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Home My WebLink AboutCSD-11-142 - Amendments to Council Policy I-525 - Community Inv1 Staff Report Krr~.~-~~,i~iER CommunityServicesDepartment www.kitthenerta REPORT T0: Community and Infrastructure Services Committee DATE OF MEETING: October 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: October 11, 2011 REPORT NO.: CSD-11-142 SUBJECT: AMENDMENTS TO COUNCIL POLICY I-525 -COMMUNITY INVESTMENT RECOMMENDATION: That the existing Council Policy 1-525-Community Investment be replaced with the revised policy attached as Appendix A to Report No. CSD-11-142. BACKGROUND: Since June 2007 a Steering Committee and staff project team have been developing a Community Investment Strategy that will ensure future municipal support of community groups is optimally aligned with the community's overall goals and the City's strategic priorities. In 2008, Phase II of the project included the development of an overall framework to articulate the various sources of support and funding for the community. In total, fourteen sources of support were identified and outlined in the "Community Investment Strategy Framework of Funding Sources". This phase of work also focused on the detailed development of policy, processes and procedures associated with Community Grants, one of the funding sources. In November 2008, Council approved the resulting policy for Community Grants Tiers 1, 2 and 3 (formerly annual operating and general provision grants). At that time staff advised we anticipated seeking Council approval over the next several years for additional components, which require further review, study or research, to be added to the Community Investment Policy. Further, as the first several cycles of implementing the new grant processes are learning years, staff advised that we would review the processes yearly and bring back any recommendations for changes prior to the next grant cycle. At the June 22, 2009 Community Services Committee meeting, staff brought forward several changes to the Tier 1 and 2 grant processes, as well as the addition of several components to the grant policy (in kind facility, travel assistance and community garden grants} which were subsequently approved by Council on June 29, 2009. 10-1 1 Staff Report Krr~.~-~~,i~iER CommunityServicesDepartment www.kitthenerta At the June 21, 2010 Community Services Committee meeting, staff brought forward several more additions to the grant policy for approval (community development infrastructure program, inclusion, youth recreation and environment grants) as well as a change to the in kind facility grant process, which were subsequently approved by Council on June 28, 2010. REPORT: Staff have continued their review of the "Community Investment Strategy Framework of Funding Sources" identified in 2008 with the intent of finalizing the funding sources by either adding them as components to the Community Investment Policy or eliminating them should it be determined they are staff processes, not funding sources, or no longer deemed necessary or required. The attached Appendix B, Community Investment Strategy Framework of Funding Sources - Status Update, lists the funding sources, outlines the status of each and provides details for the recommended resolution of each. A summary is also provided below. Youth, Inclusion, Community Development Infrastructure Program, Community Garden, Travel Assistance, In Kind Facility, Environment and Community Grants Tiers 1, 2 and 3 Grants Council has previously approved these funding sources as components to the Community Investment Policy. No changes are recommended at this time. Neighbourhood Association Program, Emergency and Economic Development Grants While there are no current Council policies to direct these grant processes, they have been informally in place for many years. Staff have reviewed the current processes and recommend that these funding sources be added as components to the Community Investment Policy. Specific details are provided in Appendices A and B. Capital Grants (Non City-Owned Assets) The City does not have a process, set of criteria or budget in place to receive or fund capital grant requests. Therefore, staff recommend that the Community Investment Policy includes a statement indicating that the City does not provide capital grants for non City-owned assets. If Council wishes staff to develop a process for consideration of capital grant requests (including purpose, criteria, procedures and budget), then that direction would need to come from Council. Pla~,ground Grants Though not formally a Council policy, following a staff report to Committee in 1996 a community playground grant program was initiated. The grant program (attached as Appendix C) was intended to provide a process and criteria whereby community groups may apply for capital funds to assist with construction of new playgrounds on City or School Board lands and also to help fund improvement projects for existing school and City-owned playgrounds. io-z 1 Staff Report Krr~.~-~~,i~iER CommunityServicesDepartment www.kitthenerta Staff recommend that the community playground grant program now be terminated, for the reasons explained in Appendix B, and also advises that staff will continue to respond to and consider requests from community members for specific improvements to City of Kitchener playground facilities. Further details are provided in Appendix B. Unfunded Special Events, Grants in Lieu of Taxes, City-Owned Buildings, For Profit Suppliers These funding sources identified in 2008 as part of the grant review have now been determined to be internal staff processes, not funding sources, and are therefore not recommended to be included in the Community Investment Policy. Specific details are provided in Appendix B. ALIGNMENT WITH CITY OF KITCHENERSTRATEGIC PLAN: Policy I-525-Community Investment aligns with community priority Leadership and Community Engagement, specifically to Strategic Direction #9.Other grants contained in the policy align with the strategic plan community priorities Quality of Life, Diversity, Dynamic Downtown and Environment. FINANCIAL IMPLICATIONS: N/A COMMUNITY ENGAGEMENT: Community Investment provides funding and support for programs and opportunities that benefit residents of the City of Kitchener. There is a framework of different investment sources, each with its own governing policy and accountability structure. The intent of the Community Investment Policy is to ensure that the various funding processes available through the City of Kitchener are transparent to the public. This report is being made public as part of the standing committee agenda. ACKNOWLEDGED BY: Jeff Willmer, Deputy CAO, Community Services Department AttanhmPnt~• Appendix A: Council Policy I-525 -Community Investment (Revised) Appendix B: Community Investment Strategy Framework of Funding Sources (Status Update) Appendix C: Playground Grants 10-3 Report CSD-11-142 -Appendix A COUNCIL POLICY RESOLUTION POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL DATE: November 24, 2008 Amended: June 29, 2009 Amended: June 28, 2010 SUBJECT: COMMUNITY INVESTMENT Table of Contents 1.0 Purpose and Scope page 3 2.0 Community Grants page 3 2.1 Rationale for Community Grants page 3 2.2 Three Types of Community Grants page 4 2.3 Funding Formula for Community Grants page 4 2.4 Tier 1 Grants page 4 2.5 Tier 2 Grants page 6 2.6 Tier 3 Grants page 10 3.0 Travel Assistance Grants page 11 4.0 In Kind Facility Grants page 13 5.0 Community Garden Grants page 15 6.0 Community Development Infrastructure Grants page 19 7.0 Inclusion Grants page 21 8.0 Youth Recreation Grants page 23 9.0 Environment Grants page 25 9.1 Community Environmental Improvement Grants (CEIG) page 25 9.2 Local Environmental Action Fund (LEAF) page 25 KITCHENER Page 1 of 28 OCTOBER 2011 10-4 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 10.0 Neighbourhood Association Program Grants 11.0 Capital Grants 12.0 Economic Development Grants 13.0 Emergency Grants KITCHENER Page 2 of 28 page 25 page 27 page 27 page 28 OCTOBER 2011 10-5 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 1.0 Purpose and Scope Community investment provides funding and support for programs and opportunities that benefit residents of the City of Kitchener. There is a framework of fourteen (14) different investment sources, each with its own governing policy and accountability structure. The objectives of the Community Investment Framework are to: • Rationalize the many ways the community accesses funds from the City; • Make transparent the mechanisms available; • Align with Council priorities funds for different purposes; • Hold the program funding owner accountable for the use and impact of the funds; • Enable Council to weigh the competing priorities for scarce pool of community grants; • Champion City's strategic direction for efficient and effective government. 2.0 Community Grants 2.1 Rationale for Community Grants A healthy and vibrant City embraces and nurtures its not for profit organizations and community groups. It views them as partners in the quest to serve residents. It realizes how important is the grassroots desire for people to feel that they belong; to be engaged with others in accomplishing meaningful activity. And, it knows the relationships between engagement, relationships and healthy, safe communities. These organizations and groups exist to do important work with no motive 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. They are a channel for the human desire to help one another, to give back to a community that has enabled healthy, high quality living. The City of Kitchener recognizes the fundamental importance of working side by side with these groups and organizations, continually reaffirming the appropriate roles for all parties. Sometimes the municipality is best able to marshal and deliver community wide services. In other circumstances community groups and organizations are much closer to understanding the evolving needs and interests of residents, and hence better able to provide services specifically tailored to those needs. As well, they can innovate because they can take risks not appropriate for a municipality. KITCHENER Page 3 of 28 OCTOBER 2011 10-6 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 2.0 Community Grants, cont'd 2.1 Rationale for Community Grants, cont'd Engaging residents as volunteers involves them more directly with their community and enables them to contribute to community building. In the end, not only is a greater range of services made available to residents than the municipality could provide on its own, but individual citizens are provided with opportunities to become involved, contribute, be better connected to their neighbourhood and in their own way help to shape the community for futuregeneratlons. 2.2 Three Types of Community Grants Tier 1 grants, called foundational or core services, comprise services that are considered by the community to be essential to a healthy and vibrant community and are provided by longstanding, credible organizations. Support will be confirmed in a multi-year operating agreement. These have traditionally been known as annual grants. Tier 2 services are projects or programs selected for support based on Council strategic priorities through an annual peer review process. These have traditionally been known as general provision grants. Tier 3 services are innovative projects requiring seed funding. These will be collaborative projects funded with other funders in the community based on collective priorities and a need for innovative approaches. 2.3 Funding Formula for Community Grants The funding pool for community grants (all Tiers) for 2010 and subsequent years will be increased, subject to annual budget deliberations, by the following factors: • Increased cost measured by Bank of Canada inflation target; plus • Population growth measured by assessment base growth; plus • Community complexity factor of approximately 1 %. 2.4 Tier 1 Grants 2.4.1 Purpose Community grants Tier 1 are intended to provide operating support for organizations/groups providing services essential to a healthy and vibrant community. KITCHENER Page 4 of 28 OCTOBER 2011 10-7 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 2.0 Community Grants, cont'd 2.4 Tier 1 Grants, cont'd 2.4.1 Purpose, cont'd Only organizations/groups providing municipal services 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 5 years through community grants will be considered for funding. 2.4.2 Criteria Tier 1 services must meet the following criteria: 1. Must demonstrably meet Council's strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents: quality of life, diversity, community engagement, development, dynamic downtown. (Grant requests for Council's `environment' strategic objective are to be handled through environmental grant programs processed by the Planning Division.} 2. Must be the responsibility of the City of Kitchener, i.e. not be the responsibility of other levels of government; services such as health care, social services, training and education are not eligible. 3. Must not be precluded under the Municipal Act, e.g. religious services. 4. Are not already being provided by the City of Kitchener or by other groups funded by the City of Kitchener. 5. Are services provided directly to the citizens of Kitchener; grants are for direct programs only. Grant applications from organizations that themselves distribute grants to other organizations will not be considered, i.e. fundraising events are not eligible. Service clubs are eligible to apply for funding if the purpose of the event they are sponsoring is deemed to be a municipal responsibility and the event is city-wide, targeted toward a broad cross-section of the community. KITCHENER Page 5 of 28 OCTOBER 2011 10-8 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 2.0 Community Grants, cont'd 2.4 Tier 1 Grants, cont'd 2.4.2 Criteria, cont'd Organizations/groups receiving Tier 2 funding who wish to be considered for Tier 1 funding must also meet the following criteria: 1. Must be incorporated as a not for profit corporation; for profit corporations and individuals are not eligible. 2. Must have received continuous support by the City of Kitchener for five (5) years or more (providing other Tier 1 services or Tier 2 programs/ projects). 2.4.3 Process Staff will work with Tier 1 organizations to develop multi-year agreements (between one (1) and five (5) years depending on the needs of the community, the nature of the services and the stage of development of the organization). These agreements will outline the responsibilities of the service organization and the City of Kitchener and will be approved by Council. 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 agreement process and brought forward to Council for consideration during the annual budget process. 2.5 Tier 2 Grants 2.5.1 Purpose Community grants Tier 2 are intended to provide assistance to organizationslgroups 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. The intent is to target a minimum of 20% and a maximum of 40% of the total funds available for each of these three sectors. KITCHENER Page 6 of 28 OCTOBER 2011 10-9 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 2.0 Community Grants, cont'd 2.5 Tier 2 Grants, cont'd 2.5.1 Purpose, cont'd The purpose of Tier 2 grants is to provide funding for: • operating support to enable the provision of the basic service of the organization • project support • special event support • equipment support (`equipment' is defined as materials required for the basic service to operate, i.e. consumable items having a lifespan of less than three years; grant requests of a `capital' nature are ineligible for funding; `capital' is defined as the acquisition of an infrastructure or asset having a lifespan of three years or greater} 2.5.2 Criteria Tier 2 services must meet the following criteria: 1. Services provided by the organization/group for which funding is requested must demonstrably meet Council's strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents: quality of life, diversity, community engagement, development, dynamic downtown. (Grant requests for Council's `environment' strategic objective are to be handled through environmental grant programs processed by the Development & Technical Services Department.) 2. Services provided by the organization/group for which funding is requested must be considered a municipal responsibility and not be the responsibility of other levels of government; services such as health care, social services, training and education are not eligible. 3. Services provided by the organization/group for which funding is requested must not be precluded under the Municipal Act, e.g. religious services. KITCHENER Page 7 of 28 OCTOBER 2011 10 - 10 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 2.0 Community Grants, cont'd 2.5 Tier 2 Grants, cont'd 2.5.2 Criteria, cont'd 4. Services provided by the organization/group for which funding is requested must not already be provided by the City or by other groups funded by the City of Kitchener; requests from organizations/groups that provide similar services as provided by the municipality must be assessed as to whether there is a duplication of services; the municipality will not issue grants for services that conflict with or are in direct competition with programs operated internally. 5. Services provided by the organization/group for which funding is requested must be provided directly to the citizens of Kitchener, i.e. grants are for direct programs only. Grant applications from organizations that themselves distribute grants to other organizations will not be considered, i.e. fundraising events are not eligible. Service clubs are eligible to apply for funding if the purpose of the event they are sponsoring is deemed to be a municipal responsibility and the event is city-wide, targeted toward a broad cross-section of the community. 6. Grant applications submitted by individuals or `part groups' of an organizationlgrouptyill not be considered. 7. Volunteer organizationslgroups planning an event to raise funds to support an organizationlgroup that is receiving a City of Kitchener grant will be not considered for Tier 2 funding. 8. Organizationslgroups applying for funding who offer services to residents outside of the City of Kitchener are strongly encouraged to also approach all other relevant municipalities for funding. 9. Organizationslgroups wishing to be considered for community grants Tier 2 do not need to be incorporated as not for profit corporations; however, budgets and subsequent accounting must not show an excess of revenue over expenses; applicants must demonstrate the capability to manage and govern the program or project, usually evidenced by the existence of an executive committee or coordinating board. KITCHENER Page 8 of 28 OCTOBER 2011 10 - 11 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 2.0 Community Grants, cont'd 2.5 Tier 2 Grants, cont'd 2.5.2. Criteria, cont'd 10.Organizationslgroups are encouraged to ensure as much inclusive public participation and access as possible, e.g. minimum charge or no admission charge whenever possible. 11. Any organization/group applying for funds will give regard to the inclusion and accommodation of persons with a disability. 12. Any organizationlgroup applying for funds that is in arrears and/or in litigation with the City of Kitchener is ineligible. 2.5.3 Process Organizations/groups applying for funding to the City of Kitchener for the first time or those who have received Tier 2 grants (formerly known as general provision grants) in previous years are eligible to apply for: • Operating support to enable the provision of the basic service of the organization • Project support • Special event support • Equipment support (`equipment' is defined as materials required for the basic service to operate, i.e. consumable items having a lifespan of less than three years; grant requests of a `capital' nature are ineligible for funding; `capital' is defined as the acquisition of an infrastructure or asset having a lifespan of three years or greater} Tier 1 groups are eligible to apply for Tier 2 funding only for one time special projects or events. KITCHENER Page 9 of 28 OCTOBER 2011 10 - 12 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 2.0 Community Grants, cont'd 2.5 Tier 2 Grants, cont'd 2.5.3 Process, cont'd A Peer and Staff Review Committee will review applications as per a variety of assessment areas such as community need, organizational need and capacity, partnership support and financial analysis. The Peer and Staff Review Committee will allocate resources within budget availability and make recommendations to Council. Applicants are welcome to request feedbackldebriefing from staff regarding the Peer and Staff Review Committee's grant recommendations prior to the Community and Infrastructure Services Committee meeting when grants will be considered. 2.6 Tier 3 Grants 2.6.1 Purpose Known as the "Community Services Innovation Investment Fund", Tier 3 programs and projects will be sponsored by the City of Kitchener in partnership with other community funders. 2.6.2 Criteria Tier 3 services: • Respond to a recognized and identified new or emerging need; • Provide a newlinnovative service to the community; • May support users and/or potential benefits accruing to residents in neighbouring municipalities as well as in the City of Kitchener. 2.6.3 Process Council will approve 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 will investigate opportunities to collaborate on innovative projects with other funders and will provide recommendations to Council for support. KITCHENER Page 10 of 28 OCTOBER 2011 10 - 13 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 3.0 Travel Assistance Grants 3.1 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 kilometers. 3.2 Criteria Minor Sports 1. Individuals or team members applying must be 18 years of age or under. 2. Individuals and team members applying must be residents of the City of Kitchener. 3. Grants will only be provided to non profit minor sports teams that have a constitution and an executive elected by the membership in place. 4. The event must be a recognized provincial, national or international championship, sanctioned by a provincial, national or international governing body. Individuals or teams must have qualified to compete in provincial, national or international championships. 5. Teams applying for assistance must be based in the City of Kitchener. Kitchener-Waterloo teams may be considered on a pro-rated basis, taking into account Kitchener residents on the team. 6. Individuals or team members participating for an educational institution (school team) are not eligible to apply. 7. Grants will be available only where round trip travel to a competition exceeds 500 kilometers. 8. An individual or team member will be eligible for one grant per calendar year. KITCHENER Page 11 of 28 OCTOBER 2011 10 - 14 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 3.0 Travel Assistance Grants, cont'd 3.2 Criteria, cont'd Cultural Activities 1. Individuals or team members applying must be 18 years of age or under. 2. Individuals and team members applying must be residents of the City of Kitchener. 3. Individuals or non profit teams involved in cultural activities (e.g. choir, dance) are eligible to apply. Individuals or teams must have achieved a level or standard of skill, as established by the recognized governing body of the activity, to qualify to participate in the event for which a travel grant is requested. 4. Teams applying for assistance must be based in the City of Kitchener. Kitchener-Waterloo teams may be considered on a pro-rated basis, taking into account Kitchener residents on the team. 5. Individuals or team members participating for an educational institution (school team) are not eligible to apply. 6. Grants will be available only where round trip travel to a competition exceeds 500 kilometers. 7. An individual or team member will be eligible for one grant per calendar year. 3.3 Amounts 1. Provincial Sport ChampionshiplCultural Event i) Individuals - up to a maximum of $50 ii) Teams - up to a maximum of $40 per competitor, to a maximum of $1,000 per team 2. National Sport Championship/Cultural Event i) Individuals - up to a maximum of $100 ii) Teams - up to a maximum of $90 per competitor, to a maximum of $1,000 per team KITCHENER Page 12 of 28 OCTOBER 2011 10 - 15 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 3.0 Travel Assistance Grants, cont'd 3.3 Amounts, cont'd 3. International Sport ChampionshiplCultural Event i) Individuals - up to a maximum of $200 per competitor ii) Teams - up to a maximum of $175 per competitor, to a maximum of $1,000 per team 3.4 Process 1. Requests for travel assistance grants will be considered by the Community Services Department and processed upon receipt. All grant requests must be supported by a fully completed application form and all required documents. 2. Formal notification of the grant decision will be sent to the applicant by the Community Services Department. If the grant request is denied, the individual or team will be given an opportunity to appeal the decision by appearing before Community and Infrastructure Services Committee. 3. The applicant will submit to Community Services staff a copy of the official results of the tournament/event from the host governing body within thirty (30) days of the completion of the competition/event for which a travel grant is received. 4.0 In Kind Facility Grants 4.1 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. The purpose of in kind facility grants is to waive facility rental fees for events held at City of Kitchener facilities. Grants are intended to cover rental and staff costs for a basic set-up only. Additional services beyond a basic set-up are to be paid by the renter. KITCHENER Page 13 of 28 OCTOBER 2011 10 - 16 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 4.0 In Kind Facility Grants, cont'd 4.2 Criteria 1. The purpose of the event must demonstrably meet Council's strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents: quality of life, diversity, community engagement, development, dynamic downtown. (Grant requests for Council's `environment' strategic objective are to be handled through environmental grant programs processed by the Development & Technical Services Department.) 2. The purpose of the event must be considered a municipal responsibility and not be the responsibility of other levels of government; services such as health care, social services, training and education are not eligible. 3. The purpose of the event must not be precluded under the Municipal Act, e.g. religious services. 4. The event must be provided directly to the citizens of Kitchener, i.e. grants are for direct programs only. Grant applications from organizations and groups that themselves distribute grants to other organizations, groups or individuals will not be considered, i.e. fundraising events are not eligible. Service clubs are eligible to apply for funding if the purpose of the event they are sponsoring is deemed to be a municipal responsibility and the event is city-wide, targeted toward a broad cross-section of the community. 5. Grant applications submitted by individuals or `part groups' of an organization or group will not be considered. 6. Any organization or group that is in arrears and/or litigation with the City of Kitchener is ineligible to apply for funding. 7. Organizations or groups wishing to be considered for an in kind facility grant do not need to be incorporated as not-for-profit corporations. However, budgets and subsequent financial accounting must not show an excess of revenue over expenses. Applicants must demonstrate the capability to manage and govern the event, usually evidenced by the existence of an executive committee or coordinating board. KITCHENER Page 14 of 28 OCTOBER 2011 10 - 17 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 4.0 In Kind Facility Grants, cont'd 4.2 Criteria, cont'd 8. To be eligible for an in kind facility grant, the event is to be open to the general public with no admission charge, or a minimum charge where deemed necessary, to ensure as much public participation and access as possible. 9. Any organization or group applying for funds will give regard to the inclusion and accommodation of persons with a disability. 10.Organizations can request funding for only one event per year, to a maximum of $500. 4.3 Process 1. In kind facility grant requests will be considered by staff of the Community Services Department and processed upon receipt. To be considered for an in kind facility grant, the applicant must submit a fully completed application form, along with required supporting documents as noted on the application form. 2. Formal notification of the grant decision will be sent to the applicant by staff of the Community Services Department. If the grant request is denied by staff, the grant applicant will be given an opportunity to address the Community and Infrastructure Services Committee as a delegation. All decisions made by the Community and Infrastructure Services Committee must be ratified by City Council before they are final. 3. Organizations and groups being given is not to b assistance. 5.0 Community Garden Grants 5.1 General receiving funds are advised that the grant e regarded as a commitment for future For the purpose of this policy 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. KITCHENER Page 15 of 28 OCTOBER 2011 10 - 18 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 5.0 Community Garden Grants, cont'd 5.1 General, cont'd 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. 1. The City of Kitchener recognizes community gardens as a community development activity. 2. Community gardens in the City of Kitchener will be developed and run by community groups with the City acting in a facilitation and support role. 3. The Building Community Gardens Manual will be used as a guide for community gardening in the City of Kitchener. 4. In engaging in gardening activities, community gardeners at all times will protect their own safety and the safety of others. 5. The City of Kitchener will facilitate and support community gardens in the following ways: i. Assist community groups in finding suitable sites for the development of community gardens. Suitable sites may include under-utilized public and private lands, as well as parklands, community centres, schoolyards, boulevards, and cul-de-sac bulbs. Storm water management areas are not considered suitable sites for community gardens. ii. Encourage developers to make available suitable land for community gardens as part of the overall design of subdivisions, senior citizens complexes and homes. This should not necessarily be in excess of the required park land dedication. iii. Set up a land trust and encourage landowners to dedicate lands as permanent community garden sites. iv. Assist in the development of user agreements for City owned lands. v. Assist with advertising and promoting community gardens events. KITCHENER Page 16 of 28 OCTOBER 2011 10 - 19 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 5.0 Community Garden Grants, cont'd 5.1 General, cont'd vi. Liaise, when possible, with property owners on behalf of community gardens. vii. Assist with gardening advice on set up and with co-ordination of community garden projects. viii. Establish a small fund for start-up costs, normally not to exceed $2,000 per garden, and provide water sources, when available, that can be easily accessed by gardeners. ix. Subject to the availability of staff, equipment and material, assist with rototilling and transportation of topsoil and compost if community gardeners are unable to provide this on their own. 6. Where cul-de-sac bulbs and boulevards are used for community gardens the following conditions will apply. i. A neighbourhood consultation process will take place to determine support for the garden. ii. These areas will not be used for growing food. iii. Gardeners can obtain engineering drawings from the City's Development and Technical Services Department to determine the location of City in-ground structures before planting. Gardeners must "call before they dig" to determine the location of all in-ground structures. iv. Gardening activities must not take place on the road and plants must not obstruct roads and sidewalks. v. Plantings in boulevards must not exceed a maximum height of 0.7 metres. vi. Plantings in cul-de-sac bulbs must not exceed a maximum height of 1.5 metres at the centre and must not exceed 0.7 metres at the edge of the bulb to ensure visibility is not obstructed. vii. Plantings in both boulevards and cul-de-sac bulbs must have a minimum horizontal clearance of 1.2 metres from all utilities. KITCHENER Page 17 of 28 OCTOBER 2011 10 - 20 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 5.0 Community Garden Grants, cont'd 5.1 General, cont'd viii. Gardeners will be responsible for providing their own water when gardening in cul-de-sac bulbs and boulevards and following all watering guidelines subject to the Region of Waterloo by-laws. 7. Where parklands are used for community gardens the following conditions will apply: i. A neighbourhood consultation process will take place to determine support for the garden. ii. The garden must operate in harmony with other activities in the park. iii. The garden site showing the plot layout and any structures and fences must be drawn up and approved by the Director of Operations. Structures must not require a building permit (must be less than 107 square feet) and must be easily movable. iv. Garden plots must be allotted in a fair and equitable manner. v. Public access to the park must not be denied. vi. All maintenance standards of the Operations Division must be adhered to. vii. Gardeners must be responsible forthe on going maintenance of the garden including grass cutting and trimming and all arrangements for waste management and disposal. 5.2 Roles and Responsibilities of Various Departments Although it is evident that a number of departments have a role to play in facilitating the community gardens initiative there is a demonstrated need for a community gardens facilitator on staff. This individual will be the contact between the community and the various departments involved in the community gardens initiative, will assist with community garden start- ups and will administer the user agreement. Initially, it is recommended that this individual be hired on contract during the growing season. Suggested departmental roles and responsibilities are as follows: KITCHENER Page 18 of 28 OCTOBER 2011 10 - 21 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 5.0 Community Garden Grants, cont'd 5.2 Roles and Responsibilities of Various Departments, cont'd 1. Community Services Department • Supply equipment, compost, topsoil and woodchips, subject to the availability of staff, equipment and material • Provide garden advice on setup. 2. Development and Technical Services Department • Site plan, site history and zoning • Land ownership • Provide advice on water resources and connection • Provide engineering drawings • Help setup user agreements for City owned lands 3. Legal Services • Help setup user agreements for City owned lands 6.0 Community Development Infrastructure Grants 6.1 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. 6.2 Criteria 1. Applications will be accepted from neighbourhood associations and communities of interest. A community of interest is defined as a group of individuals who voluntarily associate with each other because they have identified common concerns that impact either a geographic area of the city, or the city as a whole. 2. Groups must demonstrate an ability to initiate and follow through on projects by having an organizational structure in place to lead and manage the activities and to account for finances. KITCHENER Page 19 of 28 OCTOBER 2011 10 - 22 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 6.0 Community Development Infrastructure Grants, cont'd 6.2 Criteria, cont'd 3. The application must demonstrably meet one or more of Council's strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents: quality of life, diversity, community engagement, development, environment and/or dynamic downtown. 4. To be considered for this grant, the applicant must submit the following details in the form of a proposal and include: • Organizational structure of the association or community of interest; • Key contact names; • Issue identification ; • Purpose and objectives; • Program, project or event description; • Implementation plan and schedule; and • Budget, including any other proposed funding sources, etc. 5. Allocations of up to $10,000 (given resource availability) will be made for projects that are either self-sustaining or completed at the exhaustion of the grant. Partnerships with other funders are encouraged. 6. This is a one time cash grant. Applicants who have already received a grant from the community development infrastructure program are ineligible to apply again forthis grant. 7. Capital projects are not eligible for a community development infrastructure grant. 6.3 Process 1. Community development infrastructure grant requests will be received and evaluated by staff of the Community Services Department. 2. Formal notification of the grant decision will be sent to the applicant by staff of the Community Services Department. If the grant request is denied by staff, the grant applicant will be given an opportunity to address the Community and Infrastructure Services Committee as a delegation. All decisions made by the Community and Infrastructure Services Committee must be ratified by City Council before they are final. KITCHENER Page 20 of 28 OCTOBER 2011 10 - 23 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 6.0 Community Development Infrastructure Grants, cont'd 6.3 Process, cont'd 3. Organizations and groups receiving funds are advised that the grant being given is not to be regarded as a commitment for future assistance. 4. Where appropriate, neighbourhood and special interest groups receiving funds are expected to present a final report to Council upon completion of the program, project or event or after the grant dollars are fully exhausted. 7.0 Inclusion Grants 7.1 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 or Waterloo. For the purposes of this grant process, a community organization or agency is defined as a not for profit group or agency. Cash Grant: A funding request to assist in the delivery of a program or an event (e.g. dollars to support the purchase of adaptive equipment, training for staff in the delivery of inclusive programming). In kind Grant: A funding request to assist with the cost of a facility rental (e.g. to offset the cost of a community centre rental charge). 7.2 Criteria 1. Not for profit organizations operating in the City of Kitchener and in the City of Waterloo will be eligible for consideration. 2. Groups must demonstrate an ability to initiate and follow through on projects by having an organizational structure in place to lead and manage the activities and to account for finances. 3. Organizations applying for grants must demonstrate evidence of commitment to inclusivity and to volunteer engagement. KITCHENER Page 21 of 28 OCTOBER 2011 10 - 24 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 7.0 Inclusion Grants, cont'd 7.2 Criteria, cont'd 4. Any organization receiving a grant will recognize the City's contribution in any promotional literature. 5. Organizations who receive support from the inclusion grant program are not eligible to apply for funding for the same program/event from the City of Kitchener's community grants program. 6. Requests from organizations that provide similar services as provided by the municipality will be assessed as to whether or not there is a duplication of services. The municipality will not issue grants for services that conflict with or are in direct competition with programs operated internally. 7. The application must demonstrably meet one or more of Council's strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents: quality of life, diversity, community engagement, development, environment and/or dynamic downtown. 8. Partnerships with otherfunders are encouraged. 9. Capital projects are not eligible forfunding. 10.Only one application per agency per year will be considered. 