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Resolution No. 630 - Amending Beautification Grant Program and Repealing Resolution No. 624RESOLUTION No. 630 A RESOLUTION OF THE CITY OF YELM, WASHINGTON, AMENDING THE YELM COMMUNITY BEAUTIFICATION GRANT PROGRAM AND REPEALING RESOLUTION NO. 624 WHEREAS, The Yelm City Council approved Resolution No. 624 establishing a Yelm Community Beautification Grant program to improve neighborhoods and other areas of the community on May 24, 2022; and WHEREAS, on November 29, 2022 the Yelm Beautification Grant Committee met and reviewed the program guidelines and proposed new dates to ensure consistency in the timeline of the program each year; and WHEREAS, the City Council has reviewed the Yelm Community Beautification Grant Program amendments at the January 3, 2023 Study Session and has recommended moving forward with the amendments to the program; and WHEREAS, the internal committee has been established to review applications and make recommendations to the City Council for final funding each year; and WHEREAS, the yearly available grant funds will be recommended by the Finance Director and established and approved by the City Council as part of the budget process, and will be awarded as a reimbursement basis from the Municipal Building Fund 302; and NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Yelm, Washington as follows: THAT: The Yelm Community Beautification Grant Program (YCBP), attached hereto as Exhibit A is hereby approved. Approved this 101h day of January 2023 JopePinto, Mayor 4-110 Attest: Kat y Linne yer, City Clerk Resolution No. 630 Exhibit A—January 10, 2023 Yelm Community Beautification Grant Program (YCBP) — Neighborhood, Community, Business The City of Yelm will be offering grants to neighborhoods, community groups, and local businesses (businesses must be located within the city limits of Yelm to improve their neighborhoods or other areas of the community. The program seeks to partner with homeowners, residents, and local business owners in the downtown area to beautify and provide improvements in the community. Yelm's CBP program is accepting applications for project proposals Fes„- 2924durin the month of Febwarv. This is a competitive grant offering. Applications will be reviewed by a grant review committee that will score the applications and make the award selection. The committee will then present their recommendations to Yelm City Council for approval. in 40y of 202 at the first regular meeting in April. Applications are due by Tt,wFsda. Duly � at 5:n9 p.m the first Friday, in March each year. ROGRAM YEARLY SCHEDULE: • Application process opens the first week in February and ap„plications must be submitted by the first Friday in March at 5:00 PM. Late submittals will not be accepted. • Applications will be reviewed by the Yelm Beautification Grant Committee during the 2"a and 3'd weeks of March. • Committee recommendations will be presented to the City Council at the first regular meetin in April, • Pro'ects must be completed by September 30th in the year that they are awarded. • Request for reimbursement must be submitted by October 15th. NEIGHBORHOOD PROJECT EXAMPLES: Examples of some projects which might qualify include community landscaping projects, common space site furnishings, or cleaning up commons areas and areas that are visible to the public. Projects might involve installation of fencing or paths to improve or control access to common areas or parks. Improvements that promote community gathering spots through resting or active areas are also eligible. The grant is intended to provide community value through enhancing aesthetic appeal. Any project designed with these goals at its core, and designed in a way that benefits the community at large rather than one homeowner in particular may qualify. BUSINESS APPLICANTS: Businesses eligible for grant funding must be located within the city limits of Yelm, preferably in the downtown area. Projects must meet code requirements, follow all local and state laws, and follow all current design standards. Newly constructed buildings, standard maintenance, rebranding or expansion projects are not eligible for funding. If an applicant is not the building owner, it is the responsibility of the applicant to ensure all approvals for the proposed work are obtained before submitting the application. Documentation of approvals must be provided with the application. Applications that impact multiple business with a shared frontage or are located side-by-side in a business area are highly encouraged. All projects must occur on the exterior of the building such as facade, sign or other exterior beautification projects. Examples of eligible projects a re: • Painting or facade material upgrades (routine maintenance does not qualify) • Decorative or significant lighting upgrades • Signage (grants will not be awarded for rebranding/business name changes) • Awnings • Permanent, affixed building decorative elements Resolution No. 630 Exhibit A — January 10. 