HomeMy WebLinkAboutVII (B)Discussion/ Action re: Most Valuable Partnership (MVP) Awards - Ocoee's Neighborhood Matching Grant Program Agenda 11-18-97
Item VII B
"CENTER OF GOOD LIVING-PRIDE OF WEST ORANGE"
S. SCOTT VANDERGKII i
Oar.coee
Q\ �i . COMMISSIONERS
CITY OF OCOEE DANNY HOWELL
��.41 f�'� O. SCOTT ANDERSON
V - 150 N. LAKESHORE DRIVE
SCOTT A.GLASS
p OCOEE, FLORIDA 34761-2258 NANCY I. PARKER
,ty!*Vi��o (407)656-2322
CITY MANAGER
� Op Goes ELLIS SHAPIRO
STAFF REPORT
Date: October 28, 1997
To: The Honorable Mayor and City Commissioners
From: Janet G. Resnik, AICP, Director of Community Relations/Projects-'
Through: Ellis Shapiro, City Manager
Subject: Ocoee's Most Valuable Partnership (MVP) Awards
The City of Ocoee's Neighborhood Matching Grants Program
Issue
Should the Mayor and City Commission approve the proposed neighborhood matching
grants program and accompanying application?
Background
The proposed Most Valuable Partnerships (MVP) Awards Program is based largely
on the City of Orlando Mayor's Neighborhood Matching Grants Program. Mayor
Glenda Hood established their program in 1994 in an effort to improve the c;;.rslity of life
in Orlando's neighborhoods by providing the incentive of a matching grants fund. Since
1994, the City of Orlando has awarded more than $388,000, with neighborhoods and
business partners providing a more than two-to-one match of$838,000.
Ocoee has long known the importance of strong neighborhoods. Since 1990, formal
homeowners' associations have been mandatory for all new subdivisions built in
Ocoee. This was done to provide a means of organizing to address issues of
importance to individual neighborhoods, including ownership and maintenance
responsibilities for common areas within neighborhoods. The City has also been highly
supportive of neighborhoods who have organized themselves without benefit of a legal
homeowners' association.
Ocoee's Most Valuable Partnerships (MVP) Awards
The City of Ocoee's Neighborhood Matching Grants Program
Ocoee's Most Valuable Partnerships (MVP) Awards
The City of Ocoee's Neighborhood Matching Grants Program
Table of Contents
Introduction 3
Eligible Neighborhoods 4
Eligible Projects 5
Grant Application Workshops 7
1997/98 Grant Application Guidelines 8
Schedule for 1997/98 MVP Awards Program 14
2
Introduction
The Year 1998 may very well turn out to be the "Year of the Neighborhood" for Ocoee. The
Mayor and City Commissioners have included $15,000 in the 1997/1998 Annual Budget for a
Neighborhood Matching Grants Program.
Ocoee's Most Valuable Partnerships (MVP) Awards Program is based largely on the City of
Orlando Mayor's Neighborhood Matching Grants Program. That program has enjoyed
tremendous success since its inception in 1994. Mayor Glenda Hood established the program in
an effort to improve the quality of life in Orlando's neighborhoods by providing the incentive of
a matching grants fund. Since 1994, the City of Orlando has awarded more than $388,000, with
neighborhoods and business partners providing a more than two-to-one match of$838,000.
Ocoee has long known the importance of strong neighborhoods. Since 1990, formal
homeowners' associations were mandated for all new subdivisions built in Ocoee. This was
done to provide a means of organizing to address issues of importance to individual
neighborhoods including ownership and maintenance responsibilities for common areas within
neighborhoods. The City is also highly supportive of neighborhoods who have organized
themselves without benefit of a legal homeowners' association. The City Commission is hopeful
that this MVP Awards Program will empower neighborhood groups to take advantage and take
responsibility for planning and implementing projects that address their specific needs.
Neighborhood groups are encouraged to partner with local businesses, churches, and other
community agencies and civic organizations on these projects. It is hoped that these partnerships
will strengthen the sense of community in Ocoee.
The basic premise of the MVP Awards is to assist Ocoee residents in making improvements to
their neighborhoods. To qualify for an MVP Award, projects should be submitted which either
beautify the neighborhood, address public safety concerns, or foster cultural, recreational, or
educational wants and needs of the neighborhood. Applications will be judged on how well they
meet the criteria, the amount of involvement from the neighborhood, whether the neighborhood
has a partner or partners to contribute to the project, and the feasibility of the project.
Neighborhoods must match the City's contribution with a combination of cash, in-kind donations
of goods and services, and volunteer time. The value of the neighborhood's contribution must be
equal to or greater than the City's grant. Grants of up to $2,500 will be presented to MVP Award
winners in May 1998. Grant allocations may increase if the program is continued next year but
for the initial year, the City Commission wants to maximize the number of grants. The grants
must be funded on a yearly basis; however, a neighborhood may phase a project so that it applies
in subsequent years for additional funding. MVP Award winners must complete the current-year
funded projects by September 30, 1998.
