Attachment A - 2023 NBWGP Application Guide - Subcommittee Recommendations Final DRAFT.pdf
Extracted text (via pymupdf)
47030 characters
ATTACHMENT A 2023 Neighborhood Block Watch Grant Program Application Guide All grant applications are due no later than Monday, December 5, 2022 By 4:00 p.m., Arizona time TABLE OF CONTENTS FY2023 Competitive Grant Announcement ...................................................................... 3 APPLICATION PERIOD .................................................................................................. 3 NEIGHBORHOOD NOTIFICATION SERVICE ................................................................ 4 ELIGIBILITY .................................................................................................................... 4 COMPLETING THE APPLICATION ................................................................................ 4 ONLINE GRANT APPLICATION PROCESS GUIDE ...................................................... 5 EVALUATION OF APPLICATION ................................................................................... 5 Oversight Committee Scoring Criteria Information .......................................................... 5 Responsible Party Contact Information / Grant Contract Signers .................................... 5 PREPARATION OF BUDGET SECTION ........................................................................ 6 Budget Categories and Description ................................................................................. 7 Lawful Traffic Mitigation Devices ..................................................................................... 9 Attachments .................................................................................................................... 9 APPLICATION REQUIREMENTS AND RESTRICTIONS ............................................. 10 Multiple Applications ...................................................................................................... 11 Required Documents ..................................................................................................... 11 HOA / Incorporated Neighborhood / 501(c)(3) Requirements ........................................ 11 Geographic Boundaries ................................................................................................. 12 Grant Dollar Limitations ................................................................................................. 12 Community Lighting Information .................................................................................... 12 PROHIBITED and RESTRICTED USE OF FUNDS ...................................................... 13 Prohibited Items List ...................................................................................................... 14 Restricted Items ............................................................................................................ 15 Restricted Items Chart ................................................................................................... 16 INSURANCE REQUIREMENT ...................................................................................... 18 AWARDED FUNDING ................................................................................................... 18 POST AWARD PROCEDURES .................................................................................... 18 Reporting ....................................................................................................................... 19 CONCLUSION / TERMINATION OF PROJECT ........................................................... 20 AUDITING ..................................................................................................................... 20 SUPPLEMENTAL INFORMATION ................................................................................ 21 CONTACT INFORMATION ........................................................................................... 21 REVIEW OF CHANGES FOR 2023 NBWGP APPLICATION YEAR: ........................... 22 Page 3 of 24 NEIGHBORHOOD BLOCK WATCH GRANT PROGRAM FY2023 Competitive Grant Announcement Applications Due: Monday, December 5, 2022 By 4:00 p.m., Arizona Time Welcome to the 2023 Neighborhood Block Watch Grant Program (NBWGP) application process! The City of Phoenix, Phoenix Police Department, Fiscal Management Bureau, Neighborhood Block Watch Unit is seeking applications for the 2023 Neighborhood Block Watch Grant Program. This program provides an opportunity to enhance the safety and quality of life in the City of Phoenix through empowerment of community groups. NBWGP funds offer neighborhood groups the resources to create new and innovative programs and activities designed to prevent and reduce crime in their community. APPLICATION PERIOD The NBWGP application process opens, Tuesday, November 1, 2022 and closes on Monday, December 5, 2022, at 4:00 p.m., Arizona time. The application will be available through the NBWGP Grants Management System (GMS) website: NBWGP Grants Management System Late submissions will not be accepted. NBWGP staff advises that you do not wait until the last minute to submit your application. Upon submission, you will receive an email stating that your application has been received and has been assigned a grant number. Incomplete grant applications and organizations failing to register with the Neighborhood Services Department, Neighborhood Notification Service, by the grant application submission deadline, WILL BE DISQUALIFIED. Page 4 of 24 NEIGHBORHOOD NOTIFICATION SERVICE For information regarding the Neighborhood Notification Service registration process, visit their website at: Neighborhood