2022 Neighborhood Mini-Grant Program Guide, Exams of Law

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Section I: Grant Guidelines

The purpose of the Neighborhood Mini-Grant program is to strengthen neighborhood associations and the communities that they serve. Applications must demonstrate community support and involvement in both the application and implementation phases of proposed projects and programs. To qualify for mini-grant funding, neighborhood and stakeholder groups must meet the criteria for funding eligibility and be registered in the Neighborhood Directory Listing with Hillsborough County Neighborhood Relations prior to applying.

Eligible Groups Ineligible Groups

• Civic Associations
• Homeowner Associations
• Special Taxing Districts
• Neighborhood Watch Groups
  • For-Profit and Not-for-Profit Service Providers
  • Local Government Entities
  • Individual People
  • Political Groups

Key Dates:

Project Categories and Ideas

Proposed projects must directly involve and engage the community as active participants and must address needs or improve the quality of life in one of the following categories:

• Neighborhood Identification: “place-making” through the creation or enhancement of assets that are a source of neighborhood pride and identity
• Leadership Empowerment: training neighborhood leaders or teams, and developing skills, for neighborhood governance or action
• Safety Opportunities and Education : equipping the neighborhood with knowledge or tools to prevent, prepare for, confront, or respond to incidences of crime or danger

Application Deadline: Friday, December 17, 2021 by 5 p.m.

Online Neighborhood Mini-Grant Insturctional

Resources Available November 17, 2021

Neighborhood Mini-Grant Awarded: January 31, 2022

Application Submission Requirements

• Online application completed and signed by the neighborhood association/entity president o Completed budget worksheet (part of the application form) o Completed volunteer form (part of the application form)
• Evidence of association consensus for the project one example is the board-approved minutes must be uploaded with the application
• Pre-submittal documentation is required to be included with the original grant application submission if the neighborhood organization project will require permitting o See additional permit and approval details below o Must be uploaded with the application, if applicable

Permits, Approvals, and Signs

It is the neighborhood organization’s responsibility, in conjunction with the chosen vendor, to determine if any permits are required in order to complete the scope of work in this grant. Proof of a pre-submittal meeting with the city or county permitting department is required. Required permits must be obtained, and copies of the permit(s) must be emailed or sent to the Neighborhood Relations team, prior to any money being spent or used. Pre-submittal documentation is required to be included in the original grant application submission.

• Hillsborough County Permitting – (813) 272- 5600
• City of Tampa Permitting – (813) 274- 8405
• Temple Terrace Permitting – (813) 506- 6460
• City of Plant City Permitting – (813) 659-4200, ext. 4140 Signs and Message Boards: If applying for a sign or message board, a pre-submittal meeting is required with Kim King, Hillsborough County Development Services. Please contact Ms. King at (813) 276-8490 or [email protected]. Ms. King will email a Neighborhood Mini-Grant Sign Code Review document that must be submitted with the application.

Sunshine 811

In addition, the association or vendor must call 811 or visit sunshine811.com at least two business days prior to performing any work in areas with underground utilities so affected Note : Incomplete applications or applications that are altered in any way will not be accepted. Note: No project/program expenses may be incurred until after the Letter of Understanding has been properly executed and signed by all parties, and Neighborhood Relations staff has authorized the expenditure.

Section III: Budget

utility companies can mark underground lines. The vendor will receive a reference number prior to performing the work. Think creatively about how you can use neighborhood assets to accomplish your project and work within the budget.

How to Prepare a Budget

Use the actual cost of the items. Neighborhood Relations encourages you to use existing resources in your neighborhood when possible and try to get items donated (such as food or space for an event). Other than the project narrative, the budget is one of the most important elements of the grant proposal. If the project budget is not correct, the application will not be eligible for funding. Refer to the guidelines to verify the items requested for funding are allowed. The grant funds cannot be used to pay salaries, law enforcement, food, cash, or prize giveaways. If you are not sure whether or not an item is eligible for funding, contact your Neighborhood Relations team for clarification. A tutorial on how to prepare your budget worksheet is available online. Proposed Dollar Amount Being Requested $_____________________ (Maximum $5,000) Proposed Expenditures: Specify expenditures for this project with enough detail to clearly explain what is being proposed. Include supplies, equipment, professional services, postage, printing, training cost, and any other allowable related expenses.

