The URL can be used to link to this page

Home My WebLink About2007-03-21 Youth Advisory Committee YOUTH ADVISORY COMMISSION AGENDA March 21, 2007 7:00 p.m. Lobby Conference Room, City Hall 410 East Washington Street I) Call to Order 2) Approve minutes 3) Leadership Summer Camp (Janie Jefties, United Action for Youth) 4) NCJC 50K Race & Relay, April 21 (Meredith Caskey) 5) Reports from Subcommittees Summer ofthe Arts Website Grant Programming 6) Public Discussion 7) Announcements/Invitations Events and opportunities Human Rights Commission Y outh Awards, April 24 Meeting Schedule April 18, 7PM June I & 2 (Global Village/Summer of the Arts) 8) Citizenship Awards April 3 - Stubbers April 16 (special Monday night meeting) - Ziegenhorn $:2-- MINUTES Youth Advisory Commission February 21,2007 -7:00 P.M. Lobby Conference Room, City Hall DRAFT Call to Order: Meeting called to order at 7:03 P.M. Members Present: Keranen, Stubbers, Nelson, Weeks, Segar, Ziegenhorn Members Absent: Bleam Others Present: City Council Liaison Correia, City Clerk Karr, Human Rights Commissioners Joy Kross and Beverly Witwer, Neighborhood Centers of Johnson County Rep. Robin Sueppel Aoorove Minutes: Stubbers motioned to approve the minutes; Ziegenhorn seconded. Approved 6-0. Discussion ofIowa Youth Survey Results: Correia pointed out the results from the most recent survey in response to a question asking ifthe students believed students in their school treat each other with respect. Correia provided a graph of the Youth Survey results for Iowa City students for that question from years 1999,2002, and 2005 for grades 6,8 and 11. Over time there is a general trend of decreasing positive responses to the question, indicating more students believe others do not treat each other with respect. The statewide trend is opposite, with positive responses increasing. Correia noted possible ways of finding out what is behind this shift, including convening groups of students at different Iowa City schools for discussions, creating a youth council at the junior high schools, and spreading the peer conflict resolution program at the elementary schools to the junior high schools. Correia stated that there is a movement in the community to address this issue that the Commission could be a part of. Keranen noted speculation in the effectiveness of peer counseling programs. Correia added that before developing programs to respond to this program a possibility would be to meet with students to learn more about what they think would work. Ziegenhorn noted that Southeast Junior High and City High have reputations for being "dangerous" schools, with increasing fights and peer violence. She stated that changing demographics of Iowa City and its schools, with more people moving to the area, could be creating the conflicts since they have different backgrounds. Keranen confirmed that a similar trend is being experienced at West High. Correia responded that a possible first step to addressing this issue is to bring students new to the area together with long-time Iowa City students to talk about differences and issues that arise. Youth Advisory Commission February 21,2007 Page 2 DRAFT Human Ril!hts Commission Youth Human Ril!hts Awards: Witwer introduced herself and Kross. She explained the mission of the Iowa City Human Rights Commission is to prevent discrimination and increase awareness. She provided handouts for the Youth A wards ceremony on April 24, 2007, containing background information and nomination forms. Witwer extended an invitation to the Commission to attend the Youth Awards ceremony to be introduced, and then explained the eligibility for the awards. Witwer expressed interest in building a relationship between the Human Rights Commission and the Youth Advisory Commission, and invited the commission to attend their one of their future meetings, noting their next meeting was March 27.. Kross expressed interest in building a relationship between the commissions, and noted that their website is a good place to go for more information. Witwer asked the commission to let members ofthe community know about the Youth Awards Ceremony. Neil!hborhood Centers of Johnson County 50K Road Race & Relav: Sueppel explained the mission of the NCJC and their operation of community outreach programs in the Broadway and Pheasant Ridge neighborhoods. On April 21 the NCJC will be hosting a 50K road race or relay in Iowa City to raise funds. She asked for volunteer help from the commission for help operating the event. The entry fee for participation is $50 for the first person, and $25 for each additional portion. Update on Council Presentations: Keranen stated that at the budget request input session for fiscal year 2008 she and Stubbers faced many questions from the council. The website and Summer of the Arts . involvement was accepted without much objection. The mini-grant program brought more concerns from the council, including fundraising, handout of money, and supervision ofthe program. Stubbers added that the council liked the Commission website and asked for input on the city website. Correia and Karr added that input from the youth ofthe city would be helpful for improving the website. One idea for the Y AC website involved posting seasonally applicable links to other city departments. Correia stated of the $3700 requested for the Commissions fiscal year 2008 budget, the council agreed to fund $2500 