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HomeMy WebLinkAbout1994 Neighborhood Advisory Board Minutes02-22-94A0S:41 RCVD Mayor's Neighborhood Advisory Board Minutes Meeting of Thursday, February 9, 1994 Attending: Eleanor Dillon, Mary Margaret Murphy-Woll, Dorothy Carr, Susan Curtis, Barb Strong, Barb Pasch, JoAnne Jager, Cal Anderson, Armida Valdez, David Wiener. The meeting was called to order at 6:45 P.M. by Eleanor Dillon. The minutes from the previous meeting were approved. Cal Anderson expressed frustration about the board being on hold for two months. David Wiener apologized to the Board for the lapse of time. He explained that the new administration waited for advise on the continuation of the board and the grant program from its Housing and Neighborhood Development Transition Committee. The Committee recommended continuation of both. Cal Anderson suggested that the Board extent the deadline for applying for the grants. The intent of the Board is to reach the "total community" -- to go beyond established groups. In order to do this it may be necessary to hold neighborhood meetings to inform people about the grants. Cal asked David Wiener if there will be money in next year's budget for neighborhood grants. David replied that there is a deficit in the budget for next year and therefore it was too early to know if the grants could be continued. Eleanor Dillon recommended that the grant deadline be extended to March 1 at the end of the day. This would still allow for adequate time for the Board to review the grants and assure that the grant funds can be allocated by June 30. She asked that we check with the Finance Department on the deadline for issuing the grants. JoAnne Jager said that it was unfair to those groups already preparing their proposals to extent the deadline. Cal Anderson and Mary Margaret both stated their support for extending the deadline. Eleanor Dillon said that the Board can contact people who have already submitted proposals. Cal said that it is OK to extend the deadline because the plans for informing the public prior to the deadline did not occur. Eleanor agreed that it was OK to extend the deadline and that anyone on the Board who wanted to have meetings in their wards could do so. Cal asked if the Mayor wanted to keep the current Board members or appoint his own members. He said that he would step aside if the Mayor wishes. Eleanor Dillon said that she would also step aside if the Mayor wished. David Wiener responded by saying that the Mayor appreciates the work that the current Board has put into developing this program and agrees to work with the current Board to the completion of the grant distributions. Susan Curtis said that she believed that there were vacancies in the membership from the second ward and that if that were the case, she would ask that Mayor Hollister fill them. David Wiener asked for the history of the Board. Eleanor reviewed the Board's history. She emphasized that the primary purpose of the Board is to determine how the neighborhood grants are established and to make recommendations to the Mayor on the distribution of those grants. Cal Anderson stated that it is important to insure that the city responds quickly and appropriately to city neighborhoods. Eleanor said that the Board deliberately did not set stringent criteria for the grants. The Board did not want to tell neighborhoods what to apply for and how to do it. The process should be as free from bureaucratic red tape as possible. We should encourage neighborhoods to do things that couldn't otherwise be done. Eleanor said that the key criteria for the grants were: is the grant application complete -- has all the information been provided and is there a need to oversee the projects? She said that some projects may need help, and the Board could assist them in determining how to seek permits, if that is necessary, or in seeking bids, if that is necessary. Mary Margaret said that the Board should write the criteria for the grants. Cal said that we should minimize the criteria up front in order to encourage originality and to maintain the objectivity of the Board. Eleanor said that the Board should work with groups to scale down projects if necessary to allow for more grants in a ward. Cal asked about the makeup of the review committees. He suggested that there should be one person from each ward on each of the committees. Others said that the Board has not made any commitment to date on whether the review committee should have representation from each ward. Eleanor suggested that we put names in a hat and draw them. We should find a fair way to assign people to the review committee to assure that the process is fair. Eleanor said that an agenda item for the next meeting should be the composition of the review committees. She said that we should have the grant application by the meeting on March 3. She asked that we check with the Mayor on when he would like the recommendations. We should also wait until we receive the applications and see the number and range of them to decide on a deadline for recommendations to the Mayor. There was a consensus to hold three meetings in March to review the grants. Eleanor requested that we post all the meetings with the City Clerk's office and announce the grant deadline extension and meetings at City Council meetings. She also requested that we put an announcement or article in the State Journal providing the public with information about the grants and the Board. The meeting was adjourned at 8:09 P.M. Minutes recorded and prepared by David Wiener. 03'-0!-94A(`8:13 R"VD Mayor's Neighborhood Advisory Board Minutes Meeting of Thursday, February 24, 1994 Attending: Eleanor Dillon, Mary Margaret Murphy-Woll, Dorothy Carr, Susan Curtis, JoAnne Jager, Cal Anderson, Marty Macher, Armida Valdez, David Wiener Meeting was called to order by Eleanor Dillon at 6:40 P.M. The minutes from the previous meeting were amended to indicate that a motion was made to extend the deadline for applications to March 1. The only opposition to the motion was from Cal Anderson. The minutes were approved as amended. Motion by Dorothy Carr, second by Mary Margaret Murhpy-Woll. It was suggested that the meetings be taped. It was noted that the doors to City Hall were locked and that the staff should be informed about the meeting so that the doors would be open. Barb Pasch and Barb Strong were excused. The agenda for the meeting was announced. Evaluation of the summary of the grant proposals. Establish subcommittees for review of the proposals. Discussion on: who will supervise the projects who will distribute the funds and secure the vendors when does the Mayor want recommendations how will follow-up on the projects be done when the process is complete, should the Board continue, in what form and for what purpose Comments from the Board members Evaluation of the Summary of the grant proposals: Each project will have a ward number, a number and the year The project will given its number before it is distributed to the subcommittee for review If the grant application is incomplete, the contact person will be called The application form should include the date the form originated on the bottom left hand corner Site inspection of the project could be described under the column for comments Each grant application will be summarized on one form -- additional comments can be written on the back of the form Other information that should be included in the application summary are matching grants, permits and other information. The subcommittee should check that the permits are in order and are attached to the grant. (It was noted that not all grants will have permits attached because the grant applicants may not seek a permit until the grant is approved.) The application should indicate if permits are necessary. Cal Anderson moved that the form be approved with origination date on the bottom left hand corner. Armida Valdez seconded the motion. The motion was approved. Eleanor said that there will be no more revisions on the grant summary. Barb Pasch will add the origination date on her computer program for the grant summaries. Copies for the subcommittee can be made in the Mayor's office. Subcommittees Eleanor proposed that there be 3 subcommittees, each composed of 4 people -- there should be people from each ward on each subcommittee. Subcommittee 1: Dorothy Carr, Susan Curtis, Barb Strong, Eleanor Dillon Subcommittee 2: Armida Valdez, Marty Macher, Barb Pasch, Cal Anderson Subcommittee 3: Mary Margaret Murphy -Wall, Joanne Jager, Rudy Wilson, and one additional member Mary Margaret said that there should not be more than one person from each ward on each subcommittee. Cal Anderson said that the composition of the subcommittee was not a problem because the entire Board will review the proposals before the final approvals are made. He is not concerned about impropriety. Joanne Jager - said that it was OK to have someone from each ward serve on each subcommittee. She recommended a mixed membership on each subcommittee. Susan Curtis said that it was an advantage to have a mixed membership. It would bring a wealth of experience to each subcommittee. Mary Margaret said that if the subcommittee is mixed, the recommendations still come back to the whole Board who can review the recommendations. It was proposed that if an application requests all the money in one ward, then that application should come back to the whole Board for a determination on how to proceed. It was recommended that another person from the second ward be appointed to replace Connie Flanigan. (-; " -- L 1,- i _ 4: -I ; mi -i nn„ -- 1 0 halm hPPnl =ziihmi f-f-Prf f -n date -- it was assumed that the subcommittee system would be effective. Each subcommittee would be able to go into depth to determine what the grants would be able to do. All indicated that they were comfortable with the mixed membership subcommittee proposal. Eleanor indicated that she would distribute the grants randomly. Four copies of each grant would be needed for each member of the subcommittee. An original should be kept. At the next meeting we will divide the applications up and each subcommittee will determine their meetings dates. Each members will take the applications home for review. Recommendations to the Mayor will be presented on April 15. Before the announcements of the grants are made, it must be determined who will supervise the projects and who will distribute the funds. The next meetings of the Board will be March 3, 10, 24 and 31. It was requested that the Mayor indicate what his position is on the future of the Board and what its responsibilities and composition will be. In regard to the financial controls over the grants, it was noted that some organizations are their own fiduciary, while others will have to be supervised by the finance department. It will be necessary to have progress reports as well as a final report on the projects. Someone should also monitor the grants; that person should ask for a report from each grantee. If organizations have a bank account, should funds be deposited in their account, or should checks be written by the finance department? Project directors will need to know how the bills will be paid, how they can withdraw cash for their activities and how they will have to account for their financial transactions. Someone will also have to determine whether a project is legitimate. We must be careful that the projects are legitimate and that the groups can follow-through. In the case of Neighborhood treasurers or bank accounts. In finance department will have expenses. Watch groups, they may not have these cases the city treasurer or to voucher for their projects We need a procedure to clarify how the bills will be paid and how to break down the materials costs, labor costs and other costs. The finance department may have to set up a ledger sheet for each project. The planning and finance department use interns. Perhaps an intern could be assigned the financial management of these projects. How will the projects be supervised? If there are not too many, the Board members can follow-up on the projects. If there are too many, the Board will need help. Concerns expressed by Board members Cal Anderson described his neighborhood's experience with a neighborhood clean-up last year, associated with National Night Out. He had called the Department of Public Service to see if they would provide a truck for their clean-up and was told that these trucks provide this service on a priority basis and that such clean-up were already scheduled. Cal asked if it would be possible to write a grant to contract this service with the city. Mary Margaret said that the schedule for neighborhood clean- ups were made last year on a first come -first serve basis. It was based on the limited budget. Agenda for the next meeting Report on the role of the finance department - David Wiener Assign the Subcommittee chairs Divide up the grant applications Prepare a form letter for all applicants to say that their grant has been received and to state what they review process and timing will be. Eleanor expressed her appreciation to the Board for the process. She indicated that we are learning as we go and are covering all the contingencies as they arise. Cal stated that the Board members have much experience and will do a good job. Dorothy Carr announced that Howard Jones has volunteers working in his office and would like to let neighborhood people know that he and his volunteers are available to provide service to them. Eleanor asked that members do not speak about any of the grants to the public. She also suggested that we notify council of the process. The meeting was adjourned at 8:03 P.M. 03-10-94PO4:28 RCVD Mayor's Neighborhood Advisory Board Minutes Meeting of Thursday, March 3, 1994 Attending: Eleanor Dillon, Cal Anderson, Dorothy Carr, Susan Curtis, JoAnne Jager, Marty Macher, Mary Margaret Murphy-Woll, Barb Pasch, Barb Strong, Rudy Wilson, David Wiener, Emil Winnacker (Department of Planning and Municipal Development - Development Manager). Public observers: Mark Eggleston, Lansing -Eaton Neighborhood Association; Fred Johnson, 4th Ward. The meeting was called to order at 6:40 P.M. by Chairperson Eleanor Dillon. The meeting was held in the Economic Development Corporation conference room. A motion to approve the minutes of the meeting of February 24, 1994 was made by Cal Anderson and seconded by Mary Margaret Murphy-Woll. The minutes were approved. David Wiener explained that the Finance Department will be able to voucher checks to vendors providing goods and materials to the grantees. He also said that city staff could assist the Board members in monitoring the grants. He said that during the course of the month he would get more information on what type of monitoring and financial accountability would be necessary for the grantees. The proposals for financial and program accountability would be based upon the types of grants which the Board received and approved. Emil Winnacker said that the Board could use the purchasing power of the City to reduce costs of goods and materials that were needed by several grantees. An example would be paint or flowers. Goods and materials are relatively