FY12 Municipal Planning Grant (MPG)
Program Description
Program Overview
For fiscal year 2012, the Department of Economic, Housing and Community Development
(DEHCD) will grant approximately $400,000 to municipalities to promote community planning,
revitalization and development activities that maintain Vermont’s land use goal of compact
settlements separated by rural lands.
Statewide Planning Goals
The Municipal Planning Grant (MPG) program funds a
wide range of municipal planning projects as allowed (b) It is also the intent of the
legislature that municipalities… shall
by 24 V.S.A. §4306 (b). This year, projects that promote engage in a continuing planning
smart growth will be given priority. These may include process that will further the following
bylaw updates, planning for downtown, village center, goals:
growth center or neighborhoods and municipal plans (1) To establish a coordinated,
and updates that further smart growth as well as comprehensive planning process and
economic development planning. policy framework to guide decisions
by municipalities, regional planning
commissions, and state agencies.
The maximum grant amount is $15,000 (or $25,000 for
consortia). As initiated last year, applicants are now (2) To encourage citizen participation
required to provide a cash match for any grant request at all levels of the planning process...
over $8,000 (or $15,000 for consortia). Projects
(3) To consider the use of resources
requesting $8,000 or less will require no matching and the consequences of growth and
funds. development...
(c) In addition, this chapter shall be
Grant funds are regionally apportioned, based on the used to further the following specific
percentage of municipalities with confirmed planning goals:
processes within each of the 11 Regional Planning
Commission (RPC) regions. Eligible municipalities (1) To plan development so as to
maintain the historic settlement
compete within their region for grant funding. Funding pattern of compact village and
decisions are made by the DEHCD Commissioner, urban centers separated by rural
based on the competitive criteria listed under Grant countryside…
24 V.S.A. § 4302
Selection Process below. Low scoring applications will
not be funded.
Grant-Related Dates:
RPC Confirmation of Municipal Planning Process: by September 30, 2011
Application Deadline: September 30, 2011, 11:59 p.m.
Award Decisions: End of November, 2011
Mid-project Report Due: September 24, 2012
Project Completion and All Funds Spent: May 17, 2013
Final Report and Products Submitted: electronically or postmarked by June 17, 2013.
Program Description ― FY12 Municipal Planning Grant ― Page 1
Vermont Department of Economic, Housing and Community Development, May 31, 2011
MPG projects must be completed within 18 months. No time extensions are granted.
Who Can Apply?
Municipalities with a local planning process that has been confirmed by September 30, 2011
are eligible to apply for grants of up to $15,000. Municipal confirmation includes formal plan
approval by the Regional Planning Commission (RPC) as required by 24 V.S.A. §4350.
Municipalities without a confirmed local planning process may apply but only to create a
municipal plan intended for regional approval.
Municipal organizations other than the planning commission (such as the conservation
commission) may apply for a grant, but only with prior approval of the planning commission
and selectboard. Each municipality may submit only one application per year.
More than one municipality may apply jointly for a consortium application (up to $25,000).
Consortia applications must address a shared issue and must identify a lead municipality to
administer the project and the funding. All municipalities in a consortium must have a
confirmed local planning process by September 30, 2011. None may apply for an individual
MPG the same year.
Funding
Municipalities may apply for any dollar amount between $1,500 and $8,000 without a local
match requirement. (Minimum grant award is $1,500.) Any amount above $8,000 will require a
50% local cash match for the additional amount granted by the state. The maximum amount of
grant funds will be $15,000.
MATCH CALCULATION BASED ON MPG (STATE FUNDS)
b X .50 = c
a. b. c. d.
MPG Amount over Local Cash Match Total Project Cost
(State Funds) $8,000 50% of (b)
$10,000 $2,000 $1,000 $11,000
12,666 $4,666 $2,333 $15,000
$15,000 $7,000 $3,500 $18,500
MATCH CALCULATION BASED ON PROJECT COST
B÷3=C
A. B. C. D.
Total Project Cost Amount over Local Cash Match MPG
$8,000 1/3 of (B) (State Funds)
$11,000 $3,000 $1,000 $10,000
$15,000 $7,000 $2,333 12,666
$18,500 $10,500 $3,500 $15,000
Program Description ― FY12 Municipal Planning Grant ― Page 2
Vermont Department of Economic, Housing and Community Development, May 31, 2011
Consortia applications are capped at $25,000 with a local 50% cash match for any amount
granted above $15,000.
