HomeMy WebLinkAboutContractNeighborhood Grant Program Agreement
Congratulations Maplewood Estates HOA on your award of two thousand, five hundred and 00/100 dollars
($2500.00) from the City of Renton’s Parks and Recreation and Neighborhood Grant Program. This
Agreement is between Maplewood Estates HOA, a recognized neighborhood in the City of Renton (“you” or
the “Neighborhood”), and the City of Renton (the “City”) for Annual Block Party (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 ☒ is not on City property.
●The Project ☐ is ☒ 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 ☒ 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 8/26/25. 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.
CAG-25-277
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.
If the Project, or any portion of the Project, is an installation, improvement, or fixture placed on City property,
the City reserves the right to alter, remove or relocate the Project, or that portion thereof, at the City’s sole
discretion, upon reasonable notice, and without removal cost to you.
4. Grant Disbursement & Use of Funds
All grant awards will be disbursed from the City. The City funds are to be exclusively used toward approved
expenses listed in the attached Exhibit B. Disbursements will not be made to individuals, only to the officially
recognized Neighborhood or its designee. Disbursement will be made to the person identified in writing on
the completed City of Renton Vendor Form unless the Neighborhood otherwise notifies the City in writing.
Expenses incurred prior to the date of this Agreement will not be approved.
In order to disburse all or part of a grant award, the City must have the following:
● A completed City of Renton Vendor Form;
● A Form W-9 for the current calendar year;
● Receipts documenting payment of approved expenses – the City will not advance any funds;
● Proof of volunteer labor hours or other contributions that are commensurate with the value of
the grant; and
● A report documenting use of the funds for approved expenses.
The City will process your request for reimbursement within approximately forty-five (45) days.
5. Approved Budget and Award Amount
Amount Requested: Large Grant ($1,501 -
$5,000) Amount Awarded: $2,500.00
6. Reporting
You are required to complete a project Report upon project completion. The Report must detail the project
results, achievements, outcomes, resident engagement, the project impact, budget, and future plans. The
report must contain a financial reconciliation demonstrating the amounts of project funds expended by you as
the grantee and an accounting of any unused project funds.
7. Publicizing Your Project
Grantees are encouraged to publicize their projects and to spread the word about their good works and role in
the community. Publicity vehicles include press releases, annual reports, newsletters, brochures, flyers,
banners, websites, social media, and so forth. We appreciate the great work that you do in the community and
know that your work inspires others. Publicity for projects allows others to discover the program, which leads
more people to seek funding and create change in the community.
8. Indemnification & Release
You agree to release the City of Renton and its employees, officers, volunteers, and elected officials, without
limitation, from any and all liability, loss, or claim related to the Neighborhood Grant Program and your
participation therein. You further agree to indemnify and defend the City and its employees, officers,
volunteers, and elected officials from any and all claims, including attorneys’ fees and costs, arising out of the
Project, except to the extent that the City’s negligence caused injury or damage leading to said claims. You
waive all immunity and limitation on liability under the Washington State Industrial Insurance Act (Title 51
RCW).
9. Insurance
To use the funds for a Special Event on City-owned property, you must have special event liability insurance
with minimum liability limits of one million dollars ($1,000,000) per occurrence; two million dollars
($2,000,000) aggregate. You must provide a certificate of insurance naming the City of Renton as a
certificate holder and as additional insured on a primary and non-contributory basis.
10.Public Records
The City’s records, relating to the conduct of government or the performance of any governmental or
proprietary function, including this grant, are subject to the Public Records Act (chapter 42.56 RCW) and may
be released to any 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 Incorporated 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.
8/26/25
Signature of Project Contact Date
Sarah Shero
Printed Name
CITY OF RENTON
Jennifer Spencer, Recreation Director Date
Legal Approval
Blythe Phillips, Assistant City Attorney Date
ennifer Spencer, Recreation
8/26/25
Approved by Blythe Phillips via email 8/22/2025
EXHIBIT A
Maplewood Estates HOA
Neighborhood Program
Reimbursement Grant
Application
EXHIBIT B
Maplewood Estates HOA
Approved Expenses
Maplewood Estate HOA 2025 Picnic
Estimated Expenses
Bouncy House (Party Hoppers) 1,034.78
Ice Cream (Frosty Barrell) 1,212.20
Face Painting 230
Food 500
total 2,976.98
Volunteer Hours hours number of people
Planning 5 2 10
Scouts- running games 4 8 32
Scouts- cooking 3 4 12
HOA Board 3 4 12
setup/cleanup 2 12 24
total hours 90
total in attendance