NBDSF Guidelines Index

• Purpose of the NBDSF and types of projects that are eligible for funding.

• Ineligible or unallowable activities (2.l)
• Conditions or funding limitations (2.2)

• Who is eligible to receive funds? (3.1)
• Responsibilities of participation (3.2)
• Appeals Process (3.3)
• Compliance with City Ordinance #220-1989 (3.4)

SECTION 4 -- THE APPLICATION PROCESS

• Getting Community approval for the proposal (5.1)
• Deadlines and application forms (5.2)
• Accompanying documentation to be submitted with a proposal (5.3, 5.4)
• Help in preparing a proposal (5.5)
• Getting approval of the proposal (5.6, 5.7)

• Term of the contract (6.1)
• Number and amount of contracts allowed (6.2)
• Collaboration with other organizations (6.3)
• Interim, Final and "projected" Final Reports (6.4)
• Reimbursement/Payment (6.5, 6.6)
• Contract Amendments (6.7)
• Guidelines for hiring contractors
• Required Training (6.9)
• Service on the NBDSF Review Committee (6.10)

• Defining the role of the NBD Manager (7.1)
• Recommended job responsibilities (7.2)
• Required job responsibilities (7.3)

• Composition of committee (8.1)
• To whom is the Review Committee responsible? (8.2)
• What is its purpose? (8.3)
• Election of chair (8.4)
• Quorum (8.5)
• Publicizing meeting schedule (8.6)
• Approval process for proposals (8.7-8.10)
• Cancellation of contracts (8.11)
• Program monitoring (8.12)
• Committee operating procedures (8.13, 8.14, 8.15)
• Attendance policy and penalty for non-attendance (8.16)

• Role and responsibilities of Agency the City contracts with to administer NBD.

• Role and responsibilities of the individual whom the Agency designates as the primary staff person within the organization to manage NBD and interact with the City and the 51 Community Councils.

• Role and responsibilities of the City and/or its designated department(s) in overseeing the Agency's administration of NBD and monitoring the eligibility of Community Councils that participate in the program.

• List of eligible Community Councils as determined by the City.

• Geographic definitions of eligible business districts

• Partial listing of eligible projects.

Section 7: NBDSF Program Management

7.1 It is the responsibility of each Program participant to appoint a Program Manager, who is a volunteer, to manage the project and serve as the liaison between the Business Association or Community Council and the Administering Agency to ensure effective participation in the Program.

7.2 While the specific duties assigned by each Program participant to its Program Manager may vary from neighborhood to neighborhood, the responsibilities listed below are suggested as a model for Program purposes. This is not a mandated or required job description, but is a helpful checklist for Program participant as they may undertake recruitment for volunteers to aid in the development and implementation of projects. A Program Manager should:

1. Facilitate Program participation and eligibility in terms of encouraging an open and well-publicized process for deliberating proposal ideas, and generating accurate Minutes and Sign-In Sheets from the decision-making meetings.
2. Work with Program participant committees to plan projects and budgets in order to maximize the acquisition of up to $9,000 in Program funds available each calendar year to the neighborhood.
3. Submit monthly reports to the Program participant relative to the progress on annual Program contract.
4. Notify the NBDSF Program Director of any concerns, problems, or questions pertaining to the successful implementation of the Program contract and/or maintaining the neighborhood's eligibility for Program participation.

7.3 The Program Manager or the Program participant's designee is required to adhere to the following to ensure the community's continued compliance with the Program:

1. Attendance at NBDSF Program Review Committee Meeting(s) at which the neighborhood's proposal will be reviewed and approved, in order to answer any questions.
2. Attendance at the mandatory NBDSF Program Financial and Administrative Procedures Training, unless the Administering Agency determines that the member(s) of the Business Association or Community Council responsible for financial and organizational administration are proficient in those areas.
3. Participation in and provision of documentation for a Program monitoring visit if requested by the Administering Agency.
4. By means of a well-publicized, fair and open recruitment process, secure any paid project managers and monitor each to ensure timely and effective implementation of contracted Program projects, in compliance with these Program Guidelines.
5. Retention, organization, and completion of all required Program paperwork and financial support materials by stated deadlines, including Interim and Final Reports, monthly reimbursement vouchers, financial bookkeeping system, and volunteer hours log.