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HomeMy WebLinkAboutItem 5.6 Small Business Assistance Program Guidelines Updates Agenda Item 5.6 STAFF REPORT CITY COUNCIL Page 1 of 3 DATE: May 5, 2026 TO: Honorable Mayor and City Councilmembers FROM: Colleen Tribby, City Manager SUBJECT: Small Business Assistance Program Guidelines Updates Prepared by: Felicia Escover, Economic Development Manager EXECUTIVE SUMMARY: The City Council will consider proposed updates to the Small Business Assistance (SBA) Program Guidelines. The updates are intended to modernize the SBA Program, improve administrative flexibility, and expand support available to Dublin’s small business community. Key updates include the addition of relocation assistance, enhanced technical assistance offerings, alignment of the funding structure with the annual budget process, and clarification of eligibility and other program requirements. STAFF RECOMMENDATION: Adopt the Resolution Approving Updates to the Small Business Assistance Program Guidelines. FINANCIAL IMPACT: Funding for the Small Business Assistance Program is appropriated annually through the City’s budget process and supported by an economic benefit payment from Amador Valley Industries. Approval of the updated guidelines does not increase the current funding allocation but provides flexibility in how funds may be utilized. DESCRIPTION: The Small Business Assistance (SBA) Program was established by the City Council in 2013 through Resolution No. 131-13. As part of the City’s agreement with Amador Valley Industries (AVI) to bring construction and demolition collection services under an exclusive agreement, AVI agreed to provide an annual economic benefit payment in the amount of $100,000 annually to be used to establish the SBA Program. The SBA Program includes two primary components: (1) a reimbursable grant to support businesses with regulatory compliance and (2) small business support to provide funding for one-on-one business advising, 86 Page 2 of 3 technical assistance, and special events that support the local business community. At its Regular Meeting on April 21, 2026 the Economic Development Committee received a report on proposed updates to the Small Business Assistance (SBA) Program Guidelines. Following discussion, the Committee unanimously moved to recommend that the City Council approve the updated Guidelines which are included as Attachment 2. A redline version of the Guidelines is included at Attachment 3, in which underlined text is proposed to be added and text with a strikethrough is proposed to be deleted. The following is a summary of the proposed changes. Reimbursable Grants Small Business Regulatory Compliance Grant The compliance grant is designed to help Dublin-based businesses offset the costs of complying with federal, state, and local requirements. These requirements may include disability access, trash and recycling enclosures, wastewater connections, and other mandates that can create financial challenges for small businesses. The grant is available to commercial, industrial, and retail businesses located within the city limits, as well as property owners of eligible sites. The grant provides reimbursement for costs associated with regulatory compliance after the applicant has completed the improvements. Application process. The Economic Development Committee reviews applications and recommends funding allocations to the City Council for consideration. Following City Council approval and execution of a grant agreement, funds are disbursed on a reimbursement basis after Staff verifies project completion and receives appropriate documentation. Grant funds are awarded on a first-come, first-served basis. Guidelines and proposed updates. The SBA Program documents and related materials were last updated in June 2019 to improve clarity and usability. While the core intent of the grant is to support small business attraction, investment, and retention, and has remained consistent, Staff recommends updating and formalizing the Guidelines to enhance transparency and better align with the City’s current economic development priorities. Relocation Assistance Grant (new) In addition to the Compliance Grant, Staff are proposing the addition of a new reimbursable grant to assist with the costs associated with relocation due to code compliance issues, site redevelopment, or other circumstances that impact continued operation at a business’s current location. Relocation assistance is intended to support business continuity within Dublin. The addition of this grant will not increase funding of the SBA Program; both grants will draw from the existing $75,000 annual grant allocation on a first -come, first-served basis. 