Neighborhood Commission Agendas & Minutes

HAMPTON NEIGHBORHOOD COMMISSION Neighborhood Commission Monday, February 13, 2023 — 5:00-6:30PM District Representatives: Veterans Conference Room, Ruppert Sargent Building District 1 - Northampton Whittley Richards “PROVIDE LEADERSHIP, GUIDANCE, AND SUPPORT TO THE HAMPTON NEIGHBORHOOD INITIATIVE, District 2 - Magruder Area THEREBY CREATING HEALTHY NEIGHBORHOODS WHERE EVERYONE CAN REALIZE Open THEIR FULL POTENTIAL FOR A BETTER QUALITY OF LIFE.” District 3 - Mercury Central Linwood Williams ——————————————————————————————————————————- District 4 - North King Street Leslie Borwick I. Opening District 5 - Foxhill A. Roll Call and Verification of Quorum Don Butcher District 6 - Buckroe B. Pledge of Allegiance Kathy Rogers C. Review and Approve Minutes of the January 9, 2023 meeting District 7 - Phoebus D. Chair Announcements Joseph Griffith, Chair-Elect District 8 - Downtown Kevin Steele II. Director’s Report District 9 - Greater Wythe A. Hampton Roads Social Justice Conference – April 10-12, 2023 Gabriella Hayes District 10 - Aberdeen III. Items to be Presented by Public Michael Harper School Representative: IV. Action Items (Voting Items) Ann Bane A. Consideration of Grant Policy Revisions City Representatives: Steve Bond, CMO V. Dialogue (Ongoing/Old Business) Lt. John Harrison - Public Safety A. Operations Manual Moment David McCauley - PRLS B. Committee Status Reports Institutional Representatives: 1. Neighborhood Resource Review Stephanie Afonja - Nonprofit 2. Neighborhood Development & Training Samantha Thomas - Business 3. Nominating Committee Vernita Baldwin - Faith-Based, Chair 4. Youth Commission At-Large Representatives: VI. Briefings & Discussions Peggy Todd Whalan McDew A. Capital Improvement Plan – Budget Office B. Grant Program Overview – Resource Review Committee Youth Representatives: Sean Roberts VII. Items by Commissioners Gabrielle Hill Executive Director: Jonathan E. McBride The next Hampton Neighborhood Commission Meeting is planned to be held March 13, 2023, at 5:00 pm and a location to be announced. —————————————- c/o Housing & Neighborhood Services Division 22 Lincoln Street Hampton, VA 23669-3591 Phone: (757) 727-6140 Fax: (757) 728-2449 www.hampton.gov/neighborhoods Protocol for Public Input at Neighborhood Commission Meetings: Hampton Neighborhood Commission meetings are open to the public. The public is invited to attend meetings and to observe the work and deliberations of the Neighborhood Commission. The public may also address the Neighborhood Commission during the agenda item “Items to be Presented by the Public” by signing up to speak. The sign-up sheet will be available to the public until the agenda item “Items to be Presented by the Public” is reached in the course of the meeting. Speakers will be recognized in the order in which they sign up and are asked to limit their comments to 5 minutes.  Hampton Neighborhood Commission Meeting Notes 01/09/2023 Attendance Record Commissioners Present Virtual Absent Stephanie Afonja X Vernita Baldwin, chair X Ann Bane X Steve Bond X Leslie Borwick X Don Butcher X Joseph Griffith, chair-elect X Lt. John Harrison X Michael Harper X Gabriella Hayes X Gabrielle Hill X David McCauley X Whalan McDew X Whittley Richards X Sean Roberts X Kathy Rogers X Kevin Steele X Samantha Thomas X Peggy Todd X Linwood Williams X Staff Gonçalo Borges X Anna Hammond, coordinator X Dave Hunt X Jonathan McBride, executive director X Monica Meharg X Cashayla Rodgers X Ben Naidorf, CAO X Meeting Notes I. Opening A. Quorum Verified B. Pledge of Allegiance C. Nov 14, 2022 meeting minutes approved D. Chair Announcements – a. None II. Director’s Report  Hampton Neighborhood Commission Meeting Notes 01/09/2023 III. Items to be Presented by Public A. None. IV. Action Items (Voting Items) A. Consideration for 2023 Annual Pool Days Grant Policy approved V. Dialogue A. Operations Manual Moments 1. Composition of NC/ Roles and Responsibilities B. Committee Status Reports 1. Neighborhood Resource Review – a. Rolling out neigh. grant campaign and policy updates to increase access and visibilty 2. Neighborhood Development & Training – a. Introduced mentor-mentee pairings b. Examining opportunities for City-wide trainings 2023 3. Nominating Committee – a. Actively recruiting for D2 position 4. Youth Commission – HYC hosted winter gala VI. Briefings and Discussions A. Registered Neighborhood Organization Program recap – Cashayla Rodgers VII. Items by Commissioners A. None. Meeting adjourned at 639p.  