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HomeMy WebLinkAboutI Heart Treasure Valley FY23 Neighborhood Grant Funds Agreement RECIPIENT AGREEMENT BETWEEN CITY OF MERIDIAN AND I HEART TREASURE VALLEY FOR FY23 NEIGHBORHOOD GRANT FUNDS This RECIPIENT AGREEMENT BETWEEN CITY OF MERIDIAN AND I HEART TREASURE VALLEY FOR FY23 NEIGHBORHOOD GRANT FUNDS ("Agreement") is entered into this 5th day of September, 2023 by and between the City of Meridian, a municipal corporation organized under the laws of the state of Idaho ("City") City, and Treasure Valley Festivals, Inc., a nonprofit organization organized under the laws of the state of Idaho, doing business as I Heart Treasure Valley("Recipient"). WHEREAS,Meridian City Council has allocated fiscal year 2023 general funds for the purpose of awarding Neighborhood Grants to Meridian residents for projects that bring Meridian neighbors together and improve the community, as set forth in detail in Exhibit A; and WHEREAS,Recipient has proposed to host a weeklong event called"I Heart Treasure Valley,"with multiple service projects throughout Meridian during the week and block party over the weekend, which activity complements the objectives of the Neighborhood Grant program; and WHEREAS,by this Agreement, City and Recipient wish to establish the roles and responsibilities of the Recipient related to the investment and utilization of fiscal year 2023 Neighborhood Grant funds provided to Recipient by City("Funds"); NOW, THEREFORE, in consideration of the mutual covenants of the parties, the Parties agree as follows: I. RECIPIENT'S RESPONSIBILITIES;PROJECT ADMINISTRATION. A. Activities. Recipient shall use the Funds, in the amount of three thousand dollars ($3,000.00), to I Heart Treasure Valley("Project"), as set forth in Exhibit B. Recipient shall use the Funds only for completion of the Project. Recipient's use of the Funds shall be consistent with any and all terms and conditions of the Neighborhood Grant Program and this Agreement. B. Time of performance. Services of Recipient shall start the Project on or before August 1, 2023 and shall complete the Project by June 1, 2024. C. Budget. Recipient shall use the Funds to complete the Project in accordance with the budget set forth in Exhibit B. All Funds unused as of June 1, 2024 shall be returned to the City. D. Closeout. By July 15, 2024, Recipient shall submit a final report to City. The final report shall include: 1. Written narrative answering each and all of the following questions: a. What did you accomplish, and how? b. How were volunteers engaged and used, and how many? RECIPIENT AGREEMENT WITH I HEART TREASURE VALLEY FOR FY23 NEIGHBORHOOD GRANT FUNDS PAGE I OF 5 c. What is the impact of this project on your neighborhood? 2. Final project budget, showing use of Neighborhood Grant funds,partner organization funds, and in-kind and monetary donations. 3. Receipts supporting final project budget. 4. Photographs of Project completion and final Project. 5. Check payable to City of Meridian for any unused funds. E. Draw requests. Funds for Project will be available following execution of this Agreement and City's receipt of Recipient's completed W-9 form. To obtain Funds, Recipient shall submit a written draw request to the Grant Administrator. Each draw request may be for up to $5,000 of the Funds allocated for Project. Upon the Grant Administrator's verification of progress toward Project goals and/or completion; review of quotes, receipts, and other required documentation; and site visit(s), as appropriate, the Grant Administrator will forward to the City Finance Department a request that the City remit a check to Recipient in the requested amount. F. Performance monitoring. City's Grant Administrator shall monitor Recipient's investment of the Funds to ensure that Recipient is working toward meet the goals of the Project as set forth in Exhibit B. Performance monitoring shall include review of quotes, receipts, and other documents, as well as site visits, as appropriate. II. GENERAL PROVISIONS. A. No agency; independent contractor. It is understood and agreed the Recipient is not, and shall not be considered, an agent of City in any manner or for any purpose whatsoever in Recipient's use of the Funds. In all matters pertaining to this Agreement, Recipient shall be acting as an independent contractor, and neither Recipient nor any volunteer, employee, invitee, or agent of Recipient shall be deemed an employee of City. Recipient shall have no authority or responsibility to exercise any rights or power vested in City. B. Photographs. Recipient consents to