easy to monitor. Operations and services are more difficult to monitor. He suggested that the Board establish a documentation system for grant activities. Eleanor expressed the concern of the Board that we be certain that nothing is done that would cause a problem for the Board or the Mayor and that tax dollars not be misused. Cal Anderson said that we need to look at the procedures for operating the grants including knowing who the person is who is responsible for operating the grant. Whatever procedures we establish we need to make available to the grantees. Eleanor suggested that two or three people from the Board could meet with Emil to develop procedures for monitoring the grants. It was also suggested that if the city uses its purchasing power to obtain goods and materials, the city might use its bidding procedure for this purpose. Marty asked if the city uses city employees for monitoring the grants or providing other services to the grant program whether the city will charge the grants for the employees' time. Emil said that would not be done. Eleanor announced that a form letter will go out to all the grantees indicating that the grants were received, were being evaluated and indicating the timelines on the decision and announcement of the grants. David said that the Mayor's office would prepare the letters. Mayor Hollister came into the meeting at this point and greeted the Board. He said that he would announce the grants on May 1. David said that the office had received 30 grants for an approximate total of $200,000. Discussion ensued on the subcommittee structure. Eleanor suggested that each subcommittee decide its own chair. At this point people volunteered to chair the subcommittees: Barb Strong will chair subcommittee #1; Marty Macher #2; Mary Margaret Murphy-Woll #3. Each person will receive 10 grants and read them at home. The subcommittees will meet prior to the next meeting and discuss the grants. The chair will report on the grants at the next meeting. Gal Anderson asked how the subcommittee should respond to a situation in which one ward asked for only $10,000 in grants and another asks for $60,000. (This situation turned out not to be the case, as we learned after we organized the grant request by wards and totaled the dollars request by wards.) It was agreed that if there were gaps in the grants, then the subcommittee call the applicants. Another problem would be if one grant in a ward requested all the money available for all grants in one ward. If other problems were found, the chairs would report- on them at the next meeting. The grants were distributed and counted by wards: Ward 1: 11 grants; $85,500 Ward 2: 6 grants; $11,000 plus a request for a soccer field Ward 3: 4 grants; $21,700 Ward 4: 7 grants; $37,500 The grants were distributed by each chair circling the table and taking a grant from each ward pile. After all the grants were distributed another grant application was found in a box. This was given to Subcommittee #2. (This grant is not included in the total for Ward 4.) The meeting was adjourned at approximately 8:10 P.M. 05-25-94PO4:17 RCVD Mayor's Neighborhood Advisory Board Minutes Meeting of Thursday, March 10, 1994 Attending: Eleanor Dillon, Cal Anderson, Dorothy Carr, Susan Curtis, JoAnne Jager, Marty M(3cher, Mary Margaret Murphy-Woll, Barb Pasch, Barb Strong, Rudy Wilson, David Wiener, Joan Sheldon, Paul Scott. The meeting was called to order at 6:35 P.M. by Chairperson Eleanor Dillon. Rudy Wilson moved that the minutes from the meeting of March 3rd by accepted. The motion was seconded by Bard Strong. The minutes were accepted by acclamation. The grants from the ward were totaled. See attachment. The total requests are $255,598. It was suggested that we review the large grants applications first. Those grants were Ward 1, numbers 1, 7, 91/2 and 10. Cal proposed that we look at all the grants and not single out the large grants first. Rudy said that we should look at the large grants first to see if they have any merit. He said that his committee had several large grants, some with no merit. He could explain how his committee assessed the grants. Eleanor said that we should just start in at the beginning and review the grants in order. (NOTE: There is a transcript of the meeting that provides the complete discussion on each grant. This transcript is attached to these minutes and a copy is in the Clerk's office and the Mayor's office. For the sake of these minutes, the outcome of the discussion will be stated.) Ward 1, Application 1 (Cul -de -Sac): Rejected Ward 1, Application 2 (Private security lights): Rejected Ward 1, Application 3 (Computers at Head Start building): Need more information before making a decision Ward 1, Application 4 (Youth yard work program and tools): Accepted only the tool shed part of the program Ward 1, Application 5 (Old Town Festival): Accepted Ward 1, Application 6 (Irish Community Center): Rejected Ward 1, Application 7 (Foster Community Center Computer Program): Get clarification and cut down the grant Ward 1, Application 8 (Old Town decorations): approved on the condition that the group get better prices for the flowers and banners Ward 1, Application 9a (Printing a newsletter): Rejected because the group is a commercial organization Ward 1, Application 9b (Computer Learning center): Rejected because group requesting does not meet criteria for grant and got noy community input Ward 1, Application 10 (open Arms Advocacy social services): Rejected because project too difficult to monitor and not appropriate for this grant program Ward 1, Application 11 (Beautification of Marshall Park): Accepted Ward 1, Application 12 (Brenke Fish Ladder rest rooms): Committee will talk to Department of Parks and Recreation to assess whether it is appropriate to fund this through these grants or through Parks and Recreation. Ward 2, Application ]. (Elmwood Park/School playground equipment): Accepted— c.� Ward 2, Application 2 (gas ek View School track and soccer field): Rejected Ward 2, Application 3 (Bike Path on Road): Committee needs more information before a decision can be made Ward 2, Application 4 (Garden project for Marscour Neighborhood Watch area): a portion accepted Ward 31 Application 1 (Elmhurst School playground equipment): accepted. Ward 3, Application 2 (Sheffield Boulevard beautification project): accepted Ward 3, Application 3 (Community bulletin board at Woodcreek School): Need more information on location of bulletin board and its use to neighborhood before decision Ward 3, Application 4 (Lansing/Eaton Neighborhood Association after school tutoring program): Rejected Ward 4, Application 1 (Art festival and other activities at Oldtown festival): accepted Ward 4, Application 2 (Rental of a building for community meeting place and open air market at Barnes and S. Washington): rejected Ward 4, Application 3 (two parts: plowing sidewalks and mowing park; family outing for neighborhood families): first part rejected; second part tentatively accepted pending more information Ward 4, Application 4 (Picnic celebrating national night out): accepted Ward 4, Application 5 (Neighborhood Clean-up): accepted Ward 41 Application 6 (Old Town - labor for neighborhood organization, and funding for neighborhood planning): both parts of the application were rejected Ward 4, Application 7 (Neighborhood signage in Old Forest Neighborhood): accepted Ward 4, Application 8a (Verlinden playground equipment): Need approval from the School District before making a decision Ward 4, Application 8b (Operation Paint Brush): Check on whether this can be coordinated with the Paint Blitz Ward 4, Application 8c (Kingsley Center environmental program): could be handled by Urban Option or Parks and Rec - rejected Ward 4, Application 8d (Light the Night): rejected because grant provides lighting for private homes Ward 4, Application Q (Banners, planters and signs for Riverpoint): Planters were accepted with suggestion that the price be brought down The meeting was adjourned at 8:30 P.M. Neighborhood Council Project List Ward Project Number Amount 1 1 $20,337.70 1 2 5,591.00 1 3 7,500.00 1 4 7,334.00 1 5 1,317.00 1 6 7,750.00 1 7 17,361.49 1 8 6,752.00 1 9 4,996.00 1''_ ,_—Z9, 743.00 1 i6 379.00 1 i2 7,500.00 Ward Project Number Amount 2 1 $ 7,576.00 2 2 30,000.00 2 3 2,700.00 2 4 1,805.00 Ward Project Number Amount 3 1 $ 9,207.00 3 2 932.00 3 3 3,697.00 3 4 7,500.00 Total $128,760.00 Total $ 42,801.00 Total $21,336.00 Ward Project Number Amount 4 1 $ 933.00 4 2 6,000.00 4 3 10,940.00 4 4 310.00 4 5 1,035.00 4 6 6,000.00 4 7 2,969.00 4 8-A 3,484.00 4 8-B 7,500.00 4 8-c 10,950.00 4 8-D 7,400.00 4 9 5,900.00 Total $44-;336:00'? Grand Total $4 page 2 Yeah. And the one bid of $1,700 and the next bid of $5,056. So we didn't -- Woah. Yeah, we thought that was a little -- the discrepancy there was a little -- we chose to honor planters. These are 10 foot planters. They are the standard planters which were taken out of there about 10 years ago. It costs a little bit to put them back. [Inaudible] and they run -- 10 planters are $5,900. The landscape material to put in the; that is, the 15 cubic yards of top soil and shrubs are $1,200, for a total of $5,900, which we said yes to. Wait a minute. You said the planters were $5,900. The top soil as $1,200. We ain't going to give them but $5,900. We're going to give them -- Oh, you're not going to give them top soil money? No. We're going to give them $5,900. [Inaudible] and they have the potential down there for money raising. That's right. Let them raise money for their banners. We didn't [inaudible]. We only -- Let them get barrels instead of these [inaudible]. No, they want to go -- they've made arrangements [inaudible] and they want to go back with the original, such as [inaudible] parts of downtown. for. Oh. [General discussion; not possible to transcribe] Quiet. One at a time. I don't consider it our place to determine what they should have. This is what they asked That's true. I have a question here. Okay. The planters, I understand the price on that. Okay. Then the delivery and placement of planters. Why would you not give them that? I mean, they can't pick up concrete planters. Well, we decided what we're going to give them. No, but I'm asking you why -- No. Now, wait a minute. No. The -- Okay, Jo, you've got our explanation on that. I have the $5,900, I have the $1,650 and the $1,200 -- $8,750. I thought we said $5,900. Didn't we -- $8,750. That's for the planters. I got lost. It was real easy to get lost on this because there was no real budget, but what we did was pick out the lowest of the three bids on planters; that was $5,900. And I remember discussion over delivery and placement -- That's $1,650. $19650. I remember that. And then we looked at the landscaping costs, that was -- $1,200. The lowest bid there was $1,200. And I thought we added that all together and -- I must have been asleep at that moment. And so we gave them -- $8,750. But I think we wrote the wrong figure down, Rudy. That's why -- We wrote the wrong figure. So we did give them the $1,650 for delivery and placement? � -- 1 � I, �. a Yeah. So would it be $7,550? $8,750. Well, you see -- $8,750. It was hard to imagine what it was they were actually going to do. And when we talked about it, the more we thought, well, it's really none of our business what they do, they're doing that they want to do, that's the whole idea of the project. We had second thoughts, too, about opting for the lowest bid whenever there were three, mainly because this one bid was so very low we didn't take it at all, because we felt that maybe in the end the city would end up with a lot of cheap equipment on its hands in a few years. We would have succeeded in providing the city with a lot of junk. Where [inaudible] of streets will be littered with [inaudible] equipment in a few years. And I was beginning to have second thoughts about that, too. Well, you know, the stone -- the country planters. I mean, that's the only thing that won't disintegrate, and which you're allowing them. Yeah. What I'm talking -- We're assuming that they understand that they have to used the easement and that there is enough easement and that it's not a visual barrier. Is there any indication here that they have checked with the city -- Yes. -- as to whether they can -- They have. They indicate they've had phone conversations and so and so forth. But, again, I don't know. Well, I'll talk with the young fellow. What's his name? D'Marso [phonetic]? D'Marso. C33�7 Yeah. And I'll telephone him on that. He assumed that we would take the lowest bids for everything. They answered question nine. That isn't the case. So what are we giving them? $8,750. It's kind of up to you. That includes planters, delivery, and soil? Yes. Well, that wasn't my -- okay. That's good. [Inaudible]. But see they also wanted banners, which would have been fine. They had a wide range of bids on that, too, I think. What is that? The banners. Yeah, the banners. But the prices didn't seem to be anything like the ones you guys were getting from the city. Banners were real expensive. $5,100 and $5,000. Well, I say to give them the planters -- have a complete project. Yes. The planters, the delivery and set up of the planters, and filling them with the soil; that's a good project. Yes. That's very clear cut. Um -hum. As for the use of the planters, you don't have anything to go in them. That's right. Well, they would be [inaudible]. I mean you can't [inaudible]. And another thing, you'd have to get [inaudible] because these kids [inaudible], they do it for the city. [Inaudible]. Okay. $1,650 and [inaudible]. This could be a real [inaudible] project, they way you're talking about it. The way I'm -- [laughter] What's the other figure we gave them? $1,650, $5,900, and what? And $1,250 for soil. The bottom one. $3,750. The placement cost and the soil. The soil. The soil, wherever that is. Fifteen cubic feet of top soil and 20 flowering shrubs. That comes with it, right? That's $1,300. Now, they could use the city's expertise there because they do -- the city did a lot with Lansing parks and they can get that stuff cheaper. I'd also like -- if they going to plant flowering shrubs, could they check them and see if those flowering shrubs will live through the kind of winter that we had this winter in a planter. No. Well, I assume they have. 22 J All right. Now, may I make a suggestion? And I'm sure that there will be people who would like to change my suggestion and that's okay. Okay. My suggestion is that we don't talk about these any more tonight. I think we're kind of getting goofy. Thank you. That we go home. Each committee has [inaudible] that they need to get some clarification on. Get that clarification, come back, meet again if you have to. Come back with a firm recommendation for us. And then, at that point, between now and then, I will try to get a rough thing done; get all of you as to the costs that we have approved so far. Then we'll plug in those that were question marks tonight because of unanswered questions. And then we can go from there and start refining our recommendations. How does that sound? That sounds good. And we have two weeks to get our stuff down. And Mary -Margaret has requested we not meet on Holy Thursday, so we might not have to. Two weeks from now is Holy Thursday? No. It's April the 1st? No, it's March 31. March 31. That's good for me, because I won't be here. Does anybody need any more of these? 