HomeMy WebLinkAbout2007-05-21 Mini-Grant Steering Committee PacketMINI-GRANT STEERING COMMITTEE MEETING
MAY 21, 2007
4:00 P.M.
CLERK/COUNCIL CONFERENCE ROOM
KENAI C%TY HALL
AGENDA
YTEM 1: CALL TO ORDER & ROLL CALL
ITEM 2: AGENDA APPROVAL
ITEM 3: MEETING SUMMARY -- January 30, 2007
ITEM 4: OLD BUSINESS
a. Discixssion/Recommendation -- Amendments to Mini-Grant Forms
YTEM 5: NEW BUSINESS
a. Review of Applications
1. MOMS Club of Kenai -Cloth Diapering Assistance Program
ITEM 6:
%TEM 7: ADJOURNMENT
MINI-GRANT STEERING COMMITTEE MEETYNG
JANUARY 30, 2007
4:00 P.M.
CLERK/COUNCIL CONFERENCE ROOM
KENAI CITY HALL
AGENDA
ITEM 1: CALL TO ORDER & ROLL CALL
ITEM 2: ELECTION OF CHAIR ~ VICE-CHAIR
ITEM 3: AGENDA APPROVAL
ITEM 4: MEETING SUMMARY -- September 25, 2006
ITEM 5: OLD BUSINESS
ITEM 6: NEW BUSINESS
a. Review of Applications
1. Steve Schoessler/KCHS Workforce Development Center -- Steel
Salmon.
2. Janie Odgers/Kenai Chamber of Commerce -- Directional Signage.
ITEM 7: ANNOUNCEMENTS
%TEM 8: ADJOURNMENT
MINI-GRANT STEERING COMMITTEE MEETING
JANUARY 30, 2007
4:00 P.M.
CLERK/COUNCIL CONFERENCE ROOM
KENAI CITY BALL
CHAIR MAYOR PAT PORTER, PRESID%NG
MEETING SUMMARY
ITEM I: CALL TO ORDER & ROLL CALL
Chair Porter called the meeting to order at approximately 4:05 p.m. Roll was
confirmed as follows:
Comnuttee Members present: P. Porter, J. Odgers, L. Reese, P. Carty
Committee Members absent: J. Steen
Others present: None
A quorum was present.
ITEM 2: ELECTION OF CHAIR & VICE-CHAIR
MOTION:
Member Odgers MOVED to elect Pat Porter as Chair and Member Reese SECONDED
the motion. There were no objections. SO ORDERED.
MOTION:
Member Odgers MOVED to elect Loren Reese as Vice Chair and Member Carty
SECONDED the motion. There were no objections. SO ORDERED.
ITEM 3: AGENDA APPROVAL
MOTION:
Member Odgers MOVED to approve the agenda with the addition of the last page of
Item 6-a-2. Member Carty SECONDED the motion. There were no objections. SO
ORDERED.
ITEM 4: MEETING SUMMARY -- September 25, 2006
MOTION:
Member Carty MOVED to approve the meeting summary of the September 25, 2006
meeting. Member Odgers SECONDED the motion. There were no objections. SO
ORDERED.
ITEM 5: OLD BUSINESS -- None.
ITEM 6: NEW BUSINESS
6-a. Review of Applications
6-a-1. Steve Schoessier/KCYi5 Workforce Development Center -- Steel
Salmon.
The membership reviewed the application included in the packet and all agreed it a
very good project.
MOTION:
Member Carty MOVED to approve the application submitted by Steve
Schoessler/KCHS Workforce Development Center and Member Reese
motion. There were no objections. SO ORDERED.
the
6-a-2. Janie Odgers/Kenai Chamber of Commerce -- Directional Signage.
The membership reviewed the application included in the packet.
MOTION:
Member Carty MOVED to approve the project application and Member Reese
SECONDED the motion. There were no objections. SO ORDERED.
ITEM 7:
The membership briefly discussed problems involved with previous projects being
completed and the submittal of the final paperwork. A request was made to amend
the Mini-Grant application process and paperwork to indicate a change from nineiy
percent (90%) to fifty percent (50%) of the grant request to be paid in advance and the
remaining paid upon completion of the project and paperwork.