87 Page 3 of 3 Small Business Support Services The Small Business Support Services component is being enhanced to include the expansion and formalization of the technical assistance element, which provides an opportunity to codify the City’s Small Business Navigator Program within the SBA Program. The Navigator Program was established in April 2023 using American Rescue Plan Act (ARPA) funding and has demonstrated value in supporting local businesses. To date, the Navigator Program has assisted 30 unique businesses across 92 distinct projects, resulting in more than $125,000 in direct technical assistance support. As ARPA funding will be fully expended by the end of 2026, incorporating technical assistance into the Small Business Support component ensures continuity of these services and allows the City to maintain a structured, sustainable approach to providing hands- on business support. The proposed updates reflect a comprehensive modernization of both the grant and small business support services components and include:  Expanded eligibility to clearly include both businesses and commercial / industrial property owners, while clarifying that the grant is intended to support brick-and-mortar businesses  Introduction of a relocation assistance grant to support business continuity in cases of displacement or redevelopment  Enhanced Small Business Support Services, with clearer definition of technical assistance (e.g., business planning, marketing, design, and project-based consulting)  Flexibility to use carryover funds accumulated from prior fiscal years beyond the $100,000 annual allocation  Non-substantive edits to improve overall clarity and organization of the guidelines STRATEGIC PLAN INITIATIVE: Strategy 8: Enhanced Customer Experience Objective C: Continue offering programs that provide financial assistance, business development, and support services to small businesses. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The City Council Agenda was posted. ATTACHMENTS: 1) Resolution Approving Updates to the Small Business Assistance Program Guidelines 2) Exhibit A to the Resolution – Small Business Assistance Program Guidelines 3) Small Business Assistance Program Guidelines (with redlines) 88 Attachment 1 Reso. No. XX-26, Item X.X, Adopted 5/5/2026 Page 1 of 1 RESOLUTION NO. XX – 26 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING UPDATES TO THE SMALL BUSINESS ASSISTANCE PROGRAM GUIDELINES WHEREAS, the City Council established the Small Business Assistance (SBA) Program in 2013 to support local businesses and promote economic development; and WHEREAS, the SBA Program provides financial and technical assistance to help businesses comply with regulatory requirements and enhance their operations; and WHEREAS, the existing SBA Program Guidelines were last updated in 2019 and Staff has identified the need to update the Guidelines to improve clarity, expand eligibility, and align the SBA Program with current economic development priorities; and WHEREAS, the proposed updates include the addition of relocation assistance, expanded technical assistance offerings, alignment with the annual budget process, and administrative improvements to enhance program flexibility; and WHEREAS, the City Council finds that the updated Guidelines will better support Dublin’s small business community and improve program effectiveness. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the updated Small Business Assistance Program Guidelines, attached hereto as Exhibit A. PASSED, APPROVED AND ADOPTED BY the City Council of the City of Dublin, on this 5th day of May, 2026 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTEST: _________________________________ City Clerk 89 Attachment 2 – Exhibit A to the Resolution 1 | P a g e Small Business Assistance Program Guidelines I. PROGRAM OVERVIEW The Small Business Assistance Program (“Program”) is an endeavor of the City of Dublin to assist Dublin-based brick-and-mortar businesses as well as owners of commercial or industrial property located in Dublin. The Program includes two primary components: (1) a reimbursable grant to support businesses with regulatory compliance and (2) small business support to provide funding for one-on-one business advising, technical assistance, and special events that support the local business community. II. ELIGIBILITY The Program is available to:  Dublin-based brick-and-mortar businesses operating from a physical location within the city, including retail, restaurant, office, industrial, and service businesses; and  Owners of commercial or industrial property located in Dublin. Applicants must demonstrate a need for assistance and meet all applicable program requirements as determined by the City. III. PROGRAM COMPONENTS A. Grants Grants are offered per fiscal year (July 1- June 30) with a combined funding allocation of $75,000 annually. Eligible applicants may apply for one grant type per fiscal year, with reimbursement of up to $75,000. Please refer to Section IV. Funding for more information. i. Small Business Regulatory Compliance Grant The Small Business Regulatory Compliance Grant is available to eligible applicants for reimbursement of costs associated with bringing a property or business into compliance with applicable federal, state, and local requirements. Eligible improvements may include, but are not limited to:  Disability access improvements (ADA compliance)  Trash enclosure construction or upgrades  Wastewater connections and related infrastructure  Upgrades pursuant to the California Building Standards Code (Cal. Code Regs., Title 24)  Other required code or regulatory improvements ii. Relocation Assistance Grant The Relocation Assistance Grant is available to eligible applicants for reimbursement of costs associated with relocation due to code compliance issues, site redevelopment, or other circumstances that impact continued operation at their current location. Relocation assistance is intended to support business continuity within Dublin. 