Any source of cash match funds may be used -- federal, other state grants, municipal, private or
non-profit. Contribution of staff or others’ time cannot be offered as a match. RPC staff
consulting that is supported by other documented funds may be used as a match. Match funds
will require documentation in the close-out. If a project is completed with less expended than
the total project cost, the match funds required will be reduced proportionately.
Municipalities with large, multi-year projects are encouraged to break projects into related,
stand-alone phases that each produce a particular product upon completion ― then apply for
one phase each year. However, because funds are allocated competitively each year, MPG
support for subsequent phases cannot be guaranteed. Consultants working on an earlier phase
of a multi-phase project may be selected for the project phase funded by the MPG.
DEHCD reserves the right to award less than the amount of the municipality’s request, based on
availability of funds.
Eligible Activities
The Municipal Planning Grant program supports a range of projects relating to planning and
land use and promotes cooperation, collaboration and the exchange of ideas. Eligible projects
must have a clear connection to planning and implementation of the municipal plan and will be
reviewed for conformance with the Regional Plan.
Funds may be used (but are not limited) to:
Underwrite expenses for public meetings and hearings, informational workshops, citizen
surveys, outreach and notification costs;
Support research, data collection, capacity studies, inventories and mapping.
Pay planning and zoning staff for work on a grant project that is beyond their normal
duties. (Contact DEHCD for clarification before submitting an application that would
reimburse municipal staff for work on a grant project.) ;
Pay consultants, administrative staff, interns, regional planning commission staff, or legal
fees associated with the project;
Purchase development rights, easements, and titles of properties for housing and
conservation purposes identified in the municipal plan;
Purchase materials needed to produce a plan, bylaw, or implement or administer the
project, like writing supplies, maps and copies.
Funds may not be used to:
Support political activities;
Support projects incompatible with the Regional Plan;
Pay Regional Planning Commission dues;
Reimburse expenses incurred before the grant is awarded;
Subsidize tax mapping (see Mapping Notes below);
Pay planning commission members or municipal staff for performance of their normal
duties;
Program Description ― FY12 Municipal Planning Grant ― Page 3
Vermont Department of Economic, Housing and Community Development, May 31, 2011
Capitalize a “reserve” fund for use beyond the grant period;
Purchase computer hardware, software or other equipment.
MAPPING NOTES:
Parcel mapping projects are only eligible if there is a clear connection to planning and
other Chapter 117-related activities and involve creating GIS parcel layers as part of a
larger planning project. We do not fund mapping for property tax assessment purposes.
For parcel mapping projects, please allocate the percentage of anticipated use for tax
purposes from other funding sources.
GIS mapping must follow applicable VGIS data guidelines or standards.
SINGLE PROJECT:
Due to the short timeline for these grants and limited funding available, only one project can be
funded in each grant cycle. If multiple products with multiple consultants are proposed, an
application is likely to be deemed to have more than one project. Town plans and bylaws are
usually considered two separate projects and typically require separate applications. However,
an issue-oriented amendment of both a section/chapter of the plan and the associated bylaws
to implement the section can be proposed as one project.
DEHCD Guidance for Municipal Plan Updates
Municipal plans expire in five years unless they are readopted. See 24 V.S.A. §4387. Options for re-
adoption can range from simple to complex, including the following:
1. Readopt with minor updates. If no new issues of significance have arisen in the community
since the last plan adoption the existing municipal plan can be readopted with only minor edits
to the document. This would involve bringing the plan up-to-date with any available new data
and reporting changes in the status of implementation strategies.
2. Issue-oriented amendment. Any time a municipality engages in focused planning on a
particular topic, such as for energy, fluvial erosion hazards, or village development, the
municipal plan could be readopted to incorporate that work. Once the plan is readopted for
any purpose, the 5-year time period is re-set.
