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2021-2022 Grant Recommendations-Approvals Table APPROVED BY CITY COUNCIL 08/03/2021 AND 12/07/2021 2021-2022 Neighborhood Enhancement Proposals and Review Committee Recommendations Committee Amount Committee Recommendation and Rationale Applicant Proposal Requested Recommended *Committee-identified process improvement for future consideration Amount 1. Black Forest Maintenance $2,000 $0 No funding.The Award Committee confirmed their previous recommendation to deny funding Court and upgrades for this application because it does not meet a number of the NEP grant criteria. As stated in Homeowners to HOA the 2021-2022 NEP Grant Guide, qualifying projects must: Association property • For physical improvements, be located on public land. The proposed project area includes common land owned by the Black Forest Court HOA, as well as sidewalk areas adjacent to private properties where ongoing maintenance is the responsibility of property owners within the HOA.Though the City has allowed for some exceptions to this rule for privately-owned properties that are highly-visible from public land, NEP grant criteria generally do not allow funding to be used for projects unless they are located on public (or public-facing) property where improvements would clearly provide a benefit to the greater community. (Staff notes that Award Committee members did not consider this location to be "public-facing".) • Not fund annual expenses of the organization (funds may be used to initiate an ongoing program or fill a temporary funding gap, but should not be used to support ongoing or annual expenses).As mentioned above, property owners within the Black Forest HOA have an ongoing maintenance responsibility for the services requested in the grant application. Because we would consider the requested landscape maintenance, stump removal, and signage to be ongoing expenses of the HOA, these services are not eligible for NEP grant funding. • Be completed and expenses incurred through June 30, 2022, the end of the grant cycle. Given that ivy or invasive removal projects necessarily must last for more than the one- year timeframe of the NEP grant cycle in order to fully eradicate the invasive vegetation,the City has not used NEP grants to fund these types of projects in recent years. Award Committee members noted that a number of Neighborhood Associations request and receive NEP funding for other invasive removal project ideas that do fall within the scope of the NEP criteria—for instance,this year the City awarded the Glenmorrie NA with NEP grant funding for refreshments for their annual ivy pull and neighborhood cleanup event. Award Committee members felt that it would not be fair to allow NEP funding to be used for a single invasive removal project of this type unless the criteria are changed for all applications. 2021-2022 Neighborhood Enhancement Proposals and Review Committee Recommendations Committee Amount Committee Recommendation and Rationale Applicant Proposal Requested Recommended *Committee-identified process improvement for future consideration Amount Some Award Committee members expressed concern that the applicant did not demonstrate support through a letter from the Bryant Neighborhood Association (NA) or reach out to City staff to review their project idea. While this is required for all NEP applications, staff notes that the omission of these materials was not the rationale for disapproving the project. (In previous instances where projects meet the NEP criteria but do not include a letter of support,the letter of support was simply made a condition of project approval.) Updated 12/07/2021 2. Bryant NA Full funding. subiect to conditions.The proposal meets the criteria of public benefit and Emergency $450 $5,996 neighborhood enhancement, and included all of the necessary application materials. City staff preparedness has previously suggested that NAs utilize NEP funding for Zoom licenses,websites, or other supplies purchases that could help facilitate increased communication between members, and the award committee commends the Bryant NA for taking steps to produce a robust Website $1,200 communications campaign to amplify their efforts and support emergency preparedness upgrades outreach. Social media $540 The request for additional emergency preparedness items is intended to bring the neighborhood's supply of emergency preparedness materials up-to-date with current Zoom account $150 recommendations from PrepLO.The City's liaison with PrepLO noted that currently the current storage container used by the NA is insufficient in size to hold emergency preparedness Mailings $3,396 supplies; further, emergency preparedness materials previously supplied to the NA are now located in three different locations—only one of which is accessible by the entire team. Refreshments $260 The committee recommends full funding for the request, subject to the following conditions: TOTAL $5,996 • Project coordinator(s) sign the "NEP Agreement for Emergency Supplies" and the "NEP Team Captain Equipment Agreement"; and • Project coordinators replace their current jobsite box and first-aid kit with materials approved pursuant to a separate NEP application submitted by PrepLO for this year's grant cycle; and • A more precise estimate of anticipated expenses for the physical mailing component of the project be provided to City staff prior to the award amount being finalized.This 2 2021-2022 Neighborhood Enhancement Proposals and Review Committee Recommendations Committee Amount Committee Recommendation and Rationale Applicant Proposal Requested Recommended *Committee-identified process improvement for future consideration Amount must include more information about who will be completing the work (who will be the contracted graphic designer, who will do the printing, who will assemble the mailings and take care of shipping, etc.) as well as specific estimates for printing/postage costs, graphic design work.The revised/refined estimate must not exceed the $3,396 figure stipulated in the application. *Considering the volume of emergency preparedness-related NEP applications received in recent years, as well as the growing need for communities to work together to respond to natural disasters and other emergency situations, the award committee recommends that long- term planning for emergency preparedness become a requirement for emergency preparedness-related applications in future grant cycles. The committee further suggests that neighborhood-level emergency planning efforts be centrally coordinated and consistent in format, with additional guidance to be developed in advance of the 2022-2023 NEP grant cycle. 