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HomeMy WebLinkAboutContractCITY OF RENTON NEIGHBORHOOD PROGRAM Neighborhood Grant Program Agreement Congratulations Evendell HOA on your award of one thousand, fifty-five and 00/100 dollars ($1055.00) from the City of Renton's Parks and Recreation and Neighborhood Grant Program. This Agreement is between Evendell HOA, a recognized neighborhood in the City of Renton ("you" or the "Neighborhood"), and the City of Renton (the "City") for End of Summer Potluck (the "Project") and outlines your responsibilities as a grant recipient. If at any time you have questions about the Project, need to deviate from the expectations as outlined in the Agreement or as submitted in your Application, please contact Rhemy King, Neighborhood Program Coordinator at rking@rentonwa.gov or 425-430-6548. We are here to help your project be successful! Thank you for submitting your application. We look forward to working with you and making your Project a reality for our community to enjoy! 1.Project You have been awarded a grant based on the Project as described in your application, attached as Exhibit A. •The Project □ is IXl is not on City property. •The Project □ is IZl is not a Special Event (defined as "Any function or gathering that is to be conducted on public property, on public rights-of-way, or on private property that will generate or invite considerable public participation and/or spectators, and may have an impact on transportation, public services or public safety, for a particular and limited purpose and time." RMC 5-22-2.) •The Project □ does I.XI does not require City street closures. 2.Timeline You must sign and return this Agreement within 7 days of receiving it. You may begin working on your Project as soon as the Agreement is returned. Your Project must be complete by 8/30/25. You must complete and submit a Report within 7 days of the completion of your project. Any funds not used by the Project completion date will be deemed expired, unless otherwise agreed in writing by the Neighborhood Program Coordinator. 3.Your Obligations On The Project Your responsibilities are as follows:• • • • • • to make sure you have written approval from all relevant parties (including but not limited to permission from property owners, permits and licenses from all applicable City departments and government agencies, etc.) before starting on your Project; to obtain an approved Traffic Control Plan, if your project requires street closure; to plan, coordinate, and implement the Project, including all necessary contracts with vendors, or service providers, and all staff necessary to carry the Project out; to provide all necessary equipment unless the City has expressly agreed in writing to provide equipment; to maintain the Project throughout its useful life; and to ensure the Project benefits are available to everyone in the Neighborhood or, if the Project is on City Property, that the project benefits the public. The City cannot provide grant funds to applicants who fail to obtain permits, licenses, approvals and other permissions required by federal, state, or local laws. This Agreement shall not be construed as providing permission for use of City park, or as otherwise permitting or licensing any activity requiring a permit. Page 1 of 5 CAG-25-275 member of the public upon that member's request. You understand that all records relating to this grant are subject to release under the Public Records Act; the City must release them if they are responsive to a public records request and not subject to an exception. 11.Modifications to This Agreement The terms of this Agreement can only be modified in writing. 12.Certification By signing below, you certify that you are authorized to act on behalf of the organization/group that is referenced in this Agreement. 13.Exhibits Attached and Inc orporated by Reference Exhibit A -Application Exhibit B -Approved Expenses By signing below, I agree that I have read, understand, and agree to the conditions detailed above. Signature of Project Contact Tricia Lee Printed Name CITY OF RENTON Legal Approval 8/21/25 Date Blythe Phillips, Assistant City Attorney Date Page 3 of 5 Approved by Blythe Phillips via email 8/20/2025 CITY OF RENTON N IG BORHOOD PROGRAM 2025 NEIGHBORHOOD PROGRAM REIMBURSEMENT GRANT APPLICATION Overview The Neighborhood Program Reimbursement Grant is designed to bring neighbors together, promote positive communication between residents and City government, build the organizational capacity of recognized neighborhoods, and encourage a physical improvement that encompasses and benefits a larger area of a neighborhood. Neighborhoods that hold a "Recognized Neighborhood" designation with the City of Renton Neighborhood Program are eligible to receive funding up to $5,000 for neighborhood projects. To receive funding, neighborhood organizations need to complete and submit an application that demonstrates their ability to organize and manage a neighborhood project. Eligibility, Projects and Activities Eligible Applicants The Neighborhood Grant Program provides matching funds to: •Recognized Neighborhoods that draw membership from a commonly recognized geographic neighborhood in the City of Renton and have been officially