HomeMy WebLinkAboutCSD-11-013 - Overview of Council Policy I-525 Community InvestmentREPORT TO:Community and Infrastructure Services Committee
DATE OF MEETING:
January 17, 2011
SUBMITTED BY: Jeff Willmer, Deputy CAO, Community Services
PREPARED BY:
Kathleen Woodcock, Manager, Service Coordination &
Improvement (ext. 2597); Renate Willms, Supervisor of
Administration (ext. 2395)
WARD(S) INVOLVED:
All
DATE OF REPORT:
January 12, 2011
REPORT NO.: CSD-11-013
SUBJECT: OVERVIEW OF COUNCIL POLICY I-525 - COMMUNITY
INVESTMENT
RECOMMENDATION:
For information.
BACKGROUND:
The intent of this report is to provide an overview of the City’s Community Investment program
in advance of Council considering specific grant requests in the near future.
Attached as Appendix A is a summary of reports considered by Council during the development
of the Community Investment Strategy/Policy. The purpose of this background summary is to
provide Council with a full understanding of the scope of the project including extensive
community, stakeholder and staff involvement and input, and a sense of how the program has
evolved through consideration of reports in open public meetings of standing committee and
Council.
REPORT:
Staff is pleased to provide an overview of the components included to date in Council Policy I-
525–Community Investment as summarized below so that Council is well informed before
consideration of 2011 grant recommendations over the next few months.
The remaining funding sources listed in the Community Investment Strategy Framework of
Funding Sources (Appendix B) that are not included in Council Policy I-525-Community
Investment (Appendix C) require further review and will be brought forward for Council
consideration as they are finalized.
Community Grants Tiers 1, 2 and 3
2010 Budget: $2,400,886
Rationale: A healthy and vibrant City embraces and nurtures its not for profit organizations and
community groups. These organizations and groups exist to do important work with no motive
è ó ï
of financial gain. They come into existence because volunteers see a need and rally support
from the community to create and deliver new programs, services and facilities.
Tier 1
2010 Expenditures: $2,211,818
($1,495,402 community groups/organizations,
$716,416 minor sports organizations)
Purpose: Community Grants Tier 1 are intended to provide operating support for
organizations/groups providing services essential to a healthy and vibrant community.
Only organizations/groups providing municipal services (as opposed to federal,
provincial jurisdictions) in the areas of arts and culture/special events, sports and
recreation, and community support and development and funded by the City for at least
five prior years are considered for Tier 1 funding.
Process: Staff have developed agreements with Tier 1 organizations (between one and
five years in length) which outline the responsibilities of the service organization and the
City of Kitchener. Tier 1 groups are eligible to apply for Tier 2 funding only for one time
special projects or events. Requests for additional operating funds are to be negotiated
through the Tier 1 agreement process and brought forward to Council for consideration
during the annual budget process.
Examples of Tier 1 organizations: K-W Symphony Association, K-W Art Gallery,
Kitchener Horticultural Society, Homer Watson House & Gallery, Waterloo Regional
Children’s Museum, Kitchener Minor Hockey Association, Kitchener Minor Baseball and
Kitchener Ringette, among many others.
Tier 1 grant recommendations for 2011 will be brought forward for consideration at the
February 7, 2011 Community and Infrastructure Services Committee meeting.
Tier 2
2010 Expenditures: $125,620
Purpose: Community grants Tier 2 are intended to provide assistance to
organizations/groups that provide services within the City of Kitchener for the common
good of residents. Only organizations/groups providing municipal services in the areas
of arts and culture/special events, sports and recreation, and community support and
development will be considered for funding.
Process: Organizations/groups applying for funding to the City of Kitchener for the first
time or those who have received Tier 2 grants in previous years are eligible to apply for
one or more of:
Operating support to enable the provision of the basic service of the organization
Project support
Special event support
Equipment support
è ó î
Examples of Tier 2 organizations/groups who received funding in 2010: African
Women’s Alliance (Annual Afro Festival), Cherry Park Neighbourhood Association
Festival, Downtown East Ya Gotta Luv It Project, Mela Festival and Kiwanis Music
Festival, among many others.