total. $1500 for the mini-grant program, $500 for the website, and $500 for the Summer of the Arts Global Village. The total amount requested by Commission was $3700, with $3000 for mini-grants, $200 for the website, and $500 for the Summer of the Arts Global Village. Ziegenhorn reported that she read the Commission recommendation for establishing a late-night bus service route during the February 6 city council meeting. Correia noted that Youth Advisory Commission February 21.2007 Page 3 DRAFT in the 2008 fiscal year budget there are no appropriations for expanded bus service, but because ofthe revenue from the Court Street Transportation Center, it may become more feasible by mid-2008. Karr added that late-night bus service and Sunday service expansions are being considered. Reports from Subcommittees: For the Summer of the Arts Global Village subcommittee, Ziegenhorn reported that she, Segar, Weeks, and Subha Subramanian met with Deb Greene to determine what they needed to prepare. There will be a mask-making activity and flag-decorating activity. There will be a few Ghana flags present. The Ghana kit did not contain much useful material. By March 15 the subcommittee must report to Greene what crafts they will have and must provide a supply list. The Summer of the Arts provides $200 to offset the cost of supplies. There must be enough supplies for 400 children. Karr stated the $500 appropriated from the city council for fiscal year 2008 can be used to offset the cost of this year's event, for such supplies as beads, large maps, and flags. On Saturday, June 2, the day of the event, volunteers must be present from 10:00 A.M. to 4:00 P.M., with approximately an hour before and after dedicated to setting up and cleaning up. The Summer of the Arts provides a tent, chairs, and three or four tables. The subcommittee decided to arrange the tables with the volunteers on the inside of a square and the children on the outside. Greene recommended having music from Ghana. There should be food from Ghana, but it should not spoil or need to be refrigerated. There must be a display about Ghana and information about the Commission. The subcommittee must submit a sheet for a passport packet about Ghana, including information targeted to five year old children. The event takes place in Black Hawk Mini Park on the pedestrian mall. At the next meeting of the subcommittee on March I, Subha Subramanian and her friend will report which food they will prepare for the booth. They will later meet with Deb Greene to report their decisions and get an estimated cost. Karr noted that for printing exceeding the $200 from the Summer of the Arts, the city has a contract for reduced prices with a printing company. Correia added that the VA Y is creating a youth volunteer corps which could help with operations on the day of the event. Keranen and Ziegenhorn added that they could solicit volunteers from various student groups at City and West High Schools. Three to four volunteers should be at the booth constantly, with overlapping shifts to ensure that enough volunteers are available at all times. Karr noted that Regina High School could be solicited for volunteers as well. Keranen noted that during the shifts there could be a mixture of Commission members and other volunteers. Keranen expressed interest in having live music, but Ziegenhorn added that Greene favored having a stereo playing music from Ghana. For the website subcommittee, Nelson reported that the alumni section is now online and that photos for Segar and Weeks are not yet posted. Karr stated that the photos are not posted because the parental release sheets were not yet received before the time ofthe meeting. Karr reported that the council encouraged posting more videos and expressed Youth Advisory Commission February 21,2007 Page 4 DRAFT interest in knowing how many hits the website received, which would be recorded by a counter. The counter would record how many visits the site received as well as which sites were viewed. Keranen expressed interest in finding a way to attract more youth to the page through advertising events on the website. Karr stated that written criteria might be useful for determining which events could be posted. Correia expressed that one criteria could be that the events must be alcohol-free. A calendar could list the events. Correia added that the Student Citizenship award speeches could be linked to from the Commission website. Keranen stated that the website could be advertised through posting of flyers. Karr added that the easiest way to distribute the advertisement would be both in print and electronically, and that the page could be placed on the Iowa City website under the highlights section. Keranen added that the Commission could make advertisements in bookmark form to distribute at area libraries. Karr added that opportunities for distributing bookmark advertisements would be at the book exchange events and at local school libraries. For the grant-programming subcommittee, Nelson and Keranen met on February 18 and discussed how the mini-grant program could be administered. Nelson provided a handout outlining the process. Remaining issues to be determined included how the funds would be disbursed, how to monitor the progress of the projects, and whether outside funding should be pursued. Keranen added that the rationale for the potential grantee meeting with a subcommittee first would