7o, we don't need -- we don't have to ask any questions. I'm just reviewing this myself. I don't think -- I think we're clear. I think so, too. �" I I would have a question to the committee. How did they justify? What were the reasons given for the need for the project and what were those -- Clarifies the school association, as well as other school functions. So apparently they feel that they do have enough meetings that go on at the school itself. We don't know what those meetings are so we really don't -- I don't know how often they're used. Okay, can we then say "Yes?" and you find out a little bit more about the types of meetings, the frequency, and the -- Message. Yeah. Okay? Any more questions about 3-3? 3-4. That's ours. That's a turn down. We don't even have to explain this one. It's a flat no, huh? It's a flat no. At $7,500, no. It was $10,000. It's no. What did you have? It was $10,000. It was $10,000. $7,500 and $2,500. Okay. It was inappropriate for this -- it was school -- It was finaudiblej Lansing/Eaton Neighborhood Association. What was -- you took the comments, didn't you, Jo? It's a partnership with the Lansing School District. It could not be funded under our term of funding because it would be fiscal year. A partnership to do what? To teach -- provide young people with three -fold after school activities and disadvantaged youths to improve their academic schools and bring the neighborhood closer together. It was based on -- your major expenditure was tutoring services and activity fees for the tutors because in addition, the tutors were to be given kind of bonus points or chip points in the way of other activities or tickets to ball games or something for tutoring. This is a good project for a PTA bake sale. $43,000 for volunteers, in other words. So that's down. Besides, the school district next year is getting more money for at risk students. And it was for school-age children only, which just definitely limited it's scope. Yeah. And, as I said, the funding -- when they needed the funding, it was not in our term possibility. It was mainly a literacy program. I'd like to ask one question. We've finished three. Who had the Verlinden project? They've worried me to death on that in the Fourth Ward. That's four. Are we going into four tonight? Are you talking about the Verlinden project or projects? Projects. Yeah. Oh, that was the one that Barb finessed so well [lnaudible]9 Yeah. What did you recommend on the Verlinden project? 2 V� Which one? I don't know. Whatever one. How many they got? There's four. What did you recommend? Did you turn all of them down? No. Well, there was not four Verlinden projects. Well, it was all with the same group, but there was -- There was one Verlinden project. There was four parts to it. There was four separate applications. It looked like [inaudible]. What did that total come to? $29,350. Well, they aren't going to get that much on it. No. I think we said yes on -- Two. Said yes on what? I just want to know about that because they -- You can't add all of them together. We've got them clipped together but there were four individual, separate proposals. One was Verlinden Street playground equipment, another was Operation Paintbrush, another was Kingsley Court Land Beautiful Kitchen Project, another was Light the Night. So there were really four independent -- Those are from the West Side Neighborhood Association. Right. But you see -- but because they were all clipped together, they -- They are different. They are different. I understand that. I know. That must have been my mistake. I thought when I looked at them that they were all -- 43 Let's go on to 4-1. That's us. Art festivities to coincide with Old Town Festival and Grand Day at the Otherwise Gallery. There will be a silent art auction, sidewalk chalk contest, and a snake rodeo. Yeah, it's a fake snake. And we were wondering -- they had asked for funds for refreshments and we asked them if the funds were sufficient for the refreshments they asked, and they said that more will be provided; this is just for inside the gallery. It was a small amount that they requested. And there are also flyers being sent for the other Old Town festivals that we had looked at, and there were flyers for this. And so we asked if this was in tandem with that or if this was separate. And they assured us, no, it's two different things. So we said another sweet project, yes. And that's how much? $932. Oh, good. All right. 4-2. 4-2 is for a community meeting place and market. It apparently was for the purchase or rental of a building, open a fresh produce -type market. First of all, there's no funding in place to purchase or rent a building. We didn't know who was going to own the building, who would run the building, who would have time for the property. And one of the bigger things, I thought, the current proposed site encouraged drug use and prostitution. We couldn't figure out how the opening of a market in an existing site would change that scenario. Anyway, we said no. It was going to be at Barnes and South Washington. Oh, wow. Great place. 4-3. 4-3. This was -- 4-3 is two projects. The first one is for a tractor to plow sidewalks in the neighborhood as well as cut the grass Genesee Park in the summer for $1,500. The second part of it is for neighborhood enrichment excursions out of the city locations. Again, this is going to be subject availability and we need to have some questions. On the tractor, first of all, that's primarily for Genesee Park, which they are currently taking care of with their own equipment. To me, that's a problem with the city. Dave, I'm not sure, but I would say that -- No, I have a legal problem with the operation of a power tractor on city property. Yes. What was the set cost of the second part? The second part was $5,140. It's got a letter from the police encouraging family -type activities. It was for basically four trips to various locations -- Chicago, Detroit, to various museums. Chicago was the -- How about to Toledo to the groupings? It might be too late. That will be gone by the end of the month. side]. First of all, we liked the idea, however, depending on the money situation [end of tape So are one of you going to call -- did Donna Brockwell sign that one? Yeah. Would one of you call her and have her set up a process before our next meeting? 0 Sure. Cal? One of the components of that Enrichment Field Trip Program was that parents be involved in actually taking the trip so that the parent and child would be having a positive experience. I, too, know that area very well and I'm familiar with the area and some of the types of things that people have done in that area and I support whatever we can do for that kind of much-needed activity. Okay. I just have a few questions. Are these trips via bus? Yes. Chartered bus. And would they assume liability for themselves on this trip. If there were an accident, would that bus -- Well, the bus handles that. Standard field trip procedure. Anybody have any other questions they are wanting to ask -- So we are going to reject, it sounds like, the tractor but for legal purposes? That would be $5,140. For the field trips? For the field trips, yes. Okay. Okay. 4-4. That's mine. This is one of -- what are we calling them? Sweet little projects. Oz This is a picnic to celebrate National [inaudible]. A picnic to celebrate what? National [inaudible] and Successful Cleanup. Well, we haven't even talked about this cleanup yet. We have the cleanup. It may not be successful. [Laughter] It's between Willow, Westmoreland, Mapleville, and King/Logan. And it's going to have flyers and we explained -- Can you explain [inaudible]? Well, obviously -- [Inaudible]. Now we say no. Now, wait a minute. Now, it depends on whether I turn this over to a yes or no. [Laughter] Do you know how much it cost on that [inaudible]? $310. [Inaudible]. Go for it, Cal. It's a sweet little project. That's contingent on the other project. What other project? We're going to do that anyhow. 4-5? 4-5. We have the next one. It is a neighborhood cleanup where they're going to pick up appliances, mattresses, et cetera that are not picked by the city at the weekly pickup. And it promotes pride and positive feeling in the neighborhood and benefits about 300 people. We noticed there was computational error so we did change that to $1,035. Now, let me ask you, what areas does this cover? It covers Maple Street south, Willow Street north, Jenison west, King/Logan east. It covers Glenn Street, Theodore, Linwood -- Let me say this. Those pickups, if it's arranged, the city do those free. No, they don't. Don't tell me. They're going to do one for me. They do that contingent upon the amount of funds that they have available at that time. They will only do so many -- At once. Okay. Okay. They had funds when I went for it. Okay. The mattresses. Okay. I see what you mean. And for the mattresses and that stuff, those stickers are $20 -some. We've got a guy that follow a city truck around, if this is approved, and pick up what they don't pick up. See, I get the stickers free. Those stickers are $22 apiece. I understand that, but on June 24th there will be a pickup for my side down for people who cannot afford stickers. I'll get free stickers plus the pickups. Last year they offered me five. Five stickers? Five stickers, yeah. 9 That's all right. Because that's all they could afford. We were talking about that the other night. Um -hum. They would not fund [inaudible] clean up this year. How would it go? This is the first clean up I've had so -- Talk to me. We'll go over it. Did y'all say yes or no, so we can move on? Yes, we did? Okay. 4-6. Okay. 4-6 is for the forms, surveys, and documents needed for the production of a development plan for Old Town; $6,000. We've been reviewing it. It appears that the application was primarily paying for the labor of the neighborhood organization, should be contrary to the purpose of the committee, which was to encourage individuals in the neighborhood to volunteer their time and talent. We felt if funds were available they be considered for some of the documents. They submit an estimate of $1,900 cost for materials and supplies, $500 of which were already to be donated which would leave $1,400. I'm sorry. I didn't hear what that was for. It was for forms, surveys, and documents to put together a development plan for Old Town. I said most of it was labor and we don't -- And who were they going to pay? I think they, themselves [inaudible]. So you said no to the whole thing? We first said no for sure to all the labor. And possibly -- and, again, I'm not too familiar with what bartering is going on, that $1,900 in materials and supplies, $500 already being donated, which left a balance of $1,400. And, again, if funding is available, that money could possibly go to that. But I don't think any of us are real strong on that one. I have a real question because it seems to me a neighborhood development plan should be in conjunction with the city's development [inaudible]. Yeah. Okay. But it seems to be that -- I mean, do they have surveying costs? What -- It was all labor for that. And, again, I believe -- they way it sounded, there was no [inaudible] attached to this. It sounded to me, from the reading of the documents, that it was primarily for their own people and I'm going, no way. I say absolutely not. And I think that that should -- they should be referred to the city's department of -- the development division of the planning department or whatever it is. Paul? Is that the business association? Yes. Okay. They have complete access -- I was on the advisory committee for the North Lansing Community Association. They've got complete [inaudible] community survey for the Center for Urban Affairs. They've got complete access to all of that information in which a number of business questions were answered and I would have to agree with the chair. They can, amongst themselves, or elsewhere find a [inaudible]. So it's a no vote. Maybe for expertise that's already there. [Inaudible] take all night long. What was the total amount, Marty? For what? It's now gone. 2� 1)80111M —,7oiv '7 It is a neighborhood -based signage. It is all done ti;rough the city and the -- What kind of signs? Street signs. Street names. s, as it has ea Street names, Old Forest Neighborhood, on the top of ten on ofWillowat Pine, done in Lansing and East Lansing. The signs will go on the Oakland, [inaudible], Madison, Chestnut, Walnut, and Seymour, Pine and Maple, Kilb Oakland, and Madison, Chestnut and Sycamore, and [inaudible], the [inaudible], Walnut and Grand River, Sy Saginaw, and Walnut [inaudible], Grand River, Maple, Kilborn, Oakland, Madison, Saginaw. Grand River, Maple, Kilborn, Oakland, Madison, and Sag Those are those enhanced ones? You've seen them in East Lansing. The street name and then something around. Labor cost by the transportation division. Material cost provided by transportation division. And their purchasing service? And their purchasing. It's all done through the city. Funding would be required only A P signs.y ublic service department and as maintenance and for replacen contacted, And the cit p transportation division have be I very feel ve familiar with that area and this is a new, struggling neighborhood association that's trying very hard to develop an identity and I think this would really help them. That, s exactly the reason -- Oh, we said yes. Yes. f) j He's available to teach people how to write grants. Okay. 4-8? 