3. Major rewrite. When new issues of concern arise in a municipality that require a
comprehensive planning approach to address, then a major town plan overhaul may be
necessary, requiring extensive public participation and re-examination of the goals and
objectives.
MPG applications will be given priority for municipal plan updates or amendments that address a
pressing need. Plan updates that occur mainly because the 5-year cycle is coming due will not be
considered a funding priority.
Program Description ― FY12 Municipal Planning Grant ― Page 4
Vermont Department of Economic, Housing and Community Development, May 31, 2011
Smart Growth Principles Grant Selection Process
means growth that: (Competitive Criteria)
(A) Maintains the historic development DEHCD uses competitive criteria and statewide priorities
pattern of compact village and urban to score and rank applications. The statewide priorities
centers separated by rural countryside.
are updated annually to comply with policy initiatives or
(B) Develops compact mixed-use legislation. Grants are awarded based on the application
centers at a scale appropriate for the
community and the region. scores and the amount of grant funds available within
the respective regions. The DEHCD Commissioner
(C) Enables choice in modes of
transportation. reserves the sole right and responsibility to allocate
grant resources.
(D) Protects the state's important
environmental, natural and historic
features, including natural areas, water Applications are scored using the following statewide
quality, scenic resources, and historic
priorities and criteria:
sites and districts.
(E) Serves to strengthen agricultural and
1. Application Quality – Up to 15 points
forest industries and minimizes conflicts
of development with these industries. The application is complete, well-written, internally
(F) Balances growth with the availability
consistent, and realistic; it describes a single, clearly
of economic and efficient public utilities defined project.
and services.
(G) Supports a diversity of viable 2. Realistic Work Plan & Budget – Up to 20 points
businesses in downtowns and villages. The work plan is well developed and tasks are
(H) Provides for housing that meets the appropriate for the proposed budget. Costs are well-
needs of a diversity of social and income documented. For multi-phased projects, the first phase
groups in each community. has been well executed and subsequent phases are well-
(I) Reflects a settlement pattern that, at defined.
full build-out, is not characterized by:
(i) scattered development located outside 3. Clear Linkage of Proposed Project to the Municipal
of compact urban and village centers Plan – Up to 20 points
that is excessively land consumptive;
For bylaw, capital budget, special studies and other types
(ii) development that limits
of projects, the project implements the ideas and actions
transportation options, especially for
pedestrians; set forth within the municipal plan. Language within the
plan that describes the project or elements of the project
(iii) the fragmentation of farm and forest
land; is included with the application.
(iv) development that is not serviced by
municipal infrastructure or that requires If the project is for a new or updated municipal plan, the
the extension of municipal infrastructure plan or update will address pressing planning concerns in
across undeveloped lands in a manner the community and the need is well-articulated (A
that would extend service to lands
located outside compact village and recently expired plan or pending expiration of a plan
urban centers; alone is not considered a pressing planning concern –
(v) linear development along well- see DEHCD Guidance sidebar above). Specific policies in
traveled roads and highways that lacks the current plan that need revision are provided with an
depth, as measured from the highway. explanation as to why an amendment is needed and why
24 V.S.A. § 2791 (13) it is needed now.
Program Description ― FY12 Municipal Planning Grant ― Page 5
Vermont Department of Economic, Housing and Community Development, May 31, 2011
4. Citizen Participation / Partnerships & Outreach – Up to 15 points
Citizen participation activities intended to educate and involve the public in planning, are
integrated into the work plan, as appropriate to the project. And the application
demonstrates cooperation or coordination with relevant local and/or regional organizations
and partners.
