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HomeMy WebLinkAboutReso 31-24 Approving the Guidelines for the Small Business Navigator Program and Outdoor Operations Grant ProgramDocuSign Envelope ID: DCA21F9C-7AB6-4A84-A0B5-496B55E8B87F RESOLUTION NO. 31 — 24 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING THE GUIDELINES FOR THE SMALL BUSINESS NAVIGATOR PROGRAM AND OUTDOOR OPERATIONS GRANT PROGRAM WHEREAS, the City Council has identified economic development as a priority in the City of Dublin's Strategic Plan; and WHEREAS, on May 3, 2022, the City Council was presented with the Business Recovery Playbook ("Playbook"), a post -pandemic strategic action plan to support Dublin businesses; and WHEREAS, the Playbook developed, launched, and implemented more than 25 initiatives within a short time frame of 12 months, focusing on Assessment, Build, and Implementation phases to support the recovery efforts of the Dublin business community; and WHEREAS, among the initiatives outlined in the Playbook are the Small Business Navigator Program and the Outdoor Operations Grant Program, both of which have demonstrated efficacy in supporting small businesses and enhancing economic resilience in Dublin; and WHEREAS, the Small Business Navigator Program provides comprehensive technical support to small businesses, connecting them with experienced consultants to address specific project -based needs such as business planning, marketing, architecture, and technology consulting, among others; and WHEREAS, the Outdoor Operations Grant Program was initiated alongside measures permitting temporary outdoor seating for dining establishments during the pandemic, providing financial assistance for businesses to establish outdoor operations and dining spaces, thereby supporting business operations and economic recovery and resiliency efforts; and WHEREAS, Staff desires to have the City Council approve the guidelines for implementation, providing continued support to businesses in Dublin. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin approves the guidelines for the Small Business Navigator Program and Outdoor Operations Grant Program, as outlined in Exhibit A and Exhibit B respectively. BE IT FURTHER RESOLVED that the City Manager is authorized to approve amendments to the guidelines, attached hereto as Exhibit A and Exhibit B, and make any necessary, non - substantive changes to carry out the intent of this Resolution. {Signatures on the following page} Reso. No. 31-24, Item 5.6, Adopted 05/07/2024 Page 1 of 2 DocuSign Envelope ID: DCA21 F9C-7AB6-4A84-A0B5-496B55E8B87F PASSED, APPROVED AND ADOPTED this 7th day of May 2024, by the following vote: AYES: Councilmembers Hu, Josey, McCorriston, Qaadri and Mayor Hernandez NOES: ABSENT: ABSTAIN: DocuSign v,( p 597CC9r4,F7A46A8461... ATTEST: c—DocuSigned by: ���� o � VILy "ier lF4UA... Reso. No. 31-24, Item 5.6, Adopted 05/07/2024 Page 2 of 2 DocuSign Envelope ID: DCA21 F9C-7AB6-4A84-A0B5-496B55E8B87F Exhibit A to the Resolution DUBLIN I. PROGRAM OVERVIEW Small Business Navigator Program Guidelines The Dublin Small Business Navigator Program ("Program") offers small business owners access to technical resources and support from qualified service providers in various areas, including but not limited to business planning, marketing, architecture, technology consulting, graphic design, and financial guidance, and more. The Program provides eligible business owners with technical assistance for up to three projects or a maximum of $7,500, whichever is reached first. The overarching objective is to equip business owners with resources to address specific needs and ensure long-term sustainability in a strategic and individualized manner. II. PROGRAM COMPONENTS A. Technical Assistance The Program provides small business owners with access to free technical resources and support via qualified service providers in all areas of business needs including but not limited to: a. Business Planning & Development b. Marketing & Advertising c. Architecture & Space Design d. Technology Consulting e. Graphic Design g. Financial Guidance This Program provides project -based assistance with a specific scope and timeframe. It is not intended to provide ongoing support such as paying for Google Ads or maintaining a website or equipment such as computer cables, cash registers, etc. B. Parameters Requests will be reviewed on a first -come, first -served basis and will be accepted continuously until Program funding is exhausted. The Program will be available to eligible businesses based on consultant capacity, with priority given to specific businesses as outlined in the "priority criteria" section. There is a maximum limit of three uses, with a total cap of $7,500 across all projects. The City may consider granting additional uses per business matter on a case -by -case basis. C. Priority Criteria Program requests are typically accepted on a first -come basis. However, businesses may be