The application deadline for 2011 Tier 2 funding was November 5, 2010. Since then a
Peer & Staff Review Committee, consisting of staff and community representatives, has
held five meetings to review grant requests and make recommendations for 2011 grant
allocations, based on established criteria approved by Council. These recommendations
will be brought forward for Council’s consideration at the March 21, 2011 Community
and Infrastructure Services Committee meeting.
Tier 3
2010 Expenditures: $10,260
Purpose: Also known as the “Community Services Innovation Investment Fund”, Tier 3
programs and projects are sponsored by the City of Kitchener in partnership with other
community funders. Tier 3 services:
Respond to a recognized and identified new or emerging need;
Provide a new/innovative service to the community and/or
May support users and/or potential benefits accruing to residents in neighbouring
municipalities as well as in the City of Kitchener.
Process: Council approves a budget for Tier 3 grants annually during the budgeting
cycle. As a result of periodic meetings among funders in the community (e.g. United
Ways, community foundations, private foundations, other municipalities and other levels
of government), staff investigate opportunities to collaborate on innovative projects with
other funders and provide recommendations to Council for support.
Examples of organizations who received Tier 3 funding: Resiliency Initiative (2009),
YMCA Immigrant Mentoring for Artists Program (2010).
Travel Assistance Grants
2010 Budget: $3,591
Purpose: The travel assistance grant applies to residents of the City of Kitchener, 18 years of
age or under, involved in non profit minor sports or cultural activities, who have qualified to
compete in sport championships/cultural events. Grants are intended to assist with the cost of
travel to and from the event location only, where round trip travel exceeds 500 kilometres.
Process: Requests for travel assistance grants are considered by staff of the Community
Services Department and processed upon receipt based on established criteria approved by
Council. If the grant request is denied, the individual or team is given an opportunity to appeal
the decision by appearing before the Community and Infrastructure Services Committee.
è ó í
In Kind (Non Cash) Facility Grants
2010 Budget: $3,591
(City’s contribution to facility rentals or fees)
Purpose: The City offers in kind (non cash) facility grants to groups and organizations providing
a specific event to the general public, intended for the common good of Kitchener residents, in
the areas of arts and culture, minor sports and recreation, and community support and
development. In kind facility grants are not intended for ongoing facility rentals for meetings or
programming, but rather for one time special events.
Process: In kind facility grant requests are considered by staff of the Community Services
Department and processed upon receipt based on established criteria approved by Council. If
the grant request is denied by staff, the grant applicant is given the opportunity to appeal the
decision by appearing before the Community and Infrastructure Services Committee as a
delegation.
Community Garden Grants
2010 Budget: $5,279
Purpose: A community garden is defined as a place where people come together to grow fruits,
flowers and vegetables on a non-commercial basis. These are different from allotment gardens,
which involve the leasing of public lands to individuals for the specific purpose of growing food
for personal consumption or sale. The City of Kitchener recognizes that while gardeners
participate in community gardening for a number of reasons including financial, environmental,
social and political, the benefits of community gardens are far reaching. Some of these benefits
include community building, creation of green space, city beautification and education.
Process: Community gardens in the City of Kitchener are developed and run by community
groups with the City acting in a facilitation and support role. Interested parties are to contact
Operations staff to initiate the process of establishing a community garden. Grant requests are
processed as per established criteria approved by Council.
Community Development Infrastructure Grants
2010 Budget: $10,000
Purpose: The City of Kitchener offers a one time cash grant to provide seed money to
neighbourhood associations and communities of interest for the purpose of community
development, whereby residents take action and address self identified issues in their
community. The objective of this grant is to promote strong local leadership, volunteerism and
partnerships in the economic and social life of the community, and to strengthen networks in
neighbourhoods thereby developing neighbourhood cohesion and stability.
Process: Community development infrastructure grant requests are received and evaluated by
staff of the Community Services Department based on established criteria approved by Council.
Formal notification of the grant decision is sent to the applicant by staff. If the grant request is
denied by staff, the grant applicant is given the opportunity to address the Community and
Infrastructure Services Committee as a delegation.
