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1. What types of projects are possible?

Each application must consist of a single project with a clearly defined goal which has a direct benefit to the neighborhood and its residents. Applications for Phase One of a Two-Phase Project must be identified as such and must include information and costs for the entire project up front.

2. What are some examples of improvements that WOULD or WOULD NOT be considered “eligible”?

Eligible Programmatic Activities include (but are not limited to): -Family/home safety training, drug and fire prevention programs, cultural exhibit areas, youth and/or family literacy programs, neighborhood computer labs, after school enrichment programs and neighborhood music, dance and/or art training programs. (Proposals for neighborhood cultural, educational and recreational programs must include detailed information about the number, ages, etc. of the residents to be served and how they will be recruited to participate. If awarded, documentation will be required on the actual participants and results of the program.) PLEASE NOTE: The association will be responsible for keeping track of all volunteer hours donated toward your project. If the project entails a programmatic activity which involves payment to persons for hours worked, the association is responsible for collecting and submitting time sheets to be paid by the City of Pensacola. The association must draw up a contract with each “employee” that includes SSN, number of hours to be worked weekly, hourly rate, start and end dates, signature of “employee”, and signature of association President. All time sheets must be signed by an association officer before they can be submitted for payment. The City of Pensacola is not responsible for calculating the number of hours worked or the amount to be paid. Eligible Association Owned Property Improvements and Landscaping projects include (but are not limited to): -Improvements to association owned property and and/or rights of way (such as islands, street lighting, sidewalk repair/construction, entryway enhancements and improvements and/or identification signs) - Total replacement and/or rehabilitation of some existing physical improvements might be deemed eligible. (This would be based on the individual circumstances and available funding and will be judged on a case- by-case basis.) Ineligible projects include (but are not limited to): - Routine maintenance or repair of existing physical improvements in a neighborhood (including, but not limited to: streets, fences, irrigation systems, storm water retention facilities, and entrance signs). - Funding for ongoing programs or administrative expenses will not be considered. - Funding of print brochures, guides, marketing and promotional materials.

3. How does the grant process work?

The Pensacola Neighborhood Challenge Program (PNC) makes funds available to associations/organizations (for qualified projects) to make improvements in neighborhoods. a.An organization obtains an application packet from the City of Pensacola website at www.cityofpensacola.com, completes, and emails the completed application to lstatler@cityofpensacola.com. Applications may also be mailed to Leslie Statler, Planner, in the Planning Services Department, 222 W. Main St., Pensacola, FL 32502. b.Applications are reviewed by the PNC Technical Review Committee and recommendations are forwarded to the Office of the Mayor. (NOTE: The applicant should be prepared to make a presentation on their project to the PNC Technical Review Committee proposal after submission, if requested). c.If approved, a PNC funding agreement will be mailed to the applicant. The applicant will be required to submit a signed agreement (along with the check for any “matching” cash funds) to the City of Pensacola. The agreement will then be finalized and a copy returned to the applicant (along with the reporting forms needed to complete the project). Note: Neighborhoods that have never received a PNC grant will receive priority for funding. **IMPORTANT: Grantees Must Submit “Before and After” Digital Photographs Documenting The Progress Of Their Project. **

4. What are the basic requirements for the grant?

• -Since funds for PNC projects are limited, awards will be based on a project's competitive status. -Extra consideration will be given to: first-time applicants; projects improving public rights of way or public property; a project that can be completed within the term of the grant agreement (1 year); and associations that show they are able/prepared to address any ongoing maintenance created by the project. - All applications will be reviewed using the following criteria: Quality and scope of the project: a.The application must be for a “single project” with a budget that is documented, reasonable, and cost effective. The applicant must provide 3 quotes for each component of the project or item to be purchased. b.The project must be well planned, clearly understood, and ready to be executed. c.The project must be completed within the term of the grant agreement. d.The association must prove it is able/prepared and committed to address any ongoing maintenance created by the project. Neighborhood participation and benefit: a.We look for a significant number of people with diverse interests to be involved in (and who will benefit from) the project. b.The project should create opportunities for self-help. c.We look at past performance on PNC (or similar) grants. General “Match” information: In order to qualify for this grant, the association is required to prove that it is able to “match” the City’s cash contribution with any combination of volunteer labor, in-kind donations, and/or cash. The match must meet the minimum requirement, be secured, and ready to be expended. Bonus points may be assigned if a group is a first time applicant, the application was submitted previously and revisions were made as advised or the project is innovative or unique. ***Grantees MUST provide “Before and After” Digital Photographs documenting the Project. ***

