NOTE: Grant application workshops will not be conducted for the 2009 Neighborhood Block Watch Grant year.  Instead, the workshop presentation will be linked on this website in eight (8) separate sections that will be available for download.  This will afford applicants the opportunity to view the presentation multiple times, which will assist in the understanding of the 2009 grant application changes.  The presentation will be available for download the first week of December.  If you have any questions, feel free to contact grant staff at 602-262-6543.

WELCOME
to the
2009 Neighborhood Block Watch Grant Program

Thank you for participating in the 2009 Neighborhood Block Watch Grant Program (NBWGP).  The NBWGP provides an opportunity to enhance the safety and the quality of life in our city through empowerment of community groups that work to prevent and solve crime-related problems in their neighborhoods.  The NBWGP was created to provide funding to neighborhood groups to undertake new and innovative programs and activities aimed at preventing and reducing crime in the community.  The aim and purpose of the Neighborhood Block Watch Grant Program are to detect, deter, and/or delay crime.  This is done by educating individuals to work together to solve problems, encouraging citizens to develop a sense of ownership for their neighborhoods, developing and addressing common neighborhood goals, coordinating pertinent neighborhood/community meetings, and teaching crime prevention and safety techniques.
Funding shall be provided on a competitive basis for proposals that demonstrate the potential to produce the greatest measurable results for a definable population or area.  Your comments and constructive criticism throughout the course of the program will be greatly appreciated. 

The Neighborhood Block Watch Grant Program Oversight Committee wishes to thank you for showing an interest in the Neighborhood Block Watch Grant Program and your community.  We wish you the best of luck and hope your hard work and efforts result in a safer and cleaner neighborhood in which to live.

Please read all materials very carefully.  Several changes have been made to the grant program and application.
New grant requirements are highlighted in blue text.

APPLICATION OPENS
Starting Friday, January 2, 2009, copies of the Neighborhood Block Watch Grant Program application can be downloaded from the following website:  http://www.phoenix.gov/POLICE/nbwgrant.html.  All applications must be submitted on forms provided by the City of Phoenix.

APPLICATION DEADLINE
Grant Applications and Grant Budgets must be submitted by e-mail to nbwgrant@phoenix.gov by 4 p.m. on Friday, February 6, 2009.  Late submissions and submissions delayed through e-mail will not be accepted.  Please do not wait until the last minute to submit your application.  Incomplete applications and neighborhood/homeowners/Block Watch organizations failing to list with the Neighborhood Services Department or Block Watch groups not registered with the Phoenix Police Department by Friday, February 6, 2009, at 4 p.m. WILL BE DISQUALIFIED.

When e-mailing your grant application and grant budget, please include one of these key words in the Subject line:  grant, NBWG, application, or 2009.  If you included a key word, you will receive an auto-reply message stating that the Phoenix Police Department has received your grant application.  Once grant staff receives your application and grant budget, you will receive a second e-mail message with your assigned grant number and stating that your application has been received.  If you do not receive this second e-mail message and grant number within three business days, please contact grant staff immediately at 602-262-6543.

Once you receive your assigned grant number, clearly print it onto copies of your required meeting rosters and agendas, financial reports, and any documentation to be submitted through the U.S. Post Office no later than Friday, February 13, 2009.  Late submissions and submissions delayed through the mail will not be accepted.

If you do not have e-mail, you must submit one SIGNED original and one paper-clipped copy of the grant application, grant budget, rosters and agendas, financial reports, and other required documentation to the following address:

Phoenix Police Headquarters
Planning and Research Bureau
620 West Washington Street, Suite 326
Phoenix, Arizona  85003
Deadline requirements for hard copy applications are the same as for e-mail applications. 

No facsimile (faxed) applications will be accepted.

GUIDELINES

Definitions of Eligible Applicants:
            PRIMARY APPLICANT – ONLY neighborhood/homeowners/Block Watch organizations listed with the City of Phoenix Neighborhood Services Department or Block Watch groups registered with the Phoenix Police Department  by Friday, February 6, 2009, at 4 p.m.
            CO-APPLICANT - Any educational or religious organizations, non-profit agencies within a specific geographic area, and City of Phoenix departments by section or division.
            CITYWIDE APPLICANT - Addition of a new Citywide Category has been created for applicants that have a crime prevention program or a project affiliated with or sponsored by the City of Phoenix and provide citywide services or services to more than four neighborhoods.
GUIDELINES (continued)

