Neighborhood Expenses Pre-Approved for Reimbursement
EFFECTIVE JULY 1, 2024
Every recognized Neighborhood Association is pre-authorized for reimbursement of the expenses listed below, up to the annual limit. See the Program Description for details, forms, and eligibility.
If you are unsure whether an expense is pre-authorized for reimbursement, please contact Iris McCaleb BEFORE making the purchase.
Administrative Supplies.
The purchase of supplies for the administrative functions of Neighborhood Associations are pre-approved for reimbursement. Reimbursable expenses include the purchase of printed materials, lamination sheets, and markers for updating neighborhood signs. General office supplies (notebooks, pens, home printing, etc.) are ineligible for reimbursement. Itemized receipts and a description of use are required for reimbursement.
Events and Meeting Refreshments.
All costs associated with hosting a neighborhood gathering or in-person meeting are pre-authorized for reimbursement, so long as the event is open, free, and advertised to all members of the neighborhood. Reimbursable expenses include space reservation fees, custodial fees, food, non-alcoholic drinks, cutlery, decorations, catering, and the purchase of printed materials. Itemized receipts, at least three photographs of the event (for publication), and a description of how the event was advertised are required for reimbursement.
Neighborhood Meeting Signs.
Neighborhood Associations may purchase customized yard signs to advertise upcoming meetings and events. Designs must be approved in advance by the Neighborhood Chair. An itemized receipt and photos of the completed signs are required for reimbursement.
P.O. Box.
Neighborhood Associations are encouraged to rent a P.O. Box to receive mail related to Neighborhood Association business. An itemized receipt and the P.O. Box address is required for reimbursement.
Video Conferencing Subscription.
Each Neighborhood may purchase one video conferencing license to host virtual Neighborhood Association meetings. This account may be used exclusively for Neighborhood Association business. An itemized receipt listing the Neighborhood Association as the account holder and showing the start and end dates of the subscription is required for reimbursement.
Website Hosting Fees.
Ongoing expenses related to the maintenance of Neighborhood Association websites are eligible for reimbursement, including domain licensing and website hosting fees. Funds to cover website development costs or to pay for content management are not eligible for reimbursement through this process, though one-time website development funding is available to support the development of Neighborhood websites (see the One-Time Website Development Funds outlined in the Program Description). Itemized receipts and a link to the active website (which will be embedded on the City’s page) are required for reimbursement.