2023 • Enhancements or changes to trim materials of the building • Window, door, or storefront upgrades in public view for aesthetic purposes • Structural improvements to the building facade • Masonry work or carpentry/molding/trim improvements • Restoration of details in historic or older buildings • Other uses may be suggested AWARD AMOUNT: Up to $5,000.00 for larger projects and first time grant recipients or $2,500.00 for those that have previously received CBP funds. Applicants that have been awarded funds and submitted for reimbursement in two previous grant cycles are not eligible and will not be considered for funding. Funds are awarded on a reimbursement basis upon completion of the project. To enhance accountability and ensure projects provide value to the community, projects which fail to deliver on their initial goals may be denied reimbursement. A city staff representative will be assigned to work with each awardee. CONDITIONS: Applicants that are awarded funding must seek prior approval before changing any plans related to grant funds that will impact the delivery of the project's stated goal, change the stated goal, or change the cost of the project. Failure to do so will risk the loss of reimbursable funds. Applicants will be expected to coordinate with city staff to ensure that project improvements are performed consistent with their applications. In addition, any improvements that are proposed for installation on city property or street right of way will require approval and coordination with city personnel. Reimbursable expenses must be reviewed with city staff prior to initiating work with the vendor or contractor. The property must be regularly maintained to preserve the value of the improvements. Any additional costs incurred are the responsibility of the applicant. APPLICATION INFORMATION: The deadline for applications is ;-hur5day, '..E.. 7 ""`'the first Friday in March at 5 p.m. A16 applicatieRs must be submitted pFieF to c p.m. Applications can be submitted electronically through the online application or in person at City Hall; 106 Second St. SE. Projects must be completed by NeyerAhe 15September 30',4G24 --with a request for reimbursement submitted no later than OctoberNovenibeF 797 �215`n. If applicants reside in a neighborhood with an active Homeowner's Association (HOA), written concurrence from the HOA board is required to be submitted with the application. If applicants reside in a neighborhood without a Homeowner's Association, the application must be signed by at least five households to display a broad-base of neighborhood support for the project. It should also be demonstrated that the applicants have made an effort to communicate the proposed improvement plans to the neighborhood. If a business is applying for an application that will impact neighboring businesses, written concurrence from those businesses is required to be submitted with the application. Incomplete applications will not be considered. To maximize the competitiveness of their application, applicants are encouraged to follow these guidelines. Competitive applications will display broad-based community support, whether through large numbers of signatures, support from volunteers in their planned activities, or through diverse sources of funding. Competitive applications will provide three (3) pictures of the project area before improvements and will provide as much detail as possible in the project planning section. Do not feel limited to just the blank space provided on the page. Resolution No. 630 Exhibit A —January 10, 2073 • Competitive applications will not only identify how projects will improve visual appeal in the community, but also how improvements in visual appeal will benefit nearby residents. Some examples might include getting to know neighbors better while working on the project, or providing a clean and safe space for outdoor activities. • Competitive applications will provide realistic figures for costs and funding, provide professional quotes for expenses where necessary, and will make realistic assumptions concerning the level of volunteer participation in the project. • Competitive projects will demonstrate how the neighborhood or community will continue to maintain and upkeep the project area if physical improvements are being made. • Competitive applications will provide a match of funds and/or labor to the project. For projects that are awarded funds, a reimbursement procedure will be identified. Please note when preparing to apply that you will be required to submit the following with reimbursement: • A current W-9 for the Homeowner's Association or business. • Three (3) photos of the completed project that may potentially be used in public information and presentations. • Invoices from vendors for work completed with proof of payment. This is a reimbursement process; all payments will be made to the HOA or business with the expectation that the HOA or business covers the upfront cost for the project. • Documentation recapping the completed project that includes how the work was completed, and the benefits gained by your neighborhood or business. Testimonials from residents or neighboring businesses are appreciated. Please limit your recap to