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HomeMy WebLinkAboutDSD-2023-431 - Environmental Improvement Grant Funding ConsolidationStaff Report r NJ :R Development Services Department www.kitchener.ca REPORT TO: Planning and Strategic Initiatives Committee DATE OF MEETING: October 30, 2023 SUBMITTED BY: Rosa Bustamante, Director of Planning, 519-741-2200 ext. 7319 PREPARED BY: Carrie Musselman, Senior Environmental Planner, 519-741-2200 ext. 7068 WARD(S) INVOLVED: All Wards DATE OF REPORT: October 18, 2023 REPORT NO.: DSD -2023-431 SUBJECT: Environmental Improvement Grant Funding Consolidation RECOMMENDATION: That the Environmental Stewardship Capital Account currently allocated to the Community Environmental Improvement Grant program be reallocated to the Neighbourhood Development Office to be consolidated with the funding offered through the LoveMyHood Matching Grant, as outlined in Development Services Department report DSD -2023-431; and, That Council Policy 1-590 (Grant Program — Community Environmental Improvement) be repealed; and further, That Council Policy FIN -GRA -525 (Community Investment) be amended to remove Section 8.1 Community Environmental Improvement Grants (CEIG). REPORT HIGHLIGHTS: • The purpose of this report is to seek Council approval to transfer the Community Environmental Improvement Grant funding to the Neighbourhood Development Office. • The key findings of this report are that residents now have several grants available that closely align and, in some cases, overlap with the Community Environmental Improvement Grant (CEIG). Additionally, since the launch of the CEIG the City has established the Neighbourhood Development Office who can more effectively administer grants. • There are no financial implications to the recommendations in this report. • Community engagement included the report posted online as part of the Committee agenda and consultation with the Climate Change and Environment Committee at its September 2023 meeting. • This report supports Environmental Leadership and Great Customer Service. BACKGROUND: Council Policy 1-590 (Grant Program — Community Environmental Improvement) (Attachment A) was established in 2001 and amended in 2004, 2008 and repealed and replaced in 2012. In 2015, as part of the corporate Policy Review it was recommended that to ensure policies are up-to-date and *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 40 of 668 still relevant, they should be reviewed every 3-5 years and that each policy have a review date identified on the document. REPORT: When the Community Environment Improvement Grant (CEIG) program was created it was one of the first environmental grants available to residents. The aim of the grant has been to encourage residents to actively participate in environmental initiatives, by undertaking projects that meet the following objectives: • increase awareness of how residents view and treat the air, water, and land resources. • foster a sense of environmental stewardship. • promote community environmental awareness. • promote and initiate the development of community based environmental projects; and, • support environmental research. The grants approved have varied in nature but have primarily been environmental projects such as school yard greening or tree planting or for environmentally focused community awareness events. In 2021, the grant was paused pending its review. CEIG Review - Is the policy current and relevant? Residents now have several environmental grants available, such as the Region of Waterloo Community Environmental Fund, the Grand River Conservation Authority Community Conservation Grants, and the TD Friends of the Environment Foundation Grant, Ontario Community Environment Fund, and Federal EcoAction Community Funding Program. Attachment B provides an overview of the grants outlined above. Additionally, the City now offers the LoveMyHood Matching Grant through the Neighbourhood Development Office. The LoveMyHood Matching Grant includes projects of an environmental nature such as community gardens, food hedges, pollinator gardens, tree planting and more. Since 2016, the LoveMyHood program has funded 44 of the 66 greening related applications received. CEIG Review - Is the policy having the desired effect? Both in 2008 and 2012 staff reviewed the program and implemented changes to improve the program. Following these program improvements, applications submitted continued to be suboptimal, and as such, funds were not able to be fully dispersed. Additionally, for those grants approved, funding is often not adequate to complete projects. In a number of instances, the recipient has used the grant to leverage funding from other sources. CEIG Review — Are staff resources used efficiently? CEIG has one staff resource (a Senior Environmental Planner) who has the grant program included among their duties. Throughout the year they may answer calls or emails as they arise, once a year they would work with communications staff to advertise the program, update the City's website to receive applications, work with the former Environment Committee to review applications and select recipients, and work with finance staff to disperse the funds. In comparison, under the Manager of Neighbourhood Development and Volunteer Engagement the City has a dedicated team of staff who champion the LoveMyHood neighbourhood strategy and support the `resident -led, city -supported' vision through grants, capital projects and other activities Page 41 of 668 with a focus on building capacity, sense of belonging and ensuring equitable distribution of resident - led initiatives in neighbourhoods across the city. For grants and resident -led projects the Neighbourhood Development Office has established a grant selection committee and internal circulation process that gathers feedback from 15 internal divisions within 5 business days. Staff in the Neighbourhood Development Office develop agreements, letters of understanding, and insurance packages that serves as a project's road map to success that