For additional information on the MVP Awards Program,please call:
Janet G. Resnik, AICP
Director of Community Relations/Projects
City of Ocoee
150 N. Lakeshore Drive
Ocoee, FI. 34761
(407)656-2322
3
Eligible Neighborhoods
Homeowners' associations or neighborhood groups whose primary purpose is to deal with
neighborhood-related issues may apply for MVP Awards. 'fo qualify, eligible associations must:
Be located in the City of Ocoee
- Have a majority of the association's members living in the neighborhood
- Actively seek membership from neighborhood residents
- Represent its neighborhood, preferably with democratically elected officers
Have a minimum of seven residents participate in the MVP Awards project who
will meet regularly for project implementation
Entities not eligible are individuals, businesses, city-wide associations, social service agencies,
fraternal or religious groups, or political groups; however, eligible neighborhood associations are
strongly encouraged to form partnerships with these other groups to plan and implement projects.
The neighborhood group must be the applicant and have the primary role in the partnership.
4
Eligible Projects
In order to be eligible, proposed neighborhood projects must:
- Take place within the boundaries of the neighborhood (except when donated
space is located outside the neighborhood due to lack of space within)
- Provide a public benefit to the neighborhood
- Involve neighborhood residents directly in all phases
- Have goals which can be accomplished in four (4) months(for this initial year)
Not use grant funds to supplement the association's regular operating budget
The three project categories, with examples of possible projects, arc:
Educational, Cultural, and Recreational Projects
Literacy programs; computer labs; family learning centers; after
school enrichment programs; youth athletic leagues; dance, music,
art, or theater training programs. •
•
ten/40,(
. .
OA
DL-, _JI
Physical Improvement Projects
Playground equipment, benches, and other park improvements;
neighborhood beautification; neighborhood identification; improved
lighting.
A
All physical improvement projects must meet all ' • A
City Codes and are subject to City review and • Ai
i permitting procedures. Exact site location with
the size and measurements of the proposed .
improvement must be submitted in detail with
the application.Ash
CIIMIMEMEMILJP
5
Public Safety-Related Projects
Family safety training, senior citizen home safety programs, neighborhood watch programs, and
drug and fire prevention programs.
MVP Award projects will be conducted in accordance with all applicable federal, state, and local
laws. Neighborhoods having projects involving public property must receive written permission
of the appropriate governmental agency. Those projects involving private property must have
the written permission of the property owners involved. It is the responsibility of the grant
recipient to obtain any permits normally required.
6
Grant Application Workshops
Neighborhood groups applying for a grant must attend an MVP Awards Pre-Application
Workshop. The workshop provides neighborhoods with answers to their questions before they
complete an application. Workshops will cover what types of projects are eligible, how to create
a budget and suggestions on securing the resources needed to meet the matching funds
requirement, how to recruit partners, and planning a project. After the workshop, City staff may
also be contacted for assistance on filling out the application.
Workshops will be held in the Commission Chambers at City Hall on December 8, 11, and 15,
1997 at 7 p.m.
Please call Janet Resnik, Director of Community Relations, at 656-2322 at least one week before
the workshop to register.
7
1997/98 Grant Application Guidelines
Applications will be evaluated on the following:
- The quality and scope of the proposed project
- The level of neighborhood participation in the project
The need for the project
- The neighborhood's and partner's matching contribution
- Whether or not a partnership(s)was entered into to contribute to the project
- The consideration given to ensuring continuation of the project beyond this year
Requirements
To participate in the MVP Awards Program, neighborhood groups must:
Meet all requirements under eligible neighborhoods
- Meet all requirements under eligible projects
I lave its general membership vote and approve the grant application before
submitting it. (Minutes reflecting the vote must accompany the application. A
petition is required with two-thirds of the homeowners signing in approval of the
project if there is no formal neighborhood association.)
- Submit the proposed Project Budget, Project Plan/Timeline, Volunteer Hour
Pledge Sheets, signed Letters of Intent from partners documenting the required
match, and a copy of the association incorporation papers and minutes reflecting
the membership vote of approval for the grant (or the petition if there is no formal
association).
Submit the completed MVP Awards Program application by 5 p.m. on Friday,
March 20, 1998, to Janet G. Resnik, AICP, Director of Community Relations,
City of Ocoee, 150 North Lakeshore Drive. Ocoee, Florida 34761.
8
Project Team Responsibilities
The neighborhood association must create a Project Team consisting of at least seven (7)
members. The purpose of this team is to plan, manage, and ensure the project's completion.