4-8. Verlinden [inaudible] playground equipment for $3,484. We approved it subject to, and we have to contact these people and it's (1) obtaining a list of what kind of playground they want to put in, (2) do they have Lansing School District approval? We don't have that yet. Who is the writer of that proposal? Rodney [inaudible]? No, Richard Baker. Dick Baker? Oh, [inaudible]. Give him a call and find out [inaudible]. Okay. The second one is Operation Paint Brush. They want to paint 30 homes. I guess before I go any further, I want to ask -- because they asked for $7,500 for paint, but is that available through the city, and at what cost? No. The Neighborhood Council is having a paint brush -- they're annual paint brush this spring -- late spring. But they won't -- I mean, 30 homes are about the total that they're going to do city-wide. Okay. So I would ask them if they applied to the Neighborhood Council for any of those homes to be done. And if they haven't, why not, because the Neighborhood Council might do a couple Of the 30 homes. Well, they have targeted, apparently, a hundred homes. And they're feeling that they can only do 30 with this particular request. Yeah. But still they're not -- the Neighborhood Council, it has to be low income. And I'm not sure how low income that neighborhood is. Right. All hundred homes in it. Yeah. And that's the question I have. Again, not being familiar with Gary and Mike, the recommendation was that criteria be developed so that if there is some financial difficulty, be able to get first access. Good. I would approve that [inaudible]. That's my neighborhood group. Okay. I know where that came from. Is that volunteer labor then? Yes. Yeah, we volunteer and paint. Yeah, okay. So you'll ask them about Neighborhood Council Paint Brush and then about their need? Um -hum. Can we fund something that's working against another city project? How would it be working against it? It would along with it, it wouldn't be [inaudible]. Along with it. Yeah. Yeah, we talked about that in our Tuesday night meeting. And if there's anything -- But you call Dick and -- yeah. Okay. Yeah, they're good -- it's about that many homes. We did about 10, 12 last year. Okay. The third one is Kingsley Center Land [inaudible] Program. They want to teach environmental issues to 25 youth with computers and how to landscape well. It's a good idea but we felt that it should be handled by Parks and Rec. The total cost is $10,950. Why don't you suggest that they contact Urban Options, because Urban Options does some of that stuff free. (d) is similar to what you had refused earlier, the light the night. They were requesting 50 lightposts and, obviously, it didn't fly through yours, it's not going to fly with this. So that's $7,400, no. These are also private property? Yes. I think they discussed in that meeting the intent, and I didn't think it would fly anyway, but they wanted -- unless the Board of Water and Light put them in to the elderly, then the elderly would have to take care of them from there on in. Okay. Any other questions or discussions of 4-8(a), (b), (c), or (d)? No. Okay, 4-9. 4-9, that's us. That's the banners, planters, and signs in [inaudible]. South Washington. The costed it out at -- there are three bids here. Banners -- we went over banners, planters, and signs. There was too much discrepancy in the sign bid so we couldn't consider them. We decided on planters -- Which kind of signs? Signs -- Cambridge -- two main identification signs, 8'8" by 3'8", wooden carved. Eight feet by three feet. M. Signs at the entrance to the neighborhood? 03-25 PO4 17 -[?CVD MAYOR'S NEIGHBORHOOD ADVISORY BOARD Project%Discussion - Grant Applications March 10, 1994 Okay, now. We have a very serious problem. What I would like to do, I would still like to start with Ward 1. We may not get through more than Ward 1 today, but just do — still do Ward 1 and Ward 3, if we can. What I would like to do first is to look at these very large ones. The $20,000 one, the $17,000 one, the $29,000 one, and the $12,000 one. So we're going to look at 1-1, 1-7, 1-9'/z, and 1-10. May I [inaudible] for just looking at the large ones, rather than looking at all of them see what -- Well, what we did -- let me — Excuse me, I'm asking a question of the chair. Yes. My rationale for doing that is that these grants individual request anywhere from a half to almost all the total allocated to the ward. And I would like to look at them and see if the review committee had any suggestions for those huge grants; anyway that they could cut them down, rather we could give them part of it, or if there's anything that we can do, you know, with those if you thought they'd have any bearing at all. I feel very strongly that we cannot look at one grant -- we can't look at the larger grants without looking at the smaller grants. I am -- I'm not -- We're going to look at all of them right now. I'm not comfortable even considering any one grant until I see all the grants together. I don't think by doing it that way we're being fair to the smaller grants. H_ Well, let me suggest what we have done in our committee. We looked at grants and if they were large grants, we went through them and looked at what we thought would be right for the grant, the amount of money. That's what we did and some just didn't have any merit as far as our committee was concerned. I don't know. My suggestion would be if we got 2-1, we will give you an explanation of what we did on 2-1. And we have 2-1. What is your suggestion? You know, we have to get moving on this. Yeah. Well, Mary would give our report on 2-1, what we came up with on 2-1. We're starting with Ward 1. We'll start with 1-1 and go through them. Yeah, go through them., Okay. Now, two of you requested to leave early and I'm trying to get -- I understand that. -- through these so that you have input. And we have a serious problem out there. A very serious problem out there because I know that most of our grants -- I don't know about yours, but most of ours had some merit, anyway. Okay. Let's go with 1-1. Okay, 1-1. Okay. I'll give you a brief overview. The neighborhood wants to be in a cul-de-sac instead of gates for closing off the street. They say, at this point, it would give more accessibility for the city and emergency vehicles. At this time -- it's over by Marshall Street Armory. They are closing off the gate. The number of people to benefit would be 30 on the street plus city and emergency personnel. You know the cost. There were people to contact and we did contact the National Guard because it would necessitate taking some of their land. The National Guard has not okayed the land use. In fact, they said they would not okay that large of a land usage. They had talked two years ago about using a "T" and they would willing to discuss that, but definitely not a cul-de-sac, so we said no. You said no? Absolutely not. Good. All right. That's the way I like it. Okay. Okay. 1-2. 0 We also had that one. Could I ask a question? Sure. In terms of the question that Eleanor asked about, is there any merit? Or Rudy asked, did it have any merit at all? You said that the National Guard indicated they could use a "T, " they might want to use a "T." Is that [inaudible] -- [Inaudible] City Council [inaudible]. Okay. [Inaudible]. Okay. Okay. 1-2. We had that one as well. And this one was for 40 yard lights -- not street lights, but yard lights -- to increase security and visibility and appearance of the neighborhood. And this would benefit 40 families. You know the cost. And we felt that this, again, we would reject because it benefits only private families and enhances their property value. They also didn't say where they were going to place them in the neighborhood, so we decided no. Good. All right, that -- this is coming off the [inaudible] then? Yeah. Yeah. So now we're down to $100,000. Okay. Could I ask another question? Sure. You say this is 40 yard lights, meaning -- G) For private residences. -- there would be lights like in their yards, as opposed to on the street? Yeah. If I could make a comment. I happen to be looking at a request from another neighborhood group to the Board of Water and Light for some street lights. I think they're street lights. I'll have to go back and take a look, now that you've made a distinction between street lights and yard lights. And the Board is willing to work with them to put up most of the lights that they're requesting. They have to come up with some more money. So the point I want to make is that maybe we can help this group if we're rejecting them, by referring them to the Board. If it's a [inaudible]. They have to through the Board. The Board of Water and Light has had this yard light program and they offer you the lights, you have four different styles, and the installation for flat rates, must less than you can buy them through a private contractor. Right. But they do not subsidize it. Okay. But for the very reason that it's on private property, it increases the value of the home. Okay. (�D Where they do subsidize street lights. So the option for this family is to buy their own. That's correct. [Inaudible] the city pay for them. That's right. Okay. Which I think would be appropriate. Okay. Okay. 1-3. Okay. 1-3. [Inaudible] for Head Start school building to be used by the neighborhood residents. It would benefit an estimated 900 families in the area. Cost, $7,500. We approved it with some recommendations. First of all, we found that [inaudible] three computers and they would have no money for additional programs, printers, supplies, or anything like that. Again, we [inaudible] last night so we haven't been able to contact them. We would like them to consider to reduce the amount of computers from three to maybe two or one, increase [inaudible] and printer and buy some supplies. I would like ask Susan to comment on that. She's our computer expert and we had a computer one. We had the same request and I purchase computers for my department at the university and not knowing what specifically they have on there, but just knowing they still put Highland and Computerland as purchase [inaudible] that's a Highland price. For three computers? Yeah, these are fairly [inaudible]. Are they Apples? Mac 46's. You can get a 486 for a thousand dollars right now. (D Yeah. If you would like to review what it's got on there. It's a fairly significant package. Well, I [inaudible] in my department and I had to pay about $1,300 apiece, which are ready for the next generation chips. That price is too high. And did they have three quotes with that? They've got -- yeah, they've got three different computers. And they're all about the same -- I would vote no on that just because the price is too -- that's too high to pay for those computers. Well, instead of saying a flat no, I'm guess -- wouldn't be willing to work with them or the city as far filling the need? We had the same problem and what -- I am attempting to contact the person on the grant that we have and ask -- and I'm suggesting some numbers to them and asking them to go back out and come back with some prices that might be more appropriate. Well, again, I think we talked last week. [Inaudible] had mentioned that possibly the city could use its purchasing power to buy these computers. The city doesn't always purchase at the lowest price. They don't go to Highland or to ABC Warehouse -- I understand that. -- or somewhere. I understand that. But I think if we pull together. In other words, we have a number of requests for a number of computers. We could look into various packages. And I think that when we ask the city -- I know at the university, which is a much larger organization out there, and they pool their resources, too. That's another option, to purchase through the university. Is this connected with the school? No. It's in the Head Start school building, but it's to be used by the neighborhood; by all the residents in the neighborhood. For what? Who takes care of the computers? Whose going to take care of them? What if -- Whose property do they become? It would belong to the association. And the school district has approved this? Wait a minute. The problem is the school district probably will not take care of any equipment that doesn't have their tag on it. That's right. My understanding was, from reading the application, is that it would part of -- it would belong to the association and they make sure that it would be in a secure area and they would schedule the usage. And the repair and the update and the software? Would there be someone to supervise the use? That's what they said, yes. What would it be used for? Primarily educational -type programs. Teaching individuals in the neighborhood how to use a computer. The youth, adults who would like to learn how to use a computer? Jo? Who would be paying for the coordinator or the tutor or whoever this is? That I'm not sure of. C/ Are we going to discuss the attributes of each one of these as we go through tonight? Well, we're going to have to, you know. Yeah, ledgering like this, we're going to stop and discuss each one. Yeah, I think -- I think we have to, to some -- Yeah. Susan? I guess I would ask -- one of the questions I would have would be what were the hours that these would be available for people to utilize and whose going to supervise the use, is the main concept. And whose going to have the key? Yeah. Whose got the responsibility? And have the security of the equipment, also. I was part of that committee, but after I read over the application, at another time, one of my other thoughts that came up was that, really, from a practical standpoint, what's the real value, even if we could give them three computers to finaudible]? Well, as someone of the school district said, because they don't have enough money, one computer per school is better than none. All of the schools have at least one computer in them. But the problem is, of course, the children don't have free access to them, nor do they have much time. The after school hours programming, and then that has -- that's a whole new ball of wax. Somebody has to be there and you've got the problem of liability, you've got the problem of custodianship. Let me ask this. Now, did your committee feel that the questions of access, of security, of supervision, of teaching were adequately addressed? No. Again, I don't think they had everything considered on their -- I guess the way we approached is -- because if we went strictly by the book, we would throw every one out because none of them were complete. Well, this is incomplete -- H I understand that. That's why we raised some of the questions ourselves. Did you talk to any of the people? No, we just met last night. We have not had a chance to talk with anybody on any of these projects. Okay. Barb? I was on this committee and actually had Cal's notes but it was just Marty and I, Anita didn't show up. We had felt that if we were going to give them anything, we would like one computer with one printer. And we felt that they did not talk about paper, toner, maintenance programs; they had left these things out. Instead of giving them three, if we're going to help them in any way, we should start small. I mean, I don't see why a computer is going to a lot of good without a printer. If they're going to be using it for resumes or what -have -you, I think They didn't have a printer included? No. It was just strictly the computers. Again, I don't think they are computer -wise, but they realize that computers are necessary today. But whose going to be the computer -wise person who teaches? That's correct. That's was a question that I have to ask them and we don't -- again, we were not able to meet to talk about this. Well, let's put down a question mark on that. Let's go -- Until you get finaudible]. Yeah. Let's go down to 1-4. Okay. We approached this a little differently than everybody else did. 1-4 is a school bank with a shed and a youth hiring program for $7,334 for a neighborhood organization. We have recommended no shed, no youth program, and $1,760 worth of tools as a start up bank. Where will the tools be housed? M They -- we did give them the shed. We did ask them to get a labeling device to label the tools for the area and they're kind of on their own, but with a lot less. It's a nine -block area. So it's coordinated with the area [inaudible]. It's a neighborhood area. And it is a beginning area and they would have use for them. And there is a multitude of garages and what -have -you and good, strong leadership, but we weren't going to grant them a building, even if it was portable. Can you tell us a little bit about what the youth hiring part of it is? They wanted to hire the neighborhood children to use the