HomeMy WebLinkAboutDTS-10-083 - Local Environmental Action Leaf Fund (LEAF) GrantsREPORT
REPORT TO:
Finance & Corporate Services Committee
DATE OF MEETING:
April 26, 2010
SUBMITTED BY:
Jeff Willmer, Interim General Manager, Development &
Technical Services
PREPARED BY:
Barbara Steiner, Senior Environmental Planner (519-741-
2293)
WARD(S) INVOLVED:
All
DATE OF REPORT:
April 22, 2010
REPORT NO.: DTS-10-083
SUBJECT:
LOCAL ENVIRONMENTAL ACTION FUND (LEAF) GRANTS
2010 AND EVALUATION PROCEDURES UPDATE
RECOMMENDATION:
1. THAT the Local Environmental Action Fund (LEAF) grant applications
recommended for funding by the LEAF Steering Committee be approved as
outlined in staff report DTS – 10 – 083; and,
2. THAT the issues that have emerged regarding the evaluation of applications to
LEAF and grant administration in the first two (2) years (2009 and 2010) be
addressed in a staff report to be considered by Council prior to applications being
made and evaluated in the 2011 round; and further,
3. THAT an update be provided to Council in September or October of 2010 on the
projects and programs funded by LEAF to date.
BACKGROUND:
On April 16, 2007, Council approved the $5 million Local Environmental Action Fund (LEAF).
Throughout 2007, input on how LEAF should operate was obtained from staff, Council,
Kitchener’s Environmental Committee, and the community at large. Based on direction from all
stakeholders an Operating Framework for LEAF (DTS-08-33) was approved by Council on
March 17, 2008, and the application and evaluation process (DTS-08-194) was received for
information on November 17, 2008. On December 8, 2008 the final composition of the LEAF
Steering Committee was approved by Council including the addition of two (2) citizen-advisors.
City Council is the final decision-making authority on whether or not an application for LEAF
funding is successful or not.
In 2009, Council approved sixteen (16) projects for LEAF funding in the amount of $1,163,559.
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REPORT:
In accordance with the operating framework, and the application and evaluation process
outlined in the staff reports noted above, web content, advertizing and other communications
tools were launched in late fall 2009 to solicit applications to LEAF. Key dates in the application
and evaluation process were:
February 16, 2010 Application Submission Deadline (under $50,000)
March 1, 2010 Application Submission Deadline ($50,000 or over)
March-April 2010 Assessment by LEAF Steering Committee
THE 2010 APPLICATIONS
A total of thirteen (13) applications were received, eight (8) for under $50,000 and five (5) for
$50,000 and above. The total amount requested in the thirteen (13) applications was
$5,142,275.99 ($120,349.99 for under $50,000; $5,021,926 for $50,000 and above).
Far fewer applications were received in 2010 than in 2009. There are probably a number of
reasons for this, a significant one being that the local environmental non-profits capable of
successfully carrying out good projects were successful in receiving grants last year and are,
largely, still busy with the projects for which they were granted funds in 2009.
Notably, of the thirteen (13) applications received:
One (1) is a request for a $650,000 investment to commercialize a product which makes
it ineligible;
Four (4) are for projects for which applications were also received in 2009 (i.e. Friends of
Hidden Valley, Waterloo-Wellington Children’s Groundwater Festival request for water
bottles for 2010, Waterloo Region District School Board request to continue with a
second nature interpreter for school trips to the Huron Natural Area, Waterloo
Stewardship Council's request to continue a seedling and restoration education program
in the Grade 3 curriculum); and
Three (3) are small school greening applications.
STEERING COMMITTEE EVALUATION
The applications were distributed to the members of the LEAF Steering Committee in advance
of the first meeting. Two (2) meetings (2 to 3 hours in length) of the steering committee were
held on March 31 and April 6, 2010.
The LEAF Steering Committee is comprised of the following individuals: the four (4) General
Managers of City Departments, the Chief Administrative Officer, the Senior Environmental
Planner responsible for LEAF, the Manager of Long Range and Policy Planning, the Director of
Corporate Communications and Marketing and two (2) members of the public who are
environmental experts and / or community leaders with experience in granting organizations, or
represent other relevant specified sectors of the community (“citizen-advisors”).
