Civic Grants Commission meeting packet

CITY OF SOUTH MILWAUKEE CIVIC GRANTS COMMISSION MEETING NOTICE Thursday October 15, 2026 5:00 p.m. City Administration Building Committee Room 2424 15th Avenue, South Milwaukee, Wisconsin 53172 1. Call to order/Roll Call. 2. Approval of June 10, 2026 meeting minutes. 3. Update on 2025 civic grant projects. 4. Consideration of revisions to the Bucyrus Civic Grant Program and application process (recommendation to Common Council). 5. Adjourn. Posted October 9, 2026 PLEASE NOTE: Upon reasonable notice, a good faith effort will be made to accommodate the needs of disabled individuals through sign language, interpreters or other auxiliary aid at no cost to the individual to participate in public meetings. Due to the difficulty in finding interpreters, requests should be made as far in advance as possible, preferably a minimum of 48 hours. For additional information or to request this service, contact the South Milwaukee City Clerk at 414-762-2222 or write to ADA Coordinator, City Hall, 2424 15th Avenue, South Milwaukee Wisconsin 53171. The City of South Milwaukee is TDD equipped and can be accessed by calling 414-765-8060. CITY OF SOUTH MILWAUKEE CIVIC GRANTS COMMISSION MEETING MINUTES June 10, 2026 1. Call to order/Roll Call. The meeting was called to order at 5:00 PM. Davie Kieck, Ald. David Bartoshevich, Aleta Schilling and Ericka Lang were present. Commissioner Melissa Ellis excused. 2. Approval of May 21, 2026 meeting minutes. Kieck motioned to approve minutes, seconded by Schilling. Vote unanimous to approve. 3. Consideration of 2026 Bucyrus Civic Grant applications. Commissioners reviewed each application, referring to discussions from the May 21, 2026 civic commission meeting where applicants presented. Grant applicants were not required to attend the meeting. Commissioners discussed deliverables required for each approved application, adding to the grant agreement. a. Growing South Milwaukee Art Works: Kieck motioned to approve $5,000 for a limited contract for marketing services to plan and execute campaigns, seconded by Bartoshevich. Vote 4-0. Kieck motioned to approve $10,000 for a limited contract with a professional grant writer to assist and train the Art Works committee in grant writing, seconded by Bartoshevich. Vote 4-0. b. Friends of the South Milwaukee Library: Grant funds will be used to purchase essential hand tools, power tools, safety equipment, storage solutions and basic inventory management supplies. Schilling motioned to approve $6,000 for creating a community tool lending library located within the South Milwaukee Public Library, seconded by Kieck. Vote 4-0. c. South Milwaukee Police Department Ring Doorbell Program: Kieck and Schilling recommended increasing the grant to $5,000 as future civic grant requests for additional doorbell equipment would not be eligible. Kieck motioned to approve $5,000 for implementing a Ring Doorbell Camera Program for purchasing Ring doorbells and ancillary costs associated with the program, seconded by Schilling. Vote 4-0. d. South Milwaukee Street Department: Commissioners concluded the project is not eligible as the city intends to fund the project in the future. Civic Grants Commission meeting 6/10/2026 2 City of South Milwaukee, Wisconsin e. Human Concerns: Commissioners noted the same marketing services as recommended for Growing South Milwaukee Art Works. Schilling motioned to approve $15,000 for a limited contract for marketing services to plan and execute fundraising campaigns, seconded by Kieck. Vote 4- 0. f. Bucyrus Museum: Lang informed the commission that the Bucyrus Museum withdrew their grant application June 5, 2026. In conclusion, four applications were approved totaling $41,000. Applications will go to the common council for final approval. 4. Consideration of revisions to the Bucyrus Civic Grant Program. Commissioners discussed the program’s eligibility and criteria. On June 2 nd a joint finance and legislative and permits committee meeting was held to discuss all Bucyrus grant programs. Summary:  Revise that nonprofits are not eligible if they also provide grants.  Emphasize that a core criterion of the grant requires an improvement or expansion of the organization.  Revise that local governments are not eligible unless have a 501c(3).  Fixed assets are eligible criteria. Certain storage is a fixed asset; however, eligibility should be based on improving operations and not as replacement only. The applicant must show how storage improves operations. Update program for further discussion.  Professional services ideally should require contracted services show proof of legal business entity, most often an LLC. Limited contracts with individuals that do not have an established legal entity is acceptable and must have the required skills related to the work. There must be a limited contract and not have an affiliation with the organization. Revise program.  