HOA Matching Assistance Program

Under the Homeowners’ Association Matching Assistance Program (the “HOA Program”), the city may provide an award to a homeowners’ association (“HOA”) for a small neighborhood improvement project. The amount of the award may not exceed 50% of the cost of the project up to $12,000, and no funds will be paid out by the city toward a project without receipt of documentation evidencing payment by the HOA of its proportionate share of the project costs (the “cash match”).

To be considered for an award, an applicant must comply with each of the following application requirements:

1. The neighborhood must be an HOA, by which is meant an "association'' as defined in A.R.S. 33-1802.
2. An active and current participant in the City of Chandler Neighborhood Registration Program and should have updated neighborhood registration information in the last 12 months before applying for any assistance program.
3. The applicant may not have been awarded an HOA Matching Assistance Program award within the three-year period of an approved HOA Matching Assistance Program.
4. A completed application in such a form is required by the city and signed by an authorized representative for the HOA and must be submitted to the Neighborhood Programs Office. In addition, three (3) written proposals or bids for materials and/ or services being obtained for the project must be attached to the application. Applications submitted without three bids will be considered incomplete and could be denied.
5. The applicant may not hold an uncompleted project before any year prior to the date of filing the application for benefits under this HOA Matching Assistance Program.
6. The project for which an award is sought should be an "eligible project type," as described in the next section below, and the project must not be started prior to the city providing written approval of the award for the project.
7. Any ongoing project and any funding expended prior to the approval of the program are not eligible for the HOA Matching Assistance Program.
8. The neighborhood must have participated in the previous year's G.A.I.N. event or committed to participating in the next upcoming G.A.I.N. event. 
9. Neighborhood leaders must notify the entire neighborhood upon approval of the program. This may be done through social media, mail, or a neighborhood meeting.

In all cases, a site plan drawing and photos (in color) indicating the site location of the proposed project must be submitted along with the completed application. Where the proposed project is such that a permit-- either a building permit, a special use permit, or both - must be issued by the city before beginning construction of the project improvements. If a contractor retained by the HOA will do the construction or other work for the proposed project, three (3) like-for-like written proposals or bids for construction or service must be attached to the application.

There are three eligible project types for which assistance may be awarded.

1. Improvement of monument entry signs
2. Painting of planned development perimeter walls
3. Enhanced or improved landscaping in common development areas

The improvements to be constructed, repaired, replaced, or maintained as part of the eligible project must occur in areas of the development that are viewable by the general public. Projects in a gated community may not be approved if the project sought is behind gates. All such projects must be in compliance with applicable city zoning and development requirements. The award of a grant under this program does not constitute any required zoning or development approval or building or use permit approval. The HOA must provide a copy of said approval by the appropriate department when required.

An application filed under the HOA Matching Assistance Program will be processed as follows:

Neighborhood Programs staff will review the application for completeness and basic eligibility. Neighborhood Programs staff will review the proposed project and the overall impact it will have on the applicant’s neighborhood and the general community. Neighborhood Program staff may request a site visit. Staff will rate each application based on the following:

• Is there substantial community involvement in the project?
• To what extent will the project contribute to the long-term sustainability of the neighborhood and enhance the appearance and vitality of the neighborhood?
• To what extent will the general public be impacted by the enhanced visual appearance of the neighborhood resulting from the project? (E.g., a project involving improvements along an arterial road within the city limits will generally be considered to impact the general public to a greater extent than a project whose improvements are more localized.)
• Is there a need for grant funds in order for the project to be undertaken/completed or are other means of funding available?

Neighborhood Programs staff will forward the application, together with their recommendation and rating of the application, to the Neighborhood Resources Director for final action.

Neighborhood Programs staff will provide written notice by email of the action taken by the Neighborhood Resources Director. Notice of approval will be deemed to constitute grant approval and the date of such notice shall constitute the “award date.” If an application is denied, the applicant may reapply on or after the 31st day following the date that the notice of denial is transmitted.

Award approval of an application shall be deemed to include the following standard conditions to be completed during the 12-month period following the award date:

1. Neighborhood Safety
   The HOA must be an active participant in the City of Chandler Block Watch Program. If the HOA is already enrolled in Block Watch, and it has participated in GAIN the year prior, then the HOA must participate in the Mayor’s Excellence Awards, which is held every August and the GAIN Event, which is held every October.
2. Community Building
   The HOA must provide evidence of resident involvement and outreach through community meetings, neighborhood events, social network building activity; volunteerism and/or communication tools such as newsletters, fliers, neighborhood webpage site, etc. If you would like to utilize city duplication services, a cost estimate for printing and mailing can be provided through the Neighborhood Programs Office.
3. Neighborhood Education
   A minimum of 10 residents from the neighborhood must demonstrate civic involvement by participating in a city-sponsored event. A minimum participation of 10 members/residents is required along with proof of participation via a sign-in sheet or other forms available.
4. Project Completion Report
   Once program activities are completed, a Project Completion report must be provided to the Neighborhood Programs Office in order to highlight and share the successes of the program. The report should include photographs that clearly outline resident activities that supported an increase in the neighborhood’s social network.
5. Cash Match
   The HOA must complete the payment of its proportionate share of the total project cost and provide evidence thereof to the city.

The project must be completed within 12 months from the award date. The 12-month period is the maximum time period; many projects can and should be completed in a shorter time frame.

If you have any questions regarding the grant application or process, please call the Office of Neighborhood Programs at 480-782-4348. Thank you for your interest in the HOA Matching Assistance Program and in your desire to make a difference in your neighborhood and the community.