MEETING DATE: February 13, 2023 HAMPTON NEIGHBORHOOD COMMISSION’S COMMITTEE MINUTES  Hampton Neighborhood Commission Executive Committee Minutes 1/23/2023 Commissioners Present Absent Stephanie Afonja X Vernita Baldwin X Steve Bond X Kevin Steele X Joe Griffith X Staff Anna Hammond, coordinator X Jonathan McBride, executive director X Cashayla Rodgers X Ben Naidorf, CAO X Monica Meharg X Goncalo Borges X Quorum verified I. Discussion Items & Updates A. Hampton Roads Social Justice Conference – i. Discussion to forego Apr NC meeting to attend conference – Apr 10 -12 II. Strategic Projects Update A. Community Plan – i. Feb 15th Checkpoint @ MWJNC ii. J McBride to distribute flyer for checkpoint to NC III. Committee Status Reports A. Neighborhood Resource Review i. No updates. NDF grant program proposed updates to go before full commission. B. Neighborhood Development and Training Committee i. No updates. C. Nominating Committee i. No updates. D. Hampton Youth Commission i. HYC to deliberate on 5 youth grant applications – 1/23 IV. Review and Approve draft agenda for Feb 13, 2023 V. Solicit Remarks for Chair Announcements A. None. VI. Items by the public – None Meeting was adjourned at 5:52pm.  Hampton Neighborhood Commission Minutes Development and Training Committee Monthly, fourth Tuesday, 3:00 p.m. – 4:00 p.m. 1/24/2023 Objective: Reset training schedule(s) & Determine goals for 2023 I. Roll Call II. New Meeting Schedule January Notes: Meetings will still continue on the fourth Tuesday of the month; however, the start time has adjusted from 3pm to 5:30pm. III. Briefing & OMM Schedule 2023 Briefings Operation Manual Moment Feb Budget “confirmed” Neighborhood Development Fund Program – Resources Representative & Jonathan Pool Grants, CCG, PSG Pool Grant information and free pool days!!! Process to connect resident sign ups and extend thanks/ additional information?? Mar Clean City, provide information on their work RNO Program, techniques (NWA, AAS, Pools, and share success/ lessons learned with the etc.) to develop them, and benefits – Northampton Fire Station clean up Whittley & Monica Apr No Meeting: Social Justice Conference No Meeting: Social Justice Conference May Codes/ Bill coming into effect July 1st Future –  National Night Out/ NWA/ HPD joint training (Invite NWAs)  Grant Writing & Process (Invite RNOs)  Neighborhood Office Org Chart & Shared Responsibilities  Institution Representatives?  Fair Housing & Realtors January Notes: Briefings & OMM have been scheduled through to April 2023. IV. Mentor/ Mentee Assignments, Checklist, & Process Update January Notes: Commissioners were given the most recent Mentor/ Mentee checklist and were asked to provide their feedback at the next D&T meeting. V. On-Boarding & Orientation January Notes: Staff updated the committee on their work flow with the goal to complete the mentor checklist and executive summary in Q1 2023. Then, staff will proceed with updating the Operations Manual and with recommendations from the committee. I. Closing Comments Meeting adjourned at 4:10 pm  Resources Committee Minutes 1/05/2023 Commissioners Present Virtual Absent Kevin Steele- Chair X Peggy Todd X Joe Griffith X Michael Harper X Steve Bond X Kathy Rogers X Dave McCauley X Whalan McDew X Staff Ben Naidorf X Cashayla Rodgers, Staff X Jonathan McBride X Goncalo Borges X Dave Hunt X I. Roll Call a. Quorum verified b. Meeting began at 5PM. II. RNO Application Review a. None. III. Discussion and Action Items a. Spring Grant Campaign b. Consideration of Neighborhood Grant Policy Revisions c. Discussion was made about removing “intent to apply” only for the Community Connections Grant. Instead just submit an application to make the process more seamless and inviting. Emphasis to be on idea not process. There is no RNO requirement. d. Jonathan went over changes/deletions. Motion was made, seconded, and passed unanimously. Will go to the full commission in February IV. Status Updates a. RNO Policy & Application Update – i. Discussion of reapplying for RNO making it easier instead of filling out a blank form, How should renewal work. More discussion between staff  will happen this month and the R&R Committee will discuss again at the next meeting. b. Open Grants i. Aberdeen Gardens Civic Association c. Pool Grants i. Discussion of the Briarqueen and Mallory pool were discussed. At the moment Parks and Rec has hired an outside source to assess all 6 pools. Assessment should be done around April. R&R Committee will take the assessment and discuss further action at that point. V. Other Business a. None. Meeting adjourned at 6:30p.  