The team must have a Project Leader and should have an Historian, a Report Coordinator, and a
Partner/Volunteer Coordinator. The Project Leader serves as the chairman of the team. The
Historian is responsible for ensuring that photographs and/or video footage is taken to describe
the project from beginning to end. The Report Coordinator completes monthly and final reports
under the direction and assistance of the Project Team. The Partner/Volunteer Coordinator
makes sure that the partners are invited to project activities and kept informed of progress, and
keeps track of partner in-kind services and project volunteer hours.
The Project Leader, Historian, Report Coordinator, and Partner/Volunteer Coordinator are
required to attend one of the MVP Awards Pre-Application Workshops to be held in December.
The whole project team is welcome. If the neighborhood is chosen as an MVP Awards recipient,
the Project Leader and team members are also expected to attend the City Commission meeting
in May to receive the grant award from the Mayor and City Commissioners. There will also be a
Completion Party sometime in October to showcase the projects.
Grant Amount and Neighborhood Match
The City of Ocoee will award matching grants up to $2,500 to qualified neighborhood groups.
Neighborhoods must match dollar for dollar the MVP Award funds requested from the City. The
neighborhood match is generated by one or more of the following three sources and verification
of the match must be submitted with the application.
Volunteer hours from the neighborhood (mandatory).
To ensure neighborhood involvement in the MVP Awards, at least 25 percent but not
more than 50 percent, of the matching amount must be volunteer hours from neighbors
who reside in the defined neighborhood. Volunteer labor will be valued at$10 per hour
for the purpose of calculating the match. Only volunteer hours accrued after the grant is
awarded can be used as part of the match. Volunteer Hours Pledge Sheets arc required
for itemizing volunteers' time commitments.
Letters of Intent for In-Kind Donations.
These donations include supplies, equipment, space, or professional services. The letters
should describe each donation and provide the market value. The value of professional
services counted toward the match shall be based upon the reasonable and customary
value of the services rendered. All donations are tax deductible to the extent allowed by
the IRS. 'i he Letter of Intent Form is attached.
9
Letters of Intent for Cash Donations.
These may be from the applicant (neighborhood association) or contributors. All
donations are tax deductible to the extent allowed by the IRS. The Letter of Intent Form
is attached.
All resources being considered as a match must be documented by Letters of Intent and/or
Volunteer Pledge Sheets.
Community Partners
Neighborhood associations are responsible for recruiting partners to meet their match for MVP
Award funds. Partners are an important component of the MVP Awards Program. They provide
cash, in-kind services, supplies, and/or space to support a successful project. They may also
benefit directly or indirectly from the project.
A Letter of Intent must be completed for every partner recruited and attached to the MVP
Awards application to verify the neighborhood match.
1997/98 MVP Awards Application Deadline
All applications must be received by the City of Ocoee by 5 p.m. on Friday, March 20, 1998. To
be considered for funding, the applications must be complete when submitted. Incomplete
applications will not be considered and will be returned to the association. Associations are
encouraged to meet with the Director of Community Relations if they have questions or need
help completing their application.
Initial Planning Meeting
All MVP Awards recipients are required to have a planning meeting with the Director of
Community Relations within 30 days of receipt of the MVP Award funds. The purpose of this
meeting is to review, and amend as needed, the project budget, project plan and timeline, and to
plan for the project's groundbreaking.
Project Documentation
In order to document each phase of project development, grant recipients are encouraged to
provide color photos, video tapes, and newspaper clippings to showcase project planning,
development, and implementation. The photos, video tapes, and newspaper clippings will be
used to highlight the projects at the Completion Party and may be used in other City
publications. Community partners should be part of this documentation.
to
Financial Requirements
After receipt of a grant, the neighborhood association must open a two-signature bank checking
account, under the name of the neighborhood association, including the MVP Awards Program
in the account name. If the neighborhood group is not incorporated, the group may use the
City's Tax Identification Number to open the checking account. All MVP Awards funds.
including partner funds, must be deposited into this account.
The MVP Awards checking account signature card from the bank must have four signatures, two
signatures from the neighborhood association -- specifically the neighborhood Project Leader
and the association President or Treasurer—and two signatures from the City of Ocoee, the City
Manager and the Director of Finance. In order to open the checking account, the association will
have to submit meeting minutes reflecting the names and titles of the two association
representatives approved to sign on the MVP Awards checking account. If no formal association
exists, a petition must be signed by two-thirds of the homeowners in the neighborhood
designating two neighborhood representatives for this purpose.
All checks are required to have two signatures. One signature must be a representative of the
neighborhood association and the other signature must be a City representative.
A Check Request Form must be completed by the association prior to submitting the check to the
City for a signature. Check Request Forms, receipts, invoices, and other supporting documents
for the check must be attached to the Monthly Report.