Application Quantity and Restrictions:
PRIMARY APPLICANTS may submit TWO applications in the following ways:  ONE application as the PRIMARY APPLICANT for its own neighborhood program and ONE as a partner with a CO-APPLICANT, as defined on the previous page.   If a PRIMARY APPLICANT does not apply by itself for its neighborhood program, it may submit TWO applications as a partner with TWO different CO-APPLICANTS. 
Primary applicants must submit copies of rosters and agendas from four neighborhood meetings held in separate months during the previous year where crime prevention topics were discussed.  Please see section on Grant Dollar Limitations for more details on this requirement.
New requirements apply for PRIMARY APPLICANTS that are formal Homeowners' Associations (HOAs), incorporated neighborhoods, or neighborhood associations with a 501(c)3.  Please see the HOA Checklist for further details.   If one of these organizations applies as a co-applicant, they must still submit the required documents listed on the HOA Checklist.
If an organization applies under this category, it cannot apply under the Citywide category.
NOTE:  If your organization (Block Watch) resides within the existing boundaries of a formal Homeowners Association (HOA), your group must apply with the HOA as a partner.  (Same limit of two applications still applies.)

CO-APPLICANTS, as defined on the previous page, CANNOT APPLY BY THEMSELVES AS A SINGLE APPLICANT.  They must co-apply with a listed or registered neighborhood/homeowners/Block Watch organization (PRIMARY APPLICANT).  If an organization applies under this category, it cannot apply under the Citywide category.

CITYWIDE APPLICANTS, as defined on the previous page, can apply by themselves as a single applicant.  New requirements apply for CITYWIDE APPLICANTS.  Please see the Citywide Checklist for further details.   An organization applying under this category cannot apply as a Primary Applicant or Co-applicant on another application. 

Boundaries:
The service area shall be within the corporate limits of the city of Phoenix or the impacted population must be Phoenix citizens.  The geographic area and/or population to be served must be identified in the grant application.

Grant Dollar Limitations:
Grant amounts may vary, but the maximum grant amount that can be applied for is $10,000.  Budget estimates should match your proposal and should not be inflated to reach the maximum figure.  Please round estimates to the nearest dollar amounts and be sure that you have included taxes for each item in your budget.
Organizations that have been in existence for six months or less may only apply for a maximum of $1,000.
In order to apply for a grant amount of more than $1,000, Primary Applicants (neighborhood/homeowners/Block Watch organizations) must submit copies of rosters and agendas from four neighborhood meetings held in separate months during the previous year where crime prevention topics were discussed.
For the 2009 process only, we will accept copies of rosters and agendas from two neighborhood meetings held in the previous year where crime prevention topics were discussed.   If you do not have the required rosters and agendas, this requirement will be waived during the 2009 grant process; however, it will be strictly enforced for the 2010 grant process.
The short-form application for maximum grant amounts of $1,000 has been eliminated; the same application will be used for all funding requests.

GUIDELINES (continued)

Eligible/Ineligible Use of Funds:
Eligible Items
Grant funds shall be used to fund new or existing programs and activities with an identifiable anti-crime component or safety program.  Eligible uses include, but are not limited to, crime prevention programs, neighborhood crime-fighting workshops, and crime-fighting/prevention educational programs.  Proposals to expand a current program or activity into a new geographic area where no similar programs or activities exist will be considered.  Once the program and budget are approved, funds may only be used for services/commodities listed in the grant budget.

Restricted Items
Cellular phones purchased with Neighborhood Block Watch Grant funds for the purpose of neighborhood patrols and Block Watch activities can be funded up to a maximum limit of $480 per phone for the grant year.  Additionally, groups must justify the need for the number of phones requested.  Grant funds cannot be used to pay phone charges for long distance or special fee (900 numbers) phone calls.
Fuel reimbursement for Phoenix Neighborhood Patrol and graffiti abatement programs can be funded up to a maximum limit of $1,000 per group.  Fuel reimbursement cannot be requested as a budget item under the Citywide category.  Grant funds can only be used to reimburse for fuel when PNP members' patrol or for graffiti abatement activities; this does not include attending training, meetings, or running errands.
Lawful traffic mitigation devices must be specifically tied to crime prevention.  Contact the Street Transportation Department at 602-495-0242 for information on the Speed Hump Program or visit their website at http://www.phoenix.gov/STREETS/speedhmp.html.
Camp fees (in-state only), clothing/uniforms, craft/gardening supplies, games (indoor/outdoor), sports equipment/supplies/bicycles, transportation and overtime costs for two non-educational field trips per year (does not include entrance/admission fees), and tournament entry fees (in-state only) can ONLY be purchased in conjunction with youth-related programs.
Block Watch and/or PNP clothing, cell phones/service ($480 per phone per year; number of phones must be justified in application), two-way radios/police scanners/walkie-talkies/binoculars/bicycles, equipment/supplies (helium, port-a-johns, and promotional/marketing tools, PNP magnetic signs, and rentals can only be purchased/rented in conjunction with Block Watch or Phoenix Neighborhood Patrol (PNP) programs.
Internet services are restricted to a maximum limit of $750 per year for service provided to community organizations/centers and a maximum of $500 per year for service provided to an individuals residence.