90 Attachment 2 – Exhibit A to the Resolution 2 | P a g e Eligible relocation-related expenses may include, but are not limited to:  Moving and equipment relocation costs  Tenant improvements required at a new location to meet code requirements  Utility connections and infrastructure upgrades  Permitting and plan check fees associated with relocation All relocation-related expenses must be directly tied to regulatory compliance or operational necessity and are subject to review and approval by the City. Additional improvements and requests that are deemed to be consistent with the intent of the program will be reviewed and approved or denied by the City. Awarded grant funds must be used within one year of approval or funds will be forfeited. Disbursement of grant proceeds to approved applicants will be in a reimbursement payment issued after 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. B. Small Business Support Services Small Business Support Services shall be utilized for one-on-one business advising and technical assistance targeted at Dublin-based businesses with a demonstrated need as well as for special events designed to support and assist small business. Technical assistance may include project-based assistance from subject matter experts, in areas including, but not limited to:  Business planning and development  Marketing and advertising  Architecture and space design The assistance available through the Support Services component is limited to project-based items with a narrow, defined scope and timeframe and may not cover hardware, software, or ongoing costs. IV. FUNDING One hundred thousand dollars ($100,000) is available annually to fund the Program. Funding is appropriated through the City’s annual budget process and may vary from year to year based on available resources. Of the $100,000 annual allocation, $75,000 is reserved for grants and $25,000 for Support Services. While $75,000 is the maximum grant award per fiscal year, additional funds may be considered on a case-by-case basis, subject to the availability of funds and a demonstrated need as determined by the City. Unused funds shall carry over from year to year. 91 Attachment 2 – Exhibit A to the Resolution 3 | P a g e Funds are distributed 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. V. APPLICATION AND REVIEW PROCESS Applicants seeking grant assistance must submit an application. Applications will be reviewed by Staff for completeness and eligibility. Eligible applications may be forwarded to the Economic Development Committee for recommendation and, where required, to the City Council for final approval. The City reserves the right to approve, conditionally approve, or deny grant applications based on program requirements, funding availability, and alignment with program goals. VI. GENERAL PROVISIONS Grant Applicants A. Staff will administer the Program and may establish administrative procedures, application materials, and program priorities consistent with these guidelines. B. All improvements completed through the grants component are considered to be “public works” 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 improvements. All estimates and payments for construction and installation of improvements shall include prevailing wages, and shall otherwise comply with the provisions of the California Labor Code and all other applicable laws and regulations with respect to prevailing wages. All contractors awarded a work contract under this program will be required to provide certified payroll documents to Staff. C. Participation in the Program does not guarantee funding. D. Applicants are responsible for complying with all applicable laws, codes, and permitting requirements. E. The City may modify, suspend, or terminate the Program at any time. F. The City retains discretion in the interpretation and administration of these guidelines. G. Applicants receiving funding through the Program may be required to acknowledge the City of Dublin’s support in project materials or participate in program-related outreach efforts, as determined by the City. H. These guidelines shall become effective upon approval by the City Council and may be amended from time to time. I. Eligible Dublin-based property owners and/or business owners can apply for the grants component. 