granted priority access to Program consultants if they meet any of the following conditions. a. Demonstrated hardship b. First-time user of the Program c. Microbusiness (has 25 or fewer employees) DocuSign Envelope ID: DCA21 F9C-7AB6-4A84-A0B5-496B55E8B87F III. ELIGIBILITY A. Eligible Applicants The Program will accept requests on a first -come, first -served basis while funds are available. The Program is open to brick -and -mortar businesses and home occupation businesses that are actively looking to transition to a brick -and -mortar location, provided they meet the following criteria: Small Businesses • Must be physically located in the City of Dublin • Must possess an active City of Dublin Business License • Must be in good standing with the City • Must not be a corporately owned chain/franchise store • Must have less than 50 full-time employees Home Occupation Businesses • Must be a home occupation business operating in Dublin • Must possess an active City of Dublin Business License • Must be in good standing with the City • Must not be a corporately owned chain/franchise store • Must have less than 50 full-time employees • Must be requesting assistance related to transitioning from a home occupation to a physical location in Dublin B. Eligible Types of Projects All projects must be one-time endeavors with a specific scope and time frame as outlined in an approved task order. Eligible projects include, but are not limited to: • Business plan development or update • Financial or market analysis • Logo creation • Marketing material design • Website development • Site plan creation Additional projects that align with the Program's objectives will be considered and reviewed on a case -by -case basis by the City Manager or their designee. The Program does not provide funds for ongoing projects or the purchase of hardware or other types of equipment. IV. Program Process Steps A. General Process 1. The business owner submits a request for assistance. 2. Economic Development Staff review the submission for completeness and eligibility. 3. A meeting is scheduled between the business owner and Staff to discuss needs and program guidelines, and to determine project eligibility. 4. If the business is deemed eligible, Staff will match the business owner with a consultant and send a referral to the consultant. 5. The consultant follows up with the business owner. DocuSign Envelope ID: DCA21 F9C-7AB6-4A84-A0B5-496B55E8B87F 6. The consultant and business owner collaborate to address the business need specified in the original request within their specified number of sessions. 7. Staff works with the consultant to develop and execute a task order that outlines the project scope, not -to -exceed amount, timeline, etc. 8. Technical assistance commences upon execution of the task order. 9. The consultant and business owner work on the project outlined in the task order. 10. Technical assistance concludes upon project completion or the expiration date of the task order, whichever comes first. 11. Evaluations and reports are provided upon request. 12. Invoices are processed. V. FUNDING Funding for this Program is appropriated by the Dublin City Council as part of its budget process. There is no guarantee of the amount of funds that will be appropriated each year. Funds for the Program are available on a first -come, first -served basis. If funds are exhausted at the time of application submittal, Staff will retain the application. If additional funds become available, Staff will contact applicants in the order applications were received. The City of Dublin reserves the right to cancel or modify this Program at any time prior to project approval, without notice. Continuation of the Program is subject to sufficient funding as appropriated by the Dublin City Council. VI. REQUIREMENTS OF BUSINESSES A. Program Terms and Conditions Upon submitting an application for assistance, businesses agree to the following: • I possess an active City of Dublin business license for this business. • My business is in good standing with the City of Dublin and I do not have any open code enforcement, building or fire cases related to the business. • I acknowledge that some of the information submitted through this application is a public record and may be subject to disclosure under the California Public Records Act. • I understand that the City of Dublin may determine in its sole discretion whether information submitted through this application is subject to disclosure under the California Public Records Act or through another legal process. • I agree to be responsive to Staff and the assigned consultant and acknowledge that the City may, at its discretion, withdraw my application if I am not timely in my responses. • I understand that I am opting to participate in this Program on my own accord and assume all risks associated. • I acknowledge that the City is not liable for the outcomes of the third -party arrangement and outcomes. • I hereby