Ineligible Items

• Administration of the grant itself, including payment to an accountant or individual to complete quarterly reports
• Alcoholic beverages, including wine and beer
• Awards and raffle prizes
• Bulletproof vests
• Entertainment, parties, and recognition dinners
• Entrance or admission fees for any in-state or out-of-state non-educational field trips, including water and amusement parks
• Food or beverages of any kind, including consumable prizes or incentives in the form of food or beverages
• Motor vehicles
• Out-of-state field trips or travel (educational or non-educational)
• Surveillance equipment, including night vision and listening devices
• Vehicle overhead emergency light bars
• Weapons of any type, including firearms, pepper spray, mace, knives, stun guns, etc.

GUIDELINES (continued)

Insurance Requirement:
Not all grants will require insurance.  As a general guideline, the types of programs or activities that possibly may require insurance coverage include, but are not limited to, athletic activities, youth programs, large-scale neighborhood carnivals, use of potentially hazardous equipment, fireworks, work in the City’s right-of-way, and transportation of program participants in motor vehicles. 
In a few cases, the grantee may be required to name, or to have a contractor name, the City of Phoenix as an “Additional Insured” on its liability insurance policy having limits of at least $1 million per occurrence.
If commercial carriers are used to transport participants, the awarded applicant should ensure that the carrier has at least $1 million (preferably $2 to $10 million) of auto liability coverage, combined singled limit.
The cost of this insurance requirement may be included in the applicant’s grant budget request.
If an applicant is required to have insurance, the applicant will be given more detailed and updated information as to what needs to be provided.  In such a case, the applicant will be required to provide evidence of insurance prior to the disbursement of grant funds.
The City in no way warrants that any insurance required as a condition of the NBW Grant is sufficient to protect the awarded applicant from any liability that may arise.  Even though insurance may not be required, it does not mean that the applicant does not need insurance.  Liability exposures may still be present that the applicant may want to insure against.  Grant applicants should be aware that they are NOT COVERED by the City for auto liability, general liability, workers’ compensation insurance, or property insurance.  Therefore, in order to protect themselves, it is strongly recommended that all NBW Grant Applicants check with a qualified insurance agent to evaluate the need to purchase insurance.

Banking Requirement:

All recipients’ grant funds will be deposited into a bank checking account with the City of Phoenix listed as a co-signer on the account.  All checking accounts will be centralized at one banking facility that will be chosen by the City.  For the last few years this location has been at the Downtown Chase Bank.

COMPLETING THE APPLICATION

Preparation of Application:
Computer applications are preferred, but if you must submit a handwritten application it must be legible.  Illegible applications will be disqualified.   You are encouraged to review the on-line workshop presentation for assistance in completing the application.  If you have further questions, please call the Neighborhood Block Watch Grant staff at 602-262-6543 for assistance.
The short-form application for maximum grant amounts of $1,000 has been eliminated; the same application will be used for all funding requests.
Project description, question #9, must not exceed 100 words.
Maximum of five pages for optional attachments; e.g. newsletters, pictures, and crime statistics.

Preparation of Budget Section:
The number of budget categories have been reduced from fifteen to four categories, including personnel, operational expenses, equipment/supplies, and consumables.
The budget section has been revised to include a narrative for all budget items requested.
When completing the Budget section, rather than requesting miscellaneous office supplies, list the type of items (paper, mailing labels, stamps, clipboards, etc.) to be purchased.  When requesting funds for salaries or overtime for individuals, please use terms such as salary, overtime, stipend, or hourly wages.  Do not use terms such as compensate, sponsor, or subsidize.
Budget estimates should match your proposal and should not be inflated to reach the maximum figure.  Please round estimates to the nearest dollar amount.   Do not forget to include sales taxes on each item in your budget estimation.
If requesting lawful traffic mitigation devices, you must complete the supplemental budget page.
Information for matching/cost-sharing funds must be provided, including information for partnering organizations.
COMPLETING THE APPLICATION (continued)

Preparation of Required Documentation:
If your group is a Primary Applicant, please include copies of neighborhood meeting rosters and agendas.
If your group is a homeowners' association (HOA), incorporated neighborhood, or neighborhood with a 501(c)3 designation,  please include the required documents listed on the HOA Checklist.
If your group is filing under the Citywide category, please include the required documents listed on the Citywide Checklist.