clearly outlines roles and responsibilities and creates accountability for residents and staff. The staff in the Neighbourhood Development Office provide strong customer service through a dedicated phone line and email, as well as working closely with resident groups as a single point of contact, being available as a support on a project from start to finish. CEIG Review — Are funds used efficien Currently, $5,000 is budgeted annually to facilitate CEIG with a maximum grant allocation of $3,000 for any one project. Between 2004 and 2020, the CEIG supported 65 grants and dispersed approximately a total of $109,400 to organizations (i.e., neighbourhood associations, non -profits, schools) that operate within the city. While the grants that have been dispersed have been well utilized, the total number of applications received has remained relatively low. A total of 88 applications have been received since 2007 and CEIG was able to fund only 53% mainly due to applications not meeting minimum grant requirements. As outlined above, efforts have been made through various CEIG improvements since the grant's inception. Below is an annual breakdown from 2016-2020 of the number of applications received and funded and a description of what was applied for. In 2021 the CEIG was paused pending this review. Year # of applications received # of applications funded Description of projects funded Amount of funds dispersed 2016 8 2 - Edible Forest Heights for the Forest $4,025 Heights Community Centre (FHCC) Food Forest Enhancement Project Remaining - Community Access bikeshare / The balance - Working Centre for a Bikeshare $975 Education Project 2018* 5 5 - Busking for Change for a local $8,000* fundraising campaign piloting 'text - to -donate" software Remaining - Waterloo -Wellington Science & balance — Engineering Fair — DEAR: $2,975 Developing Environmental Advocates and Researchers for a CO2 Simulation Group Activity - K -W Working Centre — for a Sustainable Gardening Workshop Series - KW Habilitation and Rockway Mennonite Collegiate for an inclusive agricultural -based in class and hands on learning opportunity - Trinity Village / Lutheran Homes for a berm revitalization and naturalization project. Page 42 of 668 Year # of applications received # of applications funded Description of projects funded Amount of funds dispersed 2019 4 4 - Kitchener Master Gardeners for $5,000+ room rentals $620 from - Divest Waterloo for a Resiliency carry forward and Regeneration Climate funds. Conversation Event for Faith Communities Remaining - Sunshine Montessori School balance - (SMS) to purchase terra -cycle $2,355 boxes. - Transition Kitchener -Waterloo for room rentals and workshop supplies for Neighbourhood Climate Change Adaptation / Mitigation Workshops 2020 5 3 - Acting Now for the Environment, $5,000 for an education / information +$1,008 sharing / motivation event from carry - Arctic Sea Ice Memorial, for forward installing a public art and funds. environmental education display on the Duke and Ontario Parking Remaining Garage balance - - Homer Watson Friends of the $1,347 Environment, to make the three acres of land surrounding the Homer Watson House & Gallery an environmentally friendly and enjoyable space *In 2017 CEIG was not able to be run due to limited staff resources. The 2017 funds were carried forward to 2018 for a total amount available in 2018 of $10,000 plus the existing balance in the account. In comparison, the City's LoveMyHood Matching Grant has a value of approximately $150,000 annually. The LoveMyHood Matching Grant started in 2020. Prior to that, it had four grant streams (Neighbourhood Matching Grant, Placemaking Challenge Grant, the Community Garden Grant, and a Tree Planting Pilot Grant), that were amalgamated into the LoveMyHood Matching Grant. Applicants (i.e., informal neighbourhood -based community groups) may request amounts up to $30,000. Projects occurring on non -city land are eligible to receive up to $10,000 and events are eligible to receive up to $2,000. Since 2016, the LoveMyHood program has received 66 greening related project applications totaling $589,475 and were able to fund 44 projects, amounting to $300, 892 being awarded. CEIG Review — Recommendation The City has undergone many changes since CIEG was first introduced including the establishment of the Neighbourhood Development and Volunteer Engagement Office whose role is to facilitate new neighbourhood grants. To continue to provide the best grant opportunities to the community, make efficient use of staff resources, leverage other grant opportunities including Kitchener's LoveMyHood Matching Grant, Page 43 of 668 and be fiscally responsible, policies and procedures need to grow and adapt. Therefore, it is recommended that funds currently allocated to CEIG be reallocated to the Neighbourhood Development Office and Council Policy I-590 (Grant Program — Community Environmental Improvement) be repealed. STRATEGIC PLAN ALIGNMENT: This report supports Environmental Leadership and Great Customer Service. FINANCIAL IMPLICATIONS: Capital Budget — The Environmental Stewardship Capital Account currently allocated to the CEIG program will be reallocated to the Neighbourhood Development Office to be consolidated with the funding offered through the Love My Hood Matching Grant. Operating Budget — The recommendation has no impact on the Operating Budget. COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. CONSULT — Staff consulted with the Climate Change and Environment Committee at the September 21, 2023, meeting. During committee discussion it was mentioned that there is a lack of grants for individuals. Staff have relayed this information onto the Neighbourhood Development and Volunteer Engagement Office. The committee supports the staff recommendation outlined in this report. PREVIOUS REPORTS/AUTHORITIES: • DSD -2023-381 - Council Policy 1-590 (Grant Program — Community Environmental Improvement) Repeal • DTS-04-095 Environmental Stewardship Grant Program • CRPS-08-151 Environmental Committee Recommendation: Revised Community Environmental Improvement Grant Criteria & Submission Process • CSD -12-041 Environmental Committee Recommendation: Revised Council Policy 1-590 (Grant Program - Community Environmental Improvement) REVIEWED BY: Mark Hildebrand, Director Neighbourhood Programs and Services Natalie Goss, Manager Policy & Research APPROVED BY: Justin Readman - General Manager, Development Services ATTACHMENTS: Attachment A — Council Policy 1-590 (Grant Program — Community Environmental Improvement) Attachment B — Environmental grants available to residents Attachment C — Proposed amendments to Council Policy FIN -GRA -525 (Community Investment) Page 44 of 668 POLICY NUMBER: 1-590 SUBJECT: GRANT PROGRAM — COMMUNITY ENVIRONMENTAL IMPROVEMENT COUNCIL POLICY RESOLUTION POLICY NUMBER: 1-590 DATE: OCTOBER 4, 2004 AMENDED: OCTOBER 6, 2008 AMENDED: MARCH 15, 2012 POLICY TYPE: FINANCIAL SUBJECT: GRANT PROGRAM - COMMUNITY ENVIRONMENTAL IMPROVEMENT POLICY CONTENT: 1. Purpose Grants are provided to organizations that operate within the City of Kitchener. The purpose of the program is: a) 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; b) to foster a sense of environmental stewardship; c) to promote community environmental awareness; d) to promote and initiate the development of community based environmental projects; e) to support environmental research. 2. Funding Source Funding is available to a maximum of $3,000.00 for each project in a given year to be funded from the Environmental Stewardship Capital Account. 3. Criteria a) Applicants: i. Applications will be accepted from non-profit groups, 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 environmental concerns that impact the city. ii. Applicants 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 1 of MARCH 2012 Page 45 of 668 POLICY NUMBER: 1-590 SUBJECT: GRANT PROGRAM — COMMUNITY ENVIRONMENTAL IMPROVEMENT iii. Applicants must submit a completed community environmental improvement grant application form, along with all supporting documents as noted in the application form, by the deadline to the City of Kitchener. iv. Applicants are encouraged to propose projects that provide as much public participation and access as possible, e.g. minimum charge or no admission charge whenever possible. V. Applicants seeking continual support for a project are encouraged to seek other funding sources but may reapply every three years. vi. A limit may be placed on the number of applications considered from schools or school related entities in a given year. b) Projects: i. Each project for which funding is requested must demonstrably meet Council's strategic objectives as documented in the City of Kitchener Strategic Plan for the Environment and other policy documents, namely: Natural Heritage Systems and Recreational Amenity Areas, Water Resources, Air Quality, Land Resources and Growth Management, Energy Systems, Resource Consumption and Waste Management, and Environmental Education and Public Awareness. ii. Projects must consider inclusion and accommodation of persons with disabilities. iii. Projects should normally be completed within one calendar year from the date the application is approved. iv. Projects that conflict with or are in direct competition with projects performed by the City will not be supported. V. Projects provided by the applicant for which funding is requested must be provided directly to the citizens of Kitchener. c) Financing: i. Projects that bring additional external financing, material or human resources to a project through partnerships are favoured over projects that are only sponsored by the City of Kitchener. ii. Funding for consultants or professional salaries will only be eligible if provided within the context of a partnership with other funders. Applicants must be operating for City of Kitchener residents. A pro -rated contribution may be considered where residence of participants is mixed with other municipalities. Such fees may be allowed to a maximum of $500.00. KITCHENER Page 2 of 4 MARCH 2012 Page 46 of 668 POLICY NUMBER: 1-590 SUBJECT: GRANT PROGRAM — COMMUNITY ENVIRONMENTAL IMPROVEMENT iii. Where applicable, proof of adequate liability insurance should be presented by the applicant requesting the grant. iv. Projects that are the responsibility of other levels of government Municipal, Regional, Provincial or Federal will not be eligible for a Community Environmental Improvement Grant. V. Projects having received funding through the City's Budget process, Tier 1 or 2 Community Grants or Community Garden Grant will not be eligible for a Community Environmental Improvement Grant. vi. Community Environmental Improvement Grants are intended for one time funding only for a specific project. vii. Projects that distribute funds to other organizations will not be considered, e.g. fundraising events. viii. Costs that are associated with ongoing business activity and not a specific requirement of the proposed initiative will not be eligible for a Community Environmental Improvement Grant, e.g. office supplies, telephone/internet fees, salaries, in-kind donations or volunteer time, travel and accommodation costs etc. d) Revisions: i. Any changes to the project timeline, nature and or content of an approved project shall be subject to a revised proposal being submitted to the Environmental Committee which will forward a recommendation to City council as to whether the previously approved funding should be withdrawn. ii. Failure to submit a revised proposal may result in the withholding or repayment of funds. e) Recognition: i. Applicants receiving funds from the City of Kitchener will recognize the City's contribution. The City will provide its corporate logo and corporate name for use in promotional literature and material that may be prepared by the organization/group for which a grant has been received. Such promotional material and literature is to be developed in accordance with the City's Corporate Standards Manual. The format of the recognition will be negotiated by staff and the organization/group. ii. Applicants receiving a grant must give a presentation to the Environmental Committee at the June Committee meeting. A final report detailing grant KITCHENER Page 3 of 4 MARCH 2012 Page 47 of 668 POLICY NUMBER: 1-590 SUBJECT: GRANT PROGRAM — COMMUNITY ENVIRONMENTAL IMPROVEMENT expenditures, summary of activities undertaken, environmental outcomes achieved that include photographs, copies of media coverage received or written feedback must be submitted within one month of the completion of the project or at the November committee meeting, whichever occurs first. iii. All project documentation and photographs become the property of the City of Kitchener for use on its website or other educational material or events. 