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Neighborhood matching grant program

General overview

The City of Auburn’s Neighborhood Program strives to create and maintain safe and friendly neighborhoods that keep Auburn a great place to live and raise children. The Neighborhood Program builds neighborhood attachment and organizational capacity by engaging residents in various community service projects. It offers Neighborhood Matching Grants to create and support partnerships between the City of Auburn and neighborhood groups and organizations to produce neighborhood-initiated planning, organizing and improvement projects.

Neighborhood Matching Grants are available to all neighborhoods within the city limits of Auburn. The City will consider proposals relative to the benefits it generates for a targeted neighborhood and its compliance with City policies and guidelines. The City will select a proposal and offer to match a neighborhood’s contribution up to a maximum of $5,000 per project. Neighborhood contributions may include volunteer time, cash or material donations and in-kind services. A Project Coordinator will be assigned and trained to organize and implement the project. Grants considered for funding should:

  1. Provide a product or activity that benefits the entire neighborhood within one year after the grant award.
  2. Emphasize neighborhood self-help.
  3. Involve neighborhood residents in the planning and implementation of the project.
  4. Beautify neighborhoods and/or address issues and concerns held by the majority of the residents of a particular neighborhood.

Who is eligible?

Any Neighborhood Group that comes together to work on a mutually agreed upon project that benefits the residents of a specific neighborhood is eligible. A Neighborhood Group is an organization of residents or businesses who are committed to improving the quality of life within their resident neighborhood. The Neighborhood Group does not need to be incorporated and it can be organized for just one project. At least 51% of the members of the group must reside, or have a business located, within the boundaries of the affected neighborhood. The group must be inclusive of all the residents within the vicinity of the affected neighborhood, both in decision-making and implementing the project. An eligible Neighborhood Group is defined by having met the following requirements:

  • Have a boundary established by the proponents of one or more neighborhoods within the City of Auburn.
  • Be open to membership to all residents, including young people between the ages of 12 to 18 and senior Citizens. Membership fees, or comparable devices, can not be used to restrict any resident within the designated neighborhood from voting on matters concerning the Neighborhood Project.
  • Plan to hold at least three, well-publicized meeting open to all residents of the neighborhood. One meeting prior to the project, one meeting during the implementation of the project, and one meeting at the end of the project is recommended.
  • Designate at least one member of the Neighborhood Group to represent it as its Project Coordinator.

Who is not eligible?

In general, organizations or groups that do not represent a specific, targeted neighborhood should not apply. Awards will not be made to individuals, single businesses, government agencies, political groups, state and national foundations. Organizations who currently receive public funding to provide the same product or activity are not eligible for a Neighborhood Grant. Organizations designed to elect candidates to public offices or lobby legislation are not eligible for funding. Projects already in progress, or with incurred costs, are not eligible.

Religious organizations are eligible provided the organization does not discriminate against any person on the basis of religion or give preference or limit services on the basis of religion. The religious organization can not provide any religious instruction or engage in any proselytizing while on the project site or while engaged in the business of implementing the project. The project can not contain religious symbols or decorations other than those permanently affixed to a pre-existing structure or normally and routinely worn as part of the participant’s clothing or apparel.

What can I do?

Neighborhood groups may request one of the following grants:

  1. Neighborhood Improvement Grant:
    Grant awards up to $5,000 for neighborhood improvements that can be completed within 12 months. Eligible projects include neighborhood beautification or activities that promote crime prevention or address a particular neighborhood issue or concern. A group that represents a specific neighborhood should submit the grant application. The neighborhood group must be inclusive of all residents and businesses within their neighborhood. The product or service generated by the grant must be located within the city limits of Auburn. A dollar-for-dollar match is required. Neighborhood contributions may include volunteer time, cash or material donations and in-kind services. The grant application requires match pledge forms and the designation of at least one project coordinator.
  2. Neighborhood Clean-up Grant:
    Grant awards up to $1,500 to organize neighborhood clean-up campaigns. Neighborhood Abatement Grants may be used to rent temporary garbage dumpsters or tow-away junked cars. In order to satisfy the grant's match requirements, neighbors must establish a designated place for a dumpster(s) and a period of time in which the dumpster or towing service will be available. Match requirements also require canvassing the entire neighborhood to inform residents about the location of dumpsters, pick-up schedules and general information about public nuisances in Auburn. Neighbors interested in a Nuisance Abatement Grant should attend a training session prior to applying for a grant. Packets on how to organize a clean-up campaign will be available at these training sessions.
  3. Streetlight / Neighborhood Watch Grant:
    The installation of additional streetlights combined with an active Neighborhood Watch Program is an effective strategy to reduce property crimes and vandalism. In order to qualify for a Streetlight / Neighborhood Watch Grant, neighborhood residents must agree to organize a Neighborhood Watch Group and attend at least one meeting per year over three consecutive years. The number of streetlights for which a neighborhood group may apply is dependent on the type and number of crimes committed within the target neighborhood over the past year.