ITEM 8: ADJOURNMENT
There being no further business before the Committee, the meeting adjourned at
approximately 4:20 p.m.
Meeting summary prepared by:
Carol L. rreas, City Clerk
MINI-GRANT COMMITTEE MEETING
JANUARY 30, 2007
PAGE 2
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KENAI~ SKA
"I/illae ~vi~t a past ~c` y rvit ~ Fc~t~t~e"
210 Fidalgo Avenue; Kenai, Alaska 99611-7794
Telephone: (907) 283-7535 /Fax: (907} 283-3014
www.ci.kenai.ak.us
1VIEIi~IORANDU1Vi
TO: Mini-Grant Steering Committee
FROM: Carol L. Freas, City Clerk
DATE: May 14, 2007
RE: NIINI--GRANT FORM AMENDMENTS
At its January 20, 2007 meeting, the Mini-Grant Steering Committee members briefly
discussed amending the mini-grant application forms to indicate a change in the grant
request amount to be paid in advance (from ninety percent to fifty percent). The
proposed amendments were prepared and the information forwarded to the Kenai City
Council for review and consideration at its February 21, 2007 meeting.
At its February 21, 2007 meeting, the Kenai City Council discussed the issuz and
suggestions were made. The Council then returned the issue to the Comnttee for
further discussion. A copy of the F ebruary 21, 2007 council meeting minutes is
attached with regard to the mini-grant application amendments.
A copy of the mini-grant application forms is also attached with the Corrunittee's
suggested changes. The proposed amendments are indicated as follows:
Deletion of wording = Capitalization of wording to be removed placed
within brackets
Addition wording = Underline of letters/wording to be added
If you have any questions, please contact me.
Clf
Attachments
KENAI CITY COUNCIL MEETING
FEBRUARY 2l, 2007
PAGE 8
Introduced by approval of consent agenda.
H-4. Approval -- Mini-Grant Application Amendments.
MOT%ON:
Council Member Swarner MOVED to amend the mire-grant forms to reflect the change
of awarding fifty percent of funding (from ninety percent) prior to the beginning of the
project and requested UNANIMOUS CONSENT. Council Member Eldridge SECONDED
the motion.
Council Member Boyle objected to the request for unanimous consent and stated the
prepayment of funds allows for groups otherwise wit'~out funds to participate in the
program. Mayor Porter explained the suggested amendments to the documents was
suggested by the Mini-Grant Steering Committee. Alternate suggestions were offered,
including:
• Allow for payment of "not to exceed ninety percent of the total."
• Allow for an initial fifty percent award and at a progress point, allow
additional funding.
MOT%ON:
Council Member Moore MOVED to send the suggesfions back to the Committee for
further discussion. Council Member Swarner SECONDED the motion and requested
UNANIMOUS CONSENT. There were no objections. SO ORDERED.
H-5. Approval -- Rental Agreement/Chevron North America Exploration and
Production -- Alaska Regional Aircraft Fire Training Center.
MOT%ON:
Council Member Ross MOVED for approval of the rental agreement, Chevron North
America Exploration and Production/Alaska Regional Aircraft Fire Training Center.
Couneff Member Moore SECONDED the motion.
Council comments included:
• Concern of leasing city-owned space and being in competition with the
public.
• Typographical error on Page 16.
• Since it is an rental agreement for Chevron to take over the training
position (formerly held by Unocalj, at the training facility, it would not be in
competition with the public.
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ini- rant
Overview/Procedures
Purpose: Together We Can! Provides funding in the form of mini-grants for
residents, school programs and organizations to use for projects that will have an
immediate, positive, and long-lasting effect for their neighborhoods [AND] in the City of
Kenai. Mini-grants are intended to provide start-up funding for small innovative
projects within the City of Kenai. Our goal is for families, neighbors and all members
of Kenai. to work together to build healthier neighborhoods, help kids succeed in
school and improve the quality of life for all residents.
Who may apply: Youth, neighborhood groups, organizations, and individuals who
have a desire to improve the quality of life in their community.
How to apply: Complete a Together We Can! Mini-Grant application.