4. Grant Submission Process a) All grant requests will be reviewed and evaluated by the Environmental Committee and City of Kitchener staff. b) Community Environmental Improvement Grant applications will be received once per year, normally in mid-September (specific deadline dates will be published annually). c) A sub -committee of the Environmental Committee will make grant recommendations based upon input from Environmental Committee members to allocate resources within budget. d) Applicants will be notified of the sub -committee's grant recommendations prior to consideration by the Environmental Committee, normally in October (specific deadline dates will be published annually). e) Applicants who request a grant will be afforded the opportunity to address the Environmental Committee or appropriate Standing Committee of Council as a delegation pursuant to Council's Procedural By-law; delegations are permitted to address the Committee for a maximum of five (5) minutes. f) Generally, grant recommendations will be brought forward for consideration by Council at an appropriate Standing Committee of Council meeting, normally in November or December (specific date will be published annually). g) All decisions made by the appropriate Standing Committee of Council must be ratified by City Council before they are final. The Committee's decision from this meeting will be considered at the next regularly scheduled meeting of City Council. h) Formal notification of successful grant recipients and amounts will be sent to applicants following decisions by Council. i) Payment of grants will occur after Council approval. KITCHENER Page 4 of 4 MARCH 2012 Page 48 of 668 Appendix B - Environmental grants available to residents Kitchener The LoveMyHood Matching Grant Region of Waterloo Community Environmental Fund Community Conservation Grants (Grand River Conservation Foundation) • formal and informal neighbourhood -based community groups in Kitchener • Charitable or non-profit organizations (clubs, associations, land trusts) • Neighbourhood associations and other unincorporated community-based groups • Co-operative corporations • Schools, school boards, universities, colleges, hospitals, library or other public institutions • Individuals/students with a documented collaborative agreement with an eligible applicant. • Stewardship Grants are also available for: • Private landowners (including commercial or business owners who provide matching funds) • Area Municipalities, the Grand River Conservation Authority or Regional departments • groups and schools • community groups must have, or have access to, a registered charitable number TD Friends of the • Registered Canadian charities with a Charitable Environment Registration Number (CRN) Foundation Grant • Educational institutions (primary/secondary/post- secondary) • Municipalities • • Indigenous groups/communities First Nation and Metis communities and organizations Ontario Community Environment Fund • academic institutions (such as schools, colleges and universities) • conservation foundations • municipalities • incorporated non-profit organizations • incorporated community-based groups Federal EcoAction • Non-profit and non-governmental groups and Community Funding organizations Program • city land up to $30,000 • non -city land up to $10,000 • events up to $2,000 • $15,000 per project • $5,000 research and education projects • $3,000 school greening • up to $1,000 are available for community groups • up to $750 for elementary schools • Needs based, no set minimum or maximum amount • minimum funding request is $5,000, no maximum if funds are available • minimum funding request is $25,000, up to 50% of eligible project expenditures up to max $100,000 4 per year 1 per year 1 per year 2 per year 1 per year 1 per year • Renew or revitalize neighbourhood public and green spaces, contributing to neighbourhood beautification and celebration. • Foster neighbourhood pride and sense of belonging. • Develop stronger relationships between neighbours and neighbourhood groups. • Improve safety, accessibility and/or mobility. • Entrust residents to become more actively involved in their neighbourhoods through working together as neighbours. • Build caoacity for Iona -term chanae built by neiahbours workina toaether • Provide a positive and lasting environmental return, • Engage citizens and encourage collaboration, • Seek innovative solutions and/or increase knowledge, and • Produce measurable and achievable outcomes • conservation projects • must be located in the Grand River watershed and available for the use or benefit of the entire community • a wide range of environmental initiatives, with a primary focus on environmental education and green space programs • i.e., community gardens, environmental education projects, outdoor classroom and nature play, tree planting and urban greening projects • environmental restoration and remediation activities that repair environmental harm • resilient communities and local solutions to environmental issues • contribute to improving freshwater quality through actions that reduce harmful substances in fresh water and/or restore and protect freshwater ecosystem health Page 49 of 668 TABLE OF CONTENTS Section Page No. 1.0 ...... Purpose and Scope.......................................................................................... 2 2.0 ...... Community Grants............................................................................................ 3 2.1 Rationale for Community Grants .................................................... 3 2.2 Two Types of Community Grants .................................................... 3 2.3 Funding Formula for Community Grants ......................................... 4 2.4 Tier 1 Grants................................................................................... 4 2.5 Tier 2 Grants................................................................................... 6 3.0 .......... Travel Assistance Grants................................................................................ 9 4.0 .......... In Kind Facility Grants................................................................................... 11 5.0 .......... Community Development Infrastructure Grants ............................................ 13 6.0 .......... Inclusion Grants............................................................................................ 15 7.0 .......... Youth Recreation Grants............................................................................... 17 8.0 .......... Environment Grants...................................................................................... 18 Omitted 2_4 ('nmM61REty ERVirGnmon4al IR;PF eM 19 9.0.......... Neighbourhood Association Program Grants ................................................ 19 10.0 ........ Capital Grants............................................................................................... 20 Page 1 of 22 Page 50 of 668 EI POLICY Policy No. FIN -GRA -525 I Policy Title: COMMUNITY INVESTMENT Approval Date: November 24, 2008 Reviewed Date: Nov 2017 Policy Type: COUNCIL Category: Finance Next Review Date: November 2022 Reviewed Date: Sub -Category: Grants, Rebates & Incentives Last Amended: September 23, 2019 Author: Administration Repealed: Dept/Div: Community Services, Financial Services, Development Services Replaced by: Related Policies, Procedures and/or Guidelines: LoveMyHood Matching Grant TABLE OF CONTENTS Section Page No. 1.0 ...... Purpose and Scope.......................................................................................... 2 2.0 ...... Community Grants............................................................................................ 3 2.1 Rationale for Community Grants .................................................... 3 2.2 Two Types of Community Grants .................................................... 3 2.3 Funding Formula for Community Grants ......................................... 4 2.4 Tier 1 Grants................................................................................... 4 2.5 Tier 2 Grants................................................................................... 6 3.0 .......... Travel Assistance Grants................................................................................ 9 4.0 .......... In Kind Facility Grants................................................................................... 11 5.0 .......... Community Development Infrastructure Grants ............................................ 13 6.0 .......... Inclusion Grants............................................................................................ 15 7.0 .......... Youth Recreation Grants............................................................................... 17 8.0 .......... Environment Grants...................................................................................... 18 Omitted 2_4 ('nmM61REty ERVirGnmon4al IR;PF eM 19 9.0.......... Neighbourhood Association Program Grants ................................................ 19 10.0 ........ Capital Grants............................................................................................... 20 Page 1 of 22 Page 50 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 11.0........ Economic Development Grants..................................................................... 20 12.0 ........ Emergency Grants........................................................................................ 21 13.0 ........ Safe & Healthy Community Advisory Committee Cash Grants ..................... 21 14.0 ........ LoveMyHood Matching Grant.............................................................22 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 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. Page 2 of 22 Page 51 of 668 POLICY APPLIES TO THE FOLLOWING: ❑ All Employees ❑ All Full -Time Employees ❑ All Union ❑ Management ❑ C.U.P.E. 68 Civic ❑ Non Union ❑ C.U.P.E. 68 Mechanics ❑ Temporary ❑ C.U.P.E. 791 ❑ Student ❑ I.B.E.W.636 ❑ Part -Time Employees ❑ K.P.F.F.A. ❑ Specified Positions only: ❑x Other: community residents ❑x Council ❑ Local Boards & Advisory Committees Page 2 of 22 Page 51 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 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. 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 future generations. 2.2 Two 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. Page 3 of 22 Page 52 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 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. 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. 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. 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. Page 4 of 22 Page 53 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 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. 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. Page 5 of 22 Page 54 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 2.5 Tier 2 Grants 2.5.1 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. 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. 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: 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. 