5. Statewide Priorities – Up to 30 points
Priority projects for FY12 are:
a. Bylaw updates intended to correct clear conflicts with the municipal plan, and bylaw
updates that address the smart growth principles in 24 V.S.A. § 2791 (13) – see sidebar on
page 5.
b. Infrastructure planning in support of compact centers and smart growth. Projects could
include but are not limited to: Capital Improvement Planning (structured to implement
the municipal plan and further smart growth principles); facility inventory, mapping and
needs identification; conceptual design/visioning; and developing policies relating to
sewer, water, storm water, energy, transportation, green infrastructure and/or
communications infrastructure.
c. Updating or amending a Municipal Plan for the purpose of addressing the smart growth
principles. (A recently expired plan or pending expiration of a plan alone is not considered
a priority.)
d. Updating or amending a Municipal Plan for the purpose of adding an economic
development element as required by 24 V.S.A. § 4382 (a)(11). This new requirement
passed by the legislature in 2011 requires that municipal plans include:
(11) An economic development element that describes present economic conditions and the location, type,
and scale of desired economic development, and identifies policies, projects, and programs necessary to
foster economic growth.
Bonus Points: Projects within and related to an existing designated downtown, village center,
or growth center are eligible for bonus points (20 points for downtowns and 10 for all other
state designations). The relationship of the project to the designation must be clearly described
in the application for the bonus points to apply.
NOTE:
Poor administrative performance on previous MPG grants will affect the
competitiveness of an application.
When application scores are tied and only one can be selected for funding, preference
will be given to the municipality without a recent Municipal Planning Grant, or for
plans/bylaws that are most out-of-date. Otherwise these factors will not influence
ranking of applications.
Experience has shown that funding the development of plans and bylaws to include
“adopted” versions as a deliverable product is not realistic. Municipal planning and
achieving community consensus takes time. Applicants are therefore encouraged to use
Program Description ― FY12 Municipal Planning Grant ― Page 6
Vermont Department of Economic, Housing and Community Development, May 31, 2011
the grant for activities leading up to (and including) distribution of a draft plan or bylaw
for the first required public hearing by the planning commission.
Grant Awards and Administration
Award notices are sent via email to successful applicants through the online Grants
Management System. In the event of partial funding, applicants are asked to submit a modified
work plan and budget. Grant agreements and other required documents will be made available,
also online, shortly thereafter. Completion and electronic submittal of these forms will be
required for payment. All grants management forms and instructions will be available through
the grants management system. Details of payment and reporting are as follows:
First Payment – Upon execution of the grant agreement, requisition may be made for an
advance payment of 40% of the award.
Second Payment – Mid-project reports are due September 24, 2012. Requisition for 30% of
the award may be submitted along with the progress report.
Final or Close Out Reimbursement – Up to 30% of the award is made on a reimbursement
basis. The reimbursement is made when the project and its deliverables are complete as
detailed in Attachment A of the Grant Agreement, the expenditures are properly budgeted
and documented (copies of invoices and canceled checks or a detailed transaction report)
showing that the funds were spent for the purposes specified in the grant agreement.
Invoices must show that grantees have spent or obligated all grant funds and match funds,
if applicable, no later than May 17, 2013. Funds that are unused as of that date, as well as
expenditures that are ineligible or have not been documented, must be returned to DEHCD.
While grant activities must be completed by May 17, 2013, grantees have up to one month
after that date to assemble the final report. Final reports must be submitted online no later
than June 17, 2013.
Minor alterations to the work plan or the approved budget may be allowed but only upon
request and approval from DEHCD. Substantial alterations are not allowed and the end product
must remain the same. No grant extensions are offered. Projects that cannot be completed
within the grant period under the terms of the grant agreement are closed out. The grant will
cover eligible work completed and documented costs, however, ineligible or undocumented
costs must be returned.
Purchase of goods and services through the grant must conform with the Procurement
requirements that will be Attachment D to the Grant Agreement. Any employees of the
municipality who will be compensated for work through the grant must keep a log of hours for
work performed on the grant project.
All final products and public communication must acknowledge funding from the Municipal
Planning Grant Program, administered by the Vermont Department of Economic, Housing &
Community Development, Agency of Commerce & Community Development. This helps
increase the likelihood that grant funding will be available in future years.
Program Description ― FY12 Municipal Planning Grant ― Page 7
Vermont Department of Economic, Housing and Community Development, May 31, 2011