Notification Service ELIGIBILITY Eligible applicants are: Neighborhood Block Watch groups and/or neighborhood organizations, registered through the City of Phoenix Neighborhood Services Department, Neighborhood Notification Service are eligible to apply for Neighborhood Block Watch grants. Homeowner Associations are not eligible to apply as a Primary Applicant Group; however, Homeowner Associations, educational or faith-based organizations, non-profit agencies within a specific geographic area, and City of Phoenix departments (such as the Neighborhood Services Department, Police Department, and Parks and Recreation Department) may apply as a Co-Applicant Group. City of Phoenix employees cannot be signers on grant applications in their capacity as a City employee. It is a mandatory requirement that the Primary Applicant Group be listed with the City of Phoenix Neighborhood Notification Program. Please read and follow the guidelines to complete the forms at: Neighborhood Notification Listing Form Once listed, your organization will receive information about issues that affect the livability of your neighborhood. COMPLETING THE APPLICATION Preparation of Application All grant applications must be submitted online via the Grant Management System (GMS) by the due date. Hard copy or faxed applications will not be accepted. If you experience any difficulties with the online application process, please contact NBWGP staff for assistance. Do not wait until the application due date to seek assistance. Applicants are encouraged to review the online workshop presentation and/or attend one of the NBWGP training sessions for assistance in completing the application. All required fields within the application must be completed. Each narrative question explains what information should be provided. Failure to answer all questions and/or provide all required information may result in the application receiving a lower score or being disqualified. Pay special attention to the restricted and prohibited items. If you have questions, contact NBWGP Staff for assistance. Page 5 of 24 Review the GMS application process guide for step-by-step directions on printing your application prior to submission. ONLINE GRANT APPLICATION PROCESS GUIDE The following link will take you step-by-step through the Neighborhood Block Watch Grant Program registration and provides step-by-step instructions to complete the online application. Application Process - Step-By-Step EVALUATION OF APPLICATION Each grant application is evaluated by the NBWGP Oversight Committee on how well it fulfills the purpose of the NBWGP. Applications evaluated and scored by NBWGP Oversight Committee members must have an overall score of 5.25 or higher to receive grant funding. Grant applications scoring below the City Council approved minimum score of 5.25 points will be disqualified and will not receive funding. All meetings of the NBWGP Oversight Committee are open to the public. NBWGP applications are scored based on the following weighted criteria: Crime Prevention/Quality of Life Factors 50% Budget Evaluation 20% Community Involvement 20% Project Viability / Feasibility / Ability to Complete the Project 10% NOTE: LINE-ITEM VETOES ARE PROHIBITED The purpose of a grant is to enhance crime prevention, safety, and quality of life issues in the City of Phoenix. Line-Item Vetoes can be applied when at least 2/3 votes of committee members present agree that the item does not meet these criteria. Oversight Committee Scoring Criteria Information Scoring Criteria Responsible Party Contact Information / Grant Contract Signers The grant contract signers are the responsible parties and will be held accountable for fulfilling all grant requirements, including quarterly financial activity, and program reports, for the term of the grant contract. The name, address (home for individuals or business Page 6 of 24 for companies), email address, and mobile and/or alternate phone numbers (home or work) of two representatives is required and must be listed accurately on the grant application. The Grant Management System (GMS) will automatically email the listed signers informing them that they have been listed on an NBWGP application. The signers are required to proceed to the GMS website to complete their online registration process. All detailed information regarding the NBWGP GMS will be presented at the application workshops, and is also linked on the main NBWGP website: Neighborhood Block Watch Grant Program Website If the submitted application is a collaborative / joint application, with a Primary Group Applicant and a Co-Applicant Group listed; a representative from each organization must be listed in the grant application and must sign the grant contract. The representatives will be responsible for fulfilling all grant requirements. A grant Co-Applicant Group can be an educational or faith-based organization, a non- profit agency within a specific geographic area, a Homeowners’ Association (HOA), or a City of Phoenix department. • Individuals who reside or work at the same physical address or who are related (including by marriage) cannot sign the same NBWGP application. • Members of the NBWGP Oversight Committee cannot be signers on NBWGP applications. • City of Phoenix employees cannot be grant signers in their capacity as a City employee. • A Co-Applicant Group is limited to one grant application per grant year, unless it is a City of Phoenix Department. NOTE: INDIVIDUALS MAY NOT BE LISTED AS SIGNERS ON MORE THAN TWO APPLICATIONS. PREPARATION OF BUDGET SECTION There are four budget categories: Personnel, Operational Expenses, Consumables, and Equipment/Supplies. Please refer to the restricted and/or prohibited list of