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. Page 6 of 22 Page 55 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 3. Services provided by the organization/group for which funding is requested must not be precluded under the Municipal Act, e.g. religious services. 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 organization/group will not be considered. 7. Volunteer organizations/groups planning an event to raise funds to support an organization/group that is receiving a City of Kitchener grant will be not considered for Tier 2 funding. 8. Organizations/groups 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. Organizations/groups 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. Page 7 of 22 Page 56 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 10. Organ izations/groups 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 organization/group 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. 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 feedback/debriefing 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. Page 8 of 22 Page 57 of 668 Policy No: FIN -GRA -525 Policy Title: 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. Page 9 of 22 Page 58 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 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. Sport Championship/Cultural Event within Ontario 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. Sport Championship/Cultural Event outside Ontario but within Canada 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 Page 10 of 22 Page 59 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 3. Sport Championship/Cultural Event outside Canada 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. Page 11 of 22 Page 60 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 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. 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. 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. Page 12 of 22 Page 61 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 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 receiving funds are advised that the grant being given is not to be regarded as a commitment for future assistance. 5.0 COMMUNITY DEVELOPMENT INFRASTRUCTURE GRANTS 5.1 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. 5.2 Criteria Page 13 of 22 Page 62 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 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. 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 for this grant. 7. Capital projects are not eligible for a community development infrastructure grant. 5.3 Process 1. Community development infrastructure grant requests will be received and evaluated by staff of the Community Services Department. Page 14 of 22 Page 63 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 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 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. 6.0 INCLUSION GRANTS 6.1 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). 6.2 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. Page 15 of 22 Page 64 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 3. Organizations applying for grants must demonstrate evidence of commitment to inclusivity and to volunteer engagement. 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 other funders are encouraged. 9. Capital projects are not eligible for funding. 10. Only one application per agency per year will be considered. 6.3 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. Page 16 of 22 Page 65 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 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. 7.0 YOUTH RECREATION GRANTS 7.1 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. 7.2 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. 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. Page 17 of 22 Page 66 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 5. Capital projects are not eligible for funding. 7.3 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 6. Services Committee must be ratified by City Council before they are final. 7. 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 ENVIRONMENT GRANTS • _ :■��� �nii►tii�c:���iilULMLLtiltiM Page 18 of 22 Page 67 of 668 Policy No- FIN -GRA -525 Policy Title- COMMUNITY INVESTMENT 9.0 NEIGHBOURHOOD ASSOCIATION PROGRAM GRANTS 9.1 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. 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. 9.2 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. Page 19 of 22 Page 68 of 668 • - -- -- - - - - - 9.0 NEIGHBOURHOOD ASSOCIATION PROGRAM GRANTS 9.1 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. 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. 9.2 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. Page 19 of 22 Page 68 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 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. 9.3 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 volunteer and/or contact information 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. 10.0 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 and/or major studies. 11.0 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. Page 20 of 22 Page 69 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 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: • Background information on the organization • Specific project details • Detailed project budget • Details of funding requested/received for this project from other sources (e.g. other government organizations, private/business 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 12.0 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, support to 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. Page 21 of 22 Page 70 of 668 Policy No: FIN -GRA -525 Policy Title: COMMUNITY INVESTMENT 13.0 SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE CASH GRANTS The Safe and Healthy Community Advisory Committee will consider one year cash grants for one time projects, initiatives or events that support inclusion and/or belonging within Kitchener neighbourhoods. Grant requests will be received by the Community Programs and Services Division of the Community Services Department. 14.0 LoveMVHood MATCHING GRANT See related LoveMyHood Matching Grant Procedure (APPENDIX A) 15.0 HISTORY OF POLICY CHANGES Administrative Updates 2016-06-01 - Policy template 1-525 re -formatted to new numbering system and given number FIN -GRA -525. 2018-05-10 - Minor housekeeping changes 2018-04-03 - Department name change due to corporate re -organization. Formal Amendments 2009-06-29 - As per Council directive, 2010-06-28 - As per Council directive, 2011-10-24 - As per Council directive, 2014-04-14 - As per Council directive, 2017-11-06 - As per Council directive, 2019-09-23 - As per Council directive, see report CSD -09-041. see report CSD -10-041. see report CSD -11-142. see report CSD -14-003. see reports INS -17-079 & CSD -17-095 see report CSD -19-020 Page 22 of 22 Page 71 of 668 APPENDIX 'A' hMrd/J% iiia/'J7�a IrgiedV pUraces Louiuieded peopx e working r..r Kitchener's gupole to great n6agihbourhoods LoveMyHood Matching Grant Criteria Residents take the lead, and the City supports them along the way. That's the vision behind LoveMyHood, Kitchener's approach to making great neighbourhoods. The City of Kitchener offers a LoveMyHood Matching Grant to support new resident -led neighbourhood and placemaking initiatives. City staff are here to help and will work behind the scenes to make it easy for you to make things happen in your neighbourhood. Have questions or need help with your application? Please contact city staff at �o v..e �r........:j..� .Li t c.I].e r.,.!_e.!:.:.ca... to get started! *** This information is available in accessible formats upon request. *** Please call 519-741-2200 ext. 7083 or TTY 1-866-969-9994 for assistance. The LoveMyHood Matching Grant is intended to: • Renew or revitalize neighbourhood public and green spaces, contributing to neighbourhood beautification and celebration. • Foster neighbourhood pride and sense of belonging. • Develop stronger relationships between neighbours and neighbourhood groups. • Improve safety, accessibility and/or mobility. • Entrust residents to become more actively involved in their neighbourhoods through working together as neighbours. • Build capacity for long-term change built by neighbours working together. WHIO CAN APPLY Both formal and informal neighbourhood -based community groups in Kitchener are eligible to apply, whether the group is newly formed for the purpose of a specific project, or is a pre-existing group undertaking a project. Applicants must demonstrate that their group: • Is composed of multiple people who live and/or work in the neighbourhood. Page 72 of 668 hMrd/J% iiia/'J7�a rgiedV pUraces Louiuieded peopx e working ', ; it rr Kitchener's gupole to great n6agihbourhoods • Gathered the wider neighbourhood's support for the project, including, at a minimum, notifying all residents within 120 m of the project site. To encourage greater community engagement, preference will be given to groups who demonstrate in their application that they have gone above the minimum engagement requirements. • Has a project budget outlining how they propose to match the grant funding with community resources (in-kind or in -cash). • Has a bank account with at least two people named as signatories for grants over $500. • Agrees to report back upon completion of the project, including an accounting of all revenues, expenses and proof of purchases. PROJECT CMI TEMI Applicants must demonstrate that the project: • Will occur within Kitchener city limits and be geographically defined within a neighbourhood. Acceptable locations include: o City of Kitchener land, such as parks, trails, greenways, boulevards, parking areas, cul- de-sacs, etc. o Other public land owned by school boards, Region of Waterloo, etc. o Private land that is accessible to the general public and not owned by a business (e.g. parking lots, green space around faith/cultural buildings, not-for-profit organizations, etc.) • The application is for a one-time funding request for a neighbourhood project. Please note that this grant is not intended for ongoing maintenance costs. • The project contributes to neighbourhood identity. • The project is equitable, encouraging diverse neighbourhood involvement and participation of residents, community members and volunteers in the project planning and process. Preference will be given to projects that provide more opportunities for residents based on their age, culture, disability, ethnicity, gender, generation, language, region and socio-economic status, with at least one grant per year being awarded to projects in each of the city's 10 wards, provided qualified applications exist. Projects occurring on non -city land will be considered only if they: • Are accessible to the general public. • Include neighbourhood residents in the project planning and implementation process. • Have received advanced permission from the landowner. Page 73 of 668 All h Mrd/J% iiia/'J7�a rgiedV pUraces Louiuieded peopx e working t, ; it rr Kitchener's gupole to great n6agihbourhoods Capital projects are eligible for this grant. FUNDING REQUESTS a) Applicants may request amounts up to $30,000. Projects occurring on non -city land are eligible to receive up to $10,000 and events are eligible to receive up to $2,000. b) For larger grant amounts, funds may be distributed in installments at the discretion of the City of Kitchener. c) The applicant's matching contribution must be appropriate to the needs of the proposed project, and may include: • Cash donations. • Ongoing volunteer labour/time (valued at $20 per hour). • Donated professional or contractor services, including services from artists and arts organizations (valued at the reasonable retail value of the product/service). • Donated materials and supplies (valued at retail prices). • Borrowed equipment (valued at the cost necessary if it were to be rented). d) The total value of the group's entire contribution to the project must equal or exceed the dollar amount requested. While the match can