Signatures:
A minimum of two individuals must sign the Neighborhood Block Watch Grant (NBWG) application.  If this is a collaborative/joint application, a representative from each organization must sign the application.  If your grant application is approved for funding, the same individuals must sign the NBW Grant contract.  These individuals will be responsible for fulfilling all grant requirements, including quarterly, financial, and program reports for the term of the contract. 

Note:  Applications submitted by e-mail do not require signatures.   E-mailed applications only require the names, addresses, telephone numbers, and e-mail addresses of the signers listed on the application. 

Members of the Neighborhood Block Watch Grant Program Oversight Committee CANNOT BE SIGNERS on NBW Grant applications.

Individuals who reside or work at the same physical address or who are related (including by marriage) CANNOT SIGN THE SAME NBW GRANT APPLICATION. 

EVALUATION OF APPLICATION
Judging:
The allocation of Neighborhood Block Watch Grant Program (NBWGP) funds is an annual process.  This includes applications submitted by the public, review of applications and recommendations by the NBWGP Oversight Committee, Public Safety and Veterans Subcommittee approval, City Council action, and grant awards.  The fund is administered by the City Manager through the Police Department.  The 20-member NBWGP Oversight Committee is responsible for reviewing and evaluating grant proposals and forwarding a recommendation for funding to the Public Safety and Veterans Subcommittee.  All meetings of the NBWGP Oversight Committee are open to the public.  Each grant application is evaluated on how well it fulfills the purpose of the Neighborhood Block Watch Grant Program.

Scoring Criteria:
The NBWGP Oversight Committee will evaluate grant applications based on the following scoring criteria:

Quality of Life Factors / Crime Prevention Potential (50%)
Budget Evaluation (20%)
Project Viability / Feasibility / Experience (15%)
Ability to Complete the Project (15%)

Funding:
The NBWGP Oversight Committee may also recommend a grant be awarded for less than the amount requested if they feel that portions of the proposal are ineligible or unworkable.  Applications recommended for funding will be forwarded to the Public Safety and Veterans Subcommittee for its review and acceptance and then to the City Council for final approval and grant awards.  The City Council makes the final determination in the acceptance, denial, or alteration of the funding level of each application.  Neighborhood Block Watch Grant staff will notify applicants of funding results.  It is anticipated that grants will be awarded and funded in July 2009.

POST-AWARD PROCEDURE

Contract:
All approved grant recipients are required to execute a contract with the City of Phoenix regarding the use of grant funds in accordance with program rules and regulations.

All grant recipients must open a separate checking account with all authorized representatives (same individuals who sign the grant application and grant contract) as signers on the account.  The grant checking accounts must contain grant funds ONLY.

Reporting:
Quarterly reports to evaluate project performance and progress must be submitted by grant recipients on forms supplied and within the timelines set by the City.  All records and documents related to project activities, expenses, bank statements, receipts, equipment, or other personal or tangible property purchased with grant funds must be maintained by the grantee for a period of at least two (2) years from the date of expiration of the grant contract.  Groups that do not submit quarterly and final reports in a timely manner, that submit fraudulent applications, and/or do not return all unused grant monies WILL NOT be considered for future funding.
Neighborhood/homeowners/Block Watch organizations must be responsible for tracking and reporting of expenditures when co-applying with a partnering organization.
Checks must be made for exact dollar amounts of items purchased.
Checks cannot be made to cash and cash cannot be withdrawn from the grant checking account.
If co-applying with a partnering organization, reimbursements must be for the exact dollar amount of each expenditure.

Auditing:
Grant recipients must agree to allow the City Auditor and/or Neighborhood Block Watch Grant staff complete access to all records related to the project for auditing purposes.  City representatives must be allowed access to all locations where grant activities are being conducted for the purpose of evaluating the effectiveness of the grant project.  Grant recipients must adhere to any other requirements deemed necessary by the City for the proper operation of projects.

Conclusion/Termination of Project:
At the conclusion or termination of a project, any group with equipment and other personal or tangible property purchased with grant funds must sign a contract extension to retain the property.  During this extension, there will be no reporting requirements, but the group will be expected to use the equipment as specified in the original grant contract.  All unused grant monies must be returned to the NBWGP fund.

Nbw/2009/2009 Application Changes/2009 Welcome Letter - Revised 10-29-08.doc