items before completing your budget. Items listed with an asterisk * below fall on the restricted and prohibited list. Requests for prohibited items will not be funded. Requests for restricted items that violate NBWGP guidelines will not be funded. See the complete list of restricted and prohibited items by following this link: Restricted and/or Prohibited Item List Page 7 of 24 Budget Categories and Description Personnel - When requesting funds for personnel do not use terms such as compensate, sponsor, stipend or subsidize. NOTE: Administration of the grant itself, including payment to an accountant or individual to complete quarterly reports or to pay Block Watch members for any services is strictly prohibited. Examples of personnel expenses that include crime prevention and safety: • Contractors / labor for installation costs • Hourly pay for individuals and overtime • *Seminars / workshops / training classes, includes speakers, presenters, and trainers Volunteer hour contributions – should be provided by both primary and Co- Applicant Group (if applicable) and cannot be paid with grant funds. Paid personnel are not considered volunteers and any grant funded / paid hours cannot be included in volunteer hours on the grant application. These hours should be directly related to grant projects, to include, but not limited to: PNP; Alley Cleanups; GAIN; Newsletters. • The general labor rate for calculating volunteer hours is $29.95 per hour. • Primary Applicant Group - Describe volunteer contributions to include hours, supplies or funds provided by members of your organization to complete the grant project. • Co-Applicant Group - Describe volunteer contributions to include hours, supplies or funds provided by members of your Co-Applicant organization to complete the grant project. This refers to the secondary group on your grant, if applicable (not a co-signer). Operational Expenses - If requesting grant funds for a newsletter or website, a sample of the newsletter or link to the website must be provided with the grant application. • Soliciting and/or accepting funds to post advertisements in a neighborhood newsletter that is funded with Neighborhood Block Watch grant funds is not permitted. • Events funded by grant funds cannot solicit and/or accept funds such as admission fees or booth fees for that event. Examples of operational expenses include: • *Phoenix Neighborhood Patrol / Graffiti fuel / mileage reimbursement • Dedicated communications services (telephone, *cell phones, *Internet, *websites, fax lines) Page 8 of 24 • *Insurance costs • Maintenance / repair services • Printing / copying /mailing / delivery / faxing services • Program related transportation costs (buses / vans / rentals and public transportation) • *Rental of equipment / supplies (including helium and port-a-johns) • Rental space or facility use fees • Utilities (electricity) • Other - provide details on budget narrative Equipment / Supplies - These are items with a useful life that extend beyond the grant period of one year. Each equipment item must be listed separately. Explain in the narrative, in detail, what types of equipment will be purchased and their intended use. Examples of equipment / supplies items include: • *Communications equipment (*two-way radios, *police scanners) • *GAIN or crime prevention / safety event (equipment / supplies) • *Musical instruments / *games / *sporting goods / *bicycles / hobby / crafts and gardening supplies • *Phoenix Neighborhood Patrol equipment / supplies • Audio / video equipment • *Computer equipment / software / accessories • Educational materials / books • Fencing and gates – including installation of fences and gates • Supplies necessary to maintain gates for the Gated Alley Program. • Furniture (tables, chairs, computer desks) • Hardware items (locks, small tools, *flashlights, rakes, paint sprayers) • *Lighting • Office equipment (*copiers / printers / scanners, staplers, scissors, file cabinets, etc.) • Signage (*Block Watch / Phoenix Neighborhood Patrol signs, bulletin boards, banners, posters) • Fingerprint ID kits • Graffiti cameras (must include the City of Phoenix Neighborhood Services Department as a Co-Applicant Group to be considered) Consumables – These are items that will likely be consumed or distributed during the one-year grant period. Examples of consumables items include: • Audio / video / computer supplies (toner, ink cartridges, discs, tapes, CDs, Page 9 of 24 videos) • Clean-up supplies (garbage bags, gloves, cleaners, paper towels) • Hardware supplies (paint, light bulbs, batteries) • Office supplies (postage, paper, envelopes, labels, pens, toner, ink cartridges) • *GAIN / Safety Event Promotional / Marketing Tools/Items (pens/pencils, letter openers, mugs, Frisbees, auto-window shades, wrist bands, mouse pads, key chains, kitchen products, microfiber cloths, bags, calendars, lanyards, note pads, etc.) • *GAIN / Safety Event Crime Prevention Tools/Items (locks: window, door, steering wheel, and padlocks; timers; lighting: motion sensors, dusk-to- dawn, indoor/outdoor emergency lighting; alarms: small/individual door, pool, carbon dioxide monoxide detectors, smoke detectors, window, or personal; document shredders; individual RFID sleeves, only, etc.) • *Clothing / uniforms • Other - Please provide detailed description on budget narrative Each budget category requires a corresponding budget narrative. If a narrative is not included in a budget category, the application may be scored lower or disqualified. Lawful Traffic Mitigation Devices If requesting lawful traffic mitigation devices, e.g. speed humps, you must complete the Budget Supplement – Lawful Traffic Mitigation Devices (included in the