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HomeMy WebLinkAbout2004-09-09ENVIRONMENTAL COMMITTEE MINUTES SEPTEMBER 9~ 2004 CITY OF KITCHENER The Environmental Committee met this date commencing at 4:10 p.m. Present: Chair- P. O'Toole R. Atabakhsh, A. Boterman, R. Dingman, Y. Fernandes, C. Schneider and N. Sonder R. Nandakumar - in attendance for part of the meeting. Staff: B. Steiner, Environmental Planner T. Boutilier, Senior Planner J. Billett, Committee Administrator C. Goodeve, Committee Administrator ENVIRONMENTAL STEWARDSHIP GRANT PROGRAM - PROPOSED ADMINISTRATIVE PROCEDURES / TERMS OF REFERENCE The Committee was in receipt of Development and Technical Services Department report DTS- 04-095, dated June 9, 2004, which proposes changes to the Environmental Stewardship Grant Program (ESGP) Terms of Reference and improvements to administrative procedures. The objective of the ESGP is to encourage residents to actively participate in environmental initiatives. To facilitate this program, $10,000 is budgeted annually in the Environmental Stewardship Capital Account, with a maximum grant allocation of $3,000 for any one project. Any funds not used by year-end are reallocated for other capital projects. Mr. T. Boutilier presented details of the report, advising that since adoption of Council Policy 1- 590 (Environmental Stewardship Grant Program) on March 19, 2001, only one grant award has been issued. This is attributed to a lack of sufficient administrative procedures and community awareness. He advised that an invitation for grant proposals has been placed on the City's website and applications will be accepted to the end of September 2004. Any applications received will be forwarded to the Committee for review at the October 14 Committee meeting. The Committee then entered into discussion with regard to the proposed changes to the Terms of Reference and administrative procedures. Mr. R. Nandakumar expressed concerns regarding the name of the grant program and in particular, use of the term "Stewardship". He stated that in his opinion the term conveys a long term commitment whereas the grant is intended to be on a one time basis only. Accordingly he suggested, and it was agreed, that the title of the program be changed to the "Community Environmental Improvement Grant Program" to reflect the intent to encourage community involvement in development of environmental initiatives on a project by project basis. Several changes in wording were agreed to with regard to Criteria 2 and 3 as follows: · Criteria 2: to allow more flexibility the word "must" was changed to "should" to encourage small community groups that may not have as formal a structure to participate in the program; · Criteria3: the phrase "Capital Project" was changed to "Municipal Capital Project" to clearly identify that the program is intended for community use rather than municipal use. Several members commented on methods of promotion, suggesting use of radio, community centres and neighbourhood newsletters. Mr. R. Nandakumer left the meeting at this time. On motion by Mr. C. Schneider - it was resolved: "That Council Policy 1-590 (Grant Program Environmental Stewardship) be repealed and replaced with the following: That the 'Environmental Stewardship Grant Program' be renamed the 'Community Environmental Improvement Grant Program' to be funded from the Environmental Stewardship Capital account; and further, ENVIRONMENTAL COMMITTEE MINUTES SEPTEMBER 9, 2004 -18- CITY OF KITCHENER ENVIRONMENTAL STEWARDSHIP GRANT PROGRAM - PROPOSED ADMINISTRATIVE PROCEDURES / TERMS OF REFERENCE (CONT'D) That the Terms of Reference for the Community Environmental Improvement Grant Program be approved as follows: 1. Grant Purpose Grants are provided to organizations that operate within the City of Kitchener for community environmental improvement projects. The purpose of the program is: To increase people's awareness of how they view and treat air, water and land resources and encourage them to be involved in solutions to improve the quality of those resources. 2. To promote healthy lifestyles practices. 3. To foster a sense of environmental stewardship. 4. To promote community environmental awareness. 5. To promote and initiate the development of short term, intermediate term and long term community based environmental programs. 6. To support environmental research. 2. Fundinq Source Funding is available to a maximum of $3,000 for any one project in a given year to be funded from the Environmental Stewardship Capital Account. 3. Grant Criteria Applications will be accepted from non-profit groups, neighbourhood associations and communities of interest. A 'community of interest' is a group of individuals who voluntarily associate with each other because they have identified common environmental concerns that impact on the City. Groups should 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. Municipal Capital projects are not generally eligible for direct funding from the Community Environmental Improvement Grant Program. Grant funding for consultants or professional salaries will only be eligible if provided within the context of a partnership with other funders. Organizations must be operating for City of Kitchener residents. A pro- rated contribution may be considered where residence of participants is mixed with other municipalities. Organizations who are the responsibility of other levels of government (Municipal, Regional, Provincial, Federal or Educational) and / or have had their funding cut or reduced by these levels of government are normally not eligible for grant funding. 6. Grant requests from organizations that themselves distribute grants to other organizations will not be considered. Organizations having received a grant through the City's Budget process will not be eligible to apply for a Community Environmental Improvement Program grant. ENVIRONMENTAL COMMITTEE MINUTES SEPTEMBER 9, 2004 -19- CITY OF KITCHENER ENVIRONMENTAL STEWARDSHIP GRANT PROGRAM - PROPOSED ADMINISTRATIVE PROCEDURES / TERMS OF REFERENCE (CONT'D) Any organization receiving a grant from the City of Kitchener will recognize the City's contribution in any promotional literature or material which may be prepared by the organization. Grants under this program are intended for one time funding only, for a specific project. Organizations seeking continual support are encouraged to seek other funding sources. 