no more than 500 words. s A letter or note from the city staff representatives working with you on the project stating that the project has been completed. Prior to submitting for reimbursement, applicants must contact their representative from the City of Yelm to schedule a time for on-site inspection of the project's completion. CONTACT INFORMATION: Questions about applications should be directed to Kathy Linnemeyer at ;.at hyI (pyeII Ir - or (360) 458-8816. Completed applications should be filled out online at ,vww.Ve1mwa.govJcbi or be sent by mail to Kathy Linnemeyer at: Yelm City Hall Attention: Kathy Linnemeyer 106 Second St. SE Yelm, WA 98576 I Resolution No. 630 Exhibit A —January 10, 2023 YELM COMMUNITY BEAUTIFICATION GRANT APPLICATION Neighborhood or Business area (HOA, Business Park or street location) Project site address, GPS coordinates, or include a map of project area. A photo of the current area is required to be submitted with the application. Applicant 1 Name Street Address Phone Alternative phone E -Mail Address Applicant 2 Name Street Address Phone Alternative phone E -Mail Address Other Applicants (neighborhoods without an HOA must include at least five additional signatures for the application to be valid. Business applicants must include signatures from neighboring businesses or customers) Printed Name Signature Email/Phone Resolution No. 630 Exhibit A — January 10, 2023 Funds Requested for project Do you live in an HOA or is your business in a business park? ❑ Yes El No 11 Please describe the proposed project: Demonstrate need for the project, identify objectives and expected results, and describe the activities to be funded and who will perform them. If physical improvements are made, identify who will maintain them. Resolution No. 630 Exhibit A — January 10, 2023 Identify the benefits that your community will derive from this project Include three (3) photos of the proposed project with application. Project Budget: either include a line item budget with application or detail the budget below. Line Item Purpose of Item Amount Resolution No. 530 Exhibit A— January 10, 2023 Total Project Cost Project Funding: Please identify all project funding sources, including community groups, volunteers, other financial support, and funds requested from Yelm via the YCBP grant. Community Funding (from groups, HOA, etc.) Volunteer Funding (from individuals) Other Resources (other financial support, budget relevant in kind contributions) Funds requested from Yelm CBP Total funding Signature of applicant 1: Date: Signature of applicant 2: Date: Resolution No. 630 Exhibit A - January 10, 2023 C 13ty of . � -- Es -r. V) WASHINGTON Yelm Community Beautification Grant Reimbursement Request Form Name: Project: Reimbursement Amount: The following items are required to be submitted with this form as indicated on the original grant application and must be turned in by October 15". Reimbursement will not be processed if all items are not included.: • A current W-9 (for business applicants). • Three (3) photos of the completed project that may potentially be used in public information and presentations. • Invoices from vendors for work completed and/or receipts for items purchased with proof of payment. Proof of payment must be a cancelled check or a credit card receipt. • Documentation recapping the completed project that includes how the work was completed, and the benefits gained by your neighborhood or business (see below). Photos of the proiect being completed and tTestimonials from residents or neighboring businesses are encouraged and appreciated. • Approval from city staff representative(s) working with you on the project stating that the project has been completed. DETAILS OF EXPENSE(S) CLAIMED 1) 2) 3) 4) 5) EST. 1924 WASHINGTON Recap of the completed promect that includes haw the work was completed, and the benefits gained by -your neighborhood or business. Please use additional paper if necessary. I hereby certify under penalty of perjury that this is a true and correct claim for expenses incurred by me that were spent entirely on the project listed above and that all of the required items listed above are included with this reimbursement reauest form. I understand that my grant reimbursement will not be processed if required items are not included: Signature: Sahssrihed this day of --xa9 Date: Resolution No. 630 Exhibit A — January 10, 2023 Yelm Community Beautification Grant Program (YCBP) — Neighborhood, Community, Business The City of Yelm will be offering grants to neighborhoods, community groups, and local businesses (businesses must be located within the city limits of Yelm to improve their neighborhoods or other areas of the community. The program seeks to partner with homeowners, residents, and local business owners in the downtown area to beautify and provide improvements in the community. Yelm's CBP program is accepting applications for project proposals during the month of February. This is a competitive grant offering. Applications will be reviewed by a grant review committee that will score the applications and make the award selection. The