All donation checks must be payable to the City of Ocoee. The City will deposit the money into
a revenue account and issue a check to the association for deposit into the association's MVP
Awards account.
The association is expected to meet its project goals and expend its funds by September 30,
1998. The City has the right to reappropriate any equipment purchased with MVP Awards funds
that is not used in accordance with the grant agreement. If an MVP Award agreement is
terminated, all equipment purchased with grant funds becomes the sole property of the City of
Ocoee.
Upon completion of the project or the end of the grant year, all remaining City grant funds not
expended on the project must be returned to the City within thirty (30) days. If for any reason
the project can not be completed, all remaining City grant funds must be returned to the City
within 30 days of the recipient's written notification of withdrawal from the MVP Awards
Program.
If partner funds arc left on September 30, 1998, the association must include in its final report a
timeline stating when and how these funds will he spent. All monies solicited to support the
MVP Awards Project must be spent on the MVP Awards Project.
In-kind donations are based on market value and are tax deductible to the extent allowed by the
IRS. Those making charitable donations of $250.00 or more (cash, property, or services) will
receive a charitable donation form from the City of Ocoee.
Monthly Project Report
This report should detail the neighborhood's monthly activities and budget information related to
the project. The Monthly Project Report must be completed and submitted on or before the 15"'
day of the following month. There will be a report required for the months of June, July, August,
and September. These reports will be due beginning July 15, 1998 (for the month of June).
Original copies of all receipts, invoices, check request forms, volunteer hours sheets, partners' in-
kind and cash contribution sheets must be attached to the Monthly Project Report. The Project
Team's Report Coordinator is responsible for filing these reports. The Director of Community
Relations has forms to help complete the monthly reports.
Final Report
The MVP Awards Final Report summarizes the accomplishments of the neighborhood project by
documenting how the neighborhood was enhanced. The Final Report should be completed by
the Project Leader and team and sent to the City within 30 days of project completion. All Final
Reports must be completed and received by the Director of Community Relations no later than
October 30, 1998. The Director of Community Relations has forms to help in putting together
the Final Report.
Subsequent Grants
The MVP Awards program is designed to provide a one-time grant for projects that can be
completed within the grant period. Any MVP Awards projects designed to be ongoing need to
identify other funding sources to finance the MVP Award project after the first year. The MVP
Awards program should not be looked at as an ongoing funding mechanism for projects.
Applications may be submitted for phased projects; however, each phase must be such that it can
stand on its own since funds can not be guaranteed for subsequent years.
Neighborhoods receiving 1997/98 MVP Award grants may not be awarded a second grant until
the 1997/98 project has been successfully completed and a satisfactory Final Report is received
by the Director of Community Relations.
Project Completion
All projects are to be completed and funds spent by September 30, 1998. Procedures for
handling any funds remaining after September 30, 1998 are described in the "Financial
Requirements" section on Page 11 of this document.
12
MVP Awards Agreement
Upon receiving an MVP Award, the Project Leader must sign a written agreement with the City
of Ocoee and have it notarized. The agreement form is available at City Hall. After MVP
Award agreements are approved by the City Commission,the grants will be officially awarded.
Kick-Off Event
Each MVP Award recipient is encouraged to have a kick-off event as part of its first project
workday. The purpose of this event is to publicize the association's project and to recruit
additional neighborhood involvement. The grant recipient is encouraged to invite neighborhood
residents, community partners, the Mayor and City Commissioners, and appropriate City staff to
the kick-off event.
i3
Schedule for 1997/98 MVP Awards Program
Official City Commission Approval for MVP Awards Program
The proposed MVP Awards Program will be discussed at the November 4, 1997 City
Commission meeting. The City Commission will either vote on the proposed program at that
meeting, or if program amendments necessitate an additional meeting for approval, the City
Commission will vote on the program at the November 18, 1997 City Commission meeting.
Announcement of MVP Awards Program and Notice of Pre-Application Workshops
Once the City Commission approves the program, City staff will announce the program by
providing Public Service Announcements to the West Orange Times and the Orlando Sentinel
and also mail the notices to homeowners' associations that the City is aware of The
announcement will also be placed on the City's web page and on the December and January
utility bills.
Grant Application Workshops
The pre-application workshops are tentatively scheduled for December 8, 11, and 15. They will
be held in the City Commission chambers at 7 p.m. Attendance at one of these workshops is
mandatory for neighborhoods who want to apply for a grant.
City Commission Officially Appoints Selection Committee Members
At the second City Commission meeting in February, the City Commission will appoint a
Selection Committee to review applications and make recommendations to the City Commission.
It is suggested that the Selection Committee be comprised of four staff members and one
member of the City Commission.