recognized as such by the City. Applications to apply or renew "Recognized Neighborhood" status can be found on the Neighborhood Program website. Projects and Activities Recognized Neighborhoods can apply grant funding to the following types of projects or activities: •Community Enhancement: Projects or activities that build or enhance a feature of the neighborhood, benefit the City of Renton, and are within the City's legal authority to approve. This does NOT include projects that would be funded by homeowner association dues specified in the Home Owner's Association (HOA) covenants, conditions, and restrictions (CC&R). o Examples of eligible projects include: Landscaping traffic islands or portions of rights-of-way; public amenity improvements (benches and public art); community gardens; neighborhood identity signage; entrance or gateway landscaping; neighborhood little library, etc. •Neighborhood Leadership and Community Building: Projects/activities that build organizational capacity within the neighborhood organization, create opportunities for networking, and improve and enhance the quality of life within the neighborhood. Projects that provide volunteer opportunities and encourage "neighbor helping neighbor" outcomes are desirable. o Examples of eligible projects include: Ineligible Costs Includes but not limited to: ■ ■ ■ ■ • ■ ■ • ■ ■ ■ Alcohol Homeowner Association dues/expenses Age restrictive events Tools or construction equipment purchases (rental can be permitted) Fuel Gift cards Ongoing general overhead or maintenance fees Loans Fund raisers Business or political promotions Salaries and benefits Event Locations Neighborhood events can be held almost anywhere a neighborhood chooses, but it is the responsibility of the organizers to secure access and permissions to use an appropriate site. City Park Shelter/Facility Rentals: If using a City park picnic shelter, reservations are required. Reservations can be made starting in January. Picnic shelters are available for use May 1st through mid­ September. The use of City park shelters will require advanced notification to the City of Renton Neighborhood Program Coordinator. City Street Closures: If street closures are necessary, an approved Traffic Control Plan will be required. Assistance in completing this document can be coordinated with the Neighborhood Program representative. Award Amount Applicants should carefully consider the resources needed to successfully implement the proposed project and present a realistic budget that accurately reflects the project costs. The award amount will be based on the overall financial need of the project. Full project funding is not guaranteed, and the amount decided will be based on the merit of the application and the remaining available Neighborhood Programs grant funding at the time of the application submission. Carefully consider every potential detail as it applies to funding needs. Applicants who fail to produce an accurate and detailed application may lose consideration for funding. Neighborhood Match All neighborhood grants are considered matching grants. The match can be in the form of volunteer labor, in-kind contributions, or cash and does not need to be equivalent to the grant amount requested. The match however should demonstrate project buy-in and commitment from the community and a clear attempt should be made to ensure match value is comparable to the requested grant dollars. The "match" may be composed of partial payment of project, fundraising; volunteer hours; or in-kind donations in the form of materials and/or services. To best identify potential match contributions, generate a list of all resources needed to complete the project and identify items that can be contributed by the neighborhood (volunteer labor, donated skilled labor and services, partial funding of project, in-kind donation of material, etc.). If you are having a difficult time identifying a volunteer match, please consider working with local non-profits or the City of Renton Volunteer program to find a Developing a Budget Applicants need to complete and attach the Neighborhood Project Budget Worksheet. The worksheet should include all estimated costs for the project. Researching costs early is critical to developing a budget. The following suggestions may help in developing a realistic budget: 1.Compile a list of all materials and services needed to accomplish the project 2.Obtain several cost estimates for each item/contracted service to ensure cost estimates are accurate and realistic 3.Include multiple people in the budget development process to better identify project needs 4.Identify all potential in-kind donations (local businesses, fundraising opportunities, etc.) 5.Identify all potential volunteer contribution opportunities (volunteer project labor, local volunteer needs, etc.) Reimbursement Process Grant funds are public dollars and audit requirements must be met for all funds spent. The City of Renton Finance Department processes all grant reimbursements. All receipts must accompany your final report before reimbursement can be made. Once the City of Renton Finance Department has reconciled all receipts, reimbursement will be made to the neighborhood organization. Reimbursement checks will only be