Neighborhood Matching Grant Program

Eligible Matching Grant projects fall into five categories:

• Community Building Events: Neighborhood picnics, July 4 parade entry, holiday events, outdoor health/recreation (walking, biking, running) events, and emergency preparedness fairs.
• Communications and Operations: Neighborhood website, mailings, newsletters, meeting space, and administrative costs.
• Physical Improvement Projects: Landscape beautification, playground and minor park improvements, tree planting, and clean-up.
• Neighborhood Identity Projects: Signage and neighborhood entrance beautification, banners, and public art.
• Leadership Training and Education: Sponsorship of board members or residents to leadership and training opportunities; for example, Community Emergency Response Team (CERT).

• Be located in the City of Kirkland.
• Have boundaries contiguous with the City's neighborhood designations.
• Be incorporated as a non-profit, tax-exempt organization.
• Have a majority of the organization's members living or operating businesses in the neighborhood.
• Have a Board of Directors and neighborhood association bylaws. 
• Have open membership to all neighborhood residents.
• Actively seek membership and not discriminate.
• Have the primary role in the Neighborhood Matching Grant program.
• Have a minimum of five neighborhood residents involved in the proposed Neighborhood Matching Grant project.

Note: Individuals, single businesses, city-wide organizations, social services, fraternal and religious groups, political groups, and public agencies are not eligible as applicants. However, eligible neighborhood organizations are encouraged to form partnerships with these ineligible groups to plan and implement projects. The neighborhood organization must be the lead applicant and have the primary role in the partnership.

• Provide public benefit to the neighborhood.
• Demonstrate a need and support for the project.
• Fulfill Matching Grant contribution.
• Take place within Kirkland’s neighborhood boundaries.
• Involve neighborhood residents directly in all phases.
• Accomplished in two (2) years or less.
• Maintained by neighborhood volunteers (if applicable).

Important notes: Funds cannot be used to supplant the association’s operating budget. Funds may not be used for the purpose of assisting a campaign for election of any person to any office or for the promotion of or opposition to any ballot proposition.

Project Tips, Ideas, and Restrictions

The following project tips and ideas can help build community and make the most of limited Matching Grant funds. For example:

• Partner with another neighborhood for your summer picnic.
• Share equipment and/or supplies with another neighborhood for your summer picnic.
• Procure donations for coffee, food, and picnic prizes from Kirkland businesses and acknowledge their contribution.
• Donate left-over food from events to local food banks.
• Choose picnic games and activities that do not need equipment or outside vendors.
• Instead of mailings, use e-mail and/or your website to publicize special events. (Neighborhood Services event signs are also available.)
• Go green when planning your neighborhood meeting or event. For example:
  • Use compostable products.
  • Find alternatives to Styrofoam.
  • Do not use balloons.
  • Use reusable containers for beverages.
  • Buy bulk items (reduces packaging).
  • Use recyclable tablecloths.
  • Mark at least one garbage can “Recycle.”

The following items will not be reimbursed:

• Refreshments or supplies for neighborhood meetings
• Costly or extravagant food items    
• Alcohol
• Police and Fire staff
• Projects without prior approval
• Gifts/cards to board members (or residents) 
• Flowers
• Investments (such as land purchases) and any costs associated

The Neighborhood Association Matching Grant program is awarded on a merit basis and per capita basis. For every dollar requested from the Matching Grant Program, the neighborhood must match the value of the amount requested.

The following items can qualify for matching funds:

• Donated professional services
• Donated materials or supplies
• Volunteer labor
• Cash

The following are some basic requirements for developing a neighborhood match package:

• The value of the neighborhood’s match must equal or exceed the amount requested from the Matching Grant Program.
• The amount and type of match must be appropriate to the needs of the project.
• Proposed match must be expended during the life of the grant neither prior to an award nor after the project’s contract has ended.
• Assistance from City staff or funds from elsewhere in the City cannot be counted as a match contribution.
• Time spent preparing the grant application or fundraising cannot be counted as a match contribution.
• At least 25% of the neighborhood’s match must come from the neighborhood itself, as opposed to other funders, the School District, or other public/government entity.
• All volunteer labor is valued at $34.87 an hour 
• Professional services, if needed for the project, are valued at the “reasonable and customary rate.”
• The neighborhood match must be specifically described on the Neighborhood Match Log and signed by the neighborhood chair or president.
• Neighborhood Association meeting preparation or attendance (including planning and agenda preparation) cannot be counted as a match contribution.
• City meeting attendance (e.g., Council, boards and commissions, public outreach) cannot be counted as a match contribution.

Neighborhood Associations interested in participating in the Matching Grant program must complete and sign a Matching Grant Application and include a Project Information Sheet for each project.

Please include the following attachments:

• Meeting minutes reflecting board approval of project.
• Copies of the organization’s by-laws and articles of incorporation (reflecting non-profit, tax exempt status) unless there have been no changes.

Applicants should be prepared to start their projects immediately upon receiving notification of the award.

For questions on completing a Matching Grant Application, please contact David Wolbrecht at (425) 587-3011.

After projects have been approved by the City, the Neighborhood Chair will receive a Matching Grant Program Agreement. The agreement outlines the scope of work, funding, and reporting requirements under the grant program and reflects the neighborhood's proposed work plan and budget included in the Matching Grant application. After review and approval of the agreement, the Neighborhood Chair will print and sign two copies and return the originals to the City for signature by the Assistant City Manager.

The Neighborhood Chair will then receive the following:

• Official signed copy of the agreement
• Matching Grant Information(PDF, 294KB) (PDF-203 kb)
• Reimbursement Forms and Match Log

Matching grant funds will be released to the Association on a reimbursement basis. Funds are typically dispersed within two weeks of invoice receipt. These funds may only be used to support the activities described in your proposed work plan and budget. Significant changes in your program or budget must be approved by the City representative before funds are expended.

Important Note: The project(s) must be completed by December 1, 2020. Reimbursement deadline is December 12, 2020.

The Final Report has two purposes:

1. The Final Report should document that all elements of the contract between the City and the grant recipient have been fulfilled. This documentation should include proof that City funds were used responsibly and as intended.
2. The Final Report should highlight the achievements realized through the grant. The City will use the information included in the Final Report to inform the City Council, the media, and interested citizens about the grant program. The Final Report is also an opportunity for grant recipients to let the City know how the program might be improved.

The projects must be completed with all funds used and distributed by December 12, 2020. A Final Report and Match Log must be submitted to the City by January 31, 2021:

• Verification (as well as accounting) for each project on the proposed work plan.
• Verification of your match and volunteer labor.
• Any promotional materials created during the project.
• Any photographs illustrating the work achieved under the grant.
• Anything else that expresses the activities and success of the project.

Important Note: Organizations that fail to submit a Final Report will be ineligible for future grants.