Application Deadline for 1997/98 MVP Awards Program
All applications must be received at City Hall by 5 p.m. on Friday, March 20, 1998.
Sufficiency Determinations for Applications Received
All applications will be reviewed to determine whether the neighborhood is eligible, whether the
project is eligible, and whether the application meets the requirements as outlined in the MVP
Awards Program. This review will be completed by Tuesday, March 31, 1998.
14
Ranking of Projects by MVP Awards Selection Committee
All applications which have been determined to meet all the criteria will be forwarded to
individuals on the MVP Awards Selection Committee. The Committee members will have two
weeks to individually read the applications and rank them. The Committee will meet the week of
April 20-24 to discuss the applications and make a recommendation that will be forwarded to the
City Commission. This recommendation must be presented to the City Commission at its May
5, 1998 meeting.
Vote by the City Commission on Award Recipients
The City Commission will select MVP Awards recipients at its May 5, 1998 meeting.
MVP Awards Presentations
The MVP Awards presentations will be made at the May 19, 1998 City Commission meeting.
Project Implementation
The MVP Award recipients will have until Wednesday, September 30, 1998 to complete their
projects.
Completion Party
There will be a "Completion Party" celebration in October to showcase the neighborhood
improvements. Neighborhoods, Partners, and other participants will be invited to share their
accomplishments and be formally recognized by the Ocoee City Commission.
15
Page 2
Staff Report - Neighborhood Matching Grants
October 28, 1997
Discussion
This program was developed as a means to carry out the City Commission's desire to
empower neighborhood groups to take advantage and take responsibility for planning
and implementing projects that address their specific needs. The MVP Awards
Program encourages people to get to know their neighbors, to form neighborhood
groups, and to partner with local businesses, churches, and other community agencies
and civic organizations on these projects. The goal of the program is to strengthen the
sense of community in Ocoee.
The basic premise of the MVP Awards is to assist Ocoee residents in making
improvements to their neighborhoods or to their quality of life. Projects may address
public safety concerns, beautify the neighborhood, or foster cultural, educational, or
recreational wants and needs of the neighborhood. The applications will be judged on
how well they meet the criteria outlined in the program, including the amount of
involvement from the neighborhood, whether the neighborhood has a partner or
partners to contribute to the project, and the feasibility of the project. Neighborhoods
must match the City's contribution with a combination of cash, in-kind donations of
goods and services, and volunteer time.
Because this is the program's first year and it will be May before the grants are
awarded, staff proposes limiting each grant to $2,500 in an attempt to reach more
neighborhoods and to best ensure success of the program by taking on more attainable
projects. If the City continues the program next year, the application window could start
in October. In that case, awards could be made in January, providing an additional four
months to actually work on the projects. With the first year under our belt, the City
Commission could then consider increasing the individual grant award amounts to
provide an opportunity for some neighborhoods to tackle larger projects.
Recommendation
Staff respectfully recommends that the Mayor and City Commission approve the
program as outlined, along with the accompanying application and schedule.
MVP AWARDS 1997/98 SCHEDULE
Task Name I November I December January February March Apr'! May June July August September October November
City Commission Approval of MVP Awards Program • „ly
Alternate City Commission Approval Date • ma
Announce Program and Workshop Dates
1st Grant Pre-Application Workshop • 19e
2nd Grant Pre-Application Workshop . ,]n,
3rd Grant Pre-Application Workshop • ,zns
Application Window
Application Deadline
Joao
Sufficiency Review of Applications
Selection Committee Evaluates Applications
Meeting of Selection Committee to Rank Projects • aria
Commission Meeting Agenda Deadline • 4/29
City Commission Meeting to Vote on Awards • 515
Presentation of Awards to Recipients • sn
Project Implementation Window - -
Project Completion Deadline
Completion Party !! l • ,ala •
Paget
I
City of Ocoee
Most Valuable Partnerships (MVP) Awards
Ocoee's Neighborhood Matching Grants Program
1997/98 Application Form and Instructions
(Deadline for Application is 5 p.m. on Friday, March 20, 1998)
Applications will be accepted by mail or hand delivery to:
Janet Resnik,AICP, Director of Community Relations/Projects, 150 N. Lakeshore Drive,Ocoee, Florida 34761
City of Ocoee
Most Valuable Partnerships (MVP) Awards
Ocoee's Neighborhood Matching Grants Program
PLEASE PRINT OR TYPE
Name of Neighborhood:
Project Leader:
Address for Project Leader:
Phone Nos. for Project Leader(Day) (Evening)
Describe the neighborhood boundaries using streets & landmarks.(Must be within the City of
Ocoee):
Does your neighborhood have an official homeowners' association (legal entity)?
If Yes: (If No, skip to section on the next page.)
When was it formed? Ilow many members are in the association?