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. By initialing below, the applicant acknowledges that they have read and agree to the General Provisions outlined above for grant awards. ______ Initial 92 Attachment 2 – Exhibit A to the Resolution 4 | P a g e VII. IMPLEMENTATION WORK All improvements shall conform to the City of Dublin Building Codes, Zoning Ordinance, and applicable Design Guidelines. Improvements initiated prior to formal approval may not be eligible for reimbursement. Staff will be available to work with approved applicants to assist in the coordination of the project and will conduct periodic inspections. I, ___________________________________ have read and received a copy of these guidelines. (Printed Name) Date: _________________ Signature: _______________________________ 93 Attachment 3 1 | P a g e Small Business Assistance Program Guidelines I. PROGRAM OVERVIEW The Small Business Assistance Program (“Program”) is an endeavor of the City of Dublin to assist Dublin-based brick-and-mortar businesses as well as owners of commercial or industrial property located in Dublin. The Program includes two primary components: (1) a reimbursable grant to support businesses with regulatory compliance and (2) small business support to provide funding for one-on-one business advising, technical assistance, and special events that support the local business community. The Program is intended to help with the cost of complying with federal, state and local laws relating to disability access requirements, trash enclosures, sewer connections and other such obligations imposed on small businesses. One hundred thousand dollars ($100,000) is available annually to fund the Program. II. GRANT AND SUPPORT PROGRAM II. ELIGIBILITY The Program is available to:  Dublin-based brick-and-mortar businesses operating from a physical location within the city, including retail, restaurant, office, industrial, and service businesses; and  Owners of commercial or industrial property located in Dublin. Applicants must demonstrate a need for assistance and meet all applicable program requirements as determined by the City. III. PROGRAM COMPONENTS A. Grants Grants are offered per fiscal year (July 1- June 30) with a combined funding allocation of $75,000 annually. Eligible applicants may apply for one grant type per fiscal year, with reimbursement of up to $75,000. Please refer to Section IV. Funding for more information. i. Program for Small Business Regulatory Compliance Grant The Grant Program for Small Business Regulatory Compliance Grant (“Grant Program”) shall be utilized to support Dublin-based businesses seeking to comply with various requirements including, but not limited to the Solid Waste and Recycling Enclosure Standards contained in Chapter 7.98 of the City’s Municipal Code. This grant provides for reimbursement of up to Seventy Five Thousand dollars ($75,000) per fiscal year (July 1 – June 30). Grant funds must be used within one year of approval or funds will be forfeited. Disbursement of grant proceeds to approved applicants will be in a reimbursement payment issued after 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 City staff. Dublin 94 Attachment 3 2 | P a g e based is available to eligible applicants for reimbursement of costs associated with bringing a property or business into compliance with applicable federal, state, and local requirements. Eligible improvements may include, but are not limited to:  Disability access improvements (ADA compliance)  Trash enclosure construction or upgrades  Wastewater connections and related infrastructure  Upgrades pursuant to the California Building Standards Code (Cal. Code Regs., Title 24)  Other required code or regulatory improvements ii. Relocation Assistance Grant The Relocation Assistance Grant is available to eligible applicants for reimbursement of costs associated with relocation due to code compliance issues, site redevelopment, or other circumstances that impact continued operation at their current location. Relocation assistance is intended to support business continuity within Dublin. Eligible relocation-related expenses may include, but are not limited to:  Moving and equipment relocation costs  Tenant improvements required at a new location to meet code requirements  Utility connections and infrastructure upgrades  Permitting and plan check fees associated with relocation All relocation-related expenses must be directly tied to regulatory compliance or operational necessity and are subject to review and approval by the City. Additional improvements and requests that are deemed to be consistent with the intent of the program will be reviewed and approved or denied by the City. Awarded grant funds must be used within one year of approval or funds will be forfeited. Disbursement of grant proceeds to approved applicants will be in a reimbursement payment issued after 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. B. Small Business Support Services Program The Small Business Support Services Program (“Support Program”) shall be utilized for oOne-on-oOne bBusiness aAdvising and technical assistance targeted at Dublin-based businesses with a demonstrated need as well as for special events designed to support and assist small business. Technical assistance may include project-based assistance from subject matter experts, in areas including, but not limited to:  Business planning and development  Marketing and advertising 95 Attachment 3 3 | P a g e  Architecture and space design The assistance available through the Support Services component is limited to project-based items with a narrow, defined scope and timeframe and may not cover hardware, software, or ongoing costs. III. ELIGIBILITY A. Eligible Applicants The Grant