is not required to meet with the Committee for approval of Small Level projects. d. The applicant or the Committee may request a meeting or additional meetings to discuss the application in further detail or to provide supplemental or qualitative information on the project. ii. Mid-Level Projects a. The Neighborhood Resources Committee will make primary funding decisions regarding the Mid-Level Grant Applications. b. The maximum funding allowed for review as a Mid-Level project is $50,000. c. The applicant is required to meet with the Committee for approval of Mid-Level projects. d. The applicant or the Committee may request additional meetings to discuss the application in further detail or to provide supplemental or qualitative information on the project. iii. Major Level Projects a. The Neighborhood Resources Committee will make funding recommendations regarding the Major-Level Grant Applications to be forwarded to the entire body of the Neighborhood Commission for final consideration to approve, deny, or defer. b. The maximum funding allowed for review as a Major Level project is $100,000. 8  c. The applicant is required to meet with the Committee and the full body of the Neighborhood Commission for approval of Major-Level projects. Applicants must be prepared to give an overview of the project and answer any questions about the project before the entire Commission. d. The applicant, the Committee, or the Neighborhood Commission may request additional meetings to discuss the application in further detail or to provide supplemental or qualitative information on the project. iv. For all application reviews: a. The Neighborhood Resources Committee, at their discretion, may endeavor to broker other resources to support projects that are denied approval or deemed inappropriate for this source of funds. b. Applicants may request a review by the full Neighborhood Commission if the Neighborhood Resources Committee denies their application. c. Any deviation from the written grant policy shall be approved by a quorum at a normal Neighborhood Commission meeting. E. Post-Approval Documentation Requirements i. Written Agreement Upon approval of an application, organizations will be required to enter into a written agreement with the Neighborhood Commission. This legally binding agreement will specify funding amounts and program requirements. Recipients will be required to conform to applicable Federal, State, and local laws, policies and procedures. ii. Maintenance Agreement Before any improvements are installed, the organization must also enter into a maintenance agreement with the Neighborhood Commission. This legally binding agreement will specify the expectations between the organization and City Departments for maintaining the improvements to the community, the replacement expectations, and understanding of removal, abatement, or remedy if the improvement is not maintained. iii. Status Reports to the Commission Recipients must provide regular reports concerning the status of project activities upon request of the Neighborhood Resources Committee or Executive Committee of the Neighborhood Commission. iv. Match Documentation Prior to completion of the project, applicants must document fulfillment of their matching requirements. Projects will be considered open until the match requirement documents are submitted and approved. v. Final Reporting When the project is completed, the Neighborhood Resources Committee requests that applicants submit a final written report that includes, but is not limited to, the following information: ● Accomplishments (as described in the application); ● A brief narrative assessment of what worked, what didn’t work, what they would do differently next time, and any other feedback on the process in regards to project planning, approval and implementation; and ● If possible copies of photos, media coverage, fliers, and newsletters highlighting the project and the project participants. 9  vi. Close-out Documents All required documents must be submitted to close out the grant. If a grant is not closed out, current projects cannot proceed or subsequent grants cannot be approved until the required documents are submitted. III. Community Action Project Application Review Process A. Application Due Dates Due dates for the submission of grant applications will be set at the discretion of the Neighborhood Resources Committee and may be obtained from the Community Development Department or the Chair of the Neighborhood Resources Committee. Application Review meetings are held at least quarterly throughout the year. Applications will not be reviewed from June through August due to funding availability. Organizations should plan accordingly for projects that occur during these months by submitting applications no later than May 1. B. Application Packet Submission Grant applicants must submit a Grant Application Packet prior to or on the due date prior to the project. Application forms and application descriptions may be obtained from the Community Development Department or the Neighborhood Resources Committee. Complete application packets may include but are not limited to: ● Contact Information; ● Project Overview; ● Budgeted Costs, Planned Match Activities; and ● Organizational and Outreach Documentation. Upon receipt and review by staff, all grant applicants will receive an Application Response letter. This letter will either confirm the scheduled grant review date for completed applications, outline the areas of the application that must be completed, or suggest recommendations of additional information that would be helpful for Committee consideration. Applicants with incomplete applications will have until the following grant deadline to submit any required documentation. If the required information is not submitted, then the application will be considered withdrawn; and the applicant will be required to resubmit their completed grant request. Application resubmission will be reviewed and considered at the following Neighborhood Resources Committee meeting. C. Commissioner & Staff Review i. After all grant application items are submitted, the related Community Development staff will: 1. Review the packet for completeness; and 2. Request any additional information from the organization. ii. The Community Development staff will then forward the updated application, including their review form to the related Neighborhood District and/or Institutional Commissioner. For districts without representation by an active Commissioner, the Chairperson will assign a Neighborhood Resources Committee Commissioner to