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Below you will find the information necessary to maintain your 2012 Neighborhood Block Watch Grant. The forms are in the link below, followed by a Frequently Asked Questions document, then all other information is located below. If you are not able to locate the information you need, please call the Grant Staff at 602-262-6131.
Neighborhood Block Watch Grant Program Forms
Frequently Asked Questions
Appeal Information
* The Grant staff has a new email - please update your address book accordingly: nbwgrants.ppd@phoenix.gov
WELCOME to the 2012 Neighborhood Block Watch
Grant Program Application Process
Thank you for participating in the 2012 Neighborhood Block Watch Grant Program (NBWGP) Application Process. 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 input 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.
NOTE: If you have any questions, please call the NBWGP staff at 602-262-6131 for assistance as information provided by other sources may not be accurate.
APPLICATION OPENS
Starting Tuesday, January 3, 2012, copies of the Neighborhood Block Watch Grant Program application can be downloaded from the following website: http://www.phoenix.gov/police/nbwgrant.html. The long-form application consists of two portions that must be downloaded and completed—the main application and the budget section. The short-form application consists of two pages. All applications must be submitted online and on forms provided by the City of Phoenix.
APPLICATION DEADLINE
Grant applications and grant budgets must be submitted by e-mail to nbwgrants.ppd@phoenix.gov by 4 p.m., Friday, February 3, 2012. 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 3, 2012, 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 2012. Use of one of these key words will generate an auto-reply message to you 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 stating that your application has been received and has been assigned a grant number. If you do not receive this second e-mail message and grant number within three business days, please contact grant staff immediately at 602-262-6131.
All required and voluntary attachments must also be submitted by 4 p.m., Friday, February 3, 2012. Late submissions will not be accepted. Please do not wait until the last minute to submit your application.
Facsimile (faxed) applications will NOT 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 3, 2012, 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.
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 above. If a PRIMARY APPLICANT does not apply by itself for a grant, it may submit TWO applications as a partner with TWO different CO-APPLICANTS.
Primary applicants must submit copies of neighborhood meeting agendas from four neighborhood meetings held in separate months during the previous year where crime prevention topics were discussed. These agendas must indicate the number of people who attended each meeting. Please see section on Grant Dollar Limitations for more details on this requirement.
PRIMARY APPLICANTS that are formal HOAs, incorporated neighborhoods, or neighborhood associations with a 501(c)3 need to complete the HOA Checklist (found in the Additional Grant Forms section of this website). If one of these organizations applies as a co-applicant, they must still submit the required documents listed on the HOA Checklist.
NOTE: If your organization (Block Watch/ neighborhood association) resides within the existing boundaries of a formal HOA, your group must apply with the HOA as a partner ONLY if your project requests any item that the HOA would normally be responsible for or could be perceived as an improvement to HOA property (e.g., dusk-to-dawn lighting, additional light poles, fencing, gates, etc.) If your group is requesting items strictly for Block Watch or Phoenix Neighborhood Patrol (e.g., newsletters, fuel reimbursement, etc.), you do not have to have the HOA as a co-applicant.
CO-APPLICANTS CANNOT APPLY BY THEMSELVES AS A SINGLE APPLICANT. They must partner with a listed or registered neighborhood/homeowners/Block Watch organization (PRIMARY APPLICANT).
Boundaries:
The geographic area and/or population to be served must be identified in the grant application. The service area shall be within the corporate limits of the city of Phoenix or the impacted population must be Phoenix residents.
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 agendas from four neighborhood meetings held in separate months during the previous year where crime prevention topics were discussed. It must be indicated on each agenda the number of people who attended that meeting.
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 by City Council, funds may only be used for services/commodities listed in the grant budget.
Restricted Items
Cellular phones purchased with NBWGP funds for the purpose of Phoenix 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. Grant funds can only be used to reimburse for fuel when Phoenix Neighborhood Patrol (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, tournament entry fees (in-state only), and overtime costs for two non-educational field trips per year can ONLY be paid for in conjunction with youth-related programs.