made out to the officially recognized neighborhood group and not individuals. All financial reporting material must be submitted to the City of Renton Finance Department no later than fifteen (15) days after the project completion date. If the material is not submitted in a timely manner, event reimbursement could potentially denied and future grant applications could be subject to disqualification. To ensure proper reimbursement, please complete the City of Renton Vendor Application form. Renton requires completion of a vendor form if the organization has not received reimbursement from the city within the last year. The form is available on the Neighborhood Programs Matching Grant website. Final Project Report Upon the completion of the project, neighborhood groups are required to provide a "Final Report" to the City along with photographs and documents documenting and showcasing how grant money was spent (photos of completed project, invoices, etc.). The Final Report has two (2) purposes: 1.The Final Report should document that all elements of the application and award between the City and grant recipient have been fulfilled. The documentation should include proof that City funds were used as approved and intended. It should also include photographs taken before and after the project was completed. 2.The City will use the information included in the Final Report as a means to inform the City Council, the media, and interested citizens about the Grant Program. The Final Report should highlight the achievements made through the grant. CITY OF RENTON EIGHBORHOOD PROGRAM 2025 NEIGHBORHOOD PROJECT GRANT APPLICATION (PROJECTS UP TO $5,000) Only submit one (1) application per neighborhood organization for the project. Multiple projects can be encompassed in a single application and will require prior Program Coordinator approval. All components of the application must be completed. To complete the application: •Download the latest version of Adobe Reader (www.get.adobe.com/reader), and•Save the document to your computer before entering any information. Applications can be submitted: •Electronically via the online Self-Service Portal at permittjn�.rentonwa.g_ov.•If you have any questions or need assistance submitting an application, please contact the Neighborhood Program Coordinator at ( 425) 430-6548, or by email at neiE!hborhoodprogram@rentonwa.gov. Organization Overview . Evendell HOA Neighborhood Organization:-------------------------------- Tricia Lee Name of Applicant: ____________ _ Treasurer Organization Role:. ____________ _ Ph N b 253-34 7-6023one um er: ______________ _ .1 tricial03@gmail.com Ema1: _________________ _ 70 Number of Households: _____ _ 1055 Grant Funding Requested: _______________ _ Yes Does the Neighborhood Organization belong to a property management group? _____ _ If yes, please provide the following in regards to the property management group: HOA Community Soutions Name: ------------------------------- dd PO Box 364 A ress: ______________________________ _ Gig Harbor City: ___________ _ h 253-331-1486P one: __________ _ . 98335 Zip: ______ _ .1 kylee@hoacommunitysolutions.con Ema,: P 7 If your grant request receives partial funding could the project still occur, or how would it need to change? If the grant requests receives partial funding, the event will still occur but we have to change it to a potluck event instead. We, HOA, will provide essential items and will need to rely on the community to fill in the rest. Project Coordinator Name: _T_ri_c_ia_L_e_e ____________ _ Project Coordinator Signature:----�--"----------- President Name: Jonathan Kunkee I learned about the Project Grant application from: City of Renton Neighborhood Program Date: 8/18/25 Date: 8/18/25 Neighborhood Program Use Only. Please do not complete Completed Neighborhood Completed Grant Completed Project Submitted by Aoolication Letter of Support Budget Worksheet Schedule Worksheet Deadline Yes/No Yes/No Yes/No Yes/No Yes/No 9 Evendell Homeowners' Association Event Food/Beverage Facepainter/BalloonArtist Utensils/Napkins Decoration End of Summer Block Party $650 $300 $55 $50 Total $650 $300 $55 $50 City of Renton Equipment Reservation to support the event Ev�ndell HOA c!o HO/, Community Solutions PO Box 354 Gig Harbor \J'/A 93335 1nfo:g;t1oac-0111munitysolut1ons.com t1ttps •;e,,;enclell.co111/ Volunteer x hours Total $150 $1,205 $150 $1,205 Items to reserve Qty Deliver Date Can the equipment be dropped off the day before the event, , at 6723 Tables 5 8/30/2025 SE 4th ST Renton, WA 98059. Thanks a bunch. Chairs 30 8/30/2025 GiantJenga 1 8/30/2025 Yard Tic-Tac-Toe 2 8/30/2025 Bean Bag Toss 1 8/30/2025 Hula Hoops 10 8/30/2025 High Level Schedule Task HOA Board approval Organize Committee Post Flyers on Mailboxes, FB, email Coordinate w/ Volunteers Purchase food/beverages Purchase utensil/napkins/decoration Hire Facepainter Receive Equipment Trailer from Renton (Rhemy) Event day! Note: We will buy some premade food from Costco to cover for approximately 70 attendees Decoration will includes some balloons and decorative table cloths. Facepainter charges around $250 and with tax and probably tips will total to $300. Date 8/3/2025 8/5/2025 8/15/2025 8/15/2025 8/23/2025 8/23/2025 8/23/2025 8/29/2025 8/30/2025