Applications may be submitted for review by September 15, January 15, and May 15
of each year. If September 15, January 15, and May 15 are not regular City workdays,
the submittal date shall be extended to the close of business of the next regular City
workday.
Types of Projects: Only new or expanded projects will be considered.
Selection: Grant recipients will be chosen by the Steering Conunittee, appointed by
the Kenai City Council. "1 he Steering Committee will include the Mayor, Kenai
Econorruc Development member, one representative each from Kenai Central High
School and the Kenai Chamber of Commerce.
Funding: The City of Kenai may provide funds in its annual hegislative Budget for
distribution. The maximum grant amount the Corrunittee may award is $500. Grants
larger than $500 must be approved by the Kenai City Council. Awards for funding are
granted to prior-approved projects only.
Project Completion: Upon completion of the project, a repart must be filed with
the Together We Can! Steering Committee and the report will be submitted to the
Kenai City Council explaining how the funds were spent and the outcome of the
project.
RENAI.ALGSHA
Revised 8/ 16/06 ~~
Procedures: Applications are submitted to the City of Kenai Together We Can!
Steering Committee for review through the Kenai City Clerk. (Students' applications
must be signed/approved by a teacher.) Upon approval of application and execution
of Letter of Agreement, fifthpercent (50%) (90%] of the grant funds will be issued
through the Kenai FYnance Department. A report will be given to the City Council of
awarded projects. A written report must be submitted to the Steering Committee
within thirty (30) days of completion of the project. Council will present a
proclamation upon receipt of the completed project and financial reports.
Awards: Projects most likely to receive funding are those that will benefit the
community/neighborhoods the most. This includes projects that create the most
visible and lasting change.
Revised 8/16/06
TOGETHER
WE CAgi
Applicant Address
Contact Person:_
Project Title:
Project Start/End :,
Total Project Cost:
.City of Kenai
Mini-Grant Application
Grant Number:
1?ate ReCelVed:
Email Address:
Amount Requested:
Please check: ~ 501(c)(3) Non-profit Organisation EYN#
(New grantees should attach a copy of their IRS Letter of
Determination.)
^ Socsety/Group* ^ Yndividual*
*There may be a tax liability for grant awards to non-
exempt entities.
1. Provide a brief description of your organization, society, group, or entity. As an
individual applicant, describe your involvement in the community and your
experience/expertise as it relates to this project. (Attach separate sheet, if
necessary)
Revised 8/16/06
Describe the project for which you are requesting funding. Include a project
timeline and an explanation of how the project will benefit Uze community.
(Attach separate sheet, if necessary.)
3.
4.
Please complete a simple budget for this project. Grants over $500 must be
approved by the Kenai City Council.
ITEM COST STORE OR SUPPLIER*
(Material or service needed to (Estimated cost of the items.) ~ (Where. you will purchase this item
Total grant request: $
*The City requests material bought with City grant funds be purchased
within the City of Kenai, iff possible.
How will you know if your project is successful?
5. Have you received a City of Kenai Mini-Grant before? ~ Yes ~ No
If yes, most current award: Project title:
Project dates:
Amount of grant: $
Revised 8/ 16/06
Did you comply with
the Letter of Agreement? ~ Yes
^ No (If no, attach a current
status of your project.)
I certify the information captained in this application, including all attachments and
support material, is true and correct. I understand the grant funds, if granted, will be
used only for the project or purpose described in this application. I understand f~
percent (50%) [NINETY PERCENT (90%)] of the funds approved will be provided in
advance. The balance will be paid at the completion of the project and report filed
with the steering committee. Signatory must be an authorized officer for an
organization. Student applications must also be signed/approved by a teacher.
Applicant
Signature: _
Name Printed:
Title: _
Approval (Teacher)
Signature:
Name Printed:_
Title:
Date:
(if applicable)
(if applicable)
Revised S/ 16/06
'~GE~NFR
WE SAN!
FUNDING RECIPIENT NAME:
PROJECT NAME:
DATE OF FUNDING:
City of Kenai
Mini-Grant
Letter of Agreement
Grant Number:
Date Received:
The City of Kenai is pleased to award funding ffor a mini-grant in the amount of
$ Payment of fifty Percent (50%I [90%] of the total will be made
upon receipt off this signed Letter of Agreement.