application). When requesting Lawful Traffic Mitigation Devices, if the budget supplement document is not included with the application, the application may be scored lower or disqualified. For information regarding the application process for speed humps, visit the Street Transportation Department’s website and follow the instructions: Speed Hump Program Attachments All required documents / forms not submitted with the original application must be submitted prior to applicant receiving any grant funds awarded. Applicants may include additional supportive documents / photos with the application (five attachments maximum). Instructions for uploading attachments are located in the Grant Management System User Manual. • 5 MB is the maximum file size for each uploaded document REMINDER: Color documents tend to be much larger in file size Page 10 of 24 than black and white or gray scale • Fewer attachments are preferred (i.e., combine multiple pages into a single file) • Do not use truncated characters in the file name or upload ‘Description’ field Ex: ! @ # $ % ^ & * _() • PDF format is preferred APPLICATION REQUIREMENTS AND RESTRICTIONS Homeowners’ Associations (HOAs) are not eligible to apply as a Primary Applicant Group. Registered block watch groups and/or neighborhood organizations that exist within HOAs boundaries are eligible. HOAs, educational or faith-based organizations, non-profit agencies within a specific geographic area, and City of Phoenix departments (such as the Neighborhood Services Department, Police Department and Parks and Recreation Department) may apply as a Co-Applicant Group. It is a mandatory requirement that the Primary Applicant Group be listed with the City of Phoenix’s Neighborhood Notification Service: • If your organization is not registered, please visit the Neighborhood Services Department, Neighborhood Notification service website: Neighborhood Notification • In addition, the name of the Primary Applicant Group organization on the grant application(s) must match exactly with the name listed with Neighborhood Services Department through the Neighborhood Notification service. Grant applications become public records; required attachments (meeting agendas / minutes) MUST NOT include personal information (i.e., phone number, name, mailing address, email address, etc.) of people attending meetings. Only provide the total number of members attending meetings and the crime prevention topic discussed on the attached agendas. Page 11 of 24 Multiple Applications Primary Applicant Groups may submit two applications in the following ways: • As the Primary Applicant Group for its own neighborhood program; and • As the Primary Applicant Group partnered with a Co-Applicant Group, as defined above. • In the case where more than two applications are submitted under the same NSD listing number, the application(s) with the primary applicant recognized as primary contact by the Neighborhood Services Department will take precedence. Required Documents Applicants requesting between $1 and $1,000 $3,000: • Organizations must be registered with City of Phoenix Neighborhood Services Department Neighborhood Notification Service by the grant application submission deadline. • Must submit copies of at least two Primary Applicant Group neighborhood meeting agendas / minutes / event flyers / flyers for meetings meeting flyers held in separate months; and the agenda must list the crime prevention topics discussed. The number of individuals in attendance and the crime prevention topic must be included on the meeting documentation. Applicants requesting between $1,001 $3,001 and $12,000 $15,000: • Organization must have been in existence and registered with City of Phoenix Neighborhood Services Department Neighborhood Notification at least six months prior to grant application submission deadline. • Must submit copies of at least four Primary Applicant Group neighborhood meetings agendas / minutes / event flyers / flyers for meetings meeting flyers held in separate months; and the agenda must list the crime prevention topics discussed. The number of individuals in attendance and the crime prevention topic must be included on the meeting documentation. HOA / Incorporated Neighborhood / 501(c)(3) Requirements HOAs (as a Co-Applicant Group only), incorporated neighborhoods (as Primary Applicant Group or Co-Applicant Group), and neighborhoods with 501(c)(3) status (as Primary Applicant Group or Co-Applicant Group) are required to complete the steps listed in the Homeowners’ Associations (HOA’s) / 501(c)(3) Organizations Checklist. Page 12 of 24 HOA / 501(c)(3) Checklist Information If your organization (Block Watch / Neighborhood Association) resides within the existing boundaries of a formal HOA, your group must list the HOA as the Co-Applicant Group if your project requests any item(s) that: • The Homeowners Association would normally be responsible for; or • Could be perceived as an improvement to Homeowners Association property (e.g., dusk-to-dawn lighting, additional light poles, fencing, gates, etc.) Applicants requesting items strictly for Block Watch or Phoenix Neighborhood Patrol activities (e.g., newsletters, mileage reimbursement, etc.) are not required to list the HOA as the Co-Applicant Group. Please check with your HOA for specific community by-laws prior to submitting an application. Geographic Boundaries The geographic area and/or population to be served must be identified in the grant application as listed with the City of Phoenix’s Neighborhood Notification service. The service area shall be within the corporate limits of the City of Phoenix, and the impacted population must be Phoenix residents. Applicants must provide the number of