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RESOLUTION 6601 A RESOLUTION OF THE MISSOULA CITY COUNCIL APPROVING THE COMMUNITY FORUM BUDGET GUIDELINES FOR NEIGHBORHOOD COUNCILS AND APPROVING THE USAGE OF SOME NEIGHBORHOOD PROJECT FUNDS FOR SMALL PROJECT GRANTS TO BE AWARDED BY THE COMMUNITY FORUM. Whereas, the City Council allocates funds for Community Forum and Neighborhood Council operations and project grants; and Whereas, the Community Forum has developed guidelines for appropriate uses of neighborhood council operating funds and recommended that a portion of Neighborhood Project funds be used for small grants; and Whereas, the City Council has reviewed these guidelines and the request to create a small project grant fund at their Administration and Finance Committee meeting on October 30, 2002. NOW THEREFORE BE IT RESOLVED the City Council hereby approves the Guidelines for Neighborhood Council funds as outlined in Attachment A. BE IT FURTHER RESOLVED, the City Council approves of the Community Forum allocating a portion of Neighborhood Project Funds for small project grants to be reviewed and awarded by the Community Forum as outlined in Attachment A. PASSED AND ADOPTED this 4th day of November , 2002. ATTEST: APPROVED: Martha L. Rehbein__ Mike Martha L. Rehbein Mike Kadas City Clerk Mayor (SEAL) ---PAGE BREAK--- Attachment A Community Forum Budget Guidelines Items that can be funded with Neighborhood Council funds 1. Meeting Expenses • Meeting Room Rental. • Audio visual equipment use, easels, pens, etc. • Signs to advertise the meetings. • All printing costs associated with the meeting. • Facilitators for the meeting. • Babysitting for meetings and leadership team meetings. • Refreshments at the meetings of the Councils and Committees. • Socials-Picnics, Ice Cream Socials etc. that are a secondary activity to the Neighborhood Council Meeting. Funds spent on the social component of the meeting should be an appropriate portion of the total budget for the meeting 2. Information to Citizens • Printing of newsletters and notices of meetings. Newsletters that are not entirely Neighborhood Council can be funded with proportionate amount of costs, i.e., 6 page newsletter with one page Neighborhood Council insert, Neighborhood Council pays 1/6th mailing cost. • Delivery by mail or by person of the notice and agenda of the meeting. • Maps, City/County Plans that are purchased for neighborhood use. • Web assistance of a technical nature (help improving the web sites.) • Newspaper notices. 3. Miscellaneous • Accessory materials and refreshments for volunteer events (i.e. garbage bags for cleanup days but not permanent equipment like rakes, shovels.) • Leadership Team Training and Travel Expenses in Missoula Items not appropriate for expenditures of Neighborhood Council Operating Funds. 1. Socials that do not include a neighborhood council meeting. 2. Project funds for equipment, trees, playgrounds equipment, etc. Neighborhood Small Projects Fund. The Community Forum may allocate $2,000 of the $20,000 Neighborhood Project Funds to be used for small project grants. Small projects must be within City limits or benefit City residents and can be applied for on a basis using a one page application form. The Community Forum will review and approve small project grant applications not to exceed $200 each at their meetings. Small project grants can be used for individual projects or combined with other matching funds (like Arbor Day grants) to fund a smaller project in the City or that benefits City residents that does not otherwise qualify for Neighborhood Project Funds. The City Clerk is responsible to ensure that small project grants are spent in accordance with City policies and procedures.