All eligible organizations may apply annually as currently written.  Further review of art and cultural events is needed. Currently repeated art and events are not eligible. Some commissioners support repeated murals as it is a new location, new building, and new art. New events are eligible, but repeated support is a general operating expense that is not eligible.  General fund drives are not eligible even though all nonprofits continually seek funding. Further discussion needed. 5. Adjourn. Meeting adjourned at 5:56 PM. Recorded by Ericka Lang, City Economic Development Manager South Milwaukee Bucyrus Civic Grant Awards 2023-2026 10/7/2026 Annual grant budget $50,000. Minimum grant $1,000, Maximum grant $25,000 Organization Grant Description 2023 - - 8 applications, totaling $83,800 Friends of the South Milwaukee Library $16,300 New multi-use lab and learning space; upgrade children's play area South Milwaukee Police Department $5,000 New K9 unit Friends of Grant Park $1,600 New trail entry kiosk signs at Seven Bridges [returned $368.42] South Milwaukee Lions Foundation $6,000 New and upgraded electrical service at Lionsfest event space Bucyrus Museum $1,825 New large format scanner for historical collections South Milwaukee Historical Society $4,500 Impr ove website and new Ancestry subscription Warm Up South Milwaukee- Fire Nonprofit $14,775 New senior extinguisher program $50,000 2024 - - 5 applications, totaling $52,950 Friends of the South Milwaukee Library $13,054 New childrens lounge area: 3 children tablets; 3 child computer stations; children furniture [$13,600 approved. Balance returned] South Milwaukee Historical Society $1,000 Dedi cated laptop and printer for public access to Ancestry.com Warm Up South Milwaukee- Fire Nonprofit $11,400 $9000 New defibrillator distribution program (3 devices); $2400 Winter coat drive Lakeview Art Works, under Growing South Milwaukee $20,000 New downtown mural at 907 Milwaukee. [$22,000 approved. $2,000 returned] Friends of Mill Pond $2000 returned for approved educational kiosk $45,454 2025 - - 7 applications, totaling $82,600 Human Concerns $6,995 Professional gr ant writer contract. [Returned $431] Friends of the South Milwaukee Library $2,100 Purchase video player & games for young adults/children Growing South Milwaukee $8,000 New storage shed (not replacement) and rainwater collection and solar for community gardens at 1308 MARM Farm Education & Conservation Center $25,000 Purchase 40-ft container urban growing unit for hydroponic farming with solar panels, rainwater South Milwaukee Historical Society $6,950 New printer/scanner; large format flatbed scanner; large file storage (Not replacement) City fo South Milwaukee Celebrations Committee $4,500 Professional services c ontract to manage and market new music event "South Milwaukee Jazz & Gospel $53,545 South Milwaukee Bucyrus Civic Grant Awards 2023-2026 10/7/2026 2026 - - 6 applications, totaling $101,380 Art Works, (Growing South Milwaukee) $15,000 $10,000 Professional grant writer contract; $5,000 Professional services marketing and mural experience South Milwaukee Friends of the Public Library $6,000 Create a Household Tool Lendi ng Library: acquire tools and storage set up South Milwaukee Police Department $5,000 Create a Ring Doorbell Camera Program - Purchase 50+ Ring Doorbell cameras. Human Concerns $15,000 Professional limited contract for marketing professional to develop and execute campaigns to promote nonprofit and fundraise. $41,000 South Milwaukee Civic Commission 10/7/2026 2025 Bucyrus Civic Grant Awards & Status Organization Actual Expenses Project description Human Concerns $6,985 $6,554 Hire professional grant writer Hired two individuals to write grants. Individuals did not have legal entity. [Unspent funds returned] Friends of the South Milwaukee Library $2,100 $2,581 Purchase video player & games for young adults/children Growing South Milwaukee $8,000 $8,114 Build storage shed and port with rainwater collection and solar for community gardens at 1308 Milwaukee. MARM Farm $25,000 $3,500 Purchase/delivery of shipping container $12,500 Purchase hydroponic units, training, and dome $5,350 solar equipment $3,672 Muralist, wall vent, lighting, door $25,022 Estimated $8,000 expenses South Milwaukee Historical Society $600 $635 Replace printer/scanner for faster scanning. Epson FastFoto FF-680W high speed wireless desktop photo scanner $3,850 $4,351 Purchase flatbed scanner for oversized photos/documents 12"x17". Epson Expression 13000XL Archival photo & graphics flatbed scanner $3699 + $625.44 flatbed scanner ne gative attachment $2,500 $2,077 Purchase acid-free horizontal 5-drawer storage for large files. VSP Aylord Archival $6,950 $7,064 City fo South Milwaukee Celebrations