households served within the Block Watch / neighborhood organization’s area. Applicants are limited to two grant application submissions within identical geographic boundaries; one for the group and one with a partner. Primary Applicant Group / Co- Applicant Group guidelines do apply. Grant Dollar Limitations Grant amounts may vary, but the maximum grant amount that can be requested is $12,000 $15,000 Budget estimates should match your proposal and NOT be inflated to reach the maximum figure. Round estimates to the nearest whole dollar amount and remember to account for sales tax, set up fees, shipping / freight, and/or permit fees (do not include as a separate line item(s). Remember to address each item in the budget narrative. Community Lighting Information The NBWGP Oversight Committee strongly suggests that all grant applicants look into cost effective, energy efficient lighting options for neighborhoods. Energy efficient lighting includes solar lighting and LED lighting options. Page 13 of 24 Using grant funds to pay electric bills for lighting is restricted in the following manner: • A maximum of $3,000 can be allocated towards electric bills for lighting. • Lighting is encouraged to be directed and shielded so as to deter glare which can be a safety hazard to vehicles and pedestrians. • Lighting color temperature should be consistent with the lighting color temperature approved and used by City of Phoenix (2700 Kelvin). No new contracts for lighting will be allowed unless lighting systems are energy efficient. Requests for funding of new lighting fixtures must be energy efficient and include a map or detailed description on the location of the installation. PROHIBITED and RESTRICTED USE OF FUNDS Grant funds shall be used to fund new or existing programs and activities with an identifiable anti-crime component or safety element. Eligible uses include, but are not limited to, crime prevention programs, neighborhood crime-fighting workshops, and crime-fighting / prevention educational programs. Proposals to expand a current program or activity into a new geographic area where no similar programs or activities exist will be considered. Any service / equipment / product / resource already available through a City department / agency will be reviewed on a case-by-case basis. Once City Council finalizes funding recommendations, grant funds may only be used for those items listed in the approved grant budget without written authorization from City Council or the Oversight Committee. Additionally, grantees should be aware that the City of Phoenix political activity policy governs what type of political activities can be undertaken with NBWGP funds. Grantees are prohibited from using grant funds in the following manner: • To influence, interfere with, or affect the results of an election. • To participate in the management or affairs of any candidates’ campaign for office including, but not limited to, soliciting, or making financial contributions to candidates. • To purchase and/or display bumper stickers, posters, literature, buttons, or other campaign materials. • For political advertisements, endorsements, or speeches. • For any statement or action that endorses or opposes any political party, candidate, or ballot measure. Grant funds can be used to promote basic election information such as: links to the city, county, or state voter registration/information sites, election dates, and neighborhood polling places. Additionally, grantees are allowed to privately express political opinions. Examples of what the policy allows include: posting private opinions on non-grant funded Page 14 of 24 social media accounts, displaying yard signs, signing nominating petitions, or communicating with another person or group of people regarding elections when the grantee does, not do so in a grantee award related capacity. ALL EXPENDITURES FROM PROVIDED GRANT FUNDS SHALL BE MADE ONLY IN ACCORDANCE WITH GRANTEE'S BUDGET AS SET FORTH IN THE APPROVED GRANT APPLICATION AND PROPOSAL, OR AS MODIFIED BY AGREEMENT IN WRITING SIGNED BY CITY AND GRANTEE. It is understood and agreed that GRANTEE, its officers, agents, and employees accept total responsibility and accountability for any misuse of funds, and any funds, including interest earned, not used in accordance with this contract shall be reimbursed to CITY by GRANTEE. No expenditures or encumbrances of grant funds may be made by GRANTEE prior to issuance of grant funds and notice to proceed by CITY. Prohibited Items List: Requests for prohibited items will be denied. Grant funds cannot be used to buy or pay for: • Administration of the grant itself, including payment to an accountant or individual to complete quarterly reports or to pay Block Watch members for any services. • Alcoholic beverages, including wine and beer; • Awards and raffle prizes; • Bulletproof vests; • Entertainment, parties, and recognition dinners not designated as a GAIN event. • Entertainment, parties, and recognition dinners, unless they include a crime prevention, safety, and/or quality of life improvement component, such as a GAIN event. • Entrance or admission fees for any in-state or out of state non-educational field trips, including water and amusement parks; • Food or beverages of any kind, including consumable prizes or incentives in the form of food or beverages; • Motor vehicles; • Out-of-state field trips or travel (educational or non-education); • Surveillance equipment and drones, including night vision and listening devices (does not include graffiti cameras if partnering with the Neighborhood Services Department); • Vehicle overhead emergency light bars; • Weapons of any type, including firearms, pepper spray, mace, knives, stun