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G86-02 CITY OF ELGIN ORDINANCE NO. G86-02 AN ORDINANCE AMENDING CHAPTER 2.31 OF THE ELGIN MUNICIPAL CODE, 1976, AS AMENDED, ENTITLED "NEIGHBORHOOD IMPROVEMENT GRANT PROGRAM" PASSED BY THE CITY COUNCIL OF THE CITY OF ELGIN ON THIS 4TH DAY OF DECEMBER 2002 r Published in pamphlet form by authority of the City Council of the City of Elgin, Kane and Cook Counties, Illinois, on this 6th day of December 2002. STATE OF ILLINOIS ) ) ss. COUNTY OF KANE ) CERTIFICATE I, Dolonna Mecum, certify that I am the duly appointed and acting municipal clerk of the City of Elgin, Cook and Kane Counties, Illinois. I further certify that on December 4, 2002, the Corporate Authorities of such municipality passed and approved Ordinance No. G86-02, which provided by its terms that it should be published in pamphlet form. The pamphlet form of Ordinance No. G86-02, including the Ordinance and a cover sheet thereof, was prepared, and a copy of such Ordinance was posted in the municipal building commencing on December 6, 2002, and continuing for at least ten days thereafter. Copies of such Ordinance were also available for public inspection upon request in the office of the municipal clerk. DATED at Elgin, Illinois, on December 6, 2002. EC, v:-2 '.L,. / Municipal Clerk (SEAL) Ordinance No . G86-02 AN ORDINANCE AMENDING CHAPTER 2 . 31 OF THE ELGIN MUNICIPAL CODE, 1976 , AS AMENDED, ENTITLED "NEIGHBORHOOD IMPROVEMENT GRANT PROGRAM" BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS : Section 1 . That Chapter 2 . 31 of the Elgin Municipal Code, 1976, as amended, entitled "Neighborhood Improvement Grant Program" be and is hereby amended to read as follows : Chapter 2 . 31 NEIGHBORHOOD IMPROVEMENT GRANT PROGRAM 2 . 31 . 010 : TITLE : This program shall be entitled the City NEIGHBORHOOD IMPROVEMENT GRANT PROGRAM. 2 . 31 . 020 : PURPOSE : The purpose of this Program is to provide financial assistance and incentives for neighborhood groups and organizations in the development and implementation of projects benefitting their respective neighborhoods . 2 . 31 . 030 : ESTABLISHMENT: There is hereby established a Neighborhood Improvement Grant Program for the City. Applications for program participation shall be processed in the order in which they are received. Grants for the program established may be made until funds budgeted for such uses are exhausted. 2 . 31 . 040 : ADMINISTRATION: The administration of the provisions of this Chapter is hereby assigned to the Director of Planning and Neighborhood Services (Director) or the Director ' s designee . Applications for the Neighborhood Improvement Grant Program shall be made to the Department of Planning and Neighborhood Services, which shall have the authority and responsibility for carrying out the provisions of this Chapter. The Director shall establish any reasonable rules and procedures not otherwise established by this Chapter and not in conflict with the provisions of this Chapter that are deemed necessary for administration of the Neighborhood Improvement Grant Program. Any such rules and procedures shall be written and published in pamphlet form. 2 . 31 . 050 : NEIGHBORHOOD IMPROVEMENT GRANT PROGRAM: A. Fund Distribution: The money budgeted for the Neighborhood Improvement Grant Program shall be divided into three funds . The distribution of Neighborhood Improvement Grant monies to each fund will be determined by the Director of Planning and Neighborhood Services based on the following parameters : 1 . Small Project Fund B no less than 10% , no more than 15% of annual funding 2 . Large Project Fund B no less than 60%, no more than 70% of annual funding 3 . Neighborhood Planning Fund B no less than 20%, no more than 25% of annual funding If no qualifying grant requests are submitted for any of the three funds, the money allocated to that fund may be distributed to the other two funds as determined by the Director. B. Eligible Activities : Each proposed activity or project shall demonstrate the benefit it will be conferring upon the neighborhood represented by the neighborhood group or organization applying for the grant and shall also take place within the boundaries of that neighborhood. When applicable, the following conditions shall also apply: Small Project Fund 1 . Projects requiring physical improvements or additions to the neighborhood shall be located on publicly owned property. 2 . Projects or activities requiring services to be rendered shall be provided to all members of the public without charge . 3 . Residents of the neighborhood shall be active participants in the planning and implementation of the project . 4 . All projects or activities shall be completed within six months from the date of the execution of the grant agreement . For projects delayed by unforeseen or unanticipated circumstances outside of control of grantee, a 90 day extension may be requested after three months from the date of the award. All extensions are subject to the approval of the Director. 5 . Project or activity requests shall be no more than $1, 000 . Large Project Fund 1 . Projects requiring physical improvements or additions to the neighborhood shall be located on publicly owned property. 2 . Projects or activities requiring services to be rendered shall be provided to all members of the public without charge . 3 . Residents of the neighborhood shall be active ` participants in the planning and implementation of the project . 