è ó ì
Inclusion Grants
2010 Budget: $9,940
Purpose: The City of Kitchener offers financial and/or in kind support to community
organizations and/or agencies to assist in the delivery of inclusive recreation and leisure
programs for persons with a disability living in Kitchener/Waterloo. For the purposes of this
grant process, a community organization or agency is defined as a not for profit group or
agency.
Process: Grant applications will be accepted annually (late winter to early spring) once City
Council has approved the annual budget. Inclusion grant requests are received and evaluated
by staff of the Community Services Department based on established criteria approved by
Council. Formal notification of the grant decision is sent to the applicant by staff. If the grant
request is denied by staff, the grant applicant is given the opportunity to address the Community
and Infrastructure Services Committee as a delegation.
Youth Recreation Grants
2010 Budget: $7,500
Purpose: The City offers financial assistance to neighbourhood associations and community
groups who provide recreation and leisure programs for youth between the ages of 11 and 17.
The grant is intended to provide funding to support the costs associated with the hiring of
trained and qualified program staff and/or instructors. The objective of this grant is to promote
the delivery of affordable, community based programs that support youth in participating in
recreation and leisure, leadership and civic engagement programs.
Process: Grants are allocated three times per year (fall, winter and spring). Youth recreation
grant requests are received and evaluated by staff of the Community Services Department
based on established criteria approved by Council. Formal notification of the grant decision is
sent to the applicant by staff. If the grant request is denied by staff, the grant applicant is given
the opportunity to address the Community and Infrastructure Services Committee as a
delegation.
Environment Grants
Community Environmental Improvement Grants (CEIG)
2010 Budget: $10,000
Purpose: The community environmental improvement grant was created to foster a sense
of environmental stewardship throughout the City. The objectives of the grant are to:
Increase awareness of how we view and treat air, water and land resources, and
encourage solutions to improve the quality of these resources;
Promote healthy lifestyle practices;
Foster a sense of environmental stewardship;
Promote and initiate the development of short term, intermediate and long term
community-based environmental programs; and
Support environmental research.
è ó ë
Process: Grant recipients are recommended to Council once a year by the citizen-
populated Environmental Committee.
Further details regarding this grant are provided in Council Policy I-590–Grant Program-
Community Environmental Improvement (attached as Appendix D).
Local Environmental Action Fund (LEAF)
Reserve Fund: $5,000,000
(total for 2007-2010) with expenditures of $1,260,581 (2009-
2010) for a balance of $3,739,419
Purpose: The goal of the local environmental action fund (LEAF) is to reduce, or repair,
Kitchener’s impact on the environment focusing on the reduction of greenhouse gases,
and to enhance the ability of the Kitchener community to live sustainably into the future.
Process: Grant recipients are recommended to Council at least once a year by the LEAF
Steering Committee.
Further details regarding this grant are provided in Council Policy I-607–Local
Environmental Action Fund (LEAF) (attached as Appendix E).
Arts Sustainability Funding
2010 Budget: $220,000
Arts Sustainability Funding is not part of Council Policy I-525. We provide information about this
funding in this report to assist Council’s understanding of the full range of investments available
to our arts sector.
Approved by Council for the first time in 2010, this funding resulted from requests by the
Prosperity Council Task Force on Creative Enterprise of area municipalities to adopt a
leadership role in providing additional annual funding to achieve and sustain financial stability
for our community’s cornerstone arts organizations. The ultimate objective is that lower tier
governments, senior level governments and the private sector will equally share the investment
required to enable this financial stability. In 2010, the Region of Waterloo, City of Kitchener and
City of Waterloo all approved Arts Sustainability Funding. The goal was to collectively invest
$1.0 million, with the Region being responsible for 50% and the cities providing the remaining
50%, each in proportion to their share of the Region’s population.
The creation of the Creative Enterprise Enabling Organization in 2010, of whose Board of
Directors City of Kitchener’s Carla Ladd is a member, intends to pursue funding commitments
during 2011 from other levels of government and the private sector to match the investments of
the municipalities.
The CAO’s of the municipalities together with senior managers responsible for Arts and Culture
met periodically during 2010 to develop collaborative strategies to support the health of this
important sector in our community and share the investments needed to enable financial
stability. Similar meetings are being planned for 2011 to continue this important collaborative
work. Staff at the City of Kitchener are developing a 2011 budget issue paper to support
Kitchener Council’s decision regarding Arts Sustainability Funding for 2011.