guns, kubotan, etc. • Weed killers and lawn chemicals labeled as hazardous material; recommended to use organically labeled products. • Home alarm systems and/or vehicle alarm systems. Page 15 of 24 • Batteries and/or power sources used for mobility purposes. • Police Scanners Prior to submission, review your budget for errors and transpositions. Make sure your quantities and dollar amounts are correct. Additional budget / financial pages may be submitted in the document attachment section of the application. Restricted Items Costs for the items listed below have been restricted by the NBWGP Oversight Committee. Cellular phones purchased with NBWGP funds for the purpose of neighborhood patrols and Block Watch activities can be funded up to a maximum limit of $480 per phone / service for the grant year. Additionally, groups must justify the need for the number of phones requested. NBWGP funds cannot be used to pay phone charges for long distance or special fee (900 numbers) phone calls. Mileage Reimbursement is restricted to Phoenix Neighborhood Patrol or graffiti abatement activities. Grant funds can only be used to reimburse for mileage when Phoenix Neighborhood Patrol members are patrolling or doing graffiti abatement; this does not include attending training, meetings, or running errands. Mileage Reimbursement is limited to a combined maximum of $1,000 per grant year for either Phoenix Neighborhood Patrol or graffiti abatement activities. Crime Prevention Tools/Items will be restricted to a total of $4,000 for the grant year. Additionally, Promotional/Marketing Tools/Items should have a crime prevention message printed on them. Page 16 of 24 Restricted Items Chart Restricted Items – total requested budgeted items cannot exceed specific restricted item amount. Restricted Item Amount Website Hosting / Maintenance / Domain Name / Email Server (a combined total of all items) $750 Adult clothing (t-shirts, jackets, hats, sweatshirts, etc.) $500 Digital cameras (per item) $300 Flashlights (per item) $25 Laptops, computers, tablets, or notebooks ($1,000 $1,500 per grant / $500 $750 per item; and no more than two items per grant year; limited to a purchase of two items total every three grant years) $1,000 $1,500 / $500 $750 Paint sprayers (per item) $700 Two-way Radios, including accessories (per item) (per radio) $250 Police Scanners (per item) $500 Radar Gun (per item) $125 Lighting electricity bill $3,000 Guest Speaker (per presentation) $150 Insurance $2,000 Entertainer/Entertainment group to include Face Painter(s), Disc Jockey(s) or Balloon Artist(s) (each artist / group, per event) $150 Regular Copy Printers, including maintenance $500 Room / Facility Rental Fees per year $1,000 Youth Clothing / Uniforms $1,000 Food or beverages of any kind; must be for the use of crime prevention, safety, quality of life, or Wake-Up! Clubs” $500 Generators $750 Bicycles ($500 per item; no more than two items per grant year) $500 / $1,000 Promotional Items / Marketing Tools (*should include a printed crime prevention message) $3,000 Crime Prevention Tools/Items $4,000 Restricted Budget Categories for Block Watch / Phoenix Neighborhood Patrol Programs Page 17 of 24 The following items are restricted and may ONLY be purchased in conjunction for the use of the with Block Watch or Phoenix Neighborhood Patrol programs: *Block Watch and/or Phoenix Neighborhood Patrol clothing *Cell Phones / Service - Limit $480 per phone / service per year; number of phones must be justified in application *Equipment (Two-way Radios / Police Scanners / Walkie-Talkies / Binoculars / Bicycles) *Fuel / mileage Reimbursement for Phoenix Neighborhood Patrol Activity / Graffiti Abatement has a maximum limit of $1,000 per grant year *GAIN / Safety Event Crime Prevention Tools/Items (locks: window, door, steering wheel, and padlocks; timers; lighting: motion sensors, dusk-to-dawn, indoor/outdoor emergency lighting; alarms: small/individual door, pool, carbon dioxide monoxide detectors, smoke detectors, window, or personal; document shredders; individual RFID sleeves, only, etc.) *GAIN / Safety Event Promotional Items / Marketing Tools (pens/pencils, letter openers, mugs, Frisbees, auto-window shades, wrist bands, mouse pads, key chains, kitchen products, microfiber cloths, bags, calendars, lanyards, note pads, etc.) *Phoenix Neighborhood Patrol Magnetic and Metal Signs *Rentals *Supplies Restricted Budget Categories for Youth-Related Programs The following items are restricted and may ONLY be purchased in conjunction with Youth-Related Programs: Camp Fees (In-state Only) Clothing / Uniforms (Restricted to $1,000 total per application) Craft / Gardening Supplies Games (Board / Video Game Systems and Accessories / Video and Computer Games / Cards / Pool, Ping Pong, and Foosball Tables / Music or Video CDs) Sports Equipment and Supplies / Bicycles Tournament Entry Fees (In-state ONLY) Science, technology, engineering, and math (STEM) programs Page 18 of 24 Other Restricted Items Mileage Reimbursement for Graffiti Abatement activities has a maximum limit of $1,000 per group (this includes any Phoenix Neighborhood Patrol reimbursements). Internet Services are restricted to a maximum limit of $750 per year for service provided to community organizations / centers and a maximum of $500 per year for service provided to an individual’s residence. Lawful Traffic Mitigation Devices, including speed humps / bumps, cannot be funded unless they can be directly tied to crime prevention. Laptops, computers, tablets, or notebooks are restricted to a maximum of $1,000 $1,500 per application; or a total of two items (in addition to $500 $750 per item restriction); no more than two items per grant