4 . All projects or activities shall be completed within a twelve (12) month period from the date of the execution of the grant agreement . For projects delayed by unforeseen or unanticipated circumstances outside of control of grantee, a twelve (12) month extension may be requested after nine months from the date of the award. All extensions will be subject to the approval of the Director. 5 . Project or activity requests shall be not less than one thousand dollars ($1 , 000) nor more than fifteen thousand dollars ($15, 000) . Neighborhood Planning Fund 1 . Neighborhood Plans shall be for qualifying neighborhoods, as determined by the Director, based on City of Elgin stress factor reports and related data . 2 . Neighborhood Plans shall be created by a committee made up of volunteers from a geographically defined neighborhood who shall be responsible to gather input from residents through open public meetings, door-to-door surveys or similar information gathering events . 3 . Neighborhood Plans must conform to the City of Elgin Comprehensive Plan. C. Eligible Participants : Eligible participants shall include any group or organization meeting each of the following requirements : 1 . Neighborhood-based organizations of residents or businesses registered with the City of Elgin Neighborhood Liaison Office . 2 . Ad-hoc group of residents who have formed a committee solely for the purpose of the specific project . The applicant group must be sponsored by a registered neighborhood-based organization. 3 . The group ' s or organization' s meeting dates "" and times must be publicized within the geographic area of the City represented by the group or organization and the meetings must be open to the public . D. Grant Application and Award: The selection of grant recipients and the amount of each grant shall be determined by the City Council . Grants will be awarded to eligible neighborhood groups or organizations The number of grants awarded and the amount of each grant may vary depending upon the amount of funds allocated for the program, number of program applicants and the cost of each proposed project or activity. Small Project Fund 1 . Applications shall be received by the director on a first come first serve basis throughout the program year. 2 . The director shall create a grant application and guidelines consistent with this chapter. eft 3 . The director shall process all grant applications and make all determinations of funding based on the fact that all minimum criteria for funding has been established by the applicant . 4 . Grants will be awarded for no greater than one thousand dollars ( $1 , 000) . 5 . The number of grants awarded may vary depending upon the amount of funds allocated for the program, number of program applicants and the cost of each proposed project or activity. Large Project Fund 1 . A deadline for submission of grant applications shall be established annually by the director. 2 . The director shall create a grant application and guidelines consistent with this chapter. 3 . The director shall receive and process all grant applications for submission to the city council . The final selection of grant recipients and the amount of each grant shall be determined by the city council . 4 . Grants will be awarded in amounts no less than one thousand dollars ( $1, 000) and no greater than fifteen thousand dollars ($15 . 000) . 5 . The number of grants awarded may vary depending upon the amount of funds allocated for the program, number of program applicants, and the cost of each proposed project or activity. Neighborhood Planning Fund 1 . Submission dates shall be established annually by the director. 2 . The director shall create a grant application and guidelines consistent with this chapter. 3 . The director shall process all grant applications and make all determination of funding based on the fact that all minimum criteria for funding has been established by the applicant . The final selection of grant recipients and the amount of each grant shall be determined by the city council . 4 . The number of grants awarded may vary depending upon the amount of funds allocated for the program, number of program applicants and the cost of each proposed project or activity. E . Matching Funds And Neighborhood Participation: 1 . For every dollar requested from the City, the applicant must provide at least a dollar of matching funds in the form of cash, donated professional services or materials, or volunteer labor. Of that match, at least 50% must be in volunteer labor. 2 . The amount and type of match must be appropriate to the needs of the proposed project as reasonably determined by the director. 3 . The applicant must be prepared to justify that each element of the match, in the amount proposed, is required to complete the proposed project . 4 . No matching funds can include monies from another City funded source . 5 . The value of all volunteer labor will be valued at a standard rate to be determined by the Director in accordance with the Consumer Price Index. 