3. First Addition Emergency $1,816 $638 Partial funding. subiect to conditions.This request for materials to support neighborhood Neighbors- preparedness emergency preparedness meets the criteria of public benefit and neighborhood enhancement, Forest Hills NA program and received a letter of support from the First Addition-Forest Hills NA.Though the application planning and was originally rejected by the Award Committee because it requests materials not listed as development approved materials on the Team Captain Supplies spreadsheet,the Award Committee received direction from City Council to re-convene to discuss these materials in more detail. Upon reconsideration of the emergency materials requested by FAN-FH,the Committee recommends partial funding for the request as outlined in Attachment 2, subject to the condition that project coordinator(s) sign the "NEP Agreement for Emergency Supplies" and the "NEP Team Captain Equipment Agreement". *The award committee recommends that pre-approved emergency preparedness materials included on the Team Captain Supply List be updated to include the additional materials granted to FAN-FH for the 2021-2022 NEP grant cycle. Updated 12/07/2021 3 2021-2022 Neighborhood Enhancement Proposals and Review Committee Recommendations Committee Amount Committee Recommendation and Rationale Applicant Proposal Requested Recommended *Committee-identified process improvement for future consideration Amount 4. Glenmorrie Refreshments $500 $500 Full funding, subject to conditions.The proposal meets the criteria of public benefit and NA and incidental neighborhood enhancement.The committee commends the Glenmorrie NA for their proven expenses for track record of holding successful neighborhood ivy pull events for several years in a row, with a annual event strong turnout from residents. However,the committee included the condition that no ivy removal is to occur on the City-owned property near George Rogers Park, which is maintained separately by the City. 5. Hallinan Historical $3,895 $4,195 Partial funding, subject to conditions. While the proposals to add a historical plaque to Heights NA Plaque in Freepons Park and provide refreshments for a neighborhood gathering meet the criteria of Freepons Park public benefit and neighborhood enhancement,the award committee did not recommend funding of the proposal for a new round-about and garden improvements at the intersection of Refreshments $300 Lund and Laurel Streets. Members of the award committee expressed concern that the for Ice Cream proposal for a new round-about was not appropriate for NEP grant funding, as capital Social event improvements of this magnitude are typically funded as capital improvement projects. Given that there are already processes in place to determine the need for and prioritize capital New Round- $10,000 improvement projects through the City's Capital Improvement Plan, only small capital about and improvement projects are eligible for NEP funding. Garden The committee recommends full funding of the proposal for refreshments for the Ice Cream TOTAL $14,195 Social event.The committee recommends full funding for the proposal to add a historical plaque in Freepons Park subject to the following conditions: • The location of the plaque is coordinated with and approved by Parks Department staff; and • The final text, graphics, and overall design of the historical plaque is approved by City staff. *The award committee recommends that approval criteria be more clearly presented on the City's NEP web page and application form, and that an additional criterion be added that project proposals must be discussed with relevant City staff prior to submittal. 4 2021-2022 Neighborhood Enhancement Proposals and Review Committee Recommendations Committee Amount Committee Recommendation and Rationale Applicant Proposal Requested Recommended *Committee-identified process improvement for future consideration Amount 6. Lake Forest NA Emergency $2,295 $2,295 Full funding, subject to conditions.The proposal meets the criteria of public benefit and preparedness neighborhood enhancement, and included all of the necessary application materials.The supplies committee recommends full funding for the request, subject to the condition that the project coordinator(s) sign the "NEP Agreement for Emergency Supplies" and the "NEP Team Captain Equipment Agreement". *The award committee recommends that long-term planning for emergency preparedness become a requirement for emergency preparedness-related applications in future grant cycles. 7. Lake Grove NA Signage for $794 $794 Full funding, subject to conditions.The proposal for a new sign to accompany the "Evolving Log Boones Ferry Bench"funded through a previous NEP grant along Boones Ferry Road meets the criteria of Road bench public benefit and neighborhood enhancement, has support from the NA, and was reviewed and approved by appropriate City staff contacts in the Engineering and Public Works Departments. The award committee notes that the application materials did not include a specific location for the location of the proposed signage, and that it was unclear whether the individuals who expressed support for the idea had viewed the finalized design of the proposed signage and signpost.The committee recommends full funding of the proposal, subject to the following conditions: • A site plan with the location of the plaque is coordinated with and approved by the property owner; and • The final text, graphics, and overall design of the signage and signpost receive written approval from the property owner as well as the adjacent Waluga and Lake Forest NAs. 8. Meadows Sidewalk repair $4,500 $0 No funding.The proposed sidewalk repair within various areas of the Meadows Homeowners Homeowners Association does not meet several NEP project criteria, including that the project must be Association located on public land and require either no-or low-maintenance by volunteers.The award committee does not recommend funding for this project, as the proposal is not eligible for NEP funding given that the property owners within the HOA are responsible for the ongoing maintenance of the