City's publication and/or use of any photographs or recordings of Recipient; Recipient's volunteers, guests, invitees, agents, and employees; and/or the Project for educational and promotional purposes. C. Acknowledgment of risk. Recipient acknowledges that activity undertaken in conjunction with this Agreement presents risks, some of which are unknown, and agrees to assume all such risks. D. Indemnification; waiver. Recipient shall indemnify, save and hold harmless, release and forever discharge City and its agents and employees from and for any and all losses, claims, actions,judgments for damages, or injury to persons or property and losses and expenses caused or incurred by Recipient or City in the course of any activity associated with this Agreement not caused by or arising out of the tortious conduct of City, regardless of the manner by which such claim may be brought. RECIPIENT AGREEMENT WITH I HEART TREASURE VALLEY FOR FY23 NEIGHBORHOOD GRANT FUNDS PAGE 2 OF 5 E. Notices. Day-to-day communications between Recipient and the Grant Administrator shall occur by email or phone, as appropriate. All other notices to be provided under this Agreement shall be in writing and addressed as follows: If to Recipient: If to City: I Heart Treasure Valley City Clerk, City of Meridian P.O. Box 4906 33 East Broadway Avenue Boise ID 83711-4906 Meridian, Idaho 83642 Notices shall be either personally delivered or sent by U.S. mail, postage prepaid. Notice shall be deemed to have been given upon deposit in the U.S. mail, or upon personal delivery to the party above specified. F. Content. In the course of working on and completing the Project, Recipient shall ensure that the Funds are not used for any purpose that promotes, endorses or furthers any message containing the following content: 1. Profane, obscene, indecent, violent, or pornographic content and/or language; 2. Content that promotes, fosters or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, sexual orientation, or national origin; 3. Defamatory or personal attacks; 4. Threats to any person or organization; 5. Content that promotes, fosters or perpetuates conduct in violation of any law; 6. Content that encourages or incites illegal activity; 7. Content that may compromise the safety or security of the public or public systems; 8. Content that violates a known legal ownership interest of any party; or 9. Any content that contains or perpetuates a message that the Grant Administrator deems to be inappropriate or not in the best interest of the City of Meridian. If the City becomes aware that Funds are used in violation of this provision, City may deny future draw requests for Funds or request the return of Funds already released. G. Restrictions. Neighborhood Grant funds may not be spent on gift cards, alcohol, tobacco, firearms, or travel. H. Default or breach; cure; termination. If Recipient is in breach or default of any of the terms, covenants or conditions of this Agreement and fails or refuses to cure such breach or default within fourteen(14) days of written notice thereof, this Agreement, and all rights of Recipient in and to the Funds, at City's option, may be terminated and forfeited without further notice or demand. I. No waiver. City's waiver on one or more occasion of any breach or default of any term, covenant or condition of this Agreement shall not be construed as a waiver of any subsequent breach or default of the same or a different term, covenant or condition, nor shall such waiver operate to prejudice, waive, or affect any right or remedy City may have under this Agreement with respect to such subsequent default or breach by Recipient. RECIPIENT AGREEMENT WITH I HEART TREASURE VALLEY FOR FY23 NEIGHBORHOOD GRANT FUNDS PAGE 3 OF 5 J. Nondiscrimination. Both Parties warrant and agree that there shall be no discrimination against any person or group of persons on account of race, color, creed, religion, sex, marital status, national origin or ancestry, in the granting or expenditure of Funds or any activity associated with Project. K. Applicable law; non-appropriation. This Agreement shall be governed by and construed in accordance with the statutes and constitution of the State of Idaho, including, without limitation, Article VIII, Section 3, of the Idaho Constitution and the Idaho Public Records Act. Recipient acknowledges that City is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. Notwithstanding anything in this agreement to the contrary, City's obligations under this Agreement are subject to and dependent upon appropriations being made by Meridian City Council for such purpose. L. Compliance with laws. Throughout the course of this Agreement, Recipient and each and all of Recipient's volunteers, employees, guests, invitees, and agents shall comply with any and all applicable federal, state, and local laws. M. Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be illegal, invalid, or unenforceable, the remainder of this Agreement shall not be affected. N. Exhibits. All exhibits to this Agreement are incorporated by reference and made a part of hereof as if the exhibits were set forth in their entirety herein. O. Entire agreement. This Agreement contains the entire agreement of the parties and supersedes any and all other agreements, agreements, or understandings, oral or written, whether previous to the execution hereof or contemporaneous herewith. No verbal or written inducements to execute this Agreement have been made to Recipient. In entering into this Agreement, Recipient relies upon no statement, fact,promise or representation, whether express or implied, written or oral, not specifically set forth herein in writing. P. Successors and assigns. All of the terms,provisions, covenants and conditions of this Agreement shall inure to the benefit of, and shall be binding upon, each party and their successors, assigns, legal representatives, heirs, executors, and administrators. Q. Advice of attorney. Each party warrants and represents that in executing this Agreement, it has received independent legal advice from its attorneys or the opportunity to seek such advice. R. Warranty of authority. Each party to this Agreement represents and warrants that the execution, delivery, and performance of this Agreement has been duly authorized by all necessary action of such party and is a valid and binding obligation upon the persons or entity signing this Agreement. RECIPIENT AGREEMENT WITH I HEART TREASURE VALLEY FOR FY23 NEIGHBORHOOD GRANT FUNDS PAGE 4 OF 5 S. City Council approval required. The validity of this Agreement shall be expressly conditioned upon City Council action approving the Agreement. Execution of this Agreement by the persons referenced below prior to such ratification or approval shall not be construed as proof of validity in the absence of Meridian City Council approval. IN WITNESS WHEREOF,the parties hereto have executed this Agreement on the Effective Date first written above. RECIPIENT: Brenda Nelson, Secretary Treasure Valley Festivals, Inc., doing business as I Heart Treasure Valley CITY OF MERIDIAN: Attest: Robert E. Simison, Mayor 9-5-2023 Chris Johnson, City Clerk 9-5-2023 RECIPIENT AGREEMENT WITH I HEART TREASURE VALLEY FOR FY23 NEIGHBORHOOD GRANT FUNDS PAGE 5 OF 5 WIDIAN�' EXHIBIT A 2022-2023 Neighborhood Grant Program Overview of Neighborhood Grant Program Meridian City Council has allocated $50,000 for Neighborhood Grants, to be awarded to Meridian residents for projects that bring Meridian neighbors together and improve the community. Applicants may apply for Neighborhood Grant funds in any amount up to $50,000, and may request funds for more than one project. Projects must be complete by September 9, 2023. Timeline Application period open: January 6, 2023 Applications due: March 6, 2023, 5:00 p.m. Selection panel recommendation: By March 20, 2023 Applicants notified: March 27, 2023 Signed agreement due: April 10, 2023 Project completion: September 9, 2023 Final report due: September 15, 2023, 5:00 p.m. Eligibility and Criteria Projects funded with Neighborhood Grant funds must be located on public property located within the City of Meridian. Applicants must be residents of the City of Meridian or organizations operating within the City of Meridian. Upon selection of a project for funding, the City of Meridian will require the successful Applicant to enter into a grant recipient agreement establishing terms and conditions of the grant funds). In awarding Neighborhood Grants, the selection panel will consider the following criteria: 1. Capacity for neighbor engagement in Project implementation and final deliverable; 2. Contribution to improvement of neighborhood environment and sense of community; 3. Suitability of proposed Project for project site; and 4. Long-term viability. maintenance and impact of proposed Project. Application To apply, Applicants must submit the following materials to the City Contact listed below. If applying for more than one grant, a separate application must be completed for each project. 