è ó ê
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Council Policy I-525 – Community Investment aligns with many strategic directions in the City of
Kitchener strategic plan. Those alignments for each specific grant are indicated in the following
table. As well, community investment is expressed as a strategic direction within the plan under
Community Priority: Leadership and Community Engagement. By embedding community
investment within the strategic plan, Council has ensured that the grants programs included in
this policy continue to be integral components of the relationship between the City and the
community.
Relevant Strategic
Type of Community Investment Applicable Community Priority Direction
Community Grants Tiers 1, 2 and 3 Quality of Life #3, #4
Leadership and Community Engagement #9
Diversity#2,#3
Dynamic Downtown #1, #4
Travel Assistance Grants Quality of Life #3, #4
Leadership and Community Engagement #9
In Kind (Non Cash) Facility Grants Quality of Life #3, #4
Leadership and Community Engagement #9
Community Garden Grants Leadership and Community Engagement #9
Environment #1
Community Development Quality of Life #3
Infrastructure Grants (CDIP)
Leadership and Community Engagement #1, #8, #9
Diversity #3
Inclusion Grants Quality of Life #4
Leadership and Community Engagement #9
Diversity #6
Youth Recreation Grants Leadership and Community Engagement #5, #9
Diversity #3
Environment Grants Leadership and Community Engagement #9
Environment #1
FINANCIAL IMPLICATIONS:
None.
COMMUNITY ENGAGEMENT:
The community investment opportunities outlined in this overview are based on the concept that
the City of Kitchener believes in the benefits for all citizens of a community engagement model
that informs, consults, collaborates and entrusts.
Council Policy I-525–Community Investment engages the public in a variety of ways, at different
stages of the grants processes contained within the policy.
the public when
As an example, for the community grants Tier 2 process, staff informs
applications will be accepted and provides the criteria for applying and documentation required.
The assessment of applications is carried out by the Peer and Staff Review Committee which
has both staff members and community representatives. This collaboration of staff and
è ó é
community enriches the decision making of the assessment committee. Once Council has made
with using the monies for the
a decision regarding the grants, the applicants are entrusted
purpose indicated in their application.
Staff use a variety of communication tools to ensure stakeholder engagement including the City
of Kitchener web site, publications such as Your Kitchener and Leisure magazine, public
information sessions, written and email correspondence, media articles and committee
participation.
ACKNOWLEDGED BY:
Jeff Willmer, Deputy CAO, Community Services Department
Attachments:
Appendix A: Background
Appendix B: Community Investment Strategy Framework of Funding Sources
Appendix C: Council Policy I-525 – Community Investment
Appendix D: Council Policy I-590 – Grant Program–Community Environmental Improvement
Appendix E: Council Policy I-607 – Local Environmental Action Fund (LEAF)
è ó è
Report CSD-11-013 - Appendix A
BACKGROUND:
Report CSD-05-164
(December 5, 2005 CSC)
Summary:
Council approved $85,000 for the development of a Community Investment Strategy. Staff
recommended a more strategic approach toward investing in the community rather than
undertaking a regular review of the existing grant program. In recommending an expanded
scope staff was responding to considered issues arising in Kitchener related to the growing
population, sustainability of community organizations, new approaches toward investment
based in a combination of aligning strategic directions, alternative partnership arrangements to
foster innovation and creativity, excellence and pride.
Communications:
Community Services staff were well consulted on the status of the existing grant review program
and were active participants in identifying issues and obstacles impeding the completion of
same. The Community Investment Strategy had been discussed internally with members of the
Finance Department, Chief Administrative Officer’s Office, Community Services Department and
the Economic Development Division. Broader community communications would be determined
as part of the Community Investment Strategy’s Terms of Reference.
Report CSD-06-085
(June 26, 2006 CSC)
Summary:
A report regarding the development of a terms of reference for the Community Investment
Strategy was provided for information, the purpose of which was to provide information on the
development of the terms of reference for the Community Investment Strategy especially as it
related to feedback from representatives of the community and to seek feedback from Council,
prior to proceeding with implementing the project. The proposed terms of reference outlined the
project goal, list of stakeholders and project phases and actions, including inventory/issue
identification, analysis of needs, issues, linkages and options and Community Investment
Strategy recommendations.