year; limited to a purchase of two items total every three grant years. INSURANCE REQUIREMENT Grant applicants are responsible for reviewing, their activities, determining whether insurance is needed, and purchasing insurance, as they deem appropriate. Grant applicants should be aware that THEY are NOT COVERED by the City of Phoenix for ANY TYPE OF INSURANCE OR LIABILITY ISSUE ASSOCIATED WITH any of THEIR program, event, and/or activities. NBWGP Staff encourages applicants to contact a licensed insurance agent to ensure they have appropriate coverage for programs, events, and activities, INCLUDING AUTO LIABILITY, GENERAL LIABILITY, WORKERS COMPENSATION, DIRECTORS AND OFFICERS INSURANCE (for Primary Applicant Group ONLY), AND/OR PROPERTY INSURANCE for example. AWARDED FUNDING Applications recommended by the NBWGP Oversight Committee for funding will be forwarded to the Public Safety and Veterans Subcommittee for its review and acceptance and then, to the Phoenix City Council for final approval and grant awards. The Phoenix City Council makes the final determination in the acceptance, denial or alteration of the funding level of each application. NBWGP staff will notify applicants of funding results. Grant awards will be announced in June 2023; they cannot be funded prior to July 1, 2023. POST AWARD PROCEDURES Contract All approved grant recipients are required to execute a contract with the City of Phoenix regarding the use of grant funds in accordance with NBWGP rules and regulations. Page 19 of 24 All grant funds will be deposited into a joint checking account with the City of Phoenix and applicant(s) as authorized signers. The City will designate the bank to be used for such accounts. Grant checking accounts MUST ONLY contain grant funds. Banking Requirements All recipients’ grant funds will be deposited into a bank checking account with the City of Phoenix listed as a co-signer on the account. All checking accounts will be centralized at the Downtown Chase Bank. Chase Bank will not charge NBWGP grantees any service charges or check fees for the 2023 grant year. Any insufficient fund charges will be the responsibility of the grantee to pay personally. Grant funds cannot be used to pay insufficient fund charges. Reporting Quarterly reports are used to evaluate grant project performance, compliance, and progress. Reports MUST be submitted by grant recipients within required timelines set by the City. Quarterly Report due dates are listed on the NBWGP Grant Management System (GMS) website and reminder emails are sent to grantees on a quarterly basis. All records and documents related to project activities, expenses, bank statements, receipts, equipment, or other personal or tangible property purchased with grant funds MUST be maintained by the grantee for a period of at least two (2) years from the date of expiration of the grant contract. Applicants that do not submit quarterly and final reports in a timely manner, that submit fraudulent applications or reports, and/or do not return all unused grant monies, WILL NOT be eligible for future funding and may face legal prosecution. As a Co-Applicant Group, Neighborhood / Homeowners Association / Block Watch / etc., organizations are jointly responsible for tracking and reporting of expenditures when partnering with an organization. Checks cannot be written for an amount greater than that on the receipt / invoice. In addition, checks CANNOT be made out to “Cash”; cash CANNOT be withdrawn from the grant checking account. Checks CANNOT be signed by and made out to the same person. Any items purchased with NBWGP funds must be labeled “Funded with Phoenix NBWGP funds” when reasonable and prudent. Page 20 of 24 CONCLUSION / TERMINATION OF PROJECT At the conclusion or termination of a project, grant recipients that purchased equipment and/or other tangible property with NBWGP funds will have two options: 1. Return equipment to the City of Phoenix; or 2. Retain equipment by submitting a contract extension form Should the grant recipient decide to retain any equipment beyond the completion or termination of the project, they must submit a Retained Equipment contract extension form (Exhibit D) with the final grant report. Each item the grant recipient would like to retain must be listed on the form and must be made available for two years in case of an audit. During the two-year extended term of the contract, there will be no reporting requirements. The grant recipient will continue to use the equipment in connection with the programs and activities identified in the grant application and will maintain the equipment during its useful life. The City will retain the title to the equipment during the extended term and may request to see / audit the equipment at any time during the two- year contract extension. At the end of the contract extension period, the equipment becomes property of the Primary Applicant Group listed on the application. A few examples of retained equipment / tangible property includes computers / laptops, printers, tables, chairs, shade canopies, and cameras. ALL UNUSED GRANT MONIES MUST BE RETURNED TO THE CITY OF PHOENIX. AUDITING Grant recipients MUST agree to allow the City Auditor and/or the NBWGP staff complete access to all records, equipment, and/or tangible property related to the project for auditing purposes. City representatives MUST be allowed access to all locations grant activities are being conducted for evaluating the effectiveness of the grant project. Grant recipients MUST adhere to any other requirements deemed necessary by the City for the proper operation of projects. Page 21 of 24 SUPPLEMENTAL INFORMATION Scoring Criteria Scoring Criteria Definition of Common Grant Terms Common Grant Terms Grant Application Checklist Application Checklist Frequently Asked Questions (FAQ) Frequently Asked Questions CONTACT INFORMATION If you have any questions, please call the NBWGP staff at 602-262-6131 assistance. Information provided by other sources may not be accurate. Page 22 of 24 REVIEW OF CHANGES FOR 2023 NBWGP APPLICATION YEAR: 1. Amend the application guide to close the grant application process on Monday, December 5, 2022 at 4:00 p.m., Arizona time.