1. Completed Grant Application form 2. Written narrative answering each and all of the following questions: a. What do you propose to accomplish and how? b. How do you plan to engage and use volunteers, specifically your neighbors, to help on the project? How many volunteers will be needed? c. What is the desired impact of this project on your neighborhood and how will you measure it? d. What is the plan for long-term maintenance of items that will be purchased, built, or installed with the funds (if applicable)? e. What is the priority of this Project (if applying for grant funds for more than one project)? 3. Detailed Project plan, including timeline with specific dates. 4. Detailed Project budget, listing Neighborhood Grant funds, partner organization funds, and in-kind and monetary donations. 5. Written permission from property owner allowing the use of the property for the proposed project. 6. If project involves collaboration or co-funding with other organizations or businesses on this project, a letter of acknowledgement and support from each. City Contact Submit application and reporting materials to, and direct any questions to: Jake Cluff, Community Relations & Policy Advisor Address: 33 E. Broadway Avenue, Meridian, Idaho 83642 Email: Jcluff@meridiancity.org Phone: 208-489-0535 Reporting Requirements All projects must be completed by Friday, September 9, 2023. A final report must be submitted to the City Contact by Thursday, September 15, 2023. The final report must include: 1. Written narrative answering each and all of the following questions: a. What did you accomplish, and how? b. How were volunteers engaged and used, and how many? c. What is the impact of this project on your neighborhood? 2. Final project budget, showing Neighborhood Grant funds, partner organization funds, and in-kind and monetary donations. 3. Receipts supporting final project budget. 4. Photographs of Project completion and final Project. 5. Check payable to City of Meridian for any unused funds. Purchasing Requirements If the proposed Project includes the purchase of goods, services, supplies, or equipment, purchases up to $15,000 will require one written quote, and purchases $15,001 to $50,000 require three written quotes. Documentation will be required prior to release of funds. Limitations Neighborhood Grant funds may not be spent on gift cards, alcohol, tobacco, firearms, or travel. Funds will not be awarded to support any project that in any way: violates law or City policy; violates a legal ownership interest, such as a copyright, of any party. Funds may not be spent for any purpose or message that includes, promotes, or fosters: profane, obscene, indecent, violent, or pornographic content and/or language; discrimination on the basis of race, creed, color, age, religion, gender, sexual orientation, or national origin; defamatory or personal attacks; threats to any person or organization; information that may compromise public safety; or any purpose or message that the City deems to be inappropriate or not in the best interest of the City of Meridian. Additional limitations may apply. �(F rDR rnr`r;�- 2022-2023 Neighborhood Grant Program Application Form Exhibit B Applicant Information Applicant name:* Organization(if applicable): Mark Thornton I Heart Treasure valley Applicant's parent name(if Applicant is under 18): Phone Number:* E-mail: 2088703001 info@ihearttreasurevalley.com Mailing Address: 2140 E Horse Creek Ct Meridian,ID 83642 Project Information Project Name:* I Heart Meridian Project Type:* O Amenity(e.g.,neighborhood garden,bike rack,bike repair station,dog waste bag station) O Beautification(e.g.signage,banners,trees,landscaping,art) O Clean up(e.g.graffiti removal,overgrown vegetation removal,litter removal) O Other Project Address/Location:* The goal is to find underserved,abandoned and rundown areas in our City and do beautification projects in partnership with churches and other service based organizations.After the week long opportunities to serve,we would hold Block Parties in the various neighborhoods to celebrate the work done and help facilitate unity in the community.We have worked with Meridian Code Enforcement in the past to locate properties as well as with local schools to help where staff or resources are not available Property owner: Acknowledgments I * Mark Thornton hereby acknowledge the following stipulations and agree that if this proposal is selected for funding under the Neighborhood Grant Program,such funding shall occur subject to these general terms and conditions,as well as subject to other specific terms and conditions that shall be set forth in a separate,written grant recipient agreement between myself and the City of Meridian. I specifically acknowledge that: * Before my Project is funded,I(or