be to help explain the process as well as to help them prepare for their presentation. Pictures of events or people involved would be good additions to the website. Karr noted that potential grantees should submit a proposal to the subcommittee before meeting to minimize the workload. While it may be helpful to have the grantee submit the completed packet to the subcommittee before meeting, it may also be an unnecessary burden to the grantee iftheir project is not something that would be approved. Stubbers and Keranen noted that a proposal containing a mission statement and information about who they would be working with would be helpful while not presenting too much of a preliminary obstacle. Correia stated the proposal could ask who the grantee will be working with, what their project will be, and why they want to do it. Karr noted the amount of subcommittee assistance to the potential grantees in the application process is dependent on the number of applicants. A two-step process was proposed, with first the proposal introducing the concept and the second detailing the actual proj ect. For the application process, information about the process and information on the proposal would be available on the website. The applicants would submit a proposal to a subcommittee. The subcommittee would then screen projects, meeting with promising applicants and give them the application packet and receive guidance. The applicants would present their final presentation to the Commission. The Commission would then decide based on a rubric including uniqueness, feasibility, effect on the Iowa City community, and the presentation strength. Youth Advisory Commission February 21,2007 Page 5 DRAFT Correia noted that while the subcommittee would filter the applicants when deciding who to give application packets to, they would not specifically recommend them at that point because the applicants would still need to complete the application and present to the Commission. Keranen mentioned the largest issue to be worked out was how to disburse the funds. Karr and Correia stated that the most feasible option would be to reimburse the expenses. Karr added that it is a possibility to disburse the funds beforehand rather than reimbursing, but that the details must be worked out with the city attorney. In order to reimburse, the grantee must provide receipts. The grantee must submit the receipts to the city clerk as well as to the subcommittee. The subcommittee would have to approve the expenses, while the city clerk would then process the reimbursement. Keranen noted the question of whether the program should seek outside funding. Correia added that the only reason to seek outside funding would be to expand the program. Correia also noted that a possible criteria for determining who would receive funding could be whether they also have outside funding, since this could encourage larger projects. The grant-programming subcommittee then agreed to revise the outline of the process and meet with the city attorney to resolve remaining issues. Keranen stated a mock-up of an ideal proposal would be helpful. Nelson asked if the Commission wanted to support group as well as individual led projects. The consensus was that they should make the determination based on the nature of the project. Correia noted that the Commission could organize a contest to design posters through the website. Public Discussion: Correia commended the subcommittees for the amount of work accomplished. Announcements/Invitations: The dates of future meetings were noted. The March 27 meeting of the Human Rights Commission could not be attended by most of the Commission, so a request to meet at future meetings would be made by Karr. Citizenship Awards: Keranen agreed to present at the reschedule March 5 meeting. Stubbers agreed to present at the April 3 meeting. Youth Advisory Commission February 21,2007 Page 6 Ziegenhorn agreed to present at the April 16 meeting. Karr noted that the commissioners should wear their Commission shirt to make themselves more recognizable. Motion to Adiourn: Motioned by Stubbers, seconded by Ziegenhorn. Approved 6-0. Meeting was adjourned at 8:45 P.M. Minutes submitted and prepared by Nelson. DRAFT E-< ... ~ Q ~ Ot- u<:> ~~ "'"'" ug ~~ Q< z"'" "'">< E-< E-< < ,..., ~ "" ,..., "'" ..... ~ ~ ~ ~ - ~ ~ - 0 ..... t- ,..., ~ ~ ~ ~ ~ ~ ~ - ,..., ,..., - ~ ~ , , ~ ~ ~ ,..., , , ,..., .,. ~ ~ - ~ , , ~ ~ <:> 0 , , 0 ,..., '" ~ ~ I , ~ ~ ~ - , 0\ .,. "'" ~ ,..., ~ .~ , , - ~ - , , 0 0 00 <:> "'" ,..., ~ ~ , , 0 ~ - t:: , , 0 ... ... 01 .,. ~ g;c ,..., ~ ~ , , ~ ~ - , , 0 '" ~ ... ... O/l ~ ~ ... ~ ~ , , ~ ~ 0 , , 0 O/l <:> ~ ~ ..... ~ , , ~ ~ - 0 , , 0 .,. "" ,..., ~ ~ , , ~ ~ ~ - , , .,. <:> ~ ~ , , ~ ~ ~ , , "" ~ "" ..... ~ ~ , , ~ ~ ~ - , , "" ~~ r- r- oo 00 r- r- OO 0 0 0 0 0 0 0 - - - - - - - ,..., ,..., ,..., - - - - "'"~ "" "" '" '" '" '" "" - - - - - - - E-<"'" N N N N N N N - - - - - - - = .. '" 01 ... "'" .. ..:.: lOll = ~ 0 ... '" ...al -= ... '" .~ .. - ... ~ s .. ... ... ... = = ~ 01 = -; ~ "Cl =-= Z .. 01 .~ .~ = 0"-= -= 0 "Cl .. ;.. ...,!!l = ... .. ... = 01 01 ... ... = .~ ... 01 .~ .~ ~= 01... <~ ",N ..l Q ...'" ~Z --- Q ~ '-' "Cl ... .. '" ... = -= ... lOll S " = ~.- Q,) .........