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 8: The Review Committee

8.1 The NBDSF Program Review Committee is comprised of CNBDU representatives who serve as a peer review group for all NBDSF Program proposals. Composition of the Committee shall be as follows:

1. Eleven CNBDU representatives (voting)
2. NBDSF Program Director (non-voting)
3. One representative of the City to be appointed by the City Manager (non-voting)

8.2 The NBDSF Program Review Committee is responsible to both Business Associations and Community Councils for content review of proposals and to the Administering Agency for administrative and fiscal processing.

8.3 The purpose of the NBDSF Review Committee is to:

1. Review and act upon all program proposals;
2. Review and act upon all Final Reports for each NBDSF Community;
3. Approve proposals and make recommendations to the Department; and
4. Provide input to the Administering Agency as to changes or enhancements of potential benefit to the Program.

8.4 The NBDSF Program Review Committee Chair shall be elected from among the NBDSF Review Committee members.

8.5 A minimum of eight members of the NBDSF Program Review Committee shall be present to constitute a quorum.

8.6 The NBDSF Program Director and the NBDSF Program Review Committee shall establish and publicize through Business Associations and Community Councils in the 34 neighborhoods a schedule of meeting times and deadlines for proposal submissions and amendments for the coming year each August. The NBDSF Program Review Committee shall meet a minimum of six times per year.

8.7 The NBDSF Program Review Committee shall review and approve proposals and recommend funding to the Department. Approval will be based on the following requirements:

1. The NBDSF Program Guidelines have been met;
2. All proposal projects are adequately defined in the scope of services;
3. The proposed budget is reasonable and clearly itemized; and
4. There is evidence that the Business Association or Community Council submitting the proposal is able to manage the contract to a successful conclusion.

8.8 Approval of proposals requires a majority vote of persons present at the meeting. If requested, those voting against a proposal (in whole or in part) shall cite the criteria of the Guidelines that the proposal fails to meet. The NBDSF Program Review Committee may invalidate a negative vote if relevant Guideline criteria are not cited.

8.9 The NBDSF Program Review Committee may approve a proposal in part and reject a proposal in part. The NBDSF Program Review Committee may also approve projects subject to stated conditions for changes and corrections.

8.10 The NBDSF Program Review Committee shall review all new proposals, all Final Reports, and proposed project amendments that substantially alter a contract (Formal Amendment). The NBDSP Director may approve adjustments to the project budget or scope of services within the existing contract without review by the Committee if all of the following criteria apply (Informal Amendment):

1. The proposed revision does not add to the total amount of the existing contract;
2. The total amount, not to exceed $1,000, is an adjustment either within a project or between projects;
3. Proposed changes do not substantially alter the scope of services; and
4. All requests are made in writing to the NBDSF Program Director in advance.

8.11 A contract may be canceled by the NBDSF Program Director if, in the Director's opinion, the contract is not being properly administered. The NBDSF Director shall consult with the Review Committee, the IIN Board of Trustees, and the Department prior to any contract termination. The Program participant shall shall be notified of the possibility of contract cancellation and be afforded the opportunity to present its case before the Review Committee. Final determination to cancel a contract is the sole responsibility of the Administering Agency subject to an appeal to the City Department.

8.12 The NBDSF Program Review Committee shall monitor program performance based on the NBDSF Program Director's review and reporting of Performance Reports submitted by communities.

8.13 The NBDSF Program Review Committee shall decide its operating rules.

8.14 The NBDSF Program Review Committee may consult expert consultants as necessary.

8.15 The NBDSF Program Review Committee may, upon request from the Administering Agency, take on other tasks related to the NBDSP program and as agreed to by the NBDSF Program Review Committee.

8.16 The NBDSF Program Review Committee members must attend a majority of the Committee meetings scheduled during their term in order for their Business Association or Community Council to be considered as having fulfilled their obligation to serve. A Business Association or Community Council that does not fulfill its requirement will be subject to suspension by the NBDSF Program Review Committee from participation in NBDSF Program. The NBDSF Program Review Committee will review potential suspensions and recommend reinstatement conditions for each case.