5. What specifically is the “2 to 1” match?

• For the purposes of this grant a “2 to 1” match is required. The total of all forms of match must equal at least 50% of the grant amount requested from the City. This means that for every dollar granted by the City of Pensacola, the applicant will be required to supply fifty cents of match to the project. The match may be accomplished with a combination of any one or more of the following: cash, donated materials or services, or volunteer labor. The match must meet the minimum requirement, be secured, and ready to be expended. Volunteer Labor: (a) We give credit for “Volunteer labor” at a value of $20 per hour. (b) If a professional (such as an electrician or a carpenter) donates “volunteer labor”, you may calculate the value of this labor by using the hourly rate normally paid for this service. (Remember- your volunteer hours will not be accepted by vendors as payment for goods or services. The combined total of your grant and cash match must cover your project’s cash costs. (From Form “A”). In-kind donations: We give credit for donated professional services, materials or supplies at their “reasonable and customary” rates. Professionals who donate their services as part of the match cannot also receive compensation from the award money. This is intended to ensure that persons hired to provide services or skilled labor are selected on the basis of their qualifications, experience or fees, not on their willingness or ability to donate services. Cash: Must be deposited with the City before the project may begin. Examples: The cash cost of the project may be covered by a variety of combinations including the following: Let’s say the total cash needed for the applicant’s proposed project is $9,000. If approved, the City could award a cash grant of $6,000 and the applicant could “match” that award with $3,000 in cash (i.e. a “1 to 2” match). -or- The applicant association could request that the City award a cash grant of $7,500, and provide a cash match (or secure a donation in services or materials) of $1,500 plus provide 112.5 hours (multiplied by $20/hour, valued at $2,250) of volunteer labor to the project for a total match of $3,750. -or- The applicant association could request that the City award a $9,000 cash grant, with the association providing 225 hours (multiplied by $20/hour, valued at $4,500) of volunteer labor to the project. -or- Other combination of “match” equaling half the total amount of the requested grant. *PLEASE NOTE: Vendors and contractors will not accept volunteer hours as payment but will require actual cash. Your association must be sure all cash costs to be incurred for the project are covered (even if you do not have a cash match). a.The amount and type of match must be appropriate to the needs of the project. b.The proposed match must be spent during the implementation/construction of the project. (Costs incurred prior to an award or after the contract has ended will not be eligible as a match). c.On-going maintenance (or volunteer hour match) following the contract period will not be eligible. d.At least 25% of the association’s match must come from the association itself (as opposed to other funding sources (such as community partners or non-member businesses). e.Partner match must not only be pledged, but also secured. Secured means that the donor has specifically valued and described the contribution, and has signed the “Letter of Intent” (Form E) to confirm the commitment. f.Be sure to include fees for any required permits, and liability insurance * for signs or structures to be placed in the public right-of-way in your total project cost calculations. g.Activities that are NOT eligible as a “match” include: -Time spent preparing the PNC Matching Grant Application -Time spent fund raising -Assistance from City staff or funds from other City departments h.Your association will be responsible for keeping track of all volunteer hours donated for your project. i.A neighborhood organization, in carrying out a PNC project, must make a good faith effort to ensure they are in compliance with the American Disabilities Act. This Act extends the same civil rights protection to persons with disabilities which have already been granted on the basis of race, color, religion, sex and national origin.

6. What is the process for vendor payments?

a. The vendor submits an original invoice to the association representative for review and/or approval.
b. On or before the 25th of each month, the association representative submits a completed and signed “Certification for Payment” at the bottom of the Monthly Report Form with the original vendor invoices and vendor’s W-9 form attached to Neighborhood Revitalization, 222 W. Main St., Pensacola, FL 32502.
c. The Request is reviewed and, if approved, a check is issued directly to the vendor on the 10th of the following month.
d. Applicants may not contract with vendors who are also City of Pensacola employees on PNC funded projects.*

7. How often may a neighborhood apply for funding?

Each neighborhood association will be eligible for one grant every other grant cycle. The only exception will be for a project identified in advance as a two-phase project. The project will be awarded funding for both cycles, pending annual allocation. Any association awarded phased funding will then be ineligible for funding for the following 2 grant cycles.