• Be sure to provide quotes or other documentation to explain each line item.
• Review the proposal to ensure miscellaneous costs such as shipping, permit fees, and event insurance are included. The budget must include all needed expenditures.
• Do not include sales tax in your calculations.
• Volunteer hours may be calculated at $ 28 per person/per hour. Volunteers do not receive money for their work. The $ 28 per person/per hour is only for budgeting purposes to reflect residents’ contributions of work. Volunteer contributions should be reflected under Other Funding.
• Food and drink cannot be included in requested Mini-Grant funds but can be listed under Other Funding Sources.
• It is the neighborhood organization’s responsibility to confirm that professional services vendors who are paid with mini-grant funding have a current business license to work in Hillsborough County or the municipalities.

been properly executed and signed by all parties.

• Fines, penalties, and associated costs
• Funding for organizations located outside of Hillsborough County
• Fundraising, investment management costs, or employee salaries and other associated costs
• Gift cards/gifts
• Home improvements
• Interior repairs or improvements
• Lodging fees and associated costs
• Ongoing multi-year projects
• Ongoing or operational costs (including salaries/personnel)
• Operating expenses not directly related to the awarded project
• Private transportation expenses including mileage, gas, insurance, car rentals, etc.
• Projects typically funded under other sources such as County or City department operating budgets, Capital Improvement Program, or Community Development Block Grant Program
• Projects that conflict with existing County plans/policies
• Projects/programs already funded from another source, including current operating budgets
• Projects/programs that have already been completed
• Salaries for administration
• To replace funding lost from other funding sources
• Trophies, awards, and associated costs NOTE: Neighborhood organizations wishing to apply for a project that has already been funded will ONLY be considered if the same-like project is in another area or location from the previously funded project. Mini-Grant applications requesting funding for the same project due to wear and tear or items considered ongoing maintenance will not be funded. See the sample list below:
• Monthly newsletter costs
• Benches
• Community message boards
• Yearly events If you are not sure whether your project will qualify, contact your Neighborhood Liaison for guidance before you submit your application. District 1 - Mary-Elizabeth Fuentes at (813) 2 77 - 1645 District 2 - Gabrielle Nickerson at (813) 274- 1628 District 3 - Julie Nail at (813) 307- 3607 District 4 - Wanda Sloan at (813) 307- 3564

Section IV: Volunteers

Section V: Neighborhood Mini-Grant Resources

Section VI: Grant Award Submission Requirements

The Neighborhood Mini-Grant Program is a participatory and volunteer-intensive program. Volunteers are mandatory. The mini-grant application includes a Volunteer Form to use. Neighborhood Mini-Grant Resources are available online for your convenience. It is recommended you review these online resource materials prior to submitting your application. Resource materials include videos, checklists and will provide an overview of the mini-grant program guidelines and, how to fill out the application, budget worksheet, volunteer form, and submit required documentation. Online Neighborhood Mini-Grant instructional resources will be offered starting November 17 ,

2021. These resourcesare available at HCFLGov.net/Neighborhoods. If you don’t have internet access, contact your Neighborhood Liaison: District 1 - Mary-Elizabeth Fuentes - (813) 227- 1645 District 2 - Gabrielle Nickerson - (813) 274- 1628 District 3 - Julie Nail - (813) 307- 3607 District 4 - Wanda Sloan - (813) 307- 3564 Neighborhood Relations - (813) 272- 5860. If your organization is awarded a grant, you will be provided with follow-up documentation and information. It is important to note that the following reports and documents are part of the requirements for grant recipients.

Midterm Report Deadline: Friday, April 1, 2022 by 5 p.m.

Final Report Deadline: Friday, July 29, 2022 by 5 p.m.

Must Include:

• Documents for reimbursement
• Photos (10 photos jpg or png format)
• Proof of Board of County Commissioners Acknowledgement
• Substitute W-9 Form