Communications:
The Community Investment Strategy had been discussed internally with members of the
Finance Department, Chief Administrative Officer’s Office, Community Services Department and
Economic Development Division. Community Services staff had met initially with
representatives from the community. Further community communications would be determined
as part of the implementation of the Community Investment Strategy project.
Report CSD-07-044
(April 23, 2007 CSC)
Summary:
Council approved in principle an interim grant process for 2008 and directed staff to bring details
of the implementation requirements back to Council including information, policies, pre-
commitments and definitions requiring approval of Council.
è ó ç
:
Communications
The Community Investment Strategy had been discussed internally with staff of the Finance
Department, Chief Administrative Officer’s Office, Community Services Department, Economic
Development Division and CMT. Community Services staff had met repeatedly with
representatives from the community’s foundations, private and municipal partners. With Council
direction, staff proposed to work with the Council’s advisory committees to assist in detailing the
processes.
Report CSD-07-060
(June 18, 2007 CSC)
Summary:
Council approved an interim implementation process for 2008 annual operating and minor
sports grants, as well as 2008 annual operating grant allocations for community groups and
minor sports organizations and a 2008 general provision grant allocation of $100,000.
Communications:
The implementation options provided had been reviewed by staff in the Finance Department.
Individual organizations had not been personally notified of this transitional change to the 2008
grant process although many were aware through conversations with staff. The implementation
plan had been circulated to members of the following advisory committees for review and
comments: Arts and Culture Advisory Committee, Mayor’s Advisory Council for Kitchener
Seniors and Kitchener Youth Action Council. Comments received from the advisory groups
were favourable to the implementation plan proposed by staff. The implementation plan was
also shared with presidents of minor sports organizations prior to the June 18 CSC meeting and
groups indicated that they supported a review of the grants process and the criteria for
determining funding particularly.
Report FIN-07-084
(August 27, 2007 Council)
Summary:
Council approved the hiring of GGA Management Consultants to deliver a Community
Investment Strategy and implementation plan.
Council Strategy Session
(February 25, 2008)
Summary:
An update on the status of the Community Investment Strategy was provided at a Council
strategy session.
Report CSD-08-063
(June 16, 2008 CSC)
Summary:
Council approved the Community Investment Strategy Framework of Funding Sources
(attached as Appendix B) as a foundation from which a comprehensive Community Investment
Strategy Policy was to be developed, as well as the proposed criteria for Tiers 1, 2 and 3 of the
community grants program and a transition plan for existing grant recipients. In the report, staff
proposed a tiered approach to the provision of support to community groups. Tier 1 includes
services that are considered by the community to be essential to a healthy and vibrant
è ó ïð
community and are provided by longstanding, credible organizations (also called foundational
services). Tier 2 funding is for requests from new groups and/or for one time special events or
projects and groups are selected for support based on Council strategic priorities and
established criteria approved by Council through an annual peer review process. Tier 3
services are innovative projects requiring seed funding. It was anticipated that these would be
collaborative projects with other funders in the community.
Communications:
The consultant’s Phase I report had been available on the City’s website since February 2008.
Staff communicated with all those groups invited to participate in Phase I and invited feedback.
Staff also communicated the availability of the Phase II report to these same participants to
invite feedback prior to the August 11 CSC meeting.
Report CSD-08-070
(August 11, 2008 CSC)
Summary:
Council approved the community grants processes for Tier 1 (previously called annual
operating) and Tier 2 (previously called general provision).
Communications:
Feedback was provided by grant recipients during a meeting held in July 2008. During Phase I
of this project, GGA Consultants conducted a survey of organizations that had applied for City of
Kitchener grants over the past three years to identify satisfaction with existing processes and
suggestions for improvement. GGA and City staff also conducted sessions with the same group
on two separate occasions during five focus groups to seek feedback on the major ideas for
change that emerged from the best practice research. The Phase I report had been available
on the City’s website since February 2008 and staff communicated with all those groups invited
to participate in Phase I and invited feedback.