committee will then present their recommendations to Yelm City Council for approval. At the first regular meeting in April. Applications are due by the first Friday in March each year. PROGRAM YEARLY SCHEDULE: • Application process opens the first week in February and applications must be submitted by the first Friday in March at 5:00 PM. Late submittals will not be accepted. • Applications will be reviewed by the Yelm Beautification Grant Committee during the 2nd and 3rd weeks of March. • Committee recommendations will be presented to the City Council at the first regular meeting in April. • Projects must be completed by September 30th in the year that they are awarded. • Request for reimbursement must be submitted by October 15tH NEIGHBORHOOD PROJECT EXAMPLES: Examples of some projects which might qualify include community landscaping projects, common space site furnishings, or cleaning up commons areas and areas that are visible to the public. Projects might involve installation of fencing or paths to improve or control access to common areas or parks. Improvements that promote community gathering spots through resting or active areas are also eligible. The grant is intended to provide community value through enhancing aesthetic appeal. Any project designed with these goals at its core, and designed in a way that benefits the community at large rather than one homeowner in particular may qualify. BUSINESS APPLICANTS: Businesses eligible for grant funding must be located within the city limits of Yelm, preferably in the downtown area. Projects must meet code requirements, follow all local and state laws, and follow all current design standards. Newly constructed buildings, standard maintenance, rebranding or expansion projects are not eligible for funding. If an applicant is not the building owner, it is the responsibility of the applicant to ensure all approvals for the proposed work are obtained before submitting the application. Documentation of approvals must be provided with the application. Applications that impact multiple business with a shared frontage or are located side-by-side in a business area are highly encouraged. All projects must occur on the exterior of the building such as facade, sign or other exterior beautification projects. Examples of eligible projects a re: • Painting or fa4ade material upgrades (routine maintenance does not qualify) • Decorative or significant lighting upgrades • Signage (grants will not be awarded for rebranding/business name changes) • Awnings ■ Permanent, affixed building decorative elements Resolution No. 630 Exhibit A—January 10, 2023 • Enhancements or changes to trim materials of the building Window, door, or storefront upgrades in public view for aesthetic purposes Structural improvements to the building fagade ■ Masonry work or carpentry/molding/trim improvements 4 Restoration of details in historic or older buildings • Other uses may be suggested AWARD AMOUNT: Up to $5,000.00 for larger projects and first time grant recipients or $2,500.00 for those that have previously received CBP funds. Applicants that have been awarded funds and submitted for reimbursement in two previous grant cycles are not eligible and will not be considered for funding. Funds are awarded on a reimbursement basis upon completion of the project. To enhance accountability and ensure projects provide value to the community, projects which fail to deliver on their initial goals may be denied reimbursement. A city staff representative will be assigned to work with each awardee. CONDITIONS: Applicants that are awarded funding must seek prior approval before changing any plans related to grant funds that will impact the delivery of the project's stated goal, change the stated goal, or change the cost of the project. Failure to do so will risk the loss of reimbursable funds. Applicants will be expected to coordinate with city staff to ensure that project improvements are performed consistent with their applications. In addition, any improvements that are proposed for installation on city property or street right of way will require approval and coordination with city personnel. Reimbursable expenses must be reviewed with city staff prior to initiating work with the vendor or contractor. The property must be regularly maintained to preserve the value of the improvements. Any additional costs incurred are the responsibility of the applicant. APPLICATION INFORMATION: The deadline for applications is the first Friday in March at 5 p.m. Applications can be submitted electronically through the online application or in person at City Hall; 106 Second St. SE. Projects must be completed by September 301hwith a request for reimbursement submitted no later than Octoberl5th If applicants reside in a neighborhood with an active Homeowner's Association (HOA), written concurrence from the HOA board is required to be submitted with the application. If applicants reside in a neighborhood without a Homeowner's Association, the application must be signed by at least five households to display a broad-base of neighborhood support for the project. It should also be