4. Grant Submission Process All requests for Community Environmental Improvement grants must be submitted to the Committee Administrator for the Kitchener Environmental Committee, c/o Corporate Services Department, Kitchener City Hall, 2® Floor, 200 King Street West. 2. All grant requests should be in letter form, and should clearly outline to the Environmental Committee: · issue or problem identification; · organizational structure of the group, association or community of interest; · keycontact names; · clear description of the proposed program or project; · outline of benefits to the Kitchener community of the program or project; · implementation plan and schedule; · budget outline; and, · other partnership or funding contributors. 3. Where applicable, proof of adequate liability insurance should be shown by the organization requesting the grant. 4. All grant requests will be reviewed and evaluated by members of the Environmental Committee and City staff. 5. Organizations receiving financial assistance are advised that the grant being given should not be regarded as a commitment for future assistance. Organizations receiving a grant must submit a report to the Environmental Committee verifying that the grant funds were used for the purpose intended, and specifically how the grant funds were used. Any organization requesting a grant will be afforded the opportunity to address the Environmental Committee, or appointed Sub-Committee, as a delegation. 5. Grant Processing Timetable Environmental Committee and City staff request grant proposals, subject to funding being approved in that year's Capital Budget. January 2. Council finalizes Capital and Current Budgets. March 15th 3. Application deadline for submission of grant requests. March 30th 4. Environmental Committee and City staff review grant requests at special meeting. April ENVIRONMENTAL COMMITTEE MINUTES SEPTEMBER 9, 2004 - 20 - CITY OF KITCHENER ENVIRONMENTAL STEWARDSHIP GRANT PROGRAM - PROPOSED ADMINISTRATIVE PROCEDURES / TERMS OF REFERENCE (CONT'D) 5. Environmental Committee reviews grant requests, April Meeting hears Delegations and prepares recommendations for Development and Technical Services (DTS) Committee. 6. DTS Committee recommends grants to Council. April 7. Council considers grant requests. May 8. Grant applicants are advised by letter of decision of Council. May / June'" 2. AIR QUALITY - PROFILE OF HOW DEALT WITH AND PARTIES INVOLVED Ms. B. Steiner advised that this item was placed on the agenda at the request of Ms. Sonder, who had concerns regarding air quality issues in the Regional Municipality of Waterloo. Ms. Steiner provided an overview of the Citizens Advisory Committee on Air Quality (CACAQ), which is in place to address air quality concerns within the Region. Ms. Steiner advised that the Region in addition to CACAQ, has a number of Policies in place to address air quality issues, such as: the Clean Air Plan; Smog Alert Program; Employee Carpool Initiatives; Fleet Idling Control Policy; and Public Education Programs. Ms. Steiner requested that the Committee consider whether they agree the current framework to address air quality concerns is working, or if they wish to explore other ways the municipality might raise awareness to the issue. Committee Members raised concerns that CACAQ's message was not reaching the general public. A suggestion was made to approach local School Boards to address vehicle idling on school property and its detrimental effect on the environment. Mr. R. Dingman stated that air quality issues arise from a number of sources and raised concerns with the design of subdivisions as they relate to air quality. Mr. A. Boterman suggested that a representative of CACAQ be invited to a future meeting to update the Committee on CACAQ's activities and bring suggestions as to how the Environmental Committee may provide assistance to promote air quality initiatives. In addition, Ms. N. Sonder requested that more information be provided relative to the design process for plans of subdivision and it was suggested that Planning staff be invited to a future meeting to address this matter. Staff were directed to contact representatives of CACAQ to request that a representative, together with the Regional Public Health Co-ordinator, attend the October 14, 2004 Environmental Committee meeting to provide an overview of CACAQ's initiatives and suggestions as to how the Committee might be of assistance in promoting air quality initiatives. Further, it was agreed that Planning staff be invited to attend a future meeting to address issues and concerns related to design guidelines of new plans of subdivision. PROVINCIAL PLANNING REFORM - A GROWTH PLAN FOR THE GREATER GOLDEN HORSESHOE The Committee was in receipt of Development and Technical Services Department report DTS- 04-141, dated September 7, 2004, concerning Kitchener's final response to the Provincial Planning Reform discussion paper "A Growth Plan for the Greater Golden Horseshoe". Ms. B. Steiner advised that key elements of the discussion paper were presented at meetings of the Economic Development Advisory Committee and Compass Kitchener and Members of the Environmental Committee had been invited to attend either session. Following these meetings, a sub-committee of interested members was struck to work with staff in developing a detailed response to the Province on issues of concern to the City of Kitchener. The final report will be considered at the September 13, 2004 Development and Technical Services Committee meeting and members of the Environmental Committee were invited to attend on that day. SEPTEMBER 9, 2004 ENVIRONMENTAL COMMITTEE MINUTES -21 - CITY OF KITCHENER STRATEGIC PLAN FOR THE ENVIRONMENT - UPDATE The Committee was in receipt this date of a copy of the City of Kitchener Strategic Plan for the Environment (SPFTE). Ms. B. Steiner informed that earlier this year members of Council and senior staff held Strategic Planning Sessions out of which came the Council Shared Agenda. An item of concern was the development of a process to update the Strategic Environment Plan. This update is to include: urban forests; pond maintenance; water course strategy; community trail networks; and the Kyoto Protocol. Ms. Steiner advised that this issue will be discussed in more detail at the October Committee meeting. ADJOURNMENT On motion, the meeting adjourned at 5:47 p.m. Colin Goodeve Committee Administrator