~'t~ al al al s'" 01 foI:l (I'J CI:l ...... f:..c.coo =-<<ZZ II II II II II ~O~~i ~ ~ 50k Road Race & Relay NCJC ~~A~~ Nei~hborhood Centers Board of Directors John Roffman, Pres. Sue Dulek, v.P. M.K. Pilcher Hayek, Sec. Dawn Barker Anderson Jessica Greving Marian Karr Sandy Lawrence Fred Mims Roger Reilly Race Committee Robin Sueppel Chair 319-631-0522 MK. Pilcher Hayek 319-321-6412 Marian Karr Michelle Hickman Madelyn Pilcher Meredith Caskey Carrie Karr .:#y March 14,2007 Dear Members of the Youth Advisory Commission, You recently received information about the 50K Road Race & Relay happening April 21, 2007 to raise awareness and funds for the Johnson County Neighborhood Centers. We are hoping that you would be willing to give of your time and energy on that day to make this event the best it can be. Our aspirations are that this will become a popular yearly celebration in our community. In making this dream a reality we need help in the form of committed volunteers. We are asking that the Youth Advisory Commission put together a team to take care of one water stop for the duration of the entire race. Being that this race is 50K, the race is scheduled from 8am- 4pm. We ask that groups of 3-5 be present at the water stop at all times starting at 7:45 am until the last runner on the course passes the water stop. A table will be provided as well as the water, other beverages and snacks for the runners. The race committee is hoping that the volunteer team taking care of the water stop would pick a theme for their table and incorporate music, costumes, signs, etc. to motivate runners as well as provide information to the participants, their friends and family on what the Youth Advisory Commission is and does. We feel this will be a great opportunity for all of us to work together. Thank you for your time and consideration, Meredith Caskey Volunteer Coordinator I ~ 1 -....= -~... :f~W~~ "\;;..... .......~ ...,..~ :#5 CITY OF IOWA CITY MEMORANDUM DATE: TO: FROM: RE: March 6, 2007 Mayor and City Council II tL Marian K. Karr, City Clerk ""-t-. Website updates At the January 29, 2007, work session (during the presentation from the Youth Advisory Board) it was suggested that a "counter" be utilized to track use of the newly created Youth Advisory Board website. An invisible counter has been added to the Youth pages. This will enable information on a "need to know" basis; but otherwise does not distract the viewer from the content of the page. To access the invisible counter simply scroll down to the white space below the last item on the page, "mouse over" the white space and you will see the hidden counter. During the formal meeting on February 6, Mayor Pro tern Bailey suggested spotlighting the Student Citizenship Awards, particularly remarks made by the awardees. A link should be active next week on the City Council page. Pictures will not be used. J Cc: Youth Advisory Commission I! j ~~~~'t "\;;...... ",IID.'- ...,..~ :11'7 CITY OF IOWA CITY MEMORANDUM DATE: March 13, 2007 FROM: Youth Advisory Commission Marian K. Karr, City Clerk \tV~~ TO: RE: Human Rights Commission At your February meeting Human Rights Commissioners presented information on their Commission and invited you to attend an upcoming meeting and assist in the Youth Awards on April 24. You requested that I send a letter to the Commission thanking them for the update, and requesting further information on meeting dates and possible duties for the Y outh Awards events. Attached is updated information: .:. Email to Human Rights staff for distribution at their next meeting .:. Email from Human Rights staff with upcoming meeting dates .:. Email from Human Rights staff with possible duties for Youth A wards event Page 1 of 1 Marian Karr From: Marian Karr Sent: Thursday, February 22, 2007 8:53 AM To: Stefanie Bowers Subject: Youth Advisory Commission (YAC) meeting Last night Bev Witwer and Joy Kross attended the Commission meeting and presented a background of the Human Rights Commission, and extended invitations to attend your next Commission meeting on March 27 and the Human Rights Youth Awards on April 24. Commission Members were very interested in attending an HR Commission meeting but unfortunately are unable to attend on March 27. Would it be possible to send us upcoming meeting dates? The Youth Advisory Commission will be meeting next on March 21 and I will have a packet going out March 14. I could include information in that packet if that works out for you. YAC members were enthusiastic on attending the April awards ceremony, and offered to help in some way, perhaps as ushers or greeters. Please let me know if I can provide any further assistance. The Youth Advisory Commission wants to thank Bev and Joy for attending and updating them on activities. Hopefully members will be able to join you at a future Commission meeting to provide an update of Y AC's activities as well. Thanks again. Marian K. Ks". City Clerk City of Iowa City Population 62,380 (phone) 319-356-5041 (fax) 319-356-5497 2/22/2007 Page 1 of 1 Marian Karr From: Stefanie Bowers Sent: Friday, February 23, 2007 3: 13 PM To: Marian Karr Subject: Youth Advisory Commission (YAC) meeting Marian- Upcoming meeting dates are: February 27th March 27th May 22th June 26th After the Human Rights Commission meeting this Tuesday (27th), I will send you an update about the Youth Awards. Thanks, Stefanie 2/23/2007 Page 1 of 1 Marian Karr From: Sent: To: Marian Karr Monday, March 05, 2007 2:50 PM Stefanie Bowers Subject: RE: Re: Youth Awards Tracking: Recipient Read Stefanie Bowers Read: 3/5/2007 2:58 PM April 21. Let me know if you need additional info. From: Stefanie Bowers Sent: Monday, March OS, 2007 2:44 PM To: Marian Karr Subject: Re: Youth Awards Marian- The Commission thinks it would be great if the Youth Advisory Committee could help with passing out programs (ushers and greeters) and also seating award winners. I will be in touch with more specific details later. Also, some of the Commissioners were interested in the 50k run at Broadway, do you have an official date for that event? Thanks, Stefanie 3/14/2007 YOUTH ADVISORY COMMISSION ADDITIONAL PACKET MATERIALS HANDED OUT DURING THE MEETING :3/t71 .