Committee $1,500 $1,895 Professional services: Advertising and marketing $2,500 $2,500 Professional service contract for management services $500 $465 Additional services or equipment (insurance, merch) $4,500 $4,860 GRANT REPORT: Provided - paid invoices; sales receipts. No written report. GRANT REPORT: Provided- written report listing all expenditures, games purchased, and Total expenditures $2580; sales receipts of all purchases; pictures of games and consoles. Create new music event "South Milwaukee Jazz & Gospel Fest" at Bucyrus Commons Convert 40-foot shipping container into SCUGU- self-contained urban growing unit for sustainable hydroponic farming, also used for education. GRANT REPORT: Provided - itemized list of expenses; paid invoices; sales receipts; check copies GRANT REPORT: Provided - muralist agreement; miminal report summarizing approved grant and itemized expenditures; sales receipts; financial statement. GRANT REPORT: Provided - various sales receipts and paid invoice. No report. GRANT REPORT: Provided - copies of two resumes; copies of processed check payments; list of 41 grant application submittals and status as of 5/14/2026 [confidential] 10/7/2026 Bucyrus Civic Grant Program Summary of Revisions and Discussions: Keep in program a) Strong support to keep core eligibility to improve or expand existing programs of the organization and for new initiatives, and not for general operating expenses. Confirmed Revisions a) Remove local governments as eligible unless have a 501c(3). b) Fixed assets are eligible criteria. Certain storage is a fixed asset; however, eligibility should be based on improving operations and not as replacement only. The applicant must show how storage improves operations. See last page for comparison of Fixed Asset and General Operating Expense. Examples Fixed assets / capital improvements Commercial ovens or other major equipment Major interior build-out Refrigeration equipment, new HVAC New flooring as part of a substantial renovation Furniture and fixtures Permanent wa lls, counters, or built-in fixtures Computer servers or major technology systems Parking lot or other significant site improvements Permanent electrical or plumbing improvements c) Professional services ideally should require contracted services show proof of legal business entity, most often an LLC. Limited contracts with individuals that do not have an established legal entity is acceptable and must have the required skills related to the work. There must be a limited signed contract and the individual not affiliated with the organization. d) Commission confirmed to not change that all eligible organizations may apply annually. e) Need to simplify the application process and revise the form. Agreed to remove Letters of Interest step and enhance reporting requirements. Agreements must detail required deliverables with the financial report after the work/project is completed and funds spent. Further Discussion a) Eligible “Vibrant art and cultural amenities and other activities that offer experiences for residents and visitors.” o NOTE – Currently repeated art and events are not eligible. Some commissioners support repeated murals if it is a new location, new building, and new art. Unique and initial performances may be eligible, or creating a new outdoor performance program. 10/7/2026 b) Ineligible “General fund drives” (vs Building or Capital Campaigns, General Operating expenses) o NOTE: Nonprofits continually seek donations, but fund drives are often for specific improvement, but may be also for routine maintenance. Agreed that a grant may be eligible if there is an active fund drive if the grant fills a gap and the project is completed within grant year and not granted an extension. a) Ineligible “Building or capital campaigns”. o NOTE: Nonprofits fundraise for fixed assets. A description was added in the program and commission does not recommend making eligible. Discuss allowing fixed asset that meets criteria, unless have direct campaign for item. Like General fund drives, nonprofits collect donations year around, such as food collections, winter coat drives, toy drives. General cash donations may be used for anything. General operating funds is for maintenance/repairs and low-cost replacement. c) Ineligible “Conduit organizations” o NOTE: Agreed that nonprofits are not eligible if they also provide grants. o DISCUSS if South Milwaukee Lions Foundation and American Legion Post #27 are considered as conduit organizations because both provide grants to various people/organizations/groups. d) Ineligible “Organizations with an “active” grant.” o NOTE: Could remove as most nonprofits seek other grants. If keep ineligible, will add to the application and submission checklist that will be created. Fixed Asset / Capital Expenditure General Operating Expense An item