Are the members all homeowners in the neighborhood?
What is the official homeowners' association's organizational structure? (President, V.P.,
Committees, etc.):
How does the association elect its leadership? When and how often are elections held?
If No:
Do you have an active neighborhood group? When was it organized?
I low many members are in the group? How many homes are in your neighborhood?
How many members are homeowners in the neighborhood? Renters?
What is your group's organizational structure? (President, Vice-President, Committees, etc.)
How does your neighborhood group elect its leadership? When and how often are elections
held?
All Applicants Should Complete the Remainder of the Application:
Please list the meetings your homeowners' association/neighborhood group has held and the
activities and projects you have accomplished in the last two years.
3
Please describe how your homeowners' association/neighborhood group is funded. (Mandatory
dues, volunteer contributions, etc.) What is the percentage of homeowners in the neighborhood
who contribute to the neighborhood group's funds?
What is the name of the proposed project?
What is the dollar amount being requested?(Remember, all dollar amounts must be matched by
the neighborhood and any neighborhood partners. The maximum grant award is $2,500.)
Briefly describe the proposed project:
Please list the most important needs,issues, or concerns in the neighborhood and how the project
will address these needs, issues, or concerns. Please be specific.
4
List the project goals:
3.
List a minimum of seven homeowners' association/neighborhood group members who will
serve as the MVP Awards Project Team:
POSITION NAME ADDRESS TELEPHONE
Project Leader
Historian
Reports Coordinator
Partner/Volunteer
Coordinator
I low will the neighborhood residents be involved with the project? Please be specific.
5
What is the location of the proposed project?
If the proposed project is a physical improvement (landscaping, sign, gazebo, etc.), please define
the exact site location(s). Use street names and measurements from the curb, including
measurements from sidewalks, if applicable. Also provide measurements of the project(height,
width, length) and attach a drawing. (Please be specific with the details of physical
improvements.)
Exact Location:
Measurements of the Proposed Improvement:
If the proposed project is a physical improvement, will it be located on:
Public Right-of-Way:
Private Property:
Common Area Owned by the Homeowners' Association:
(You will need to include written permission from the appropriate government agency for the
public right-of-way or the owner of the private property or common area.)
Please complete the Project Plan and Timeline, the Volunteer Hours Pledge Sheet(s),the Project
Budget, and Partner's Letter(s) of Intent. Instructions for completing these forms are listed on
the page after each form. You must attach the meeting minutes reflecting the membership vote
of approval for the proposed grant project.
6
We certify that our membership voted and approved this 1997/98 MVP Awards application on
(date), and attached are the minutes reflecting this vote.
Print name of person preparing application Print Name of Neighborhood President
Signature of person preparing application Signature of Neighborhood President
Date Date
If your neighborhood does not have a formal association, please attach a petition with
signatures of at least two-thirds of the people who live in or own property in your
neighborhood stating they are in favor of the project. The petition should be accompanied
by a list of all addresses within your neighborhood.
Completed MVP Awards applications must be received by 5 p.m. on Friday, March 20, 1998.
Deliver in person or mail to: Janet Resnik, AICP, Director of Community Relations/Projects,
150 North Lakeshore Drive, Ocoee,Florida 34761. Please call Janet Resnik at(407) 656-2322
if you have any questions.
CITY STAFF USE ONLY
YES NO
I las the applicant left any questions unanswered?
I las the association listed the Project Team names.their full addresses and phone numbers?(7 minimum) _
Are all the Partner Letters of Intent attached?
I lave all the association's cash and in-kind donations been documented?
Did the association attach the completed Plan and Timeline?
Did the association attach the completed Volunteer I lours Pledge Sheets
Did the association attach the completed Budget?
lithe project is a physical improvement.has a description and drawing been provided?
If the project is a physical improvement,is the written permission from the property owner attached?
las the application been approved by the members and arc minutes attached relleeting the vote?
Is the application signed by the person preparing the application and the association president? _
Reviewed by Date:
7
MOST VALUABLE PARTNERSHIPS (MVP) AWARDS
The City of Ocoee's Neighborhood Matching Grants Program
1997/1998 Project Plan and Timeline
Project Name:
Neighborhood:
TASK START DATE COMPLETION DATE PERSON RESPONSIBLE RESOURCES NEEDED
8
Instructions for Completing Project Plan and Timeline
The purpose of this form is to identify the tasks and resources necessary to successfully complete
the MVP Awards project. Please list the primary tasks needed to implement and manage your
project. When completed, the Project Plan and Timeline serves as a guide for your project and a
tool for monitoring project progress. The project team will be able to use this Project Plan and
Timeline to delegate tasks and to use its resources, while monitoring the progress DI'the project.