tools. In other words, if you said you wanted your lawn edged, they would hire, for $5.00 an hour, I believe it was, a child and provide him with a gas edger [inaudible]. [Laughter]. That would be the end of the gas edger. And then he'd run around your yard and you'd pay him five dollars an hour, or they would pay him five dollars an hour and be gratis to you, as a citizen. So when we took away the gas edgers [laughter] and we took away the money to pay them. Out of their list of tools -- which they had gotten warranties where necessary -- it was thorough and completely done, but we left them the option of buying what tools [inaudible], shovels, post -hole diggers, rakes, [inaudible] and their options, pick out their tools, but no shed to put them in, no lawn mowers, no snow blowers. How about a push mower? Yeah, they can have push mowers. They could even have a lawn mower, but not -- Now, I am the neighborhood organization, obviously; some people have heard that rumor. I'm paying the ability on the chipper/shredder. They didn't have the liability insurance on this, and that's enough to choke a horse. How much [inaudible] for this? $1,760. Does that include a tool to mark the tools with? Yes. We suggest a wood burning tool. That was our suggestion, not theirs. Okay. They had all the maintenance agreements on them, though? Yeah, they had the maintenance. Okay. So you're recommending $1,760? $1,760. We recommend that. Okay. Anybody have any more questions about that one? Okay. Let me say this. The people that we didn't understand what they were talking about, we called them. So we're clear on where we're going to go on ours. I'm glad to hear that because that was -- I hope was everybody's intent, to clarify the applications as much as possible. Yes. Okay. 1-5. That was ours again. It's an Old Town Festival where there are food booths, historical artifacts, children's games, and a baked goods sale. And there was no number of people to benefit, but I think it'd be the whole city, actually. And the cost you know. And we asked where the games and displays would be kept, because that was a consideration [inaudible]. And we were told that they are kept in storage for years to come. They have a number of things that were ready that they store in a garage from previous years. And we said yes, we felt this would be a meritorious project. This is to help the Grand Day and the whole city is going to be -- all neighborhoods are in the grant, everybody's going to celebrate. [inaudible]. Yeah. On June 20 -something. Yes. And I hope they got some money by then. This was I called the sweet little project. Okay. How much on it? We've got to move, Madam Chair. 1-6. How much was it? $1,317. Okay. Okay. 1-6. It was for open Irish Community Center, operating fees, to provide a home -like environment for meetings, social gatherings, and family get-togethers. They say that it would approximately benefit 9,760 people, and the cost was very low; $7.,750 to $8,250. I'm not sure exactly why it's [inaudible] but we were wondering who is taking care of the basic necessities now and what will happen next year, and we said no. No. Okay. We're moving. Today's benefit, they already have the house, they're already using it, and they wanted money for rent and utilities, basically. Um -hum. Okay. 1-7. We had that one also. We had a lot of ones. It's for foster center, community learning, and resource center. People to benefit would be around 200 to 300 people. And you know the cost. We have a number of questions. We have not decided totally on the amount to give them. We feel it's a meritorious grant but not at the amount that they have requested. What we are going to be doing, and Susan's doing a wonderful job for us. We want to know whose is going to own the equipment, who -- Tell them what the equipment is. Okay. Who will be teaching the classes and possibly be getting it cheaper -- Is this computer equipment? Yes. What they want at this time is three Apple computers with one with speech control capabilities, which we said no, three color monitors, one Apple Laser Writer, three IBM value - point with monitors, one -- wait a minute [inaudible]. 9 I didn't mean to read the whole thing, but you didn't -- They want electrical, they want wiring of the room, they wanted air conditioner, which they would need. And we said yes for electrical and air conditioning, so far, in our group. They also want printer stand, adjustable computer work stations, computer chairs, and they also want computer software and supplies. [End of tape sidq M I S -NO P2 lh 7,Zf�ivSM� 'Pr 1 S L �sC�rssr � -, COE'- Ar;f� ��� �d2 f4olmdieY �/r W42T) 2 , i - J This is a grant from Elmwood Park Elementary School, Parkdale Sycamore Neighborhood Watch, from Mt. Hope Elementary School. This grant has been researched over a period of We don't want that detail yet. We want to know what it is and what you're -- It is a playground equipment and -- At Mt. Hope School? Yeah. And with the blessing of the school board and -- In writing? Oh, yes. Wonderful. Beau coup. Wonderful. And, unfortunately, the lady did not sign the grant, which should have made me [inaudible] filling it out. Naw. But the school will accept ownership and responsibility for the equipment. Is that [inaudible]? Yeah. I called the school and they said that that was -- that was acceptable to them and they thought it was so stated in here. It potentially benefits around 700 families and the part of it we granted was $5,982. Eighty-eight. Eighty-eight. That's right. That should be corrected. All right. And we deleted part of it. Five thousand bucks. Instead of $7,596. And what will that buy [inaudible]? That is all playground equipment. We cut out benches and tables. Okay. With your permission, I'd like to discuss this with Lisa, [inaudible] on our staff, who's been working with Eric [inaudible] and the school board to figure out ways that we can -- the city and the school board, together, can purchase playground equipment and develop equipment. And I don't know exactly the status of that project, but it may be another case where we can use city purchasing power if, in fact, we're going to be a massive effort with the school district regarding playground equipment, we might be able to help this group out. This has already been done through -- [inaudible] through the school board -- She's been -- Oh, it has? It's already been through that whole process? Okay. proj ect. else. All the work is done. Yeah. Mainly because it's a continuation project. It's an enhancement of a previous Okay. And all the works are on order. It could be a good model for what you're describing. Okay. [inaudible] served? Once it's installed, then the school will be responsible for maintenance and everything Not the school, the school district. The school district. Yeah. Yeah. It's a continuance of existing. And you're recommending $5,988. I'm recommending $5,988. Okay. 2-2. 2-2 will be [inaudible]. This is at the Forest View School. What school? Forest View. Oh, okay. They would like a football field/soccer field, encircled by a track. No, I think that would come in a later grant. Number one, it's school district property. No one was contacted. No mention of how they would upkeep something like this. This year they had no idea how much the project would really cost, so we said no. Yeah. Okay. Okay. 2-3. That is ours. It's for a bike path on Forest Road. And it needs to be surveyed for the city to proceed to apply for a grant to make the path. And they are requesting $2,700 for a surveyor to do that survey. And we have not -- we like the idea but we a few questions yet and since it's Susan's, she's going to find out where the surveyor is from. We don't know if he's from the city or if he's independent. And there were not three quotes included. They said if you have questions, we have three. And we said, hey, we did ask the questions. So Susan's going to find out about that for us. So at this point, it's a question mark. We would like to fund it but we have questions. 2-4. 2-4 is mine. It's a garden project on Lockbridge, Lerner, and Norburn. It's Marscour [phonetic] Neighborhood Watch. And it is one of those -- who said nice, little garden projects? Sweet, little garden projects. Sweet -- well, this is another little sweet project for benches -- flowers they don't charge for, but plant food and weed preventer they did put in for. And they wanted four movable tables. We did not give them the tables. But we did -- $1,505. It's $1,510. That's what we -- $1,510, right. We approved $1,510. That's right. The tables were only $300 for four of them? They were portable; pick up and carry away so -- Portable tables. And we could not figure any way they could pick up portables and take them any place [inaudible]. But the benches were about -- Are those the [inaudible] -- Yes. And this is a [inaudible] project. Okay. 3-1. Yes. We're back to the tools again. We had to go back and ask questions on this one. This was another school playground with beau coup letters that go with it. All equipment from Jenny's, which is acceptable to Parks and the Rec and the United States Government and everybody else that does it. With the proper' separators and surfacing underneath the playground. Very boilerplate and very good. Everything is done correctly. And this is three and this was -- $9,207. -- $9,207. We've got the $9,207. We did the $9,207. Okay. We bought it lock, stock, and barrel. Sounds good to me. Any questions? So that's okay? Yeah. What school is that? Elmhurst. I talked with this young lady and saw the project. Okay. 3-2. That's ours. It's for plants, flowers, shrubs, and trees to beautify the neighborhood in the Sheffield Blvd. area. And it's also in conjunction with LCC and the Lansing School District. They went as far as contacting the Soil Conservation Department to find out which plants -- the whole ball of wax to make sure it would grow there and everything. It's another sweet little project that we really like. And so we said, yeah, go for it, for $932. 3-3. 3-3 is a community bulletin board at Woodcreek School. There's approximately 4,000 people in the neighborhood. We've got the cost of two (inaudible] by the association. We have the school. They did talk to the Lansing School District -- Excuse me, what was the cost? $3,697. Oh, what kind of bulletin board is that? It's like a sign lit up. Oh, oh. That you can stick -- A marquee. A marquee -type of a bulletin board. Okay. They have talked to the school district. It has gone in for final approving of the zoning and everything else so far, as far as the school district is concerned, has been approved. They did get a couple quotes. The only concern what we had, not being familiar with the area and we haven't had a chance to talk with anybody, and that is with the sign, where it is, for the school, would it be in a area where it will be effective? In the school? No, it's going to be outside the school, but I'm going back -- [Inaudible] This is something like that. Oh. Between now and next meeting, could one of you just drive by and we could get a few recommending yes. We could give it a qualified yes and then you could come back and tell us if it was -- Cal? I'm familiar with the location. My concern is just how much community activity is there in that community, what would go on the bulletin board after the opening of school, conference times that -- you know, certain things like this. I could see it at a secondary school, but where Woodcreek School is, they way it's stuck back in the neighborhood, I don't really see a whole lot of things that on it other than just the stuff that would be happening at the school, really. Jo? 05-20-94Ar,9:52 RCVD Mayor's Neighborhood Advisory Board MInutes Thursday, March 24, 1994 Attending: Eleanor Dillon, Cal Anderson, Dorothy Carr, Susan Curtis, JoAnne Jager, Mary Margaret Murphy-Woll, Marty Mecher, Barb Pasch, Rudy Wilson, David Wiener. Absent: Barb Strong, Armita Valdez. Public observer: Mark Eggleston. Jan Kolp was introduced as a new member to fill a vacancy from the 2nd ward. Her address is 2828 Forest Road. Her phone is 882-9342. The meeting was called to order by Eleanor Dillon at 6:40 P.M. Rudy Wilson moved and Mary Margaret seconded that the minutes be approved. David Wiener explained that there were three parts to the minutes: the minutes, including a summary of the action taken by the Board; a summary of the costs of each project by project number; a transcript of the majority of the discussion at the last meeting on decisions on the projects. The minutes were approved. Eleanor stated and the Board agreed that the decisions that were made at the last meeting on the projects stand. The purpose of the meeting tonight is to review those projects that required more information in order for the Board to make a decision. Ward 1, application 3 (proposal to establish a computer program at the Head Start program at Baker and Donora). One concern is with the security of the computers and equipment. IT was learned that the computers will be stored in a private office with locked doors. The community police officer will have one set of keys; a neighborhood supervisor will have another set. Another concern regarded the training of the persons who will be working with the computers. Five voluntary adults will teach the computer skills. There will be a neighborhood supervisor. The applicants agreed to give up one of the computers in exchange for a printer. The Board suggested that city might be able to help the neighborhood group purchase the equipment. The question was raised about who actually owned the equipment. In the case 'of the Foster Street computer project proposal, it is assumed that the Foster Advisory Board will be responsible for the equipment. In other cases, whoever is the organization which applies for and receives the grant it the owner of and responsible for the equipment. Susan Curtis suggested that we look at both computer proposals together, that we designate a dollar amount to be spent and let the groups shop for the best deal. Ward 1, Application 7 (Foster Street Community Center computer proposal). The request was for $6200, some of which will be used for an air conditioner, $500 for software. Cal suggested that we limit the grant to computers and let the organization use its own funds for other needs. The decision on the two proposals was: Ward 1, Application 3 - $5,000 for hardware and software Ward 1, Application 7 - $5,000 for hardware 975 for electrical work 407 for air conditioning The total for all approved projects for _Ward 1 is $16,513. Ward 2, Application 3 (Bike path along Forest Road). The project would fund a survey along Forest Road to establish a bike path along this scenic corridor. The question was raised about whether the path would be on the road way (on the pavement of the existing road) or set to the side of the road requiring that it be placed across lawns and set back from the road. Apparently the Forest View Citizen Group has objected to a bike path across lawns. The application indicates that a survey of the residents of the area was done to determine what people would like. After considerable discussion among members of the Board it was determined that a survey to establish