Recipient agrees to the following:
1. To use mfni-grant funds. only for the project or purpose described in the
mini-grant applicatson.
2. To submit aMini-Grant Report Form within thirty (30) days of completion
of the project.
3. To comply with the terms and conditions of the mini-grant awazd.
4. To submit expense receipts using the Mfni-Grant Report From for
purchases made with mini-grant funds.
Additional 'i erms and Conditions:
5.
6.
RECIPIENT
CITY OF KENAI
(print) _
Date:
"_
- ,.__~
tO~~iHFR
WE 4AN!
City of Kenai
M1111-Grant R~~Ort
F' ®rlll
(Due within 30 days of project completion.)
Grant Number:
Date RCCeiVed:
Name of Group/Individual:
Contact Name:
Mailing Address:
Phone: Email:
1. Describe the completed project. Attach photo and documentation.
2. How did you use the grant funds?
3. How successful was your project?
4. Who assisted with your project?
Statement: Following submittal of the brief written report and all expense
receipts being turned in to the city of Kenai's Mini-Grant Steering Committee,
the final grant (fifty percent, 50%) [(ten percent, 10%)] will be paid.
Signature:
(Print):
Date:
Return this form/receipts to:
Kenai City Clerk .-~„'~~ .
210 Fidalgo Avenue
Kenai, AK 99611-7794 = '--` ~~
3
Contact Person:
Project Title: C~a
Project StartJLnd i
Total Project Cost:
pity of I£n
ni-Gr t pplieti~n
Gant Nv~naer~
~,
i ~E +.l
Email
.Amount
Please cheek: ~ 601(c)(3) Non-profit Qrganizatioa EIN#
(New grantees should attach a copy of their IRS Letter of
Determination.)
^ SocietyjGroup'" ^ Indivfdual°"
"There may be a tax llabflity for grant awards to non-
exempt entities.
1. Provide a brief description of your organization, society, group, or entity. As an
individual applicant, describe your involvement iri the community and your
experience/expertise as it relates to this project. (Attach separate sheet, if
ne`c~ essary.)
'~`
Revised 8/ 16/06
2. Describe the project for which you are requesting funding, Include a project
timeline and an explanation of how the project wilt benefit the community.
(Attach separate sheet, if necessary.)
4cf ~:I~-tle~tP~
3. Please complete a simple budget for this project. Grants Deer x500 must be
approved by the Kenai City Council.
ITEM
(Material or service needed to
rnm fete our ra act. CdST
(Estimated coat of the itorets.) STARE OR $UPPLIEIt'~
{Whore you vrilt purchase fills Item
or servlceJ
~ ~, ~ ~, ~~r ~ f~~,ciz~ c~{ ~wb i~~s, eel
~i ~ .s.: ~. 2a,cc ~ ~ . . y S; d~ ~
•,t~i ~, ...s ~.~ P . ~ (~-~ ~~,
'~ ~ t'i, ~' ('a ti a~ , S. 4Yv'1
Total grant request: $ ">~'~ ~ i(?t~~l;J
'"The City requests material bought with City groat funds be purchased
within the City of Kenai, if possible.
4. How will yoq know if your project is successful?
~c a:t~-c~,~k`r~~
5. Have you received a Cfty of Kenai Mini-Grant befare? ^ Yes ® No
If yes, most current award: Prof act tifle:
Project dates:
Arnnunt of grant: S
Revised 8/ 16/06
Did you comply with
the Letter of Agreement? ~ Yes
No {If no, attach a current
status of your project.)
I certify the information contained in this application, including all attachments and
support material, is true and correct. I understand the grant funds, if granted, wlll be
used only for the project or purpose described in this application. I understand ninety
percent (90°J°) of the funds approved will be provided in advance. The balance wlll be
paid at the completion of the project and repart filed with the steering coirunittee.
Signatory must be an autlaorzed afficer far an organization. Student applications
must also be signed japproved by a teacher.