# 5 fle/~ Guidelines for Submitting Events to the Youth Advisory Commission Calendar The Youth Advisory Commission will gladly post major events hosted by organizations other than the City of Iowa City. However, the events must meet the requirements detailed below. . The event must be open to participation or attendance in a substantial manner to youth in Iowa City. . The event must not occur at the same time as a Youth Advisory Commission meeting or sponsored-event. . The event or sponsoring organization must not discriminate based on age, color, creed, disability, martial status, national origin, race, religion, sexual orientation and gender identity. . The event must not serve alcohol. We reserve the right to refuse to post any event. Please include in your submission: . Name and contact information of sponsoring group/organization . Time, date, and location of event . Short description of the event. (Maximum 100 words) Vancouver Youth http://www.vancouvervouth.calpal!es/calendar instructions/ events calendargUde Category Explanations . Job The date (and time, if one exists) shown is the application deadline. . Announcement A notice that something has started or is about to start, with no deadline to it. The date will usually be in the past (the date we posted it), and the notice will be in the Current section anywhere from a few days to a month. . Deadline A notice that has a definite deadline to it, for something that's not a job. . General A heads-up about a physical event, with no preparation or input beforehand needed. . City-related Initiatives put on or sponsored by the City of Vancouver, or in partnership with the City, except for job postings with the City which will be in the jobs category. Submission Guidelines . We accept youth community jobs for posting. . We post youth community events. . We post all submissions at our discretion. Submitting an Event . Send your submission as a PDF or Word document, and write a one-paragraph introduction in your e-mail. See events that are in the calendar for an example. This saves us time when posting, and increases our ability to post everyone's submissions. . Send us the web address for an image or logo that's part of the submission. Please don't send us the image as a file to post unless you don~ have a website of your own. Image files we store take up space and fill our events calendar up faster than necessary. . Let us know when to expire your submission. How long should we keep it in the Current section? . Send us a link to your website, or to a site with more information on your submission. jk7 f/d5M / hId he'll ~5 REVISED Mini-Grant Program Outine Mini-grant Program Overview: There is a total of$1500 to be distributed to applicants during F.Y. 2008. The applicant (age 15-21) should have a sponsoring community group with a specific adult "sponsor". Process Summary: I. Interested individuals will obtain information from the Y AC website. 2. Applicants will submit a proposal to subcommittee: a. Who is the applicant and who is their sponsoring community group b. What is their project's mission and/or purpose c. Why do they want to do this project 3. A subcommittee will decide which proposals are feasible based on a rubric. The applicants will then meet with the subcommittee to receive the application packet and learn about the application process. Based on need and availability, the subcommittee may meet with the group to help them craft a strong presentation. 4. The individual or group will complete the application packet, submit it to Y AC, and present to the Y AC: a. Materials in the application packet I. Purpose statement of project ii. Estimated finances iii. Estimated time table for work and completion ofproject 1. Must be [mished within one fiscal year IV. Recommendation letter from "sponsor" from sponsoring community group 5. A Y AC decide on projects a. Rubric for selecting projects 1. Uniqueness 11. Feasibility 111. Positive effect on community iv. Presentation strength v. Funding from other sources 6. The Y AC will recommend the projects to the City Council for final approval 7. Press releases will be issued detailing the grantees' projects 8. Subcommittee members will monitor the progress of the project at intervals dependent upon the nature of the project a. Successes will be publicized through website 9. All financial transactions must be reported 1. Copies of all receipts must be given to the city clerk and subcommittee I. The subcommittee will confirm that the expenses are correct 2. The grantee will be reimbursed through the city clerk /(ty~/tel( ~5 117'1/( -r4A-.f Considerations: . What is the role of the subcommittee? We think the subcommittee is necessary to review the project proposal, explain the application process, distribute application packets, and to select a date when the applicant can present