Block Watch and/or PNP clothing, 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 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 individual’s 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.
Insurance Requirement:
Grant applicants are responsible for reviewing their activities, determining whether insurance is needed, and purchasing insurance they deem appropriate. coverage. Grant applicants should be aware that THEY are NOT COVERED by the City for ANY TYPE OF INSURANCE OR LIABILITY ISSUE ASSOCIATED WITH THEIR program, event, and/or activities. The City recommends you contact your insurance agent to ensure you have appropriate coverage for your programs, INCLUDING AUTO LIABILITY, GENERAL LIABILITY, WORKERS COMPENSATION, OR PROPERTY 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 the Downtown Chase Bank.
Chase will not charge NBWGP grantees any service charges or check fees for the 2012 grant year.
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 Program staff at 602-262-6131 for assistance as information provided by any other source may not be accurate.
Question 9, Project Description, of the grant application must not exceed 150 words.
There is a maximum of five pages for optional attachments; e.g., newsletters, pictures, and crime statistics.
Preparation of Budget Section:
There are four budget categories—Personnel, Operational Expenses, Equipment/Supplies, and Consumables.
The Budget section must 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 Budget Supplement – Lawful Traffic Mitigation Devices page.
VOLUNTEER CONTRIBUTIONS SHOULD BE PROVIDED FOR BOTH PRIMARY AND CO-APPLICANT (ITEM 13 IN THE BUDGET SECTION FOR THE LONG-FORM APPLICATION).
Preparation of Required Documentation:
If your group is a Primary Applicant, please include copies of neighborhood meeting agendas with crime prevention topics. The number of people present at the meeting must be included with your agendas.
If your group is an HOA, incorporated neighborhood, or neighborhood with a 501(c)3 designation, please include the required documents listed on the HOA Checklist.
Note: If your group has Block Watch or PNP program activities only, you do not need to apply with the HOA and may apply on your own.
Signatures:
The name, home (for individuals) or business (for companies) address, e-mail address, and home and alternate phone numbers of two representatives who will sign the NBWGP contract and be responsible for fulfilling all grant requirements, including quarterly, financial, and program reports, for the term of the contract must be indicated in Item 11 on the long-form application and in Item 9 on the short-form application. If this is a collaborative/joint application, a representative from each organization must be indicated and must sign the Grant contract and be responsible for fulfilling all grant requirements.
Members of the Neighborhood Block Watch Grant Program Oversight Committee CANNOT BE SIGNERS on NBWGP applications.
Individuals who reside or work at the same physical address or who are related (including by marriage) CANNOT SIGN THE SAME NBWGP APPLICATION.
E-mailed applications do not require signatures, only the above-stated information pertaining to the people who will be responsible for the grant requirements and checking account.
EVALUATION OF APPLICATION
Judging:
The allocation of NBWGP funds is an annual process. This process includes submission of applications 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 NBWGP 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 on an application if they feel that portions of the proposal are ineligible or unworkable. Applications recommended by the NBWGP Oversight Committee 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 Program staff will notify applicants of funding results. It is anticipated that grants will be awarded and funded in July 2012.
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 NBWGP rules and regulations.
All grant recipients must open a separate checking account with a bank designated by the City. A representative for the City will also be a signer on the account with all authorized grant representatives. Grant checking accounts must contain grant funds ONLY.
Reporting:
Quarterly reports to evaluate project performance and progress must be submitted by grant recipients within the timelines set by the City and on forms supplied 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 the exact dollar amounts of items purchased.
Checks CANNOT be made out to “Cash”; cash CANNOT be withdrawn from the grant checking account.
Auditing:
Grant recipients must agree to allow the City Auditor and/or Neighborhood Block Watch Grant Program 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 will have their contract extended for two additional years. 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.