demonstrated that the applicants have made an effort to communicate the proposed improvement plans to the neighborhood. If a business is applying for an application that will impact neighboring businesses, written concurrence from those businesses is required to be submitted with the application. Incomplete applications will not be considered. To maximize the competitiveness of their application, applicants are encouraged to follow these guidelines. Competitive applications will display broad-based community support, whether through large numbers of signatures, support from volunteers in their planned activities, or through diverse sources of funding. Competitive applications will provide three (3) pictures of the project area before improvements and will provide as much detail as possible in the project planning section. Do not feel limited to just the blank space provided on the page. Competitive applications will not only identify how projects will improve visual appeal in the community, but also how improvements in visual appeal will benefit nearby residents. Some examples might include Resolution No. 630 Exhibit A—January 10, 2023 getting to know neighbors better while working on the project, or providing a clean and safe space for outdoor activities. Competitive applications will provide realistic figures for costs and funding, provide professional quotes for expenses where necessary, and will make realistic assumptions concerning the level of volunteer participation in the project. • Competitive projects will demonstrate how the neighborhood or community will continue to maintain and upkeep the project area if physical improvements are being made. Competitive applications will provide a match of funds and/or labor to the project. For projects that are awarded funds, a reimbursement procedure will be identified. Please note when preparing to apply that you will be required to submit the following with reimbursement: 6 A current W-9 for the Homeowner's Association or business. • Three (3) photos of the completed project that may potentially be used in public information and presentations. • Invoices from vendors for work completed with proof of payment. This is a reimbursement process; all payments will be made to the HOA or business with the expectation that the HOA or business covers the upfront cost for the project. o Documentation recapping the completed project that includes how the work was completed, and the benefits gained by your neighborhood or business. Testimonials from residents or neighboring businesses are appreciated. Please limit your recap to no more than 500 words. A letter or note from the city staff representatives working with you on the project stating that the project has been completed. Prior to submitting for reimbursement, applicants must contact their representative from the City of Yelm to schedule a time for on-site inspection of the project's completion. CONTACT INFORMATION: Questions about applications should be directed to Kathy Linnemeyer at .,a.gpy or (360) 458-8816. Completed applications should be filled out online at or be sent by mail to Kathy Linnemeyer at: Yelm City Hall Attention: Kathy Linnemeyer 106 Second St. SE Yelm, WA 98576 Resolution No. 630 Exhibit A —January 10, 2023 YELM COMMUNITY BEAUTIFICATION GRANT APPLICATION Neighborhood or Business area (HOA, Business Park or street location) Project site address, GPS coordinates, or include a map of project area. A photo of the current area is required to be submitted with the application. Applicant 1 Name Street Address Phone Alternative phone E -Mail Address Applicant 2 Name Street Address Phone Alternative phone E -Mail Address Other Applicants (neighborhoods without an HOA must include at least five additional signatures for the application to be valid. Business applicants must include signatures from neighboring businesses or customers) Printed Name Signature Email/Phone Resolution No. 630 Exhibit A —January 10, 2023 Funds Requested for project $ Do you live in an HOA or is your business in a business park? ❑Yes El No Please describe the proposed project: Demonstrate need for the project, identify objectives and expected results, and describe the activities to be funded and who will perform them. If physical improvements are made, identify who will maintain them. Resolution No. 630 Exhibit A—January 10, 2023 Identify the benefits that your community will derive from this project Include three (3) photos of the proposed project with application. Project Budget: either include a line item budget with application or detail the budget below. Line Item Purpose of Item Amount Resolution No. 630 Exhibit A—January 10, 2023 Total Project Cost Project Funding: Please identify all project funding sources, including community groups, volunteers, other financial support, and funds requested from Yelm via the YCBP grant. Community Funding (from groups, HOA, etc.) Volunteer Funding (from individuals) Other Resources (other financial support, budget relevant in kind contributions) Funds requested from Yelm CBP Total funding Signature of applicant 1: Date: Signature of applicant 2: Date: