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HomeMy WebLinkAbout2014-04-03 SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE MINUTES APRIL 3, 2014 CITY OF KITCHENER The Safe and Healthy Community Advisory Committee met this date, commencing at 4:00 p.m. Present: Mr. A. Bieronski, Chair Councillor S. Davey, Ms. E. Clarke, Ms. N. Bird, Ms. J. Metzger and Messrs. P. Doherty, D. McKlusky, A. Rahimi and S. Grande. Staff: Mr. M. Hildebrand, Director, Community Programs & Services Mr. M. May, Deputy CAO, Community Services Ms. D. Campbell, Manager, Community Resources Centre Ms. L. Korabo, Committee Administrator POLICY I-125 – SAFE & HEALTHY COMMUNITY ADVISORY COMMITTEE – TERMS OF 1. REFERENCE Members of the Committee were provided with a revised Policy I-125 (Safe & Healthy Community Advisory Committee – Terms of Reference) incorporating all input provided at a previous meeting. Staff proposes to present this policy to Council for approval in June 2014. It was agreed that the Terms of Reference, as revised, be presented to Council for approval. GRANT PROCESS PROPOSAL 2. Further to direction given at the March 6, 2014 Safe & Healthy Community Advisory Committee meeting, the sub-committee considering a possible granting process met to draft an outline of proposed guidelines for discussion this date. It was noted that information on the City’s proposed Neighbourhood Matching Funds Grant (NMFG) was reviewed at the same time and it was determined there was no duplication between the two programs. The Committee’s grant would focus on inclusion while the NMFG’s focus is on community engagement. The Committee was reminded of the funds currently available for use as grants. The sub- committee tabled the following parameters for discussion: Focus on inclusion and belonging in the community with applications being accepted from recognized Neighbourhood Associations as well as from other community groups; $2,500. cap on a single grant; A Call For Proposals would be communicated using contacts already connected with the city to assist with circulating messaging about this new funding opportunity. Communication to be specific concerning parameters of the grants; Establishment of a sub-committee to review grant proposals and to compile a short list for consideration by full Committee; Decision required concerning a process with specific application deadlines or an open process; and, Discussion required concerning only approving grants that can be awarded in the current budget year so as not to tie future Committees to ongoing commitment. It was suggested that a report back to the Safe & Healthy Community Advisory Committee on how the funds were spent be required and any unused funds be returned. A roundtable discussion ensued concerning the need for deadlines vs. flexibility, the number of members on the review sub-committee, the amount of funds to be granted and/or withheld for the Committee’s own use, messaging of grant availability and application process, possible limits on the number of concurrent applications by an organization, and the need to ensure that grants are allotted in a manner that is equitable across the community. With regard to communicating grant information, Ms. D. Campbell suggested providing messaging through the City’s current neighbourhood association contacts two – three times per year to keep this information in the forefront. Ms. Campbell commented that many initial grant applications are the result of face-to-face conversations with individuals in the community but in this instance, a plan must be in place to distribute the information using several different methods. SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE MINUTES APRIL 3, 2014 - 7 - CITY OF KITCHENER GRANT PROCESS PROPOSAL (CONT’D) 2. Mr. A. Bieronski commented that the sub-committee hoped to have a grant process structure finalized by the end of April to allow time for submission of applications and potentially, some grants to be determined by June 2014. Ms. E. Clarke thanked members for all the feedback provided and suggested the current sub-committee re-convene to finalize an application form and guidelines. The Committee agreed with this suggestion; however, asked that a draft be circulated prior to formal distribution. Councillor S. Davey supported the process as discussed but also provided feedback concerning grant limits and the development of a formal rating scale to be used when reviewing applications. The Committee provided the following direction to the sub-committee developing the granting process: establish a cap of $2,000. per grant; focus of grants to be promotion of inclusion and belonging; grants to be paid out prior to end of 2014 so as not to commit the next term of the committee; communication of information to be done via the City’s neighbourhood association contacts as well as others; applications to include contact information for one individual; grant recipients will be required to report back on how funds were spent and to return any unused funds; the review sub-committee will vet all applications and will develop a shortlist to be brought back to full committee for consideration; and, the review sub-committee will consist of three members. Members interested in serving on the grant review sub-committee were requested to submit their names to the Committee Administrator. In closing, Mr. M. Hildebrand advised that the Committee will need to determine if any funds are to be held back in order to be used as a resource for future work plan items. On motion by Mr. D. McKlusky - it was resolved: “That 25% of the annual approved funds of Safe & Healthy Community Advisory Committee be retained for use in connection with the Committee’s approved work plan; and further, That the remaining 75% of the annual approved funds be made available for granting purposes through the Committee’s approved application / review process.” NEIGHBOURHOOD MATCHING FUNDS GRANT 3. Ms. N. Bird declared a conflict of interest and did not participate in any discussion. Mr. M. Hildebrand circulated information on a proposed one-time matching funds grant to provide support to neighbourhood and place-based grass roots initiatives: The Neighbourhood Matching Funds Grant (NMFG). Mr. Hildebrand met with the sub-committee discussing a potential granting process for the Committee to ensure that these two processes are not targeting the same potential applicants. The NMFG is part of the City’s Community Investment Policy, will be an ongoing operational grant and will be presented to Council for approval in the near future. The NFMG is proposed to be administered by a committee comprised of Community Programs and Services Division staff, appointed members of the Safe & Healthy Community Advisory Committee as well as representation from the United Way of Kitchener Waterloo & Area. Mr. M. Hildebrand reviewed the following aspects of the proposed grant, being: Purpose; Applicant criteria; Project / event criteria; Funding requests; and, Application process. SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE MINUTES APRIL 3, 2014 - 8 - CITY OF KITCHENER NEIGHBOURHOOD MATCHING FUNDS GRANT (CONT’D) 3. Members were asked to provide input on the various aspects of the grant and comment on suggested minimum / maximum amounts as well as comment on the proposal for participation on the administration committee. Responses were provided by staff on questions relating to: composition of administration committee; submission of proposals; appeal process; and time commitment related to administration of grant applications. Members agreed to the recommendation to sit on the NMFG Committee and further, suggested a grant range of $500. (min.) and $5,000. (max.). Further, it was also suggested an upset limit of $20,000. in total grants should be set for any one year. The City and the United Way will each contribute 50% of the total available funds and will review this arrangement at the conclusion of three years. As there may be some restrictions concerning grant amounts for non-incorporated groups, Mr. M. Hildebrand will speak with Finance staff to gain any clarifications required prior to proceeding to Council and will also look for direction concerning any obstacles to the maximum grant amount suggested by the Committee. The Committee advised that criteria #3 under ‘Applicant Criteria’ be removed and replaced with wording reflecting the use of multiple signatories. In addition, a requirement to submit proof of all purchases / expenditures made with grant monies will be included. TAMARACK COMMUNITY POLICY CONFERENCE 4. The Committee was previously circulated with information concerning the Tamarack Community Policy Conference. Tamarack is an organization dedicated to limiting poverty in Canada and will be hosting a three-day conference at the Victoria Park Pavilion on June 23- 26, 2014. Mr. D. McKlusky asked members to consider if the Committee should send representatives to the conference. The cost is $495 / person if three or more attend from the same organization. Mr. M. Hildebrand advised that the City participated in 2013 by sending a few staff and will likely do so again in 2014. He felt the Committee might be able to take advantage of group pricing and also noted some free passes were available to volunteers last year and this may be a possibility again. City staff is in the initial stages of investigating attendance. It was generally agreed to continue discussion of possible Committee attendance at the May 2014 Committee meeting. In the interim, interested members can email Mr. McKlusky directly to advise (doug.mcklusky@sympatico.ca). WORKPLAN DEVELOPMENT 5. Mr. M. Hildebrand advised the Committee that most of the major action items listed on the current work plan have been completed or are nearing completion. He pointed out that two new items will be added (if approved), being the Committee’s granting process and participation on the Neighbourhood Matching Funds Grant (NMFG) Committee. It was noted members should now be considering next steps and new items to be added to the work plan. Mr. Hildebrand re-introduced the previously suggested direction to look at identified gaps in the community and strategic problem solving to identify what the committee might do to assist or contribute to assisting people / organizations in the community. An evaluation report on the Committee is due to come back to Council before the summer and Mr. Hildebrand would like to include information on how identified community gaps are being addressed. To assist with this process, the list of common emerging themes was re-circulated. It was agreed to add this matter to the May 2014 agenda for discussion. JOINT MEETING OF K-W AND CAMBRIDGE SAFE & HEALTHY COMMITTEES 6. The Subcommittee tasked with co-ordinating arrangements and developing a framework for a possible joint meeting of the three municipalities’ safe & healthy representatives advised that it SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE MINUTES APRIL 3, 2014 - 9 - CITY OF KITCHENER JOINT MEETING OF K-W AND CAMBRIDGE SAFE & HEALTHY COMMITTEES (CONT’D) 6. has been decided to schedule a joint meeting during the Fall of 2014. At this time it appears that the majority of involvement will come from the cities of Kitchener and Waterloo as both have established safe & healthy committees with some involvement from representatives from Cambridge who are represented by neighbourhood associations. Mr. D. McKlusky listed the various subject matters being considered as agenda items at the joint meeting. The next planning meeting will be held on May 1, 2014 and which time further refinement of plans will take place. ADJOURNMENT 7. On motion, the meeting adjourned at 6:06 pm L. Korabo Committee Administrator