MEETING DATE: February 13, 2023 HAMPTON NEIGHBORHOOD COMMISSION’S ACTION ITEMS  MEETING DATE: February 13, 2023 HAMPTON NEIGHBORHOOD COMMISSION AGENDA REVIEW Prepared By: C.Rodgers Reviewed By: A. Hammond Presenter: J. McBride SUBJECT: Consideration of Grant Policy Revisions AGENDA ITEM: IV.A. ACTION REQUESTED: Approval of Updates to the Neighborhood Development Fund Grant Program, including changes to maximum award amount, definitions, and application process. Suggested Language for the Motion - “I motion for approval of the 2023 changes to the Neighborhood Development Fund Grant Policy” BACKGROUND STATEMENT: The Resources and Review Committee recommend approval of proposed amendments to the Neighborhood Development Fund Grant Policy crafted by HNS staff. Amendments and revisions will also be taken from the floor. NEXT STEPS (If Applicable): Committee to receive briefing on additional details of NDF campaign and process. ADDITIONAL REFERENCE MATERIALS ENCLOSED: Grant Policy Revisions COMMIITTEE RECOMMENDATION: The Resources and Review Committee recommends approval of proposed amendments to the Neighborhood Development Fund Grant Policy crafted by HNS staff  Neighborhood Development Fund General Grant Policies I. Neighborhood Development Fund Program Overview Since 1995, the Neighborhood Development Fund (NDF) Program consisting of the Community Connections Grant (CCG) and the Places and Spaces Grant (PSG) 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. Various neighborhood- based organizations throughout the city identify and develop projects and events . Currently, the NDF Program funds 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 that 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 Intent-to- Apply form is to be completed and submitted by the applicant organization, 30 days prior to the submission of the project proposal. The Neighborhood Commission may set annual initiative funding priorities. These priorities will provide leadership around funding decisions to achieve strategic objectives, rather than exclude projects. The Neighborhood Commission must review and approve changes to the NDF Program policies. 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 dedicated to improving the quality of life in Hampton’s neighborhoods. Any neighborhood participates in the Hampton Neighborhood Initiative; the primary criterion for participation is that the neighborhood is inclusive. In other words, a participating neighborhood organization must demonstrate that it has provided opportunities for all neighborhood members and stakeholders 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 Organizations: For the purposes of the NDF grant programs, a neighborhood organization is defined as an inclusive group of neighborhood stakeholders who work to improve their local neighborhood or community. Neighborhoods have both geographic (place-oriented) and social (people- oriented) components. Organizations take different forms and structures to support change in their community and are able to distribute information and serve as an inclusive representative organization for residents of a geographically defined area. For purposes of addressing this variety, some of the most common organizations and the expectations for these organizations is defin ed below: a. Civic/Block Organizations These organizations are often voluntarily created by residents who are interested in improving the quality of life in a variety of aspects of their community (i.e., safety, walkability, commercial, beautification, social, leisure…). Membership is most often voluntary and comprised of residents within a defined geographic area. The goals of the organization and activities it pursues are defined by the membership. Civic groups are often guided by a set of by-laws or other founding documents adopted by the 1  membership that define their purpose, mission, and scope. b. Neighborhood Watch Organizations Neighborhood Watch organizations are a unique type of civic organization that focuses primarily on block-level engagement of residents to address safety and security concerns within a community. Membership is voluntary and is often led by an Area Coordinator who recruits Block Captains who are then trained by HPD. Groups may serve as subcommittees of larger Civic organizations or they may serve a broader social purpose beyond reporting safety concerns. c. Home Owner Associations (HOA’s) or Condominium Association Homeowner's associations are designed to manage common or shared property, perform property maintenance oversight, provide services to residents, and develop a sense of community through social activities and amenities. HOA's generally have compulsory dues for all property owners within the subdivision. They are usually empowered to take enforcement action beyond local codes and ordinances, often in the form of deed restrictions, covenants, or architectural standards. d. Resident Councils Resident councils exist primarily in publicly or privately managed housing developments. A resident council is an independent, self-determining