    This program is limited primarily to neighborhoods that have aerial connections to electrical power. The petition for the streetlight must include the signatures of at least 60 percent of the households who live in the target area. A copy of the petition must include a map indicating the location of the utility pole on which the streetlight will be installed. By signing the petition, the neighbors agree to join the Neighborhood Watch Program and attend at least one meeting per year over a three-year period.

    A Streetlight Grant / Neighborhood Watch Grant also includes a Neighborhood Leadership Grant which entails up to $500 of in-kind services to help organize the Neighborhood Watch. In-kind services include paper, photocopies and postage to distribute flyers and other information about the Neighborhood Watch Program. It also includes provisions for a permit and insurance coverage necessary for a Neighborhood Watch Block Party.
  4. Tree Grant:
    Grant awards up to $1,000 to purchase trees for neighborhood residents to plant along city streets in accordance to City codes and guidelines. Neighbors may request trees from a list prepared by the City regarding the varieties of trees that satisfy the City's codes and guidelines. Before deliveries are made, participants must attend a training session provided by the City. Trees are delivered to a designated location near the planting site. To match the grant, neighbors must organize the planting effort, provide necessary tools, and assume responsibility for watering and maintaining their trees. Each tree will need to be adopted by a neighbor willing to assume the responsibility for its care and maintenance.
    Tree Grant Guide
  5. Neighborhood Leadership Grant:
    Grant awards of up to $500 of in-kind services to help organize neighborhood groups and promote civic engagement. Eligible neighborhood groups include, but are not limited to, neighborhood associations, Block Watch, neighborhood picnics and training workshops about civic engagement. In-kind services include, but are not limited to, the preparation of a mailing list, paper, photocopies and postage to mail flyers and meeting announcements. If the proposed event or activity involves closing a street, for instance - a street closure for a Block Party, then the Grant can also include a street right-of-way permit and the necessary insurance coverage. (Important Note - Block Parties provided through this grant program cannot serve alcoholic beverages.) It also includes provisions a right-of-way permit and the insurance coverage necessary for a Neighborhood Watch Block Party. To match the grant, one or more residents must pledge to donate at least 40 hours of voluntary service to organize, coordinate and/or facilitate the neighborhood meeting, picnic or workshop.
  6. What are ineligible projects and costs
    The project must be non-profit in nature and must be developed and completed in compliance with city guidelines and requirements. The following are projects and costs that are generally ineligible for funding through Neighborhood Matching Grants:
    1. Projects that do not comply with City guidelines and requirements.
    2. Projects that require long-term maintenance. If continual maintenance is required, the applicant must demonstrate, before the grant is awarded, how they plan to fund the necessary operation and maintenance of the project.
    3. Expenditures or financial commitments made before all parties sign a Memorandum of Understanding regarding the Neighborhood Matching Grant is not eligible for funding or match.
    4. Ongoing services are not eligible for a Neighborhood Matching Grant. Ongoing services are defined as activities and/or products that neighborhood groups currently provides without a Neighborhood Matching Grant.
    5. The following budget items are not eligible for grant funding but may be used to satisfy the match requirements:
      • Food and Beverages
      • Tools and Equipment
      • Out-of-City Travel Expenses
      • Administrative Overhea
  7. What does the project coordinator do?
    While there is no typical person who fits the profile for a Project Coordinator assignment, all people selected as Coordinators demonstrate a commitment to service. They have a willingness to use their time and abilities to improve the lives of others and an interest in learning new skills. Within their assigned neighborhoods, Project Coordinators:
    • Plan projects and events that implement the City’s neighborhood strategy.
    • Recruit a group of residents who have an interest in the successful completion of the project. This group becomes the project’s stakeholders.
    • Identify and mobilize the resources necessary to complete the project.
    Project Coordinators must apply for their assignments using application forms provided by the City. The City of Auburn’s selection process includes a criminal history background check. Information from the background check will be used to screen the applicants. City staff will meet with Project Coordinators periodically to review their strategies, implementation plans and monitor their progress.
  8. How does the match work?
    For every dollar requested from the City, the applicant must provide at least a dollar of match. The match may take the form of cash, donated professional services or materials, or volunteer labor. Match pledge forms are part of the Neighborhood Matching Grant application. The following are the requirements for eligible match:
    • The total amount of the match must equal or exceed the dollar amount requested from the City's Neighborhood Matching Grant.