certify that all of the information submitted in this application is true and correct and is subject to audit by the City of Dublin. B. Applicants are required to adhere to the following steps: • Identify the need for technical assistance. • Complete the assistance request form accurately. • Agree to the Program's terms and conditions. • Provide required documents, information, and permissions to the consultant. • Participate in a discovery meeting with Staff. • Demonstrate responsiveness to the assigned consultant. DocuSign Envelope ID: DCA21 F9C-7AB6-4A84-A0B5-496B55E8B87F • Fulfill requests made by the consultant promptly. • Complete a post -consultation survey as part of the process. Staff reserves the right to cancel or modify task orders as deemed necessary, or if businesses do not meet Program requirements. I, have read and received a copy of these guidelines. Printed Name Date Signature DocuSign Envelope ID: DCA21 F9C-7AB6-4A84-A0B5-496B55E8B87F Exhibit B to the Resolution PAIL DUBLIN I. PROGRAM OVERVIEW Outdoor Operations Grant Program Guidelines The Outdoor Operations Grant Program ("Program") aims to assist local eating and drinking establishments and retail establishments in the City of Dublin looking to establish or enhance outdoor seating and operations. The Program seeks to reimburse a variety of eligible expenses related to permanent outdoor operations incurred by the business. The Program offers a grant of up to $50,000 for businesses with approved Planning permits for outdoor operation improvements that are permanent in nature. Additionally, the Program may waive permit fees which include Staff time associated with processing a permit related to outdoor operations. The Program will accept applications on a first -come, first -served basis while funds are available. This Program is available to eligible business owners within City limits. The long-term objective is to promote outdoor operations as an avenue to support business traffic and long-term health. II. PROGRAM COMPONENTS A. Outdoor Operation Grant This grant provides for reimbursement of up to Fifty Thousand dollars ($50,000) for permanent outdoor operation installation or improvements with no match requirement. Projects must be completed within 12 months of grant approval or Building Permit issuance. Grant proceeds are to be used for labor and materials directly related to the outdoor operation installation or improvements. Tools may not be purchased with grant funds, but tool rental is allowable. All improvements completed through the Program are considered "public work" as that term is used in Section 1720 of the California Labor Code. In accordance with Labor Code section 1720 et seq., prevailing wages shall be paid for all facade improvements. Use of volunteer labor is not allowed. All estimates and payments for construction and installation of outdoor operation installations and improvements shall include prevailing wages, and shall otherwise comply with the provisions of Sections 1773.8, 1775, 1776, 1777.5, 1777.6 and 1813 of the California Labor Code and all other applicable laws and regulations with respect to prevailing wages. Participants in the Program are responsible for ensuring that the improvements are in compliance with the Prevailing Wage Law. Disbursement of grant proceeds to approved applicants will be in a reimbursement payment issued after the City deems the project complete, and upon the submission of invoices and proof of payment, and subject to approval of those invoices and proofs of payment by Staff. Construction shall be completed within 120 days after the City issued Notice to Proceed. If the project extends beyond the scheduled completion date, prior Staff approval is required. Applications will be reviewed on a case -by -case basis as Program funding allows. a. Fee Exemption DocuSign Envelope ID: DCA21 F9C-7AB6-4A84-A0B5-496B55E8B87F Applicants for this Program are exempt from planning and building permit fees by the City Manager, who is authorized to waive City fees associated with this Program. This fee exemption does not apply to fees mandated by the State of California including, but not limited to, the Strong Motion Instrument program fee and the California Green Building fees. The fee exemption will be deducted from the balance of the grant. III. ELIGIBILITY A. Eligible Applicants Business owners in commercially zoned property locations are eligible to apply for assistance. Eligible establishments: a. Must be physically located in the City of Dublin b. Must apply for a Site Development Review Waiver (SDRW) or Site Development Review (SDR) for outdoor seating/operations c. Must possess a valid City of Dublin Business License d. Must be in good standing with the City e. Must be an eating or drinking establishment (i.e., restaurant, bakery, bar, brewery, cafe, coffee/tea, etc.) f. Must Not be a corporately owned chain/franchise store g. Must Not be a home -based business or hotel B. Eli?ible