Applicant
Signature: ~~`°
Name Printed: ~~ 4
Title: {!"t~Y31S ('i~` a~'1 ,~ gar` E~t't~~~~'n~
Approval (Teacher)
Signature:
Name Printed:
Title:
Date: t-`-2 2~C~°"f
(if applicable)
(if applicable)
.Revised 8J 16/06
1. MOMS Club of Kenai is anon-profit newly formed group in Kenai, which is a chapter
under MOMS Club International. T'he group supports stay at home moms and supports
activities with children. Some moms in the Kenai area have found it difficult to find a
support network (especially if they are new to the community). This gnoup was started to
give moms a place to network and join other moms. GVe will perform at least one
community service project per year to benefit either the City of Kenai or the Kenai
Peninsula.
2. The MOMS Club is starting a cloth diapering assistance program for law-income families
with infants/toddlers who need diapers. Low-income will be determined by families who
receive assistance from programs such as Denali Kid Cara, WIC, State of Alaska
assistance, or those who demonstrate financial hardship. Families who are unable to
purchase diapers or whose budgets are extrcmety "tight" would be able to save their
resources by using cloth diapers provided by our program. When the family was done
with the diapers, or when their child grows to the next size, they can swap diapers with
the program or return the diapers to be used by the next participant. LOVE INC in Kenai.
receives calls for various needs by families in our community. One of the common needs
is different baby care items. LOVE INC would be able to refer families to our program
as a more long-term solution to disposable diapers. This would allow families to become
more self-sufficient (rather than needing to request diapers frequently). The benefit to the
City of Kenai is each child in our city that is cloth diapered saves 1.,000 pounds of waste
(disposable diapers and wipes) from being entered into our Kenai Transfer Facility. After
funds are received. we will be able to purchase the supplies needed and have them put iota
kits within one, month. At that time we will let agencies like WIC, LOVE INC, Crisis
Pregnancy Center, etc know that the service is available. Finding applicants wont be a
problem. in our community.
Our budget consists of purchasing the following items per childlfamily served: 4 diaper
covers, 24 prefo1ds, flannel For wipes, and a diaper pale. An initial expense for shipping
.• , ~ •,
the items wouid aisa occur. The source that the suppnes are purcnaseo rrom wn receive
a request letter to receive the items at cast; however, the items have all been calculated at
regular prices. Please see the chart on the grant application. Another aspect aside from
receiving funds for this project is we will be writing to various cloth diapering companies
and asking far donations in supplies. Should we receive donations it will expand the
program to more recipients.
4. Our project will be successful based on the number of families we serve. A grand of
$500 would initially support S cloth-diapering families. When those families were done
with the supplies and returned them to the program the savings would only continue. No
additional supplies would be purchased to add to any returned kit. Each family assisted
by our program could potentially save $2000 per child cloth diapered. That would save
the initial 5 families on the program $1000 all together. Knowing that these materials are
recycled after 6 years, having each set of diapers rotate through a family every two years
this would save our low-income families $30,000. If the City of Kenai chose a grant
amount of $1000 rather than $500 the savings would jump to $60,000. This is not only
allowing these families to conserve their financial resources it would also save the City of
Kenai from unnecessary waste from being put into the Kenai Transfer Facility as well.
;~~ Depzrtxnent of the lraaswy
L¢crnal Revenue Service
PHILADELPHIA PA 19255-OD38
MOMS CLUB DF KENAI AK
903 MAGIC AVE
._.~ KENAI AK 99611
L8664
In reply refer to: 0538061973
Dec. 14, 2006 LTR 147C 0
OODD00 DO D00
01374
BODC: SB
Employer Identification Number:
Dear Taxpayer:
Thank you for the inquiry dated Dec. 05, 2006.
Your Employer Identification Number tEINi is Please keep
this number in your permanent records. You should enter your name
and your EIN, exactly as shown above, on all business federal tax
forms that require its use, and on any related correspondence
documents.
If you have any questions, please call us toll free at 1-SOD-829-0115.
If you prefer, you may write to us at the address shown at the top
of the first page of this letter.
Whenever you write, please include this letter and, in the spaces
below, give us your telephone number with the hours we can reach you.
Also, you may want to keep a copy of this letter for your records.
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