The Task column refers to primary tasks which need to be completed. Some examples could
include contacting a business who is providing in-kind services, or prepping a sign for painting,
or scheduling a workday to install playground equipment.
The Start Date column refers to the date when the task needs to begin in order to finish the
project on time.
The Completion Date column refers to the date the task is expected to be completed.
The Person Responsible column refers to the person or group charged with carrying out a
specific task or activity.
The Resources column refers to the cash, type of in-kind services, and/or volunteers needed to
accomplish the task. For example, the dollar amount, value of donated space, professional
services, materials, plants, computer software, volunteer hours, etc.
Please make additional copies of this form, if necessary.
REMOVE THIS INSTRUCTION PAGE BEFORE SUBMITTING YOUR APPLICATION
9
MOST VALUABLE PARTNERSHIPS (MVP) AWARDS
The City of Ocoee's Neighborhood Matching Grants Program
1997/1998 Volunteer Hours Pledge Sheet
Project Name:
Neighborhood:
NAME ADDRESS TELEPHONE HOURS PLEDGED TASK
TOTAL VOLUNTEER HOURS
10
Instructions for Completing Volunteer Hours Pledge Sheet
Please list the name, complete address, and telephone number of each volunteer, along with the number
of hours pledged and the task the volunteer will perform. The hours should reflect all volunteer hours
including planning stages and project implementation. Some projects such as neighborhood entrance
beautification will require on-going maintenance. Please include these additional hours.
Volunteer hours must total a minimum of 25 % of the total neighborhood match, but cannot exceed 50%
of the total of the neighborhood match amount. The 25% minimum total of the volunteer hours must he
from residents or homeowners of the neighborhood. Additional hours can be derived from other
organizations or individuals that do not reside within the neighborhood. Volunteer labor does not
include in-kind services or goods that businesses donate.
Please make additional copies of this form, if necessary.
REMOVE THIS INSTRUCTION PAGE BEFORE SUBMITTING YOUR APPLICATION
MOST VALUABLE PARTNERSHIP (MVP)AWARDS
The City of Ocoee's Neighborhood Matching Grants Program
1997/98 Proposed MVP Awards Project Budget
Neighborhood:
Project Name:
PROJECT REVENUES:
CASH
Total cash requested from the City of Ocoee (A)
Cash from Partners(List of Partners and Cash Contributions):
Total Cash from Partners: (I47
TOTAL CASH(A+B): (C)
IN-KIND CONTRIBUTIONS(List of In-Kind Partners and Cash Value of Contributions)
TOTAL IN-KIND CASH VALUE FROM PARTNERS: (D)
VOLUNTEER LABOR(Hours X$101
X — (1!)
(Total Volunteer I lours) (SHUT lour)
TOTAL CRANE MONEY REQUESTED FROM Ti IF CITY(A) (1'I
TOTAL OF PROPOSED MA'I CI I(13 I WE)E) t(i)
GRAND TOTAL OF PROJECT REVENUES:(F*G) (I I)
PROJECT EXPENSES:
CASH EXPENSES
TOTAL CASH EXPENSES: (I)
IN-KIND SERVICE EXPENSES:
Volunteer Labor-From Line(E)
TOTAI.IN-KIND SERVICE EXPENSES: (1)
GRAND TOTAL OF PROJECT EXPENSES: (1+.1) (K)
Pnject Overage or(Shortage) -- Total Revenues-Fotal Expenses(H-K) (I.)Total Neighborhood Match(B-D+E)or I.ine((;) (NI)
Grant Money Requested(Line A) (N)
Line M must be greater than or equal to Line N.
12
Instructions for Completing Project Budget
Project Revenues- Cash from the City, cash from Partners, In-Kind cash value from Partners and
Volunteer labor cash value.
Line(A) is the amount you are requesting from the City.
List the names and cash contributions from Partners in the lines provided on "cash from Partners". If
you need additional space, continue the list on a separate sheet. Total all the cash from Partners and put
the total on Line B.
Add the amounts from Line A and Line B and put the total on Line C for Total Cash.
List the names,contributions, and cash value of In-Kind from Partners in the spaces provided.
Take the total number of Volunteer Labor hours(total from your Volunteer Hour Pledge Sheet)and
multiply it by$10 per hour and put the total on Line E.
Add the amounts of all the in-kind contributions and put the total on Line D.
Add the amounts on Lines A, B, D, and E and put the total on Line H for Grand Total of Project
Revenues.
Project Expenses-All cash and in-kind service expenses.
List the items and cash amounts anticipated to be spent on the lines provided for cash expenses.
Total all the cash expenses and put on Line I. Be sure to include Film and development, video tapes,
printing needs, and any postage expenses.
List the in-kind services and their cash value on the lines provided.
Total all the in-kind cash value of services and put the total on Line J. This includes the volunteer labor
expenses which go on the line provided.