to the commission. In addition, the subcommittee will determine whether an idea could or could not work-in this way, a student does not have to complete the applications process if their project is not what we are looking for. . We had initially said that the subcommittee would decide which proposals were feasible based on a rubric. However, judging each proposal using such a rubric could be tedious-and redundant if the applicant is going to present to the full commission at a later time. We think it would be better to only use the rubric when judging the applicant as a full commission. . Would such a rubric be tallied according to points? Portions of a whole? Another grading scale? There needs to be a way to judge the presentation, uniqueness, feasibility, and positive effect of the project without being entirely subjective. . We think the applicant should obtain funding from another source, as well. However, this could potentially exclude some great projects that lack outside funding. What point value/portion value should outside funding receive on a potential rubric? . What defines a sponsor group? We had discussed nonprofit, school/teacher, city groups, and service clubs. . Sponsors that are church groups/religious organizations must be judged on a case- by-case basis, the reason being that city funds cannot be used for religious purposes. A student could not, for example, use the funding for a religious youth camp. . How should payments be dealt? We decided that the best method was to reimburse the receipts for the project costs. However, this could create some problems. If the applicant saves all their receipts until the end of the project, and only receives one reimbursement, they may have difficulties funding the project while the project is still developing. We discussed the number of payments that should be allowed-twice a year? Quarterly? . Who do we reimburse? We think that applicants under 18 should not be allowed to directly receive reimbursement money; instead, the payment will go to the sponsor. Students under 18 are still minors; thus, they cannot legally enter a contract. If a student is 18 or older, however, the exchange of receipts and the appropriate reimbursements will take place directly between the student and the city clerk. . What obligations are imposed on the sponsor? In the application process, we think the sponsor should sign in every place that the student signs, regardless of age. In addition, we had discussed adding a criterion to the applications process that would ask the sponsor what hislher relation is to the student. . Finally, it was suggested that we look over the PIN grants application; these applications could provide a valuable basis for our own application forms. I ~ 1 ~~w~tt "'-.... -....., --- - CITY OF IOWA CITY .:!;ltl1 PROGRAM FOR IMPROVING NEIGHBORHOODS PIN Grant Program Application .#"5 Name of Project: Name of Neighborhood Association: Name/Address/Phone Numbers of Contact Per- Location of Proposed Project: sons: Location is: Public property - Private property - School District property - Amount of Funds Requested: Time Period of Proposed Project: $ From: To: A. Describe the project; why is it needed and what are it's goals: Add additional pages if necessary. B. General List and Description of Activities with estimated time line:(please indicate if this project will or could be phased over a number of years) Add additional pages if necessary. C. List the names of potential resources (neighborhood and other) that will be utilized in this project: Type Status Volun- Cash Antici- Com- teer pated mitted 1. 0 0 0 0 2. D D D D 3. D D D D 4. D 0 0 0 5. 0 0 0 D 6. 0 0 0 0 __________._.______n _,_._._.____~._____.__,._______..______.,.__'____.,~___..----.--.-------------..--..-..--.-----.--'...-..---.--.-..---.---~----.--._----,-----,--.-.-.._,."- Page 2 PROGRAM FOR IMPROVING NEIGHBORHOODS D. Describe the process used to solicit neighborhood input into this funding request and summarize results: Add additional pages if necessary. E. Does this project benefit low-income, elderly, youth or other disadvantaged youth? If yes, please explain. Add additional pages if necessary. F. Could the project occur without PIN funding? Add additional pages if necessary. G. Could the project operate with less funding? Add additional pages if necessary EXPENSE CATEGORY PIN FUNDS OTHER FUNDS LIST SOURCE OF OTHER FUNDS I. EquipmenVSupplies $ $ J. Project Materials K. Professional Services L. Contracted Improvements M. Other Costs(List) TOTALS $ $ $ neighbor\pinfund.app * ADD ADDmONAL PAGES TO PROVIDE DETAILS OF BUDGET July 2007-June 2008 PROGRAM FOR IMPROVING NEIGHBORHOODS APPLICATION, EVALUATION, PAYMENT, AND MONITORING PROCESS ************************************************************ TIME SCHEDULE March 2, 2007 (Friday) - 5:00 PM - Grant applications due to Office of Neighborhood Services (electronic or hard copies accepted.) March 8, 2007 (Thursday) - 5:30 PM - Neighborhoods present their PIN applications to the Neighborhood Council. Neighborhood Council/staff requests any additional information if necessary. April 12, 2007 (Thursday) - 5:30 PM - Neighborhoods present responses to Neighborhood Council/staffs questions or concerns. Neighborhood Council ranks applications and develops final recommendation to City Council. April30/May 1 or 14/15,2007 (?}- Neighborhood Council presents funding recommendation to the City Council for approval. July 1, 2007 - Funds available for projects. --.