include contributions from partnerships, including businesses and community organizations, a portion of the match must come from the applicant group itself. e) Funds from other City of Kitchener or sponsor grants cannot be counted as match. In a greater effort to support new and emerging groups, City staff may consider providing additional funding to projects on a case-by-case basis. f) The City's matching contribution may include a combination of in-kind services (e.g. rental of space, city services, installation costs, etc.), and cash. g) Groups that do not complete their project as proposed, or have leftover funds, will be required to return the funds. Of course, plans and timelines may be adjusted if you experience challenges. Please communicate these changes with City staff. HOW TO APPLY Applications will be accepted through an online form available at htt1:`�..: r.1 err„�,rgylrc�c�r�_cp... tc�c�l„�, i,rnr Y.Z. nalc.! „.n..9, i„ nt. sJ, �, beginning on Tuesday, January 21, 2020. If you require assistance or accommodations with your application, please contact the Neighbourhood Development Office at: Page 74 of 668 hMrd/J% iiia/'J7�a rgiedV pUraces Louiuieded peopx e I working t, it rr Kitchener's gupole to great n6agihbourhoods • E-mail: LeeMH:(:ICutc:lW��Wr.c:a • Phone: 519-741-2200 x HOOD (4663) SELECVION • All grant requests will be reviewed and evaluated by the Love My Hood Matching Grant Selection Committee. The committee consists of a maximum of 11 members, including four City of Kitchener staff, six resident volunteers and one representative from a sponsoring organization. • The selection committee will begin reviewing applications after each quarterly grant deadline, which will occur in February, May, August and November. • Groups will be notified of the outcome of their application as soon as possible, but typically within 4 to 6 weeks of application submission. This will give City staff time to navigate internal processes and departments on your behalf and determine the next steps to make approved projects a reality. • To ensure multiple areas of the city benefit from this grant, preference will be given to awarding at least one grant per year for each of the city's 10 wards, provided qualified applications exist. • To ensure an equitable distribution of grants, priority will be given to new or emerging neighbourhood groups who will benefit the most from funding support. Applications from these new and emerging groups will be given priority consideration during each quarterly intake period over applications from neighbourhoods and groups that have previously received considerable funding through LoveMyHood. • The selection committee may choose not to distribute the full funding amount available per intake period. Any remaining funds will be carried forward into the next intake period. • A group may apply for multiple grants during each intake period, but may only receive one grant per intake. • This is a one-time grant not intended to provide financial support on a recurring basis. Please note that this grant is not intended for ongoing maintenance costs. • Each LoveMyHood Matching Grant applicant and project is unique, and these guidelines cannot address every possible project scenario. Please connect with City of Kitchener staff for additional information. T H� �ICONSWER Before you submit an application, we recommend that all applicants connect with our team of neighbourhood liaisons for assistance. Whether it's helping to ensure your budget is accurate or providing Page 75 of 668 hMrd/J% iiia/'J7�a rgiedV pUraces Louiuieded peopx e working t, it rr Kitchener's gupole to great n6agihbourhoods insight on permits and licenses, your neighbourhood liaison can provide useful knowledge on navigating city processes. Please contact city staff at 1o1 i t„ 1�_!�2d _IJtc,;I. � r.-i.e �„ca. to get started! ................. If approved for a grant, city staff will continue to help you along the way and will navigate city hall on your behalf. As we review your application, we may identify potential approvals or conditions that may be necessary, including: Neighbourhood Support: It is important to make sure that your neighbours support your project, including, at minimum, notifying all residents within 120 m of the project site. Depending on the type of project, you may need to take additional steps to demonstrate neighbourhood support. City staff can help you determine how many residences are within 120 m of the project site and understand what steps are most appropriate, and how to involve your neighbours in a way that is fair, open and inclusive. Agreements: All projects funded by the LoveMyHood Matching Grant require a written agreement or letter of understanding. Staff recognize the need to adapt, negotiate and compromise so that we can develop an agreement that works for everyone. All LoveMyHood agreements are guided by principles of collaboration, respect, and safety. Our agreement serves as your project's road map to success and creates accountability for all of us. It covers requirements and expectations for the following: • Financial Details • Community Engagement • Insurance • Design • Implementation • Maintenance • Communications • Recognition and Sponsorships Recognition: Successful applicants are expected to acknowledge the contributions of the City of Kitchener and other grant sponsors on all promotional materials, and are encouraged to use #LoveMyHood on social media. Recognition in the form of a plaque or other medium is expected for long-term capital projects and community gardens. Evaluations: Successful applicants are required to complete an evaluation form related to improving the LoveMyHood Matching Grant and provide a financial report following the conclusion of the project. A group's eligibility for future grants may be impacted if the evaluation is not completed. Page 76 of 668 hOOa | pcmt phrAc=s Ln""cdnd peop�e | working '"m°m°, | The City ofKitchener isextremely grateful that you are taking the initiative tomake your neighbourhood Page 77 of 668