a bike path was appropriate and the decision of whether the bike path would be placed on the road way or across lawns would be made by the citizens of Forest View. The grant will simply provide information that can be used for establishing the bike path, not where it will be placed. $2700 was approved for the grant. The total for all approved projects for Ward 2 is $10,198 Ward 3, Application 3 (community bulletin board in front of Woodcreek School). Cal Anderson talked to the community organization and visited the site of the proposed bulletin board. He recommends that the Board approve the application. Rudy seconded the proposal. The total for all approved projects for Ward 3 is $13,836. Mark Eggleston asked for the rationale for turning down the proposal for Ward 3, Application 4 (after school tutoring program from the Lansing/Eaton Neighborhood Association). There were several reasons for the decision: (1) the project focused only on school children and duplicated programs that are available from the school district; (2) the cost of the project was very high -- volunteer services would cost $43,000; (3) the project would begin after the funds for the projects must be expended; (4) the project would have to be administered by a subcontractor. The Board turned its discussion to the Verlinden School Playground equipment. Marty learned that a the site must be prepared for the equipment and that the grant did not include funds for this preparation. It would cost approximately $8500 just for surfacing the area for a playground. It was noted that we are paying for surface preparation in two other playground projects. They requested $3,384 for surface preparation at Elmhurst and about half that at Mt. Hope. Cal noted that the children at Verlinden are raising money for playground equipment. After discussing different options to respond to this grant request Marty recommended that we provide a maximum of $7000 for the project -- $3500 for surface preparation if they need it for phase 1, and an additional $3400 for equipment. Ward 4, Application 9 (Planters in the RiverPoint area). The grant was approved at the last meeting. It is clarified here that the funds are only for planters. Ward 4, Application 8b (Operation PaintBrush). After reviewing the previous years' production of this westside project and comparing it to the LNC PaintBlitz, it was recommended that the project be scaled to $1500 for supplies and materials for a more realistic 5 to 10 home effort. It is possible to get a good price on paint and supplies from several paint stores in the community for these community efforts. The total for all approved projects for Ward 4 is $24,837.25. The total for all approved Projects for the City is $65,384.25. The Board discussed how to format its recommendations to the Mayor. Each grant request will be summarized in one short paragraph with a rationale for why it was accepted or rejected. Susan Curtis will assemble the write-ups from each of the subcommittees for the next meeting on April 7, 1994. JoAnne Jager will prepare a summary of the principles that the Board used for its review of the grants. The report will has a preamble of principles, the projects recommended and a summary, the projects not recommended and a summary and if the Board deviated in any way from its principles in its decisions, an explanation for such a deviation. The report will be reviewed at the April 7 meeting and a final report will be prepared for the Mayor for presentation on April 15. We will hold a final meeting to review our process and discuss any follow-up activities for the Board. The meeting was adjourned at approximately 8:45 P.M. 05-20-94;'.;)9:47 RCVD Mayor's Neighborhood Advisory Board Minutes Meeting of Thursday, April 7, 1994 Attending: Cal Anderson, Dorothy Carr, Susan Curtis, JoAnne Jager, Jan Kolp, Mary Margaret Murphy-Woll, Barb Pasch, Barb Strong, Rudy Wilson, David Wiener, Mark Eggleston. The meeting was called to order at 6:30 by Mary Margaret Murphy- Woll. Rudy moved that the minutes be adopted. Seconded by Dorothy. Cal stated that the intent for the Neighborhood United in Action computer grant was that $5,000 be spent for hardware and software combined. In other words, give them the $5,000 and allow them to get the best deal they can for the equipment that meets their goals. It was reiterated that some members of the Forest View neighborhood objected to the bikepath. Jan Kolp called Tim Antaya, the President of the organization, who said that he was unaware of the application even though the application was submitted in the name of the association. Susan Curtis said that the Advisory Board would be put in an untenable situation if the association does not support the application. But in making our decision, it must be assumed that the Board did support the application because the application indicated as such. Susan Curtis presented the grant recommendation package. It was suggested that in the final version, the names of members of the board be included. JoAnne provided the preamble for the recommendation package. The key principles are that the project has the. community group support; makes creative use of available resources; can be completed within the funding cycle -- by October 1, 1994; and promotes neighborliness. It was reiterated that the neighborhood organization had to be involved in the application, that the project had to be in tune with other activities in the community, that the project could be coordinated with other activities in the community and that the project had to provide for neighborhood self-improvement. All these goals and criteria are included in the application. Susan moved and Dorothy seconded to accept JoAnne's preamble the introductory page of the grant recommendation package. There was discussion on what could be done next year to improve the process. One suggestion was to hold grant application seminars in each ward to provide information and answer questions. Another suggestion was to fine tune the application, but the board felt that the application was essentially clear and good. Next year we could consider projects that cover a longer time period. We agreed to send a letter to each applicant, to praise the applicants and thank them for their participation in the process. We discussed a tracking system for the grant implementation. Several suggestions were made including that we have ward representatives follow the grants in their own wards and that we send a letter to the grantees that they should make reports on the outcome of their grants. Cal suggested that we divide up the projects and have each board member follow specific grants and that a final report be written in October, 1994 after the projects are completed. Those projects which involve purchase of equipment can,,be.measured by the dates the equipment is purchased and set-up. Those projects that involve "hard work" would be evaluated in a different way. Furthermore, as the grant is announced to the grantee, the grantee will be informed about who their consultant from the board will be. The question was raised about how the disbursement will be managed. It was assumed that the City Departments of Finance or Planning and Municipal Development will issue the checks. Receipts and reports will be sent back to the departments indicated whether and how the grantees met the goals of the project. Each grantee will contact and work with the board member assigned to their grant -- see the recommendation report for the board members assigned to each project. What is the Mayor's expectation of the board now that the grant selection process is complete? There will be a meeting with the Mayor prior to the announcement of the grant recipients. It was suggested that the board meet with department heads regarding the needs expressed in the projects not funded that could be met by the City. The board could continue to examine community needs and work with the City to make recommendations for meeting community needs. RCVD Advisory Board Mayor's Neighborhood Minutes 71, 1994 Meeting of April Vice- MurPhY-WO-1' Mary Margaret Joanne Jager, Chair; Curtis, Eleanor DilDoYothy Caxr_, Barbara Wiener Attendiilq' Anderson, Wilson, David Chair; Pasch, Rudy moved Barbara Rudy Wilson Jan KOlp, _ chaired the meeting• minutes of the Woll to accept the Mary Margaret Murphy d the motion Carr seconded accepted. and Dorothy The minutes were e signed previous meeting- that would b the proposed contract would reference explained the P The contracts ecipient David Wiener . to the grant r and rant recipientsof notification for the goals with the grant the letter ihE basis t of this applications the grant as approved the concep approving or modifying . The Board appr� expectations of each grant format for the con tracts• letters Of nould state thadt the would state the format for �h which rant reviewed second paragrai aspect Of each g The Boardnt in each made an amendmecarefulhconsideration to the Board gave liaison to proposal. of the neighborhood of the the task provide a COPY dnd the Board then. d15Cu5yed would , the contract The recpient. The liaiso�he grant, liaison's grant each grant a COPY °f to the to of notification, the grant rant recipient letter for evaluating with the g The criteria sheet will meet any questions• crit- liaison answer arise. recipient. The of the contract and ecipient if problems the terms l e to the grant r and discuss will be available practical liaison where it seems the vendor of ed that in some cases directly would submitted The Board agre could go be the grant the bills submit them to efficient In such cases them and more rove e made in those materials Or services, turn, would apPement would b liaison who, Such an arrangement bank account. to the a ment. rent had the city for P Y rant -recipient that the in which the g" of the Mayor cases proposal on behalf tO various then made a p ram be made available rograms. David Wiener the grant Program youth in neighborhood programs - David Of funds from serve Y of the Summer remaining would e xesentatives Athletic yograrns that meet with r P Of the Police summer P� that he had Services Parks and Recreation, and Community would He explains Yam, of Relations rants that Safe ty prOg artment of Human for small g League, of the Dep some possibilities in order to explore hborhOOd youth. (l) Providing focus on neig ested included: Parks tams Sugg (2) expanding of the grog' ram; evening hours; Some examples Summer of Safety PrOg for the S Center Programs in the Project funds hborhood tam Of parks and Recreation. and Recreation neig ds Kamp p.og_ of the Ki for the use (3) expanding direction '0";4,-d was supportive Of this • pauzno Cpp spM bu? gaau-1 at{Z o sq.uar.d?aaz •paq?nu? aq vInoM squpzbaounouup oq 194u93 szauu?M qupzb aLP Tner, PUP saaquzaui p720E aL{s sand u ggpug p?ps zaua?M P . tsbu?}; �.2 pTaL; aq pZnoM aauaza3uoa s., • uquouz daut ailu?guoa og p aazbp pzp'od pa 30 ,�ppsangl qsz?3 aL;� ua 6u?�_ a. a3 ssaaozd aTdTaaa buTu?uzaaqap 3q,4•qupab auq- 9os�u3apup Manazpzoa aozd Lo?�La?Zddp aug au? ?ssnas?p dg pup ssa�z. ,buTqaauaL{q 3o suo uauzuoZZTd toupaZa z?gaauz aanqn3. p -1L' q.puq ag3ppup pan?zzp u uo pa3a?aq 912M aus p� azp szac;uzaW �3 upsnS 'UoGaa puz �aapbaPR IK22N pupsTgzno Ma?naz jloM_�L;dznW 12sodaaqq?uzuaaqns V •sgaaCazd auun La;1033pusTtgpl sa snM as?np^ uq u? aa? o s , aoApyl auq. sa? auabp suzpzboad L{ans bu?uuna aaaM ua?u�'.sasodznd uatiq p•Cnoa spun3� asouq a�3?aads Kq? a auq gnoL;bno zL{q ppa zds aq rKauabp q a _Tnozd azaM -pun 3? qpL{q grigt gpuq- p?ps zaua?M )T3Taads zo3 p p. 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L{gTM sdno.1b paouaatz qx;�uq � {q •suzpzboad Aq?a Ao -41-112 ab t�abu?aq goocozd G :)L{gzoux3zatt{gnzono3 sq.aaCozd as ?asar guq_uo�LuLaiqp o3suo?gaaz?p Vsabbnsgaacozd uauul2ojC u? sw2_T5oxd Ts pooL{zoqub?au pLip •sqaaCoad p q pZnoM aus 4eg4 pTpscabe pps aL{S n3 gpuq puauuoaaz 10.3 pasn aq spu- • suzezboad buTgs?xa ug?N' nao3 padoTanap u2L{uazo3spun3 bu?sn uo u1spppx. ?a"'o 2' @ATgeaza bu?aq pue bu zezbo uatuM snsuasuoa aus j 05-10-9 A09:02 If,! 1,:Ilq Mayor's Neighborhood.Advisory Board Minutes Meeting of May 12, 1994 Attending: Cal Anderson, Dorothy Carr, Susall his, JoAnne Jager, Jan Kolp, Mary Margaret Murphy-Woll, Marty Mecher, Barb Pasch, Barbara Strong, Rudy Wilson, David Wiener. Absent: Eleanor Dillon, Armita Valdez. The first part of the meeting was devoted to having the representatives of the organizations which received the grants review and sign the contracts. In the general discussion which followed, the grantees were assured that their liaison with the Board would be available to assist them in their project and the evaluation of the project. The second part of the meeting was devoted to the business of the Board. The minutes of the previous meeting on April 21, 1994 were approved. The motion was made by Rudy Wilson and seconded by Dorothy Carr. There was agreement to hold the meetings on the second Thursday of each month. The next meeting will be Thursday, June 9 at 6:30 P.M. in the Mayor's conference room. The members discussed a checklist that could be used by the grantee and the liaison for reporting on and evaluating the project. Included in the checklist would be: 1) The liaison needs to have a copy of the contract to know what is expected of the grantee. 2) The grantee and the liaison should compare the outcome of the grant with what is stated in the contract. 3) The grantee must submit all receipts from all purchases and expenses to the liaison who will then turn them into the Mayor's office. 4) If there is any variance in the contract, the grantee must get approval from the lialson. it is assu�„ed that minor variances would be acceptable if they fall below the total amount of the grant. 5) The grantee will provide a written summary of the project, including a summary of the activity, when and where the activity took place, the number of people who participated, photographs of the activity (if possible); the outcome of the activity, event or project and the grantee and liaison's opinion of the success of the project. A report should be provided to the liaison and the Mayor's office as soon after the project is completed as is possible, but no later than October 1, 1994. David Wiener said that he would prepare a sample checklist for the Board's review and for distribution with the contracts. David Wiener presented the proposal of the subcommittee to recommend funding to neighborhood youth programs with unexpended funds from the grant program. Summer of Safety ............................. $10,500 Teennight sports programs ....................... $13,000 Expansion of playground hours and sports programs ... $14,950 PAL August track and field program ................... $ 3,000 PAL Fall soccer program .............................. $ 3,500 TOTAL................................................ $44,900 Mary Margaret asked that we get information on which specific playgrounds will have their hours extended through the sports program. It was stated that when the grants are announced, the role of the Neighborhood Advisory Board should be stated and the Board should be given recognition for their efforts in helping expand youth programs in the community. A motion was made by Marty and seconded by Barbara Strong to this effect. The Board also stated its desire to have a report on the outcome of the projects and that a letter should be written to the Department of Parks and Recreation, the Summer of Safety and the Police Athletic League asking them for a report on the outcome of these programs. The meeting was adjourned about 8:30 P.M. Checklist for Neighborhood Grants This is a checklist for both neighborhood grant recipients and their liaison with the Neighborhood Advisory Board. Please provide this information to the Neighborhood Advisory Board c/o Mayor Hollister's office when your project is completed or no later than October 1, 1994. 1. Provide all receipts for all purchases of equipment or all services received - A,4 -at T f! "2. Provide' all per�hits necessary for the project. 3. If there is any variance in costs for equipment or services from what the contract states, discuss this and get approval for the change from the liaison before the funds are committed. 4. Write a summary of any activities provided under your grant including: a. when and where the project was conducted b. a description of activities or project c. the number of participants d. any measurable outcomes of the activities or project e. photographs of the project if possible and relevant 4. Compare the outcomes of your project with the goals written in your application. 5. Provide an evaluation of the project from the perspective �F tho nr�nteo nn`i frim thA par.cnactive of the liaison. Minutes of the Neighborhood Advisory Board - cLERNK ,June 9, 1994 Present: Eleanor Dillon, Chair, Cal Anderson, DorothyCarr, Susan Curtis, Marty Mecher, Mary Margaret Murphy-Woll, David Wiener. Citizen Penny Ruff. 1. The Lansing Eaton Neighborhood Association which submitted the fit. Hope Elementary mentoring and tutoring proposal asked for information about appeals of the Board's decisions. Eleanor and Susan took the position that there should be no appeals process this year. That any organization which had a proposal denied should submit its proposal again next year. Cal asked if the Board had expended all funds for the current project year. (See below - item #3.) 2. The chair requested that notices be sent to all Board members listing the next 6 meeting dates. The meetings will be held on the second Thursday of each month at 6:30 F.M. in the Mayor's conference room in City Hall. 3. David reported that of the funds remaining after all proposals had been funded $3500 was appropriated to the Police Athletic League fall soccer program and $15,000 was unexpended. The Board members concurred that the remaining funds should not be expended simply because they were available. 4. Marty reported on the Forest View Neighborhood Association proposal for a bike path. There has been uncertainty on whether a survey is needed if the bike path will be contiguous to the roadway. If a survey is not necessary, should the funds be turned back? Could they be used for another purpose's Mary Margaret commented that the funds appropriated for that grant should be used for that grant and not turned over to another purpose. Marty said that he would check on whether a survey was necessary with the City's Public service Department. 5. There was discussil:_,n on the grant process and what issues nccd to be diocuoocd and cicmcnto amcndcd prior to the second year of the grants. a) parameters for funding for each ward might be established; b) specification for the grants could be clarified; c) the original idea of the grants as proposed by the Lansing Neighborhood Council was to have small grants that would be highly visible; grants that would help neighbors -- make people feel good; d) there was discussion but no consensus on what parameters to put on the grants and whether there should be a specified range of costs for a grant; e) it was agreed that there should be a list and bried description of successful projects in the information which is distributed in the next round of request for grants; it was suggested that there be a list of those proposals which were turned down as well; f) there was discussion but no conclusion oriwhether associations which received grants can reapply for continuation of grant or new grants in the coming year; g) there was discussion about whether the grants improve the value of the homes in neighborhoods which receive the grants. 6. It was proposed that 2 subcommittees be established: a) one to develop the preamble for the application for next year and the definition of a neighborhood group; b) the second to develop the parameters for grant applications. It was suggested that a neighborhood group should have by-laws and officers. Can groups which don't have established neighborhood organizations apply^ Can satellite groups of neighborhood organizations apply? These questions were discussed but not answered. 7. Summer acti-vities: a) Board members should supervise the projects during the summer. b) In August Eleanor and David will prepare the agenda for September's meeting and send it out. c) Reports on the projects will be due at the September meeting. d) If any Board member has difficulty with a project, they can call other Board members from that ward for advise. If there is a politically sensitive problem, call the Mayor's office. e) There will be .no meeting during the summer. The meeting was adjourned at 8:00 P.M. Minutes of the Neighborhood Advisory Board (fir+-„ry F,.�1 �v' 13 September 8, 1994 .N!r; �,^ !'-" '' LwrY��l,� L. ► � CLE�r, Present: Eleanor Dillon, Chair, Gal Anderson, Dorothy Carr, Susan Curtis, Jan Kolp, Marti Mecher, Marg Margaret Murphy- Woll, Barb Pasch, David Wiener Meeting was called to order at 6:40 P.M. 1. Minutes from the June meeting were not available. They will be reviewed at the October meeting. 2. Eleanor stated that she would have to resign the chair until after the November election. She would, however, stay on the Board. Barb Pasch said that she had to resign as co- chair. Eleanor asked Susan Curtis to be the chair for the next two months. Susan accepted. 3. The Board terms end in the summer of 1995. There was discussion about reappointments and staggering the terms of appointment for 2, 4 and 6 years to maintain continuity on the Board. These staggered terms are recorded in earlier minutes. Is there any interest in changing this? 4. Reports on the Projects - all reports will be presented in writing by the October meeting. a) Mary Margaret said that her projects were Marshall Park, Foster ABC, North Lansing. b) Cal asked about the Council resolution regarding the grants and what it says about the deadline for the project completion. c) Susan said that she would report on the equipment at Mt. Hope School. d) Jan Koip has the Marscot Project. The neighborhood received the contract on July 19. The have the plantings in and are waiting for their benches. On August 22, the contracter called to say that it �,,ould take another- 4 weeks for the benches. The City needs to reimburse Lynne Campbell of the project for some of her expenses. e) Call Anderson reported on the Verlinder School playground project. All the equipment is purchased and at the warehouse. f) Cal reported on the Genesee Neighborhood Association field trips project. The Association organized a number of field trips: the nature center in Muskegon, a White Caps baseball game in Grand Rapids, the MSU skating rink. A trip to the East Lansing Airport is scheduled for September 25 -- 30 youth will go with -the LCC Flying Club. 47 youth and parents are scheduled to go to the Musuem of Science and Industry and the theater in Chicago this weekend. On September 24 a trip to Cedar Point is planned. If any money is left from their trips, a neighborhood Halloween Party is planned. Cal asked that the Board approve this use of residual funds. Marty said that the party was consistent with the purpose of the project which was to provide family and community experience for neighborhood residents. Susan said the party would enrich and strengthen the neighborhood and give young people and their parents opportunities they otherwise do not have. The motion was made by Marty, seconded by Mary Margaret and passed. g) Cal reported on the clean up project in the Maple Street area. It was held in a 6 block area and 4 compactor trucks were filled. It was very successful. h) Cal reported that the neighborhood party for Neighborhood Night Out was also a success. The City provided a fire truck and ambulance for people to look at. i) Barb Pasch said that she would report on the Sheffield Boulevard Project at the next meeting. j) Martyr reported on the Forest View Citizen Association project on the bike paths along Forest Road. He presented a letter prepared by Lenora Jadun, Director of the Public Service Department. (See attached) The City will use the project funds for a survey and then make a decision on the placement of the bike path, taking into account cost and neighborhood needs. The City will fund the construction of the bike path as well as any additional costs to the survey. k) Dorothy discussed the Neighbors United in Action project for the computer learning center. She has been unable to reach either Robert and Julie Teed and has not been able to determine whether the project is underway. Dorothy and other expressed concern that the project is tied to the building of the new Head Start program at the Caesar Donora Park. Since the building has not been built, it was the understanding of the Board that the program would be located in the Head Start building and the condition of the grant was that the project had to be underway by September 30, 1994, the Board stated that it would like the funds for the computer program returned. The neighborhood organization could reapply for the funds in the 1995 round of applications. Jan moved and Dorothy seconded a motion that a letter L& LL .J�114 1.rV 4iie 11�1trt.11L,oLl1VVd J ...latasking sking that the funds for the project be returned since the association was unable to meet the conditions or deadline for the grant. Cal expressed his concern that there be clear communication on this grant. He supported drafting a letter that made it clear that the neighborhood organization was unable to meet the terms of the grant regarding location and timelines. Others indicated that although the grant was a good one, if it couldn't meet the timelines, it would be better to reapply and be reawarded the grant next year when newer computers could be purchased. The motion passed unanimously. 1) Eleanor reported on the Old Town Art Festival. Barb Morris organized a wonderful weekend and the dedication of the park at Turner and Grand. It was a "sweet little project." m) Eleanor reported that Paul Scott of the Old Forest Neighborhood Association had order the signs designated the neighborhood an historic district. The signs have not yet arrived. n) David reported on the City projects which used grant funds. They included the Summer of Safety Project, the expanded Kids Damp program, the expanded hours at community center for youth and the Fall PAL soccer program Cal commented that the City and public should be made aware that the Board contributed to these city programs. He also said that credit should be given to the Board and the neighborhoods for projects which have helped make Lansing a better community. 5. Next meeting will be on Thursday, October 14, 1994. The agenda for this meeting will be: a) Final reports on th b) Written reports for City Clerk's office c) Procedures for the d) Time lines for the neighborhood projects filing the projects with the next cycle of proposals next cycle The meeting was adjourned at 8:00 P.M. Minutes of Mayor's Neighborhood Advisory Board October 13, 1994 C'} !4 A{i a1 Present: Susan Curtis, Acting Chair, Dorothy Carr, JoaTiA S!Re% E K Jan Kolp, Marty Mecher, Barbara Strong, Rudy Wilson, Mary argaret Murphy-Woll, David Wiener. 1. Minutes of the meeting of September, 1994 were approved. 2. Neighborhood United In Action - Report on their computer grant. The Computers have been purchased and are being stored in the "Balloon Building" on Baker Street. David Wiener explained that he did not ask the neighborhood organization to cancel the grant for this year when he learned that the computers had already been purchased. Dorothy went to the neighborhood meeting on October 26 to explain the reason the Board recommended cancelling the grant for this year and to clarify the liaison arrangement we have with the grantees. She learned that the person who wrote the grant, Robert Teed, has moved and left the organization. Grace Beebe is the new president and responsible for the grant. During the transition, we each lost contact with the other leading to uncertainty about the status of the grant and confusion about the terms of the contract. After discussion, the Board concluded that in the future we must clarify to the grantees who is responsible for the grant and what to do if there are any changes in the organization. 