---.---.-------------------.---- _._.,._._----_..._.__._~.__._------------_.~----------"-,--'--"^--~"-'-'---'---'-"-'-'------'--------------_._-- INSTRUCTIONS FOR COMPLETING APPLICA nON Complete one application form for each project proposal. Please print clearly in ink or type. The application form is also available on disk or can be sent via email. Each block should be responded to as completely as possible. If a block is not applicable, indicate "NA". If additional pages are necessary to respond to a question, please number the additional pages and label with the corresponding block question found on the application. EXAMPLE: "What are the goals of this program and why is it needed?" Instructions for Blocks within Application Form A. Describe the project briefly and how this project will meet a need of the neighborhood that has been determined by the neighborhood association. Include problems that currently exist and will be addressed by the project. Present information from studies, reports, etc. to show the need for the project. Demonstrate why the neighborhood association should be the group to implement this project B. Indicate the steps that will occur during the project implementation and approximately when they are expected to occur. Detail if the project will be or could be phased over a number of years. Also indicate if this project is a continuation of previously funded PIN grants. C. Detail the organizations, individuals, or other resources that have been contacted and expressed a financial or volunteer commitment to the project. It is important to have researched all available resources to assist in this project prior to application. Please indicate, if available, the time commitment or financial resources that have been offered. City Staff time cannot be considered a volunteer or cash resource but should be documented to detail that all necessary staff have been contacted. D. Detail the process involved in soliciting neighborhood input into this PIN grant request. Be explicit about who was involved, how many responded, how the process occurred and describe the results. E. If applicable, describe how this project will benefit low income, elderly, youth or disadvantaged youth. Describe how low income benefit has been determined and why these groups have been selected as the focus of the project. F. If you were not to receive PIN funding this year, will you still receive other proposed funding listed in Block C? How would these funds be utilized? G. There may be the need to allocate less funding than requested. Please describe how the scale of the project can be reduced or the project phased over a number of years. It is important to keep in mind that annual PIN funding is not guaranteed and a phased project may not be completed. Each phase should attempt to complete an entire goal. It is important to document that the project has been thoroughly thought through, what activities will occur, and that the project is feasible. It is not necessary to receive written bids for any materials or equipment involved in the grant application but a reasonable estimate should be determined. It ~ necessary to determine what other forms of assistance (financial, volunteer or consultant) are available from other sources prior to grant submission. EY ALVA nON PROCESS Members of the Neighborhood Council will be provided with copies of all submitted applications within the second week of March. The applications should be reviewed by the members prior to the first Neighborhood Council meeting. Various staff may be requested to review the applications if necessary (i.e. Park and Recreation Director reviewing park improvement PIN applications). This meeting will be the opportunity for the applying neighborhoods to present their application and answer questions that the Neighborhood Councilor staff may have. Additional meetings will be scheduled if necessary to allow for these discussions to occur. The meeting in April will be the opportunity for the applicants to supply any additional information requested of them at the March meeting(s) and the Neighborhood Council will rank the applications. The ranking will occur by use of the Program for Improving Neighborhoods Ranking Worksheet (attached). Each Neighborhood Association represented at these meetings will have the opportunity to rank the applications. The Neighborhood Association applying for funds will not participate in ranking their application. The Neighborhood Council will allocate ftmds based on ranking, availability of funds and/or the ability of the project to be phased or funding reduced if competition is strong. Participation by an adequate number of neighborhood association representatives is necessary in the rating process to assure adequate review and evaluation. Consistent participation by seven (7) neighborhood associations must occur during each of the review meetings to meet this requirement. Although any number of people can participate in the ranking process from anyone neighborhood, only one ranking worksheet can be submitted per neighborhood association. The Neighborhood Services Coordinator will take the recommendation of the Neighborhood Council and draft a proposal for PIN funding that can be presented to the City Council by the members of the Neighborhood Council. A draft of this recommendation will be made available