The two citizen-advisors who are members of the LEAF Steering Committee are Scott
Piatkowski and Karen Redman. Staff would like to thank these committed citizens for giving
their time, expertise and considerable judgement to the evaluation and selection process.
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During the evaluation process, certain applicants were contacted for more information or
clarification in order for the steering committee to conclude deliberations on a particular
application, and make a recommendation.
A full consideration of all the applications was made by the steering committee with the engaged
participation of all of the members. Ultimately, a final recommendation was arrived at in every
instance by consensus. There was no need to canvass committee majority as consensus was
always achieved.
It is noted that conflicts of interest were declared as follows:
Karen Redman - Friends of Hidden Valley
Alain Pinard - K-W YMCA Solar Roof
Scott Piatkowski - Sustainable Urban Forest in Kitchener
In these instances, members who declared a conflict of interest left the meeting room and did
not participate in the discussion.
The recommendations of the LEAF Steering Committee are reflected in the table attached. Five
(5) of the eight (8) grant applications for smaller projects are recommended for some level of
funding while one (1) of the five (5) grant applications for larger projects are recommended for
some level of funding, for a total of $97,022.
EVALUATION AND ADMINISTRATIVE PROCEDURES: EMERGING ISSUES
After two rounds of applications (2009 and 2010), several recurrent issues have come to light
with respect to both the evaluation procedures as well as some administrative details. It is
proposed that input from both the LEAF Steering Committee and relevant staff be obtained to
address the following:
How should the application forms be revised?
1.Matters to be considered include how
to:better anticipate applicant concerns throughout the process; set out standards for
greenhouse gas calculations; include other supplementary measurables; require the
applicant to outline their proposal to sustain multi-year, on-going programs without re-
applying to LEAF; include, for example, details on requirements to enter into a legal
agreement with the City, such as the provision of Certificates of Insurance etc.
How should Kitchener’s LEAF respond to “second year” or “continuation”
2.
applications?
The Eligibility criteria state,Grants are normally based on one-time
funding, and are not intended for on-going (e.g. operational) support. That being said,
the projects/programs that have applied again could conceivably have applied for a 2-
year or 3-year project in 2009, covering activities in both 2009 and 2010.
What should be the City’s approach to the “school greening” applications?
3. LEAF
as well as the Community Environmental Improvement Grant (CEIG) program have
received numerous applications for the funding of such programs over the years. The
City will undoubtedly continue to receive such applications. A standard, equitable City
approach should be developed (i.e. whether and how to fund) for funding requests for
school greening projects.
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4. Should the City consider providing loans (in addition to grants) to kick-start
worthwhile projects or programs that meet LEAF criteria?
How should the City be monitoring the expenditures from LEAF,
5.including but
potentially beyond the current standard reporting requirements (both interim and final
?
reports) outlined in the standardform legal agreement for this grantFor example,
should any additional monitoring focus on the larger grants of $50,000 and over?
How should the Communications Plan for LEAF be revised in order to attract
6.
exceptional applicants? How do we better promote involvement in the program?
Consideration may include providing more assistance with the preparation of
applications and / or permitting the intake of applications throughout the year with fixed
award dates.
FINANCIAL IMPLICATIONS:
On April 16, 2007, $5 million was established by Council resolution for Kitchener’s Local
Environmental Action Fund—$2 million in 2007 and $1 million each for 2008, 2009 and 2010. In
2009, $1,163,559 was allocated to successful LEAF grantees. In 2010, it is recommended that
$97,022 be allocated to LEAF grantees. In addition, it is anticipated that a loan of $1,367,000 to
fund the solar roof at the Consolidated Maintenance Facility will be expended in 2010.
COMMUNICATIONS:
All grant applicants were informed of the recommendations of the LEAF Steering Committee
and of the dates that FCS Committee and Council would be considering these
recommendations.
After LEAF grantees have been selected, an announcement of funding recipients will take place
through media releases to be issued after FCS Committee / Council resolution. Information on
grantee projects and environmental information will also be posted on the LEAF website
www.kitchener.ca/leaf. Media releases and any future articles in Your Kitchener will notify the
public of grantees and build awareness of the local environmental enhancement being enabled
by LEAF.
REVIEWED BY:
Alain Pinard, Interim Director of Planning
ACKNOWLEDGED BY:
Jeff Willmer, Interim General Manager
Development and Technical Services Department
Attachments:
Table: Summary of LEAF Applicants 2010
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