sidewalks adjacent to their property. Further,the application did not include necessary pre-requisites such as a letter of support from the Westlake NA or 5 2021-2022 Neighborhood Enhancement Proposals and Review Committee Recommendations Committee Amount Committee Recommendation and Rationale Applicant Proposal Requested Recommended *Committee-identified process improvement for future consideration Amount documented correspondence with relevant City staff. The award committee notes that, unlike the relatively novel situation presented in last year's NEP grant awarded to the Meadows HOA,there is no unique agreement between the Meadows HOA and the City related to the maintenance of sidewalks within the HOA. *The award committee recommends that approval criteria be more clearly presented on the City's NEP web page and application form, and that an additional criterion be added that project proposals must be discussed with relevant City staff prior to submittal. 9. Old Town NA Meals on $2,920 $0 No funding.The proposed use of NEP funds for direct funding of the Meals on Wheels non- Wheels direct profit organization in Lake Oswego does not meet several NEP project criteria, including the funding requirement that NEP funds may not be used for citywide projects without the approval of all impacted NAs.The award committee does not recommend funding for this project, as the City already provides support for the Meals on Wheels program through the Adult Community Center (ACC).The committee recommends that any concerns regarding inadequate funding or service provision be addressed through communication and coordination with the ACC. *The award committee recommends that approval criteria be more clearly presented on the City's NEP web page and application form, and that an additional criterion be added that project proposals must be discussed with relevant City staff prior to submittal. 10. Palisades NA Emergency $1,260 $2,210 Full funding, subiect to conditions.The proposals for emergency preparedness materials and an preparedness additional neighborhood sign for the Palisades neighborhood both meet the criteria of public supplies benefit and neighborhood enhancement, have support from the NA, and were reviewed and approved by appropriate City staff and program liaisons.The committee recommends full Neighborhood $950 funding for both requests, subject to the following conditions: sign • The specific location of the new sign is reviewed and approved by the Engineering TOTAL $2,210 Department to confirm that the location complies with intersection sight distance and traffic safety requirements; and • Project coordinator(s) sign the "NEP Agreement for Emergency Supplies" and the "NEP 6 2021-2022 Neighborhood Enhancement Proposals and Review Committee Recommendations Committee Amount Committee Recommendation and Rationale Applicant Proposal Requested Recommended *Committee-identified process improvement for future consideration Amount Team Captain Equipment Agreement". *The award committee recommends that long-term planning for emergency preparedness become a requirement for emergency preparedness-related applications in future grant cycles. 11. PrepLO Emergency $4,589 $4,589 Full funding, subiect to conditions.The proposal for emergency preparedness training supplies preparedness and replacement materials is intended to rectify mistakes related to storage and handling of training materials granted through previous NEP grant cycles, as well as to provide materials that will supplies and assist in emergency preparedness training for neighborhood representatives through the Lake replacement Oswego CERT program. materials Though the proposal does not meet several criteria that may apply to a typical NEP project,the proposal is designed to assist in the central coordination of emergency preparedness-related efforts throughout the City and to ensure NAs that have received funding through NEP grants in previous years are sufficiently prepared to respond to potential emergencies.The award committee recommends full funding of the project, subject to the condition that the project coordinator(s) sign the "NEP Agreement for Emergency Supplies" and the "NEP Team Captain Equipment Agreement". The committee commends PrepLO for their assistance in administering the emergency- preparedness components of the NEP program over the course of several years, and for their follow-up on recommendations to monitor the storage and handling of materials awarded through previous NEP grants. *The award committee recommends that long-term planning for emergency preparedness become a requirement for emergency preparedness-related applications in future grant cycles. 7 2021-2022 Neighborhood Enhancement Proposals and Review Committee Recommendations Committee Amount Committee Recommendation and Rationale Applicant Proposal Requested Recommended *Committee-identified process improvement for future consideration Amount 12. Uplands NA Replacement $6,955 $7,661 Full funding, subject to conditions.The proposed replacement bench,fence, and signage at the fence, signage, "wayside" along Wembley Park Road, and the associated renaming of the area to "Audrey and bench Mattison Wayside", are a great way to acknowledge the recent passing of an important along Wembley neighborhood advocate and community leader and an appropriate use of NEP funds. Park Road Refreshments for a public event to commemorate this newly-upgraded and re-envisioned space are also consistent with NEP criteria, and the event will further increase public awareness of Emergency $406 Ms. Mattison's contributions to the neighborhood. While the proposed emergency preparedness preparedness materials include one item not listed on the Team Captain Supplies spreadsheet, supplies the award committee recommended approval of the request for the additional item—a shelf system—given that it would be necessary in order to utilize the storage container awarded Refreshments $300 during last year's grant cycle. for public event The proposal was approved by Public Works staff as well as the City's PrepLO liaison, and TOTAL $7,661 received a letter of support from the Uplands NA.The award committee recommends full funding of the proposal subject to the condition that the siting of the bench be confirmed by City staff prior to installation. Amount Available $60,000 Total Amount Requested $49,476 Total Amount Recommended $28,240 Amount Remaining $31,760 8