review the project. iii. The related Commissioner will then: 1. Review the application to ensure it abides by the guiding principles and policies of the Neighborhood Commission; 10  2. Contact the organization with any questions or requests for additional information; 3. Connect the organization to other groups doing similar projects; 4. Return the updated application to the assigned staff member for Committee Review; and 5. Attend the Neighborhood Resources Committee meeting to provide background information and community perspective on the submitted application. D. Application Review Once the application is reviewed by the related staff and the Commissioner, the final application is submitted to the Committee. The Committee may choose to meet with the applicant at least once to discuss the project and request the applicant answer any concerns over the planning, scope, or nature of the project. At least one meeting with the Neighborhood Resources Committee will be required as described in the review process in Section III.E below if the funding level requested is above $1,000. In addition, the Neighborhood Resources Committee may also be able to assist the applicant in identifying challenges that may be faced in the implementation of the project, connecting their organizations to others that are doing similar projects, and identifying other possible resources. Applicants should be prepared to: ● Provide a brief overview of the project including budgeted activities and match obligation; ● Identify general goals of the project and how they will meet the needs of the neighborhood; and ● Describe the outreach and communication activities with the project. During the review process, the Neighborhood Resources Committee will: ● Reach agreements with the applicant regarding the scope of the project; ● Attempt to identify other resources which may complement the grant funding; and ● Make recommendations for changes in the match fulfillment and project implementation. Based on the information provided in the discussion, additional meetings with the applicant may be requested at the discretion of the Neighborhood Resources Committee or the applicant. E. Approval Process Requirements for project approval are based on the level of funding requested in the project proposal. Two levels of review exist as described in the table below: Project Level Funding Threshold Review Requirements Large $2,000 1. Application Submission 2. Application Review Meeting(s) [Review Committee & Applicant Encouraged] Small $1,000 1. Application Submission 2. Application Review [Review Committee] 11  i. Small Level Projects a. The Neighborhood Resources Committee will make primary funding decisions regarding the Small Level Grant Applications. b. The maximum funding allowed for review as a Small Level project is $1,000. c. The applicant is not required to meet with the Committee for approval of Small Level projects. d. The applicant or the committee may request a meeting or additional meetings to discuss the application in further detail or to provide supplemental or qualitative information on the project. ii. Large Level Projects a. The Neighborhood Resources Committee will make primary funding decisions regarding the Large Level Grant Applications. b. The maximum funding allowed for review as a Large Level project is $2,000. c. The applicant is required to meet with the Committee for approval of Large Level projects. d. The applicant or the Committee may request additional meetings to discuss the application in further detail or to provide supplemental or qualitative information on the project. iii. For all application reviews: a. The Neighborhood Resources Committee, at their discretion, may endeavor to broker other resources to support projects that are denied approval or deemed inappropriate for this source of funds. b. Applicants may request a review by the full Neighborhood Commission if the Neighborhood Resources Committee denies their application. c. Any deviation from the written grant policy shall be approved by a quorum at a normal neighborhood commission meeting. F. Post-Approval Documentation Requirements i. Written Agreement Upon approval of an application, organizations will be required to enter into a written agreement with the Neighborhood Commission. This legally binding agreement will specify funding amounts and program requirements. Recipients will be required to conform to applicable Federal, State, and local laws, policies and procedures. ii. Status Reports to the Commission Recipients must provide regular reports concerning the status of project activities upon request of the Neighborhood Resources Committee or Executive Committee of the Neighborhood Commission. iii. Match Documentation Prior to completion of the project, applicants must document fulfillment of their matching requirements. Projects will be considered open until the match requirement documents are submitted and approved. 12 iv. Final Reporting When the project is completed, the Neighborhood Resources Committee requests that applicants submit a final written report that includes, but is not limited to, the following information: ● Accomplishments (as described in the application); ● A brief narrative assessment of what worked, what didn’t work, what they would do differently next time, and any other feedback on the process in regards to project planning, approval and implementation; and ● If possible copies of photos, media coverage, fliers, and newsletters highlighting the project and the project participants. v. Close-out Documents All required documents must be submitted to close out the grant. If a grant is not closed out, current projects cannot proceed or subsequent grants cannot be approved until the documents are submitted. 13  MEETING DATE: September 10, 2018 HAMPTON NEIGHBORHOOD COMMISSION AGENDA REVIEW Preparer: A. Hammond Reviewer: J.McBride Presenter: Fred Everett_ SUBJECT: Consideration of a change to the Neighborhood Commission Meeting start time AGENDA ITEM: V. C. ACTION REQUESTED: Approval of the recommendation of the Executive Committee to adjust the Hampton Neighborhood Commission Meeting time change BACKGROUND STATEMENT: Executive Committee discussed the challenges involved with the current meeting time as it relates to ability to make quorum. The proposal to change the time from 5:00pm - 6:30pm to 5:30pm - 7:00pm is in response to inconsistent on- time meeting attendance due to other commitments. NEXT STEPS: Meeting announcements change and updates to the Operations Manual ADDITIONAL REFERENCE MATERIALS ENCLOSED: N/A COMMITTEE RECOMMENDATIONS: N/A