my parent/guardian)will be required to enter into a written agreement with the City establishing the specific MT terms and conditions of the grant funds provided. Initial * If this Project is selected for funding,neither the City of Meridian nor its officers or employees will assume liability for any loss or damage.This MT Project may involve risks,some of which are unknown. Initial * The procurement of any necessary insurance will be my sole responsibility.The City will not provide insurance or other coverage of any kind for MT loss,theft,or damage that I or anyone associated with the Project may or does incur. Initial " The City has made no offer or commitment to issue Neighborhood Grant funds;the City shall have no obligation to do so except by,and pursuant MT to,written agreement. Initial I acknowledge,understand,and agree to these general terms and conditions. Signature Print name: Mark Thornton wa-tk Owltaem Parent signature(If applicant is under 18): Date: Upload supporting documents: Grant Questions 2. What do you propose to accomplish and how? a. The I Heart Treasure Valley Mission is to create a space in our community that people can come together in unity to serve our community. We come from different backgrounds, different faiths, etc. But because we all live, work and play in the same geographical space, we have something in common in that we want our community to be the best that it can possibly be (in every way) for all those who call Meridian (Treasure Valley) home. b. How do you plan to engage and use volunteers, specifically your neighbors, to help on the project? How many volunteers will be needed? i. Because the week of service that I am proposing has multiple service opportunities, we would pursue service opportunities in specific locations and mobilize volunteers to serve in a location in close proximity to their homes, schools or work place. The idea is that people are generally more inclined to serve/volunteer in an area that directly impacts them in some capacity. (quality of living, areas of interest, etc) c. What is the desired impact of this project on your neighborhood and how will you measure it? i. Because Meridian is more suburb than city, I think we need more intentional reasons for people to come together and make a difference in our community. The desired impact is that people would lower the walls that divide us (and/or keep us separated) long enough to discover that we have more in common than we might think and that we are better together! Participation in the various projects along with participation in the Block Party Celebration will be a great indicator of whether or not we created a model that will serve our community in various neighborhoods. d. What is the plan for long-term maintenance of items that will be purchased, built, or installed with the funds (if applicable)? i. This would be more applicable for the Kelso Wheel Projects at Elementary Schools but, creating a Block Party model that could be implemented in the adjoining neighborhoods from year to year could allow for one community to serve another community from year to year. e. What is the priority of this Project (if applying for grant funds for more than one project)? i. As I mentioned in the application, I Heart Meridian would be a "week long" event incorporating multiple service projects on different days that allows for people to be able to participate on days that may be more suitable to their schedule, culminating with a Block Party on a Saturday or Sunday afternoon 3. Detailed Project plan, including timeline with specific dates. a. I would propose the 1st full week of August (August 6-12) With at least 5 major projects. This is most likely the best time to bridge the end of summer vacations and families gearing up for back to school. 4. Detailed Project budget, listing Neighborhood Grant funds, partner organization funds, and in-kind and monetary donations. a. Unfortunately, I'm unable to give a solid number as the projects themselves will dictate the total cost. However, I would budget $2000-$3000 per neighborhood project which would include the cost of the block party. There are projects where I Heart would solicit local business for donations (paint for Kelso Wheel's, fire lane and handicap curb painting, etc) 5. Written permission from property owner allowing the use of the property for the proposed project. a. Once specific areas are identified, I can supply this information. 6. If project involves collaboration or co-funding with other organizations or businesses on this project, a letter of acknowledgement and support from each.