6 . Professional services are valued at the reasonable and customary retail value of the product or service . F. Grant Application And Award: The Director shall create a grant application consistent with this Chapter. The Director shall receive and process all grant applications for submission to the City Council and shall annually establish a final date eift on which applicants may submit applications for review. The Director shall also annually establish ��•. the award date for grant applications and an annual completion date for any awarded project or activity. G. Other Taxing Districts : Grants shall not be awarded for projects that will be constructed on properties owned by another taxing district, other than the City, or for programs affiliated with other taxing districts; unless said projects or programs have a physical , tangible, and visible benefit to the neighborhood in which they are located, and receive fifty percent of their matching funds from that taxing district . H. Grant Recipient Selection: Small and Large Project Funds : Each application will be reviewed on the basis of a one hundred (100) point rating system, with one hundred (100) points being the highest rating and fifty (50) points being the minimum threshold for consideration of eligibility using the following criteria : 1 . Community Benefit a. Project proposes a creative approach to a neighborhood need or enhancement (0 to 10 points) b. Project activities address a highly recognized need within the neighborhood. (0 to 15 points) 2 . Participation a. Project includes opportunities to involve neighbors in shaping and carrying out the project . ( 0 to 10 points) b. The project promotes opportunities to form partnerships with other groups or organizations to complete joint projects or activities . (0 to 15 points) 3 . Project Feasibility a. The proposal demonstrates excellence in design, planning, and execution of the proposed project or activity. (0 to 15 points) b. Budget reliably represents the projects expenses and revenue . (0 to 10 points) 4 . Municipal Compatibility a. Project integrates with the City=s Master Plan and is consistent with City policy and ordinances . (0 to 15 points) b. Project or activities requires minimal maintenance and city staff time . (0 to 10 points) Neighborhood Planning Fund applications will be reviewed for eligibility based on the following criteria : 1 . Stress Factor Rating Neighborhood rates highest on the City of Elgin Stress Factor Report (0-50 points) 2 . Citizen Involvement emw. Demonstrate a solid core committee of residents, who have a reasonable understanding of the goals and objectives of Neighborhood Planning, and a commitment to completion of the project . (0-25 points) 3 . Consultants Proposal A professionally prepared proposal from one or more consultants outlining how they will engage and lead the residents to the completion of a Neighborhood Plan. (0-25 points) 2 . 31 . 060 : CONDITIONS : A. Agreement Required: Grant recipients shall be required to execute an agreement with the City (grant agreement) , including, but not limited to, the following requirements : 1 . Submission of quarterly progress reports detailing the progress being made on the project or activity and a final report on the completed project or activity outlining the goals achieved by the project or activity. 0" 2 . The supervision, monitoring and performance of the work necessary to complete the project or activity. B . Director ' s Authorization: The Director is authorized to execute the grant agreement on behalf of the City. C. Limitations : Grants authorized under this Chapter shall be limited to the reimbursement of actual expenses incurred for the project or activity described in the application and shall be limited to the amount approved at the time of the execution of the grant agreement . No grants shall be approved for expenses incurred prior to the execution of the grant agreement . The procurement of supply, service and construction contracts shall be made in accordance with Title 5 of this Code . D. Mandatory Grant Identification: The City of Elgin logo shall be used to identify the City as a grant provider on all structures, signs, promotional or printed materials associated with the project . E. Failure To Perform: Failure to perform the obligations of the grant agreement shall require the grant recipient to repay any grant monies received. F. Penalty For Misrepresentation: Any person, corporation or unincorporated association willfully making a false statement or misrepresentation in obtaining a grant under the provisions of this Chapter shall be subject to a fine of not less than one hundred (100) nor more than five hundred dollars ($500 . 00) and shall forfeit the right to future participation in any neighborhood improvement grant program authorized under this Code . Any such person, corporate or unincorporated association shall also repay any monies received pursuant to this Chapter. G. Consecutive Grants : Small Projects Fund a . Individual groups or applicants may receive funding during the program year if the following criteria are met : 0.1*• 1 . The same project shall not receive funding more than once . 2 . Funds are still available . 3 . Any prior small project fund project previously approved has been completed. Large Project Fund a . Only one grant shall be awarded to any one individual group per program year. Neighborhood Plan Fund a. Only one grant shall be awarded to any one individual group or neighborhood area per program year. Section 2 . That all ordinances or parts of ordinances in conflict with the provisions of this ordinance be and are hereby repealed. Section 3 . That this ordinance shall be in full force and effect ten days after its passage and publication in the manner provided by law. E: Schock, Mayor Presented: December 4 , 2002 Passed: December 4 , 2002 Omnibus Vote : Yeas : 7 Nays : 0 Recorded: December 5 , 2002 Published: December 6, 2002 Attest : Q-3't- //e1( 41-7-,- Dolonna Mecum, City Clerk