* 2. On page 5, under the Evaluation of Application section, replace “NOTE: LINE-ITEM VETOES ARE PROHIBITED,” with the following language: “The purpose of a grant is to enhance crime prevention, safety, and quality of life issues in the City of Phoenix. Line-item vetoes can be applied when at least two-thirds of attending committee members agree that the item does not meet these criteria.” 3. On page 6, under the Responsible Party Contact Information / Grant Contract Signers section, add the following as a fourth bullet point: “Co- Applicant Groups are limited to one grant application per grant year, unless they are a City of Phoenix Department.” 4. On Page 7, under the Volunteer hour contributions section, add the following language: “These hours should be directly related to grant projects to include, but not limited to, PNP; Alley Cleanups; GAIN; and/or Newsletters.” 5. On page 7, under the Operational Expenses section, add the following as a second bullet point: “Events funded by grant funds cannot solicit and/or accept funds such as admission or booth fees for that event.” 6. On pages 8, under the Equipment / Supplies section, add the following as a new bullet point: “Supplies necessary to maintain gates for the Gated Alley Program.” 7. On page 11, under Multiple Applications section, add the following as a third bullet point: “In the case where more than two applications are submitted under the same NSD listing number, the application(s) with the primary applicant recognized as primary contact by the Neighborhood Services Department will take precedence.” 8. On page 11, under Required Documents section, remove “Applicants requesting between $1 and $1,000,” and replace it with the following language: “Applicants requesting between $1 and $3,000.” 9. On page 11, under Required Documents section, remove “Applicants requesting between $1,001 and $12,000,” and replace it with the following language: “Applicants requesting between $3,001 and $15,000.” 10. On page 12, under Grant Dollar Limitations section, increase maximum grant award from $12,000 to $15,000. 11. On page 14, under Prohibited Items List section, remove the following bullet point: “Entertainment, parties, and recognition dinners not designated as a GAIN event,” and add the following as a new bullet point: “Entertainment, parties, and recognition dinners, unless they include a crime prevention, safety, and/or quality of life improvement component, such as a GAIN event.” Page 23 of 24 12. On page 14, under Prohibited Items List section, remove the following bullet point: “Food or beverages of any kind, including consumable prizes or incentives in the form of food or beverages;” 13. On page 14, under Prohibited Items List section, add the following as a new bullet point: “Police Scanners” 14. On page 16, under Restricted Items Chart section, remove “Laptops, computers, tablets, or notebooks ($1,000 per grant / $500 per item and no more than two items),” and replace it with the following: “Laptops, computers, tablets, or notebooks ($1,500 per grant year / $750 per item; no more than two items per grant year; limited to a purchase of two items total every three grant years)” 15. On page 16, under Restricted Items Chart section, remove “Two-way Radios (per item),” and replace it with the following: “Two-way Radios, including accessories (per radio)” 16. On page 16, under Restricted Items Chart section, remove “Police Scanners (per item)” 17. On page 16, under Restricted Items Chart section, remove “Face Painter(s), Disc Jockey(s) or Balloon Artist(s) (each artist, per event)” and replace it with the following: “Entertainer/Entertainment group to include Face Painter(s), Disc Jockey(s) or Balloon Artist(s) (each artist / group, per event)” 18. On page 16, under Restricted Items Chart section, add the following as a new restricted item: “Food or beverages of any kind; must be for the use of crime prevention, safety, quality of life, or Wake-Up! Clubs” 19. On page 16, under Restricted Items Chart section, add the following as a new restricted item: “Generators (restricted to $750 per grant year)” 20. On page 16, under Restricted Items Chart section, add the following as a new restricted item: “Bicycles ($500 per item; no more than two items per grant year)” 21. On page 17, under Restricted Budget Categories for Youth-Related Programs section, remove the following: “Craft / Gardening Supplies.” 22. On page 17, under Restricted Budget Categories for Youth-Related Programs section, remove “Sports Equipment and Supplies / Bicycles” and replace it with the following: “Sports Equipment and Supplies” 23. On page 18, Other Restricted Items section, remove “Laptops, computers, tablets, or notebooks are restricted to a maximum of $1,000 per application; or a total of two items (in addition to $500 per item restriction)” and replace it with the following: “Laptops, computers, tablets, or notebooks are restricted to a maximum of 1,500 per application; (in addition to $750 per item restriction); no more than two items per grant year; limited to a purchase of two items total every three grant years.” 24. On page 18, under Insurance Requirement section, add the following language: “(for Primary Applicant Group ONLY)” Page 24 of 24