Types of Improvements All improvements shall conform to City Building Codes, Zoning Ordinance, and applicable Design Guidelines. Eligible improvements include, but are not limited to: • Construction of outdoor dining or gathering spaces • Furniture • Shade sails, umbrellas, and other weather protection • Signage and non -affixed structures • Lights, heaters, safety barricades, etc. • Physical improvements to install a patio, deck, shade structure, wheelchair -accessible ramp, etc. • Dublin San Ramon Services District sewer capacity fees (considered on a case -by -case basis) • Cost of architecture/design services, etc. (limit of up to $5,000) Additional improvements that are deemed to be consistent with the intent of the Program will be reviewed and approved/disapproved on a case -by -case basis. IV. Grant Process A. Community Development Review. Applicants will meet with representatives from Planning to review the permit process and answer any questions the applicant may have. At that time, the applicant should determine if they need to complete a Site Development Review application or Site Development Review Waiver. If a business owner intends to apply for a grant, Staff will set up a project account to charge Staff time to. i. Depending on the scope and complexity of the project, applicants may also have to connect with representatives from Building, Fire, and/or Public Works and the DocuSign Envelope ID: DCA21 F9C-7AB6-4A84-A0B5-496B55E8B87F Dublin San Ramon Services District to understand the entitlement process and associated fees. B. Planning Application Submittal. The applicant is responsible for submitting a complete planning application and project plans prepared by a licensed professional through the Planning Division. C. Apply for Grant Funds. The applicant shall submit a completed grant application detailing all exterior improvements and an itemized estimate of the total project cost. Be as specific as possible. The project list may contain improvements beyond what would be funded by the grant. All proposed project elements must be approved by the Community Development Director or their designee prior to being accepted into the Program. D. Review Process. All grant applications will be reviewed by Staff and then brought before the City Council Economic Development Committee to select grant awardee. E. Grant Determination and Grant Funds Reserved. Upon selection of a grant awardee, an agreement will be signed between the applicant and City, and the funds will be reserved. F. Building Permit Approval (as applicable). If a Building Permit is required, the applicant is responsible for submitting plans that meet all Code requirements through the Building Division. G. Complete Work. After receiving all required approvals and permits the applicant shall complete the improvements within twelve (12) months from building permit issuance or for non -building permit projects, from the agreement execution date. The applicant shall be responsible for contacting Staff to request an extension if necessary; an extension is not guaranteed. H. Submit invoices, receipts; and proof of payment. Disbursement of grant proceeds to approved applicants will be in a reimbursement payment issued after City deems the project complete. All reimbursement requests must include proof of payment and other supporting documentation, as deemed necessary by the City (i.e. invoices, cancelled checks, etc.), sufficient to demonstrate to the City's satisfaction that all improvement costs have been paid. Grant funds must be used within one year of approval or funds will be forfeited. V. FUNDING Funding for this Program is appropriated by the Dublin City Council as part of its budget process. There is no guarantee of the amount of funds that will be appropriated each year. Funds for the Program are available on a first -come, first -served basis. If funds are exhausted at the time of application submittal, Staff will retain the application. If additional funds become available, Staff will contact applicants in the order applications were received. The City of Dublin reserves the right to cancel or modify this Program at any time prior to grant approval, without notice. Continuation of the Program is subject to sufficient funding as appropriated by the Dublin City Council. VI. IMPLEMENTATION WORK All improvements shall conform to the City of Dublin Building Codes, Zoning Ordinance, and applicable Design Guidelines. Proposed facade remodels are required to comply with Chapter 8.104 DocuSign Envelope ID: DCA21 F9C-7AB6-4A84-A0B5-496B55E8B87F of the Site Development Review Chapter of the Zoning Ordinance. Project improvements commenced prior to the City's issuance of a Notice to Proceed are not eligible for this Program. Staff will be available to work with approved applicants to assist in the coordination of the project and may carry out periodic inspections. I, have read and received a copy of these guidelines. Printed Name Date Signature