to the Neighborhood Council in early May for their review. PAYMENT PROCESS Funds will be available from July I, 2007 to June 30, 2008. The work must be verified as complete by the Office of Neighborhood Services to receive payment. To obtain funds for work that has been completed, an invoice must be submitted to the Neighborhood Services Coordinator from the contractor/supplier. The invoice must be made out to the City ofIowa City. It is possible to make payment for partially completed work or provided materials although it would be helpful to limit the number of such payments if possible. At the time that the invoice is submitted, please arrange a time with the Neighborhood Services Coordinator to inspect and verifY that the work is completed. It may be necessary to have the work inspected by various staff people dependent upon the project. Invoices submitted by any Thursday will be paid on the Friday of the following week. The checks will normally be mailed out unless otherwise indicated. Materials can be paid for only if they have been utilized or installed as detailed in the grant application. The completed work must be acceptable to the neighborhood and City for payment to be made. GRANT MONITORING AND CLOSEOUT The Neighborhood Council will act as a monitoring body for the PIN projects throughout the year by asking for periodic updates on the progress by the responsible neighborhood association. The Neighborhood Council may wish to visit the project site (if applicable). In order to confirm that all PIN funding will be expended within the funding year, neighborhoods must present written verification of intentions to expend all funds by January 2005. At that time, ifit is apparent that all funds will not be expended during the funding year, the Neighborhood Council may choose to reallocate funds to unfunded PIN grant requests based on original ranking. If a neighborhood association chooses not to utilize the funds, the next ranked grant applications will be offered the opportunity until all funds are committed. The City Council will be requested to approve any reallocation of funds. Substantial changes or amendments that are seen as necessary during the grant implementation period must receive the approval of the Neighborhood Council and relayed to the City Council. Neighborhood Associations should allow for the time necessary for the Neighborhood Council to review any amendments. NEIGHBORHOOD COUNCIL CRITERIA FOR EVALUATING "PROGRAM FOR IMPROVING NEIGHBORHOODS" APPLICATIONS REQUIRED CRITERIA: The following criteria must be met for the grant request to be considered: . Degree of Neighborhood Association input from entire neighborhood regarding project . Degree of neighborhood need for the project as documented . Feasibility of plan to carry out the project as documented . Probability the project can be completed within funding year . Degree to which project is an appropriate use of public funds OTHER CONSIDERATIONS: The following criteria could provide addition points to the grant request: . Degree of neighborhood participation in the project as documented . Degree to which project benefits low income, elderly, youth or other disadvantaged groups . Probability that other private or public funds will be leveraged . Probability that project would not occur without PIN funding . Degree of project benefit relative to the cost . Degree that project would benefit the social and/or environment . Probability that project would create continuing benefit to the neighborhood as a whole ~ ~ ~ c ~~ ~~ ~~ ~~ ~ .~ c~ ~ .~ ~ .~ - ~ ~ ~"" ~ ~ c ~ .;,; :: <::l <l .~ - ~ ~ .;,; <l .~ ~ ~ ~ ~ 8 ~I ~ .... ~ ::;j ~ ~ '0 " 00 '" <:::> -, ~ .~ - ~ l:: <:> ...::., - ;:: ~ .~ ~ ... 8 ~ s '" <:> .- - <::l 'tj t) a .~ ~ E ~ '" "<::l O(J 8 '" ~~ <:> <::l ~ ~ ..., .... .~"<::l ~ g 'a>i: '" <:> "'~ ~:; Q ~ ~ * '0 " 00 '" <:::> -, "<::l ~ ~ l:: ;:: " ~ '"' <::l - ~ .'" i2 '" '" ';5 .... ~ l '" "<::l <:> <:> i: <:> ~ ~ .Oi '" 'a> '" '" SiJ '" Q * '0 " 00 '" <:::> -, "<::l ~ ~ l:: e ~ '"' <::l t '" .'" i2 '" '" ';5 - ;:: <:> ~ 8 Sl '" ..:l ~ <:> .€, - :<5 .~ ~ * '0 " 00 '" <:::> -, .... <::l '" '" ~ 'e '" ~ '" :s .~ ] ~ ~ 8 '" ~ '" 8 t '" .", i2 '" '" ';5 .€, - :<5 <::l ~ ~ * '0 " 00 '" <:::> -, i:l '" ~ " .~ - ~ ;:: ~ <:> '" '"' ;:: ~ <::l .;:: ~ .... ~ <::l '" <::l '"' .- - ~ .'" i2 '" ..., " i Sl '" ~ '" Q * @ ~ ... ~ ~ ~ 8 ~ ~ C <:::> <:::> -, -, '" '" rr, rr, ~ "" ") ") ] '" '" l:: e ~ '"' <::l - ~ .'" i2 '" '" ';5 .:;: '" <:> .- - <::l .9- " 'f: <::l '" "<::l <:> <:> i: <:> ~ ..., .~ '" '" 'a> '" '" ~ Q .... '" ';5 <:> .... <:> ';5 ;:: ~ ;.:. ";:: ~ - '" C\S l:: <:> " '" .- " ~ tl 'S, '" '" '" ~ - " .~ ~ i2 !} '" i2 ii C!) il .Sl Sl '" '" <::l "'~ ~i; Q'e * * <:::> -, '" rr, "" ") l Ii: '" ;:. ~ '" ~ :::::: .~ i:l '" ~ .~ - ~ ;:: '" .... <:> '" ~ .;:: '" .... '" ';5 <:> - <::l ';5 .€, - :<5 <::l ~ ~ * <:::> -, '" rr, "" ") ~ 'e '" ~ ~ - ;:: <:> ';5 .~ .... ;:: tl <:> - <:> '" ~ ;:: <:> " t '" '", i2 '" - <::l ';5 o .- - :<5 <::l ~ ~ * <:::> -, '" rr, ~ ") - CJ " '" ';5 .2 .~ - ..:l ~ - ~ '" '" ~ - " '" .'" i2 ~ <:> '" '" ~ Q * <:::> <:::> -, -, '" '" rr, rr, ~ U ": ~ E::; ~ "" "" ") ") ~ l:: '" i2 .;:: '" '" .... s: ":j '" <::l - <::l .<:; <:> '"' '" ';5 ~ '" '" '" ~ ~ ;:: <:> " - 'S, '" '" '" ~ ~ .S '" .- - '" 8 ~ <::l b -~ "" <:> ;::..., <:> " ~ <::l " '"' .~ ts i2"<::l ",8 ~'"f ';5 <:> 0:2 ;.::: .~ .- '" -g '" ~ '" l2'"S Il.., .2 - ~ .", i2 '" - <::l ';5 '" ~ '" Q * *