Program and Support Program are available to commercial, industrial and retail businesses located in the City of Dublin, as well as owners of property located in Dublin. B. Eligible Types of Improvements Eligible improvements include, but are not limited to:  Solid Waste and Recycling Enclosure Standards contained in Chapter 7.98 of the City’s Municipal Code (including Trash Enclosures)  Federal, state and local laws relating to disability access requirements  Title 24 upgrades  Sewer Connections 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 by the Economic Development Division. C. Prevailing Wage Requirements All improvements completed through the Grant Program are considered to be “public works” 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 improvements. All estimates and payments for construction and installation of improvements shall include prevailing wages, and shall otherwise comply with the provisions of the California Labor Code and all other applicable laws and regulations with respect to prevailing wages. All contractors awarded a work contract under this program will be required to provide certified payroll documents to City staff. D. Review Process All applications for the Grant Program and/or the Support Program will be reviewed by City staff and the Economic Development Committee prior to being considered for approval by the City Council. IV. FUNDING One hundred thousand dollars ($100,000) is available annually to fund the Program. Funding for this Program is appropriated through the City’s annual budget process and may vary from year to year based on available resources. Of the $100,000 annual allocation, $75,000 is reserved for grants and $25,000 for Support Services. 96 Attachment 3 4 | P a g e While $75,000 is the maximum grant award per fiscal year, additional funds may be considered on a case-by-case basis, subject to the availability of funds and a demonstrated need as determined by the City. Unused funds shall carry over from year to year. Funds for the Program are available are distributed 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. A. Grant Amounts Eligible Dublin-based property owners and/or business owners can apply for the Grant Program. 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. APPLICATION AND REVIEW PROCESS Applicants seeking grant assistance must submit an application. Applications will be reviewed by Staff for completeness and eligibility. Eligible applications may be forwarded to the Economic Development Committee for recommendation and, where required, to the City Council for final approval. The City reserves the right to approve, conditionally approve, or deny grant applications based on program requirements, funding availability, and alignment with program goals. VI. GENERAL PROVISIONS Grant Applicants E. Staff will administer the Program and may establish administrative procedures, application materials, and program priorities consistent with these guidelines. F. All improvements completed through the grants component are considered to be “public works” 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 improvements. All estimates and payments for construction and installation of improvements shall include prevailing wages, and shall otherwise comply with the provisions of the California Labor Code and all other applicable laws and regulations with respect to prevailing wages. All contractors awarded a work contract under this program will be required to provide certified payroll documents to Staff. G. Participation in the Program does not guarantee funding. H. Applicants are responsible for complying with all applicable laws, codes, and permitting requirements. 97 Attachment 3 5 | P a g e I. The City may modify, suspend, or terminate the Program at any time. J. The City retains discretion in the interpretation and administration of these guidelines. K. Applicants receiving funding through the Program may be required to acknowledge the City of Dublin’s support in project materials or participate in program-related outreach efforts, as determined by the City. L. These guidelines shall become effective upon approval by the City Council and may be amended from time to time. M. Eligible Dublin-based property owners and/or business owners can apply for the grants component. 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. By initialing below, the applicant acknowledges that they have read and agree to the General Provisions outlined above for grant awards. ______ Initial VII. IMPLEMENTATION WORK All improvements shall conform to the City of Dublin Building Codes, Zoning Ordinance, and applicable Design Guidelines. Proposed projects are required to comply with Chapter 8.104 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. Improvements initiated prior to formal approval may not be eligible for reimbursement. City sStaff will be available to work with approved applicants to assist in the coordination of the project . City staff will carry out and will conduct periodic inspections. I, ___________________________________ have read and received a copy of these guidelines. (Printed Name) Date: _________________ Signature: _______________________________ 98