    • The amount and type of match must be appropriate to the needs of the proposed project. The applicant must be prepared to justify that each element of the match, in the amount proposed, was necessary to complete the project.
    • Volunteer time is valued by the City at a rate of $10 per hour. Volunteer time can not include time spent fundraising or time spent planning the project and preparing the grant proposal. Volunteer time must be recorded on attendance sheets provided by the City or comparable forms provided by the applicant.
    • Professional services will be recognized at their customary rates. Donors of professional services will need to document the value of their contribution on letterhead from the agency providing the professional service.
    • Donated materials or supplies are valued at their retail price. Borrowed tools and equipment can also be considered as part of the match and valued at the standard rental fee rate. The donor will need to provide documentation on the value of the donated tools and equipment along with the times and dates that it was used.
  9. How are the bills paid?
    Procurement of goods and services purchased with Neighborhood Matching Grant funds must be in accordance with the City’s purchasing policies. Funds allocated to the project must be used solely and strictly for the activities or services stipulated in the grant application and/or project budget narrative.
    1. Reimbursement:
      If the Neighborhood Group is an existing, incorporated, nonprofit organization large enough to finance the project, then the City will reimburse the organization after the service or activity is finished. The City will provide the organization a purchase order that list eligible costs and the maximum amount authorized for reimbursement. Request for reimbursement must include copies of relevant invoices submitted by contractors and vendors for payment and/or other document that supports the actual expenditure of funds.
    2. Direct Payment:
      If the Neighborhood Group is not an existing, incorporated, nonprofit agency; then the Project Coordinator assigned to the Neighborhood Group must submit a Purchase Order Requisition form to the City Planning Department. Planning Department staff will review the requisition to make sure it is complete and in proper form. The purchase order requisition must include at least two quotes. The lowest quote will be selected unless good and compelling reasons exist to do otherwise. Once the Purchase Order Requisition is approved, a City purchase order will be sent to the vendor. The vendor will bill the City by submitting an invoice directly to the Planning Department. Planning Department staff will review the invoice and make sure it complies with the authorizing purchase order. They will submit it to the City’s Finance Department for payment. The vendor should get paid within 30 days after they submit their invoice.
  10. How do you apply?
    Applications will be taken throughout the year. Grant awards will be made until the City's appropriation for Neighborhood Matching Grants is exhausted. Applications received after the appropriation is exhausted will be considered for funding during the next fiscal year. Each type of Neighborhood Matching Grant has a slightly different grant application. Grant applications are available at the City of Auburn's Department of Planning and Community Development. Digital copies of the application forms are available here. Planning Department staff is available to provide assistance.
  11. What happens after you apply?
    Once the grant application form is completed, City staff will review it to determine its compliance with the grant requirements, city regulations and guidelines. Staff findings and recommendations will be forwarded to the City Council's Planning and Community Development Committee. The Committee will review the application and staff recommendation before it makes a motion to recommend that the City Council award a particular grant request. Committee members may request a meeting with the applicant to discuss their grant application in more detail. If the Planning and Community Development Committee recommends a grant award, then a resolution will be drafted for the City Council's review and approval. The resolution will be presented at a regularly scheduled council meeting. If the City Council passes the resolution, then the Mayor will direct the appropriate City staff to prepare the necessary documents to implement and administer the project.
  12. What happens if your idea does not fit these requirements?
    The City Council may, at its discretion, waive any of the above match requirements if they determine that the benefits generated by the proposed project warrant such an action. For instance, the City Council may grant an award larger than $5,000, reduce the mandatory match requirement, or recognize the value of in-kind volunteer services as greater than the above rate. A request for a waiver will be reviewed the City Council's Planning and Community Development Committee in the same manner as the grant application.

SUBMITTING YOUR GRANT APPLICATION:

Proposals must be made in writing and on the application form provided by the City-- telephone or oral request will not be considered. Drop-off, mail, email, or fax your proposal to:

For more information:

Please call Michael Hursh at 253-804-5029 or contact the City of Auburn’s Neighborhood Program on the second floor of Auburn’s City Hall, 25 W Main Street.