group comprised primarily of residents. The council is generally designed to represent the collective voice of residents to the property owner and support activities that create a sense of community. e. Historical Societies Neighborhood-based historical societies are generally formed in the interest of preserving and maintaining the places, traditions, and stories of historical importance to a neighborhood to improve the overall quality of life within a geographic area. f. Civic Leagues/Coalitions Civic leagues or coalitions most often consist of a collection of organizations within a defined community area with common purposes and goals to improve and the overall quality of life within a broader area. Civic leagues provide broader collective representation and advocacy around issues that benefit the organizations in the area in which they serve. Some leagues and coalitions may work to develop smaller representative groups within under-represented areas or assist with building the capacity of groups that lack organization. The strategies and positions of civic leagues and coalitions are generally determined and driven by the member organizations. C. Partnerships Partnerships typically involve networking, cooperation or alliance, coordination, coalition, and/or collaboration with other non-profit organizations, public agencies, government offices, schools, and certain private businesses that are working with neighborhood and community organizations to achieve that organization’s goal or mission by providing time and/or resources. D. Planning Process Projects supported with NDF must be one of the neighborhood’s highest priorities determined through inclusive and collaborative planning processes. Input should be sought from all citizens, businesses, organizations and agencies affected by the project. The more extensive proposed projects will require a more comprehensive planning process. E. Public Property For the purposes of the NDF Program, public property is 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 must submit a legal document (deed/plat) to demonstrate that the property is public according to this definition. 2 III. Places and Spaces Grant (PSG) Policies A. Purpose of the Funds The purpose of the Places and Spaces Grant (PSG) 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 and who have submitted an Intent to Apply form. C. Eligible Projects PSG funds are available to support collaborative projects that involve physical improvements on public property (See Public Property Definition in Section II.F). 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. However, improvements and upgrades to existing facilities are eligible. The Neighborhood Commission will assess projects 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 residents’ sense of safety, include street lighting improvements, traffic calming measures, and crosswalk improvements.. Community Enhancements – Projects that improve aesthetic quality and increase opportunities for community building, i.e., neighborhood parks, playgrounds, walking/biking trails, and community gardens. 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 neighborhood’s physical appearance, 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 per project. 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 PSG 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, 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 collaborative. Collaborative projects involve more than one neighborhood 3  organization and must address common priorities between both organi zations. Project leaders of both organizations must be identified in the application. The maximum amount for a collaborative project is $100,000 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 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 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 Section 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. F. Project Inspections & Reporting All projects are subject to applicable codes and ordinances and must be inspected by City staff for adequate completion of the project. Applicants will be expected to submit a close out report at the completion of the project outlining the efforts that were undertaken, any challenges, unique approaches, lessons learned, as well as submitting any receipts, invoices, and/or match documentation. Applicants are expected to submit pictures of the area where the improvement will be located that clearly demonstrate the conditions prior to the project. At least one other set of pictures should be submitted after the project is completed demonstrating the full visual impact the project. 