Report CSD-08-087
(November 17, 2008 CSC)
Summary:
Staff brought forward a new policy outlining processes and procedures for Tiers 1, 2 and 3
grants for Council consideration. Council approved Council Policy I-525–Community Investment
(attached as Appendix C) to replace Policy I-594, Grants-Annual Operating, and Policy I-596,
Grants-General Provision. Staff also advised that in 2009 they anticipated seeking Council
approval for additional components of the Community Investment Policy that may require little or
no new study or research. Those requiring further study or research would be assigned priority
over the next few years.
Communications:
The Community Investment Strategy Phase I report had been available on the City’s website
since February 2008. Staff communicated with all those groups invited to participate in Phase I,
inviting feedback, and advised of the availability of the Phase II report on the City’s website and
invited feedback on same. As well, staff communicated the Tier 1 requirements for 2009 to all
Tier 1 organizations and communicated Tier 2 requirements, processes and timelines to all Tier
1 organizations, previous recipients of general provision grants and all organizations indicating
an interest in grants with contact information maintained by staff. An information session was
è ó ïï
held in October for all interested groups. Feedback regarding the new Community Grants
framework was very favourable.
Report CSD-09-011
(February 23, 2009 CSC)
Summary:
A report regarding the multi-year agreement process with Tier 1 organizations was provided for
information. Grant agreements were recommended to enable staff to learn about community
needs, projected growth in members/users/participants, specifics of strategic and business
plans. Agreements were proposed to include: term (1 to 5 years), grant amounts subject to
annual budget approval, responsibilities of the City, responsibilities of the grant recipient
including details of services/events for which grant is provided; financial reporting requirements,
etc., and insurance/indemnity requirements. The agreements were to be completed in 2009
with an effective date of January 1, 2010. Tier 1 grant allocations would be submitted to Council
annually for approval prior to final budget deliberations.
Communications:
In previous reports to Council as well as during feedback sessions and via email, staff
communicated the Tier 1 requirements for 2009 to all Tier 1 organizations. These
communications included repeated reference to the development of multi-year agreements for
Tier 1 organizations and the community welcomed this significant change in process.
Report CSD-09-041
(June 22, 2009 CSC)
Summary:
Staff brought forward several minor changes recommended for Community Grants Tiers 1 and 2
as well as the addition of the following new components to the Community Investment Policy:
Travel Assistance Grants, In Kind Facility Grants and Community Garden Grants. These
components already had existing policies and procedures in place, which were rescinded when
the new policy was approved, and did not require a major review.
Communications:
Since the components added to Policy I-525–Community Investment had policies and
procedures in place which had been used for many years with no concerns or issues raised, it
was determined that an extensive review by staff and the community was not required.
Report CSD-09-064
(November 16, 2009)
Summary:
Council approved that the General Manager of Community Services, or designate, be
authorized to execute Tier 1 Community Grant Agreements, all such agreements to be subject
to the satisfaction of the City Solicitor. Staff had been working with Tier 1 community groups
and minor sports organizations throughout 2009 to develop agreements to commence January
1, 2010.
è ó ïî
Report CSD-10-041 (June 21, 2010)
Summary:
Staff continued their review of the Community Investment Strategy Framework of Funding
Sources document with the intent to include additional funding sources, as they are reviewed
and finalized, in Council Policy I-525 - Community Investment. Council approved the addition of
the following components to the policy: Community Development Infrastructure Grants,
Inclusion Grants, Youth Recreation Grants and Environment Grants.
Communications:
Since the new components added to Policy I-525–Community Investment had policies and
procedures in place which had been used for many years with few concerns or issues raised, it
was determined that an extensive review by staff and the community was not required.
è ó ïí
è ó ïì
è ó ïë
è ó ïê
è ó ïé
è ó ïè
è ó ïç
è ó îð
è ó îï
è ó îî
è ó îí
è ó îì
è ó îë
è ó îê
è ó îé
è ó îè
è ó îç
è ó íð
è ó íï
è ó íî
è ó íí
è ó íì
è ó íë
è ó íê
è ó íé
è ó íè
è ó íç
è ó ìð
è ó ìï
è ó ìî
è ó ìí
è ó ìì
è ó ìë
è ó ìê