or improvement that provides a benefit over a longer period, generally more than one year A cost associated with the normal, ongoing operation of the business Usually has a relatively significant purchase or installation cost Usually recurring or routine costs Recorded as an asset on the business's balance sheet Recorded as an expense on the income statement Generally depreciated over its useful life rather than expensed all at once Generally deducted as an expense in the period incurred Examples: equipment, machinery, furniture, major building improvements, HVAC system Examples: rent, utilities, payroll, insurance, advertising, office supplies Often involves acquiring something new or substantially improving an existing asset Generally maintains or supports existing operations 10/7/2026 Markup _ Civic Grant Program Evaluation MARKUP -REVISIONS TO SOUTH MILWAUKEE BUCYRUS CIVIC GRANT PROGRAM PROGRAM PURPOSE The purpose of the Bucyrus Civic Grant Program is to benefit the community, allocating funds to South Milwaukee’s nonprofit organizations. Projects shall: 1. Demonstrate how they benefit the community 2. Address a community need 3. Improve community support 4. Solve a problem 5. Enrich the people of South Milwaukee educational, health, or cultural experience. Grants may be for programs that address the workforce skills gap, support economic empowerment initiatives, foster effective public private partnerships, or boost neighborhood revitalization programs. Funding priorities 1. Civic development 2. Arts and Culture 3. Health and Human Services 4. Education 5. Public benefit/community improvement 6. Environment Review Criteria 1. Degree to which the proposed activity is appropriate for funding : scale Low to High 2. Impact the activity will have on the community 3. How many people will be served 4. Stability of the program 5. Quality of the services offered GRANT FUNDING The Bucyrus Foundation will fund eligible projects that are not less than $1,000 and up to $25,000. Each grant awarded will be evaluated and a post-grant report is required for each grant received. All grant awards are subject to the availability of annual funding and the number and quality of eligible applications received. Preference will be given to applications that most strongly meet the established grant criteria and demonstrate a clear benefit to the community. The Grants Committee will evaluate the merits of each application and determine whether funding should be awarded and, if so, the appropriate amount based on the established selection criteria, available funds, prior grant history [consider prior grant reporting compliance], organizational capacity [& need], community contributions, and other tangible or intangible factors deemed relevant. Markup _ Civic Grant Program Evaluation 2 The Grants Committee shall have sole and final discretion in determining grant awards and funding amounts. Submission of an application does not guarantee an award or any particular level of funding. ELIGIBILITY In order to be eligible, an applicant organization must be classified as a 501(c)(3) (operating one or more years) by the Internal Revenue Service or be a local government agency. Applicant organizations must operate within or directly serve the City of South Milwaukee and funds must be used for the benefit of the community. Eligible Grant Items a) Existing program improvements or program expansion to reach a unique audience or a new innovative programs that address an unmet community need. Projects or initiatives that provides a measurable benefit to the community that enhances, improves or expands an existing program or service, or the development and implementation of a new and innovative program that addresses an identified unmet community need. b) New fixed assets to improve organizations capacity to serve the community with consideration given to other system improvements. Fixed assets are tangible, long-term assets used in operations. Eligibility is based on improving operations and service capacity; replacement of existing assess along are not eligible. Applications must identify and quantify anticipated operational improvements. Building improvements are not eligible. Examples Awards • Fire Department – received grants for (1) new AED program, (2) new Warm Up South Milwaukee winter coat donations, a (3) new fire extinguisher program for seniors • Police Department – received grants for new K9 program. Applied for 2026 grant for new Ring Doorbell program • Streets Department- 20260applied for tree inventory for new city-wide street tree program (separate from Adopt-A-Tree) a) Eligible Comments Refer to Discussion notes Examples:  Hiring professional services to improve operations, grow volunteers, attract investment, process improvements:  Marketing/branding/communications  Create and update website  Grant writing services  New technologies, software, including implementation Example Past Awards:  MARM SGUGU: New community urban container farm and education. 