4 IV. Community Connections Grant (CCG) Policies A. Purpose of the Funds Community Connections Grants (CCG’s) are intended to stimulate grassroots community efforts and encourage groups to come together to make Hampton’s neighborhoods better. The goals of the CCG Program are to improve communication and partnerships within a community, involve new members in activities, and enhance the quality of life. A CCG 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 CCG’s are available to neighborhood-focused organizations for short-term collaborative projects that strengthen the social networks in their communities while creatively addressing their most important concerns. City-wide organizations, non-profits with broad charitable purposes, or faith-based organizations are not eligible to apply for CCG funds directly. However, such organizations may establish an active partnership with a related neighborhood organization or community group to plan and implement initiatives that support the efforts of that local group to organize and connect with residents. C. Eligible Events CCG’s 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 encour aged 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, night out events, police-youth athletic leagues, 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). Recreational, Educational & Cultural Initiatives – Projects may include inter-generational tutoring programs, senior citizen educational programs, neighborhood music or arts events, parades, fairs, cleanups, and community-based outdoor or recreational activities. D. Grant Review Criteria Projects will be assessed to see that they: ● Contribute to the capacity and/or sense of community in a neighborhood; ● Promote the value and importance of healthy neighborhoods and strong neighborhood connections; ● 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 group and tangibly contribute to those goals; ● Build leadership and partnerships to reduce the dependency on CCG funds over time; and ● Do not substitute CCG funds for activities the neighborhood has funded in the past. E. Eligible Funding i. Maximum Funds: A maximum of $4,000 in CCG funds may be invested in each project or event. ii. Open Grant Limit: Organizations may only have one active CCG project at any time. iii. Annual Limit: CCG requests are limited to one per year, per organization. 5  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 organizations but must submit one grant submission per organization. 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 CCG funds are required to provide equally matching resources for each dollar of CCG 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 (volunteer time, donations, discounts, sponsorships, out of pocket costs,…). The match provided must have a direct relationship with the project being undertaken. G. Annual Event Reduction Repeat Neighborhood events/projects that were previously awarded a grant by the Neighborhood Commission will, if approved, be eligible to receive up to a 50% reduction of the last grant amount awarded. 6  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. Places & Spaces Grant Application Review Process A. Intent-to-Apply Form This form is to be completed and submitted by the applicant organization, 30 days prior to the submission of the neighborhood grant application. It will be given to staff for review and to later consult with the applicant about their event/project. The purpose of consultation is to assist the applicant in understanding what their organization must do to complete their event/ project. It will also be used to inform Neighborhood Commissioners of possible event/projects that may take place in their districts. B. 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 7  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 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 informatio n; ● 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. 8 E. Approval Process Requirements for project approval are based on the level of funding requested in the pr oject 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 Mi d-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. 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 9  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. 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 Connections Grant (CCG) Application Review Process A. Application Due Dates 10  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 typically 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 April 15. 