Add the amounts from Lines I and J and put the total on Line K for Grand Total of Project Expenses.
Subtract the Grand Total of Project Expenses from the Grand Total of Project Revenues. Put the amount
on Line L. Ideally this figure should be greater than or equal to zero. If Line L is less than zero, put the
number in parentheses. This signifies that there is a shortage of funds.
Line M is the neighborhood match which should be greater than or equal to Line N which is the dollar
amount requested from the City.
NOTE: It is important to complete the proposed budget as thoroughly as possible, thinking
through every facet of the project's revenue and expenses. A special effort must he made to
identify anticipated expenditures in the proposed budget.
REMOVE THIS INSTRUCTION PAGE BEFORE SUBMITTING YOUR APPLICATION
13
MOST VALUABLE PARTNERSHIPS (MVP) AWARDS
The City of Ocoee's Neighborhood Matching Grants Program
1997/98 Letter of Intent
This letter is to confirm that my company/agency will
(name of company)
participate as a partner with the neighborhood association in the
(name of neighborhood)
implementation of its MVP Awards project. Our contribution will consist of: (Please check all that apply.)
Cash amount of$ (Please make checks payable to the City of Ocoee.)
In-Kind Services/Goods of:
The market value of my company's in-kind contribution is $
The purpose of this contribution is to assist the neighborhood in the following way:
We look forward to working with this neighborhood on this project and will participate in upcoming events
for the MVP Awards Program.
Signature and Title Date
Please Print:
Name/Title
Company
Address
Telephone
14
Instructions for Completing Partner's Letter of Intent
The Director of Community Relations will provide your association with as many copies of the Partner's
better of Intent form that you need. The neighborhood should collect these letters and include them with the
application.
The Partners must complete the entire form. Please be specific on cash and in-kind service/goods donations.
There should be a dollar amount listed for each in-kind service/goods. Please explain the purpose of the
donation in the lines provided and how it will help to accomplish the goals of the project.
REMOVE THIS INSTRUCTION PAGE BEFORE SUBMITTING YOUR APPLICATION
15
MOST VALUABLE PARTNERSHIPS (MVP) AWARDS
The City of Ocoee's Neighborhood Matching Grants Program
Request for Partner Contribution
Date
Dear
Our neighborhood association, , is applying for a MVP
Award from the City of Ocoee. We will use the grant to address an important need in our neighborhood. The
project is
The goal of our project is to
In order to receive the City's grant, we must match the $ City grant funds with volunteer time,
in-kind services, and/or cash. Our neighborhood will contribute at least 25% of the match in volunteer time,
which is valued at $ . Therefore, our total need to qualify for a grant is$ . Our
matching portion must be documented when we submit our application. 'The application deadline is April 10,
1998.
We would like your business/agency/organization to partner with us by giving a cash or in-kind contribution.
Your in-kind or cash contribution is tax deductible to the extent allowed by the IRS. Additionally, if we
receive the grant, our partners will be officially recognized through the MVP Awards Program. Our
association will invite all Partners to our project kick-off event for special recognition. The City will also
invite all Partners to the official Awards ceremony.
We would like the opportunity to discuss the merits of our neighborhood improvement project with you. If
you need additional information, please call at
(Name of Project'leant Leader or Other Neighborhood Representative)
during regular business hours or in the evenings.
(daytime phone number) (evening phone number)
Thank you for any support you provide our neighborhood residents.
Sincerely,
Name and Title
16
Instructions for Completing Request for Partner's Contribution
The Director of Community Relations will provide your association with as many copies of the Request for
Partner's Contribution Letter as you need. The letter gives a brief overview of the matching needs of the
MVP Awards grant and the deadline for the MVP Awards application.
You should assign various members of your committee to select prospective Partners and then complete the
form letters and mail them providing plenty of time for potential Partners to respond. The letters should
specify the project name along with a brief description of the project.
The letters should be signed by either the neighborhood association President or the Project Leader. Include
the title of the person signing the letter and the phone numbers where he or she can be reached. You may
wish to make a follow up phone call within a week of sending your letter to ensure you meet the application
deadline.
In-person contacts usually produce the best results. They give the association leader an opportunity to present
an enthusiastic overview of the project with an explanation of why it will enhance the neighborhood. Keep a
list of the potential partners who have been contacted and a status of each request. Coordinate all potential
partner contacts to avoid multiple appeals to the same company. Also keep in mind to contact potential
partners who may also gain from the partnership. Businesses, agencies, and organizations may want to use
this project as something they have been involved with either to highlight a product or service they sell, or to
demonstrate their participation in community pride.
REMOVE THIS INSTRUCTION PAGE BEFORE SUBMITTING YOUR APPLICATION
17