7.3 Process 1. Grant applications will be accepted annually (late winter to early spring) once City Council has approved the annual budget. 2. Inclusion grant requests will be received and evaluated by staff of the Community Services Department. To be considered for an inclusion grant, the applicant must submit the following details in the form of a proposal and include: • Key contact names; • Program, project or event description; • Budget, including any other proposed funding sources, etc.; and • Audited financial statement or recent bank statement. KITCHENER Page 22 of 28 OCTOBER 2011 10 - 25 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 7.0 Inclusion Grants, cont'd 7.3 Process, cont'd 3. Formal notification of the grant decision will be sent to the applicant by staff of the Community Services Department. If the grant request is denied by staff, the grant applicant will be given an opportunity to address the Community and Infrastructure Services Committee as a delegation. All decisions made by the Community and Infrastructure Services Committee must be ratified by City Council before they are final. 4. Organizations may be required to attend a meeting with staff in order to clarify details on the grant applications. 5. Organizations and groups receiving funds are advised that the grant being given is not to be regarded as a commitment for future assistance. 8.0 Youth Recreation Grants 8.1 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. 8.2 Criteria 1. The applicant must be an affiliated City of Kitchener neighbourhood association or incorporated agency or supported community group. 2. Program proposals will give regard to persons with a disability, as identified by the Accessibility for Ontarians with a Disability Act (AODA). 3. Associations must have a fee subsidy option available in order to assist in the removal of barriers to participation. KITCHENER Page 23 of 28 OCTOBER 2011 10 - 26 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 8.0 Youth Recreation Grants, cont'd 8.2 Criteria, cont'd 4. The application must demonstrably meet one or more of Council's strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents: quality of life, diversity, community engagement, development, environment and/or dynamic downtown. 5. Capital projects are not eligible forfunding. 8.3 Process 1. Grants are allocated three times per year (fall, winter and spring). 2. Grant dollars will contribute towards the cost of staff wages to a maximum of $300 per session per program or 50% of the total costs if less than $300. 3. Only one program per association will be considered per session. 4. Youth recreation grant requests will be received and evaluated by staff of the Community Services Department. To be considered for a youth recreation grant, the applicant must submit the following details in the form of a proposal and include: • Key contact names; • Program purpose and objectives; and • A recent bank statement or copy of financial statement. 5. Formal notification of the grant decision will be sent to the applicant by staff of the Community Services Department. If the grant request is denied by staff, the grant applicant will be given an opportunity to address the Community and Infrastructure Services Committee as a delegation. All decisions made by the Community and Infrastructure Services Committee must be ratified by City Council before they are final. 6. Organizations and groups receiving funds are advised that the grant being given is not to be regarded as a commitment for future assistance. KITCHENER Page 24 of 28 OCTOBER 2011 10 - 27 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 9.0 Environment Grants 9.1 Community Environmental Improvement Grants (CEIG) The community environmental improvement grant was created to foster a sense of environmental stewardship throughout the City. Grant recipients are recommended to Council once a year by the citizen-populated Environmental Committee. The objectives of the g rant 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. Further details regarding this grant are provided in Council Policy I-590- Grant Program-Community Environmental Improvement. 9.2 Local Environmental Action Fund (LEAF) 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. 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). 10.0 Neighbourhood Association Program Grants 10.1 Purpose The City of Kitchener offers this grant to affiliated neighbourhood associations to encourage the provision of affordable, neighbourhood-based programming for residents of the City of Kitchener. KITCHENER Page 25 of 28 OCTOBER 2011 10 - 28 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 10.0 Neighbourhood Association Program Grants, cont'd 10.1 Purpose, cont'd The objective of this grant is to support citizen leadership in the development and delivery of leisure and recreation-based programming to residents in their local communities, and improve the quality of life in the City of Kitchener. 10.2 Criteria 1. To be eligible, neighbourhood associations must meet the criteria for affiliation, and must be approved for affiliation by Kitchener City Council. 2. Affiliated City of Kitchener neighbourhood associations who offer recreational programming in their local communities are eligible for cash grants. 3. Groups must demonstrate an ability to develop and implement programming, by having an organizational structure in place to lead and manage the activities and to account for finances. 4. Programs must be advertised and be open to the public. 5. Programs must be inclusive and accessible. 6. Cash grants will be provided for seasonal programs, to a maximum of ten (10) programs per season, three (3) seasons per year. Grants are not applicable to one time workshops, seminars, clinics or special events. 10.3 Process 1. City of Kitchener staff is available for consultation in regard to the development and delivery of programs. The following program information should be provided to staff in advance of the program: • Program description • Program location • Class size • Key volunteerandlorcontactinformation KITCHENER Page 26 of 28 OCTOBER 2011 10 - 29 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 10.0 Neighbourhood Association Program Grants, cont'd 10.3 Process, cont'd 2. Grants are allocated for a maximum of three (3) seasons annually. Grant requests must be made to the designated City of Kitchener staff liaison on a seasonal basis. 3. Neighbourhood associations must submit participant statistics. 4. Neighbourhood associations receiving funds are expected to provide information regarding their programs and activities to Council and the public as appropriate. 11.0 Capital Grants (Non City-Owned Assets) The City of Kitchener does not provide capital grants to groups or organizations for non City-owned assets. For purposes of this policy, the City of Kitchener defines capital grant requests as requests for non- recurring, non-operating funds for the purpose of, including but not limited to, acquiring infrastructure, building renovations andlor majorstudies. 12.0 Economic Development Grants 12.1 Purpose To provide a process to bring requests for economic development grants which align with the City of Kitchener's Economic Development Strategy forward for Council's consideration. 12.2 Process 1. Requests will be received and reviewed by Economic Development staff. Grant requests which are aligned with the Kitchener Economic Development Strategy and for which budget is available will be processed internally by staff and a summary report will be provided to Council annually. Grant requests which are not aligned with the Kitchener Economic Development Strategy or cannot be accommodated within existing budgets may be brought forward for Council's consideration. Staff will identify possible funding sources should Council wish to approve these requests. 2. Organizations making a request must submit the following information: KITCHENER Page 27 of 28 OCTOBER 2011 10-30 POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 12.0 Economic Development Grants, cont'd 12.2 Process, cont'd • Background information on the organization • Specific project details • Detailed project budget • Details of funding requestedlreceived for this project from other sources (e.g. other government organizations, privatelbusiness donations, etc.) • Current financial statement of the organization • Information on previous funding requests to the City of Kitchener and outcomes • Identify project objectives consistent with the City's Economic Development Strategy • Any other information relevant to the request 13.0 Emergency Grants 13.1 Purpose This policy provides a process to bring grant requests, cash or in kind, for emergency funding forward for Council's consideration. For purposes of this policy, the City of Kitchener defines emergency grant requests as requests that do not fit any other City of Kitchener funding source and could not be planned for during the annual budget process (e.g. local, national or international crisis or emergency, supportto neighbouring municipalities). 13.2 Process Requests will be received and reviewed by Financial Planning staff who will bring these forward for Council's consideration. Staff will identify possible funding sources should Council wish to approve the requests. KITCHENER Page 28 of 28 OCTOBER 2011 10 - 31 o ~ N U ~NN~ 0 N~ ~ ~ }' p _ ~ N p }' N ~ O ~ L+~~- ~ ~~ N OLN N~~~ N }, t~+~ }' ~p ~ ' Nt60 ~ ~ ~ (f} ~O~ ~ } ~ ~~ >~~~~ N NO C }' O O 00~ ~~pNa0~ 0 CNN ~ U~O ~ ~ O X . 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'; Q~ ~ W W U ~ LL COC t6 O(6U(6~~ OQN ~N~ ~ ~ N ~ c~ ~ ~c ~(~ M 0 CSD-11-142 -Appendix C PLAYGROUND GRANTS Grant Purpose To provide for a process and criteria whereby community groups can apply to the Community Services Department for limited capital funds as applicable to new playground design and construction, or for addition to an existing playground. Policy Statement The Community Services Department will provide within its means funds and support services to assist community groups in the design, development and installation of playground equipment on City-owned or School Board-owned properties located within the City of Kitchener. Limitations Groups shall not be eligible for funding through this grant process where the following conditions are known to exist: 1. Other financial partnerships orfunding agreements forthe project exist between the group and the City. 2. The playground has already been identified and budgeted for by the City. 3. The playground has previously received funding from the Department through the grant process within the last five calendar years. Funds and Services The Department will include $5,000 each year in its "Playground Features" capital account to finance this program. Applicants are eligible to receive a maximum grant of $1,500 cash plus in-kind services for playground equipment installed on City-owned property and a maximum of $750 cash plus in- kind services for playground equipment installed on School Board-owned property. Definitions For the purpose of these guidelines, "in-kind services" include: planning and site consultation, installation inspections, community meetings and liaison with playground manufacturers. "Playground equipment" includes equipment, such as swing and climbing sets, teeter-totters, slides, animals on springs, and the like, and as constructed and supplied through a recognized playground equipment manufacturer. Playground equipment does not include amenities such as backstops, lights, or goal posts. Considerations Requests for funding and assistance will be prioritized and based on the following: 10-36 Playground Grants (cont'd) 1. Available funds. 2. Funds committed to the applicant through other agencies or organizations. 3. An expressed or demonstrated commitment to the raising of funds by the applicant. 4. The need for the playground as identified through the City budget process and as identified in a formal playground needs analysis such as a master plan, consultant's report or staff study or report. 5. A demonstrated andlor documented need for the playground by the community including actual or anticipated usage. Process A. Playgrounds on City-Owned Property 1. Applicants shall meet with Community Services Department staff to assess their particular eligibility and requirements prior to grant submission. 2. Applicants shall complete and submit a City of Kitchener Grant Application form. 3. The Community Services Department will submit requests through the Community Services Committee for consideration and approval providing recommendations and supplementary information as required. 4. Upon Council approval, a project holding account shall be set up by the Finance Department in orderto administerthe funds. B. Playgrounds on School Board-Owned Property 1. Applicants shall first meet with representatives of the respective School Board in orderto obtain approval and financial commitment forthe project. The City will match the Board's financial contribution up to a maximum of $750 as funds permit. 2. The same process shall be followed as outlined in "A" above. Conditions 1. All playground equipment and features must be purchased and installed according to CSA and City of Kitchener standards. No custom-built playground features will be accepted. Where playgrounds are installed on school property the respective School Board's own playground standards shall apply. 2. The City assumes ownership of all equipment installed on City property. 10-37