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. The Resources Review Committee shall determine required contents for the application and promotional tools that may be required. Videos, images, or written narratives may also be required to be submitted with each application at the discretion of the Neighbo rhood 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 resubmissions 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 w ill 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; 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 11  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. 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. If the Committee meets with the applicant, 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 review, the Neighborhood Resources Committee may: ● 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 i. 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. 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); 12  ● 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: February 13, 2023 HAMPTON NEIGHBORHOOD COMMISSION’S BRIEFINGS  MEETING DATE: February 13, 2023 HAMPTON NEIGHBORHOOD COMMISSION AGENDA REVIEW Preparer: M. Meharg Reviewer: C. Rodgers Presenter: Budget Office_ SUBJECT: Capital Improvement Plan Briefing AGENDA ITEM: VI. A. ACTION REQUESTED: None BACKGROUND STATEMENT: A representative from the Budget Division will define what the Capital Improvement Plan is, how the Capital Projects align with City Council’s Strategic Priorities, and challenges encountered along the way. NEXT STEPS (If Applicable): February 2023 – City Council Budget Work Session April 15, 2023 – FY24 Manager’s Recommended Budget is delivered to City Council May 10, 2023 – City Council adopts the FY24 Manger’s Recommended Budget ADDITIONAL REFERENCE MATERIALS ENCLOSED: CIP Overview Presentation Capital Improvement Plan 1  Agenda  What is a Capital Improvement Plan?  Aligning Capital Projects with Council Strategic Priorities  Challenges & Next Steps 2 What is a Capital Improvement Plan? Five-year funding plan to finance the long- term acquisition of property, construction and improvements to public facilities and to purchase equipment. A capital project must have a cost in excess of $50,000 and a life expectancy of at least five years. 3 How do we pay for projects? BONDS 1 Municipal Loans GENERAL FUND 2 City’s major fund PROJECT FUNDING DEDICATED SOURCES 3 Revenues from certain taxes/fees STATE AND FEDERAL 4 One-time funding for specific projects 4 The Truth Behind Spending… • Some funding sources are restricted - State funding/ match for maintenance of roads, bridges, street resurfacing, etc. - School maintenance & technology - Wastewater & Stormwater restricted projects • Federal and State regulations must be addressed, often times without funding from the regulatory agency 5  FY 2023-2027 CIP Focus on Council Priorities Capital Improvement Projects categorized into the following City Council Strategic Priority Areas: 6 Our Strategic Priorities 7 Our Strategic Priorities 8  Council Strategic Priorities Funding Allocation: FY 2023-2027 Educated & Engaged Good Citizenry Government 19.6% 35.8% Economic Growth 5.1% Living with Safe & Clean Water Community 21.5% 7.6% Placemaking 10.4% 9  $58.1 M Capital Budget for FY23 • 911 Emergency Operations Center • Darling Stadium Artificial Turf • Dredging • Enhanced Take Home Car Program • Grant Street Roadway • Guardrail Replacement • Financial System Upgrades • Maintenance of Public Properties/Facilities • School Maintenance and Technology • Resilient Hampton Stormwater Projects 10  Traditional Challenges • Limited resources • Unfunded Federal/State mandates • Maintaining existing infrastructure • Limited commercial tax base Note: Despite the influx of state revenues, such as American Rescue Plan Act (ARPA) funding, resources are still limited for project implementation. 11  Next Steps • January 2023 – February 2023: Meeting with Community Stakeholder Groups • February 2023: City Council Budget Work Session • April 15th: FY24 Manager’s Recommended Budget (which includes the Capital Budget component) delivered to City Council • May 10th: City Council adopts the FY24 Manager’s Recommended Budget 12 Questions? 13  MEETING DATE: February 13, 2023 HAMPTON NEIGHBORHOOD COMMISSION AGENDA REVIEW Preparer: C Rodgers_ Reviewer: _A Hammond _ Presenter: J. McBride _ SUBJECT: Briefing on Neighborhood Development Fund Policy & Campaign AGENDA ITEM: VI. B. ACTION REQUESTED: None BACKGROUND STATEMENT: Neighborhood Commission Executive Director, Jonathan McBride, will provide a briefing and overview of the Commission’s Neighborhood Development Fund (NDF) Program and Grant Campaign. This will be an opportunity to discuss proposed revisions to the NDF policy and program. Commissioners will walk away as subject matter experts for the campaign and liaisons for the community in understanding the application process. NEXT STEPS: None ADDITIONAL REFERENCE MATERIALS ENCLOSED: Presentation and promotional materials.