3. Reports on Projects: ally- le A. West Maple Neighborhood Clean -UP was a success. $66 returned to the City from unexpended funds. B. The Associated Bingham Communities (ABC) completed its grant for neighborhood tools. All the bills are in order. Their report is complete. C. The Foster Learning Center grant is up and running. The computers are being used. D. The Marshall Park neighborhood beautification project has been completed. The neighborhood building has been painted and planted were purchased and planted. $10.50 of unexpended funds were returned to the City. E. North Lansing Beautification Project - There was a heritage foundation party which was hard to evaluation because of the poor weather. Additional programs are planned for the upcoming holiday season. There was deviation from the agreed uses of the funds and some purchases were made that were not part of the contract. $1231.42 has been returned to the City. Lessons learned from this project are: the grant allowed for too much flexibility; the liaison should meet with the grantee immediately after the grant is issued to clarify the conditions of the grant; there should be a running account of the project throughout its duration. WE MUST STRESS ACCOUNTABILITY TO ALL GRANTEES. The Board must take tracking the grants more seriously. We should get monthly reports for those grants which take more than a month to complete. The grantee should set up a separate checking account for the grant. Funds should not be merged with other neighborhood funds. The grantee must let the Board liaison or other designee know if there is any trouble with the grant such as getting things ordered. F. Marscot Neighborhood Beautification Project - The grant went well once the paperwork was cleared up. Lynne Campbell did an excellent job keeping track of the details. There were problems with the paperwork so the grant did not get underway until mid- July. Because there is no neighborhood organization the funds were set up through the Parks Department. This created some problems in interaction with the Parks Department and following procedures. For example, there still are no park benches. The plantings in the planters look lovely. There was a neighborhood picnic in the park. The issue for groups which have no neighborhood account and are working with the City is to establish a special project account. G. Riverpoint - The planters were all finished in June. Neighborhood residents were appointed to care for them. The written report is complete but it does not indicate on the number of people affected by the grant, nor does it have photographs of the project. H. Elmhurst School Playground - This was a $9,207 grant for playground equipment to improve the community playground. The project is not complete because the school district has not yet installed all the equipment. Site preparation began one week ago. The project is also supposed to include park benches. In future joint ventures (such as those which involve the school district), we must involve all the parties up front to clarify each party's role and the timing for completion of the grant. We should also reconsider whether we should fund playground grants while Project Play is underway. We should also consider what we as a Board and a City want to promote through our grants. We should ask City Departments what they believe is needed and what is viable and feasible. I. Lansing -Eaton Neighborhood Association - The Association had two grants. The sign at Woodcreek School was installed on October 11, 1994. The evening lights have not yet been installed. Again, in this case, there was confusion with the school district about its role. They charged $400 for labor, but there is not record from the district on their charges. Also there is no copy from the City on the zoning variance that was required to place the sign. The sign is smaller than we thought it would be and is on school district property. Basically what happened was that the neighborhood association received the money and turned it over to the school district to complete the project. So, in a sense, it is not truly a neighborhood project. Furthermore, there is no letter of agreement between the neighborhood association and the school district. J. Forest View Bicycle Path grant - As reported at the September meeting, the survey is in the City's hands (see letter from Lenora Jadun, Public Service Director). Marty will follow up until the grant is completed. K. Maple Street Neighborhood Picnic - The picnic was held in conjunction with National Night Out. $10.00 was returned to the City from unexpended funds. L. Operation Paintbrush - The project was closely monitored by Rudy Wilson. There is still one house to complete, but paint and materials have been ordered. Rudy said that we need stricter guidelines for a project of this nature. One requirement should be to have participants turn in bills sooner. The occupants of the houses which were painted chose their own colors. Four of the houses were rental properties, but the neighborhood association agreed that it was consistent with the grant to paint these houses. The landlords agreed that they would not raise the rent as the result of the improvements to their property. The project was seen as a positive morale boosting project for the community. Materials are still available for future projects. Donna Wynant of the Housing Committee of the Westside Neighborhood Organization has the equipment. M. Sheffield Boulevard beautification - The project got a late start because expected help from a Lansing Community College landscape architecture class did not materialize. There was some initial beautification around light posts. The neighborhood association decided it wanted dandelions on the boulevard median killed and the grass mowed, so some of the grant money was used for this purpose. The association has hired a landscape architect student from Michigan State University to help complete the project. The design has been complete and the plantings will be done on October 15, 1994. After considerable discussion the Board concluded that the grantee did not follow the conditions of the contract and used $300 for labor that was not agreed to. The Board directed David Wiener to contact Myra Ford of the Association to indicate that the project should either be stopped or the Association may be liable to return $300 to the City that was not set forth in the grant and was not in the contract with the City. The Board concluded that in the future we must provide a format for allowable and non -allowable expenses for each project. 4. Letter to Neighborhood United in Action - David was instructed to send a letter on behalf of the Board to NUTA to ask for an update of the project and request a monthly report until the project is up and running. We should request NUTA have a representative at our next meeting to give a report on the project. 5. Next meeting: A. Review application from last year. Have copies for all Board members. Get it into final format for the coming year and set time lines for the project application submittals. Aim to get out grant applications in November. B. Develop a list of good projects that enhanced the neighborhoods, that were utilitarian, effective and easy. Set out criteria that we will follow in reviewing applications. C. Consider what the City's plans are for neighborhood development and what projects might compliment these plans. D. The bottom line appears to be that the success of the projects depended upon the people who ran them. 6. The meeting adjourned at 8:30 P.M. Minutes of Mayor's Neighborhood Advisory Board November 10, 1994 Present: Susan Curtis, Acting Chair, Cal Anderson, Dorothy Carr, Joanne Jager, Mary Margaret Murphy-Woll, Marty Mecher, Barb Strong, David Wiener. Public: Don Dowland, Emma Berry. The meeting was called to order by Susan Curtis at 6:40 P.M. 1. Jan Kolp gave an update on the Marscot Project. There was concern that the benches may not be put in until Spring, 1995. She called Eric Reickel, Parks Director, who had Dick Schaeffer, Park's Architect, get involved. Because the benches are already paid for, the contractor will find a way to get the benches installed by Thanksgiving. 2. Elmhurst School is still waiting for its playground installation. Mary Margaret and David indicated that several people are working with Kim Kennon to clarify the situation and assist in completing the project. 3. Don Dowland from Neighbors United In Action gave a presentation on the status of their computer center grant project. Grace Beebe is no longer the president of the organization. Don and Emma Berry are acting as co -presidents of the organization for the tine being. Don stated that the computers have been purchased and are being stored in a safe place at the computer store. The Head Start and community building will be completed in late December or early January. Actually the Head Start portion of the building is already completed and the community center part will be ready by early January. Don will continue to be responsible for the program. Pete (don't have last name) will set up the computer classes with two other volunteers. Other people from the neighborhood will be appointed to assist with overseeing the project. There is a mentoring project with Michigan State University that will also become part of the project. The Board thanked Don Dowland and Emma Berry for their report and indicated their satisfaction that the project was in good hands and was nearing its opening date. 4. David Wiener reported on his contact with the Eaton -Lansing Neighborhood Organization and Myra Ford regarding their beautification project on Sheffield Boulevard. He shared the letter he sent to Myra as an explanation ofd, viewed the project. The Board supported David's agrra Ford and stated that it would not be necessary for, (,hp 1OrgaR-,,ation to repay any of the funds it used for the proje"&t' "T'h6 Btrard-agreed that the funds were appropriately used. E , ,., �__i�ry % �: i i f :: %.J - :.J 5. Discussion on the application for neighborhood grants for the 1995 project cycle. a) First there was discussion on when the funds would be available. Cal Anderson moved and the Board supported the motion to make the funds available by June 30, 1995. b) There was discussion on where the funds would be deposited. The Board discussed its interest in having neighborhood organizations setting up special project accounts for their projects. No decision was reached on this matter. c) Joanne Jager presented a proposed work plan page that would provide a guideline for applicants on laying out their proposals. The Board approved the use of the work plan page. d) It was suggested that any joint venture, such as a joint project with the school district and a neighborhood association, be clarified in a letter of agreement between the parties so that each organization's responsibilities will be clear. e) It was agreed that a map with boundaries of the city's wards would be included with the application. f) Applications will be available on December 1, 1994. Public announcements should be made and fliers should be distributed to public places, including the public library, community centers, city hall and other places where neighborhood organizations gather. Announcements should also be distributed through neighborhood organizations and their newsletters. Applications will be made available at City Hall, in the Mayor's office, in the City Council offices, at the public libraries, at community centers. Fliers and packets should be sent to members of the Board and should be given to the Lansing Neighborhood Council for distribution. When the material is distributed, there should be an announcement in the Lansing State Journal Neighborhood column. g) There was discussion about holding public informational meetings. Mary Margaret said that the deadline for applications would allow at least two months for presentations to be made to neighborhood organizations. Cal said that there should be at least one meeting in each ward, or, as an alternative, each ward representative on the Advisory Board, should make announcements and presentations at the meetings they attend during the coming months. h) The timetable for the grants process are as follows: December 1 - Announcement of application availability and beginning of application process February 15 - Deadline for applications April 14 - Announcement of grant awards June 15 - Distribution of grant funds October 1 - Reports due on grant projects 6. The next meeting will be Thursday, December 8th. We will finalize plans for informing the public about the grant applications. 7. Filling vacancies There was discussion on filling the first round of positions which will end in the summer of 1995. There was a question about the appropriate time to end the first terms and fill those vacancies. There was a consensus that terms should end at the end of the grant cycle, in October, and that new members should be brought on board in either November or December. David was asked to begin a discussion with the Mayor on his thoughts on when to end the first terms and fill them. 8. The meeting was adjourned at 8:30 P.M. Minutes of the Mayor's Neighborhood Advisory Board December 8, 1994 'G GI TY CLE. Present: Eleanor Dillon, Chair, Cal Anderson, Joanne Jager, Jan Kolp, Barbara Strong, Mary Margaret Murphy-Woll, David Wiener. 1. The meeting was called to order at 6:30 P.M. 2. David announced that the applications for grants have been distributed to all community centers, the public library - main branch, the information desk of City Hall. Eleanor suggested that Jenny Grau announce the grants in her neighborhood column in the State Journal. She also said that she would distribute applications at the next meeting of the Lansing Neighborhood Council. Mary Margaret said that she would distribute applications at northside neighborhood meetings. 3. There was discussion on what guidelines should be established for funding, including coordinating with existing city services and departments. How can we improve the liaison between the City and the neighborhood groups, particularly the Parks and Public Service Departments and Code Compliance in Planning? Cal asked what questions we have of these departments. What projects do we have in mind? Joanne said that we should review the last round of grants to see how the projects interfaced with City departments. Eleanor said that we should ask departments what they think the best way is to interface with the neighborhood grants. We agreed that we would ask a representative from these departments to attend the January meeting at the beginning to discuss these questions. Cal said that we should not impose too many guidelines on the grants. Rather we should maintain a philosophy of creative grants. This is why we didn't put a list of previous grants in the applications. Joanne said that she believes we should not fund school playground projects. There were too many problems with the last round of these projects. Cal said that he had second thoughts about bringing department representatives into our next meeting to discuss hypothetical projects. Mary Margaret said that a discussion would still be useful, especially if we talk about projects that we might want to specifically encourage or specifically discourage. We need to know what the City's role in such projects might be. Jan Kolp said that the meeting with department representatives is important to explain our program and to encourage them to cooperate with us and with the neighborhood groups. 4. We then turned to a discussion of guidelines that need to be added to the applications. a) No grant should benefit just an individual or business; it must benefit the whole neighborhood. b) The application must be submitted by the organization with a resolution stating the organization's support for the grant. c) No one grant can use the entire allocation for a ward. d) Any project of a permanent nature must be on public property. e) Projects on public land must be accompaned by appropriate approvals in writing. f) Projects must not require liability insurance. g) Projects must be completed by October 1, 1995 unless an extension is granted by the Advisory Board. 5. Regarding the guidelines, our principles are: a) We must ask how an auditor would view a grant proposal and it funding. b) The application must be consistent with the guidelines and we must be consistent in the selection process. c) We should be open to creative grants and not get too boxed in by our own guidelines. d) Guidelines should provide positive assistance to the writers of the grants. 6. We discussed problems and issues in the last round of grants: a) The Forest Road Bike Path - would the City have done this survey anyway? b) Regarding the school projects - we should invite someone from the school district to come to a future meeting to discuss cooperative projects. The Assistant Superintendent of Ground, under Lee Mason, could assign the appropriate person to attend our meeting. 7. We asked what the status of the 93/94 grants are -- which are not completed? We should send a letter to those not completed asking for a status report. We believe that uncompleted grants are: Mt. Hope School playground, Elmhurst School playground, Old Forest Neighborhood signs, NUTA computer classes. Next year the liaison should make certain that grant reports are turned in on time and that updates are required. 8. The meeting was adjourned at 8:30 P.M.