2025 grant  Friends of the Library: New community tech lab for IT supplies. 2023 grant  Art Works: public art mural. 2024 grant b) Eligible Comments Refer to Discussion notes Examples to discuss:  Grobschmidt Center new equipment by SM Lions or American Legion Post (but both pass-through orgs) Example Past Award:  Storage bin for preserving large documents and images for the Historical Society, 2025 award. They did not have any storage equipment for these sized documents. Examples Past Denied:  Human Concerns storage shelves or conveyor belt replacement  Bucyrus Museum storage shelves  SM Historical Society other storage Markup _ Civic Grant Program Evaluation 3 c) Capacity building efforts that benefit existing nonprofit organizations. d) Vibrant art and cultural amenities and other activities that offer experiences for residents and visitors. e) Programs that encourage collaborative partnerships that employ comprehensive strategies to strengthen community systems. f) Programs that empower individuals or groups of people with the skills they need to effect change. g) Organization’s planning needs related directly to how they might achieve their mission through strategic planning, merger conversations, and similar efforts. h) Community initiatives that advance solutions to community’s greatest challenges using innovative strategies and a collaborative spirit i) New projects that sustain a healthy local community and provide opportunities for outdoor entertainment and recreation. c) Eligible Comments Examples:  Board development, training and succession planning  Develop volunteer attraction campaign d) Eligible Comments Refer to Discussion notes Example Past Awards: • Art Works awarded a grant for a mural on 907 Milwaukee. • Celebrations Committee awarded a grant in 2025 for Jazz in July event (a unique and initial performance) e) Eligible Comments Examples: • Health departments, clinics, and a nonprofit that address a health disparity • Library, youth organization and maybe workforce agency that co-deliver tutoring, job-readiness workshops • Various wraparound services for mental health, housing, and safety f) Eligible Comments Examples:  Training for new program or skills  Training leadership or succession planning g) Eligible Comments Examples:  Develop diverse revenue strategies to strengthen donor stewardship processes and improve financial planning tools i) Eligible Comments Example Past Award:  MARM Farms SCUGU. 2025 grant Markup _ Civic Grant Program Evaluation 4 Ineligible Grant Items Grants will not be considered for: a) Organizations which discriminate on the basis of age, gender, ethnicity, sexual orientation, national origin, religious affiliation, or presence of a disability. b) Organizations whose primary purpose is to influence legislation or to participate in a political campaign. c) Faith-based organizations that do not serve persons outside of their membership, include proselytizing in programs, or condition receipt of services on belief in a particular faith. d) Sport organizations or booster clubs’ that are part of the School District e) South Milwaukee School District (H as dedicated annual Bucyrus Foundation funding) f) Direct support of individuals. Limited professional service contracts with a legal business entity or individuals with required skills, not affiliated with the organization. Internships are not eligible. g) General fund drives, intended to generate unrestricted or general-purpose funds to support ongoing operations programs, services or general financial needs. h) Building or capital campaign fundraising for construction, renovation, expansion or significant improvement of a building or other major physical asset, including major permanent equipment or other long-term assets. f) Ineligible comments Exception  limited professional contract is eligible.  2023 Commission noted that internships are not eligible, whether working on eligible project or not. Example Awards  2025 Human Concerns approved grant for a grant writer. Hired individuals  2026 Human Concerns application states they would hire a recent college graduate to do. Proof of legal entity/name should be required g) Ineligible comments Example Award • SMFD Warm Up nonprofit winter coat drive is a new program for the nonprofit Examples Not eligible  Commission denied funds for Human Concerns annual fundraising event  Annual giving campaigns’ See Discussion notes h) Ineligible comments See Discussion notes Markup _ Civic Grant Program Evaluation 5 i) General operating expenses j) Preschools, day care centers, nursing homes, etc. k) Tickets, raffles, golf outings or sponsorships l) Conduit organizations m) Organizations with an “active” grant n) Projects that have been completed GRANT APPLICATION PROCESS 1) Step 1 Preliminary Letter of Interest. Submit a letter of interest and request eligibility to apply for a project. The letter should be a brief, typed, one page summary which outlines the project, identifies who will benefit, and provides a preliminary budget. The City will notify those organizations that they preliminarily qualify as candidates for a grant and will be invited to complete and submit a formal application to the City Grants Committee on behalf of the Bucyrus Foundation. Applications are not made available until March each year. Submit letters of interest to: elang@smwi.org 2) Step 2 Application Submittals Checklist: Grant applications may be found at www.smwi.org. TBD APPLICATION PROCESS REVISIONS a) Every application must provide the following information: i) Ineligible comments Examples  Monthly rent, Utilities  Payroll and employee benefits  Insurance  Advertising and marketing  Cleaning and office supplies  Routine repairs and maintenance  Website hosting  Professional services  Merchant/credit-card fees  Inventory and supplies used in the ordinary course of business k) Ineligible comments Example not eligible  Commission denied First Responders Children’s Foundation for sponsoring a South Milwaukee individual l) See Discussion notes m) See Discussion notes Markup _ Civic Grant Program Evaluation 6  Organization name  Organization president  Brief summary of the project (separate from detailed narrative 2b)  Amount of grant request  Project lead person  Address  Phone number  Email b) Provide a narrative, no more than three pages, answering:  Detailed description of the project  What is the need for and significance of this project?  What will be the key methods and activities to operate this project?  What will be the key one or two outcomes and how they will be evaluated?  A budget that identifies the costs of the project and income sources c) Attachments:  A copy of the IRS letter of tax exemption (501c3). Not required if applied and provided in past grant cycle.  Most recent audit or Federal 990  One-page statement of the organizations mission, main programs and history If further information is needed, the nonprofit will be given 14 days to revise and resubmit. REVISED AND MOVED TO PAGE 1. It is intended that the applications that best meet the established grant criteria will be given preference for funding. However, the Grants Committee will judge the merits of each application and the amount of funding, if any, based on not only the selection criteria, but also available annual allocated funds, past experience and history, and other tangible and intangible criteria. The Grants Committee is reserved as the sole decision- maker regarding grant awards. Submissions & Schedule Letters of interest and Applications may be submitted digitally via email (Microsoft Word or PDF), dropped off at the City Administration building, or mailed. Letters of Interest and Application narratives (2b) must be typed. Each submission is due by 4:00 p.m. on the deadline date. Application review is approximately 30 days. Applications are reviewed by the Civic Grants Commission. Applicants are notified of the meeting and required to attend. Annual Letter of Interest due March 1 st Annual Application Deadline due: April 30th March 1st Applicants should submit their completed proposal to: Mail or Drop Off: City of South Milwaukee Economic Development Department Markup _ Civic Grant Program Evaluation 7 2424 15th Avenue City of South Milwaukee, WI 53172 Email: _______ including application and required attachments. For more information about the grant, call 414-762-2222 ext ___ AWARDED GRANTS & REPORTING The grant recipients will be required to sign a grant agreement and a post-grant report is required for each grant received. A post-grant report includes a financial statement, itemizing expenditures, in order for the organization to remain in good standing and be eligible for future grant awards. Sales receipts or banking statements are required for all expenditures. Recipients will receive a description of additional reporting requirements based the project. Report due dates are based on the project timeline, established prior to grant disbursement. Projects must be completed within 12 months of approval and may not start until after the grant is awarded. Recipients may request an extension. Any unspent grant dollars require payback or may be eligible to use in the following grant cycle should the organization apply and be approved. Organizations receiving grants must allow the City of South Milwaukee and the Bucyrus Foundation to use the name of the recipient organization in our publicity. Recipients are encouraged to recognize the City of South Milwaukee and Bucyrus Foundation in their media outlets.