HomeMy WebLinkAboutDTS-08-194 - Local Environment Action Fund (LEAF) - Application & Evaluation Process & Communication Plant
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Report To: Councillor B. Vrbanovic, Chair, and
Members of the Finance and Corporate Services Committee
Date of Meeting: November 17, 2008
Submitted By: Jeff Wllmer, Interim General Manager of Development and Technical
Services
Prepared By: Barbara Steiner, Senior Environmental Planner (519-741-2293)
Ward(s) Involved: ALL
Date of Report: November 13, 2008
Report No.: DTS - 08 - 194
Subject: Local Environmental Action Fund (LEAF) Application & Evaluation Process,
and Communications Plan for 2009
RECOMMENDATION:
1. THAT the details of the Operating Framework for the Local Environmental Action Fund
(LEAF) as described in DTS-08-194 be received for information, and further
2. THAT the LEAF Steering Committee be comprised of the following individuals: the four
(4) General Managers of City departments, the Chief Administrative Officer, the Senior
Environmental Planner responsible for LEAF, the Manager of Long Range and Policy
Planning, and the Director of Corporate Communications and Marketing.
BACKGROUND:
At the April 16, 2007 meeting of the Finance and Corporate Services Committee, Council
approved the $5 million Local Environmental Action Fund (LEAF). Throughout 2007, input on
how LEAF should operate was obtained from staff, Council and the public. Based on this
direction from all stakeholders an Operating Framework for LEAF (DTS-08-33) was approved by
Council on March 17, 2008.
The Operating Framework identified:
• Priority areas for funding through LEAF;
• Criteria for evaluating applications and selecting preferred projects or programs; and
• A mechanism for measuring the success of LEAF.
Procedures, guidelines and forms for making application to LEAF have been developed, along
with a Communications Plan, and launch, deadline and award dates for 2009. The
recommended composition of the LEAF Steering Committee responsible for assessing
applications and making recommendations to Council has also now been confirmed.
City Council will be the final decision-making authority on whether or not an application for LEAF
funding is successful or not.
REPORT:
Based on the input received from the public, Council and staff in 2007, the following operating
framework for LEAF was approved by Council on March 17, 2008:
GOAL
To reduce, or repair, Kitchener's impact on the environment focusing on the reduction of
greenhouse gases, and to enhance the ability of the Kitchener community to live sustainably
into the future.
OBJECTIVES
Projects or programs funded by LEAF MUST:
1. Contribute to the reduction of greenhouse gases produced by the City's own operations
and / or the community-at-large; AND
2. Increase public awareness of the environmental impact of the behaviours of municipal
governments, communities, businesses, families, and/or individuals, and promote
changed behaviour at this local level; AND
3. Provide along-term, sustainable, environmental benefit to Kitchener;
AND accomplish ONE OR MORE of the following
4. Contribute to enhanced local air quality
5. Result in reduced energy use, increased energy efficiency, increased use of alternative
energy sources
6. Increase City-ownership of significant natural lands where other techniques for
acquisition have not succeeded
7. Provide capital enhancements to City-owned and -managed natural lands over and
above what would occur as part of normal City procedures
8. Facilitate capital improvements that will make existing communities more complete and
residents of those communities less dependent on the automobile.
Building on the approved Operating Framework, a staff group comprising the Chief
Administrative Officer, the General Managers of the four (4) Departments, the City Solicitor, the
Director of Project Administration and Economic Investment, the Director of Planning, the
Manager of Long Range and Policy Planning, the Director of Corporate Communications and
Marketing, and the Senior Environmental Planner responsible for LEAF met numerous times to
consider how procedures, guidelines and forms for making application to LEAF could best be
developed. Leslie Felker, Project Development Advisor in the Project Administration and
Economic Investment Group, provided considerable research into similar grant programs
offered by other municipalities and relevant organizations, and was a key member of the core
group developing the guidelines and application forms. Christa Roettele, of the Communications
Division provided insight on the application form for smaller projects which will be most used by
non-profit and community groups.
Staff is recommending two (2) types of application (attached):
1. Requests for funding for amounts under $50,000 for projects or programs that are
smaller in nature, where the application has been developed in a simpler format to be
used more likely by community and non-profit organizations; and
2. Requests for funding for amounts of $50,000 and over for projects that are larger in
nature, where the application has been modelled on the City's business-case format to
be used more likely by formal professional organizations including City departments.
Milestones and Key Dates for the 2009 Intake
Mid-November 2008 Launch: Media, brochures, City website and direct email
February 16, 2009 Application Submission Deadline (under $50,000)
March 2, 2009 Application Submission Deadline ($50,000 or over)
Mid-Feb to end of March 2009 Assessment by LEAF Steering Committee &
Recommendation(s) to FCS Committee and Council
April 2009 Council Approval of Successful Grant Applications
April 20-24, 2009 (Earth Week) Public Announcement of Successful Grantees
FINANCIAL IMPLICATIONS:
On April 16, 2007, $5 million was established by Council resolution for Kitchener's Local
Environmental Action Fund-$2 million in 2007 and $1 million each for 2008, 2009 and 2010.
Costs to promote LEAF are covered by the Planning Division's 2008 advertising budget.
COMMUNICATIONS:
To encourage Kitchener not-for-profit, for-profit and charitable organizations and community-
based groups to submit a Local Environmental Action Fund (LEAF) funding application, targeted
organizations will be informed of LEAF by direct mail. A LEAF brochure will be mailed to
potential applicants and be promoted at city facilities such as community centres and on the
website www.kitchener.ca/leaf. The public will also be notified of LEAF through press releases,
advertisements in local newspapers and television and via a front page article in Your Kitchener.
After LEAF grantees have been selected, an announcement of funding recipients will take place
at a press conference to be held during Earth Week. A media release and articles in Your
Kitchener and EnviroNEWS will notify the public of grantees and build awareness of the local
environmental enhancement being enabled by LEAF. Information on grantee projects and
environmental information will also be posted on the LEAF website www.kitchener.ca/leaf.
arbara Steiner, .Sc. AI in Pinard, M.A., MCIP, RPP
enior Environ ental Planner Interim Director of Planning
Attachments
LEAF Grant Application for Large Projects ($50,000 and over)
LEAF Grant Application for Small Projects (under $50,000)
1.
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Grant Application for Large Projects
$50,000 and over
Project Name
Date of Application
Point of contact
Barbara Steiner
Senior Environmental Planner
Telephone: 519-741-2293
Email: environment@kitchener.ca
www.kitchener.ca/leaf LEAF grant application -Large projects $50,000 and over Page i
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LEAF Overview
In 2007, Kitchener city council approved the creation of a $5 million environmental fund called the
Local Environmental Action Fund (LEAF). The goal of LEAF is to reduce, or repair, Kitchener's
impact on the environment focusing on the reduction of greenhouse gases, and to enhance the
ability of the Kitchener community to live sustainably into the future.
Funds are limited - $4 million as of 2009 and a further $1 million in 2010.
Application Overview
Goal of LEAF
To reduce, or repair, Kitchener's impact on the environment focusing on the reduction of
greenhouse gases, and to enhance the ability of the Kitchener community to live sustainably into
the future.
General Guidelines
All applicants should read Local Environmental Action Fund (LEAF) guidelines found on
.6citchener.~ ~/' ®®~ including LEAF objectives, priority funding areas, and assessment criteria
before completing the application.
We strongly encourage potential applicants to contact the City of Kitchener to discuss, and get
direction on, their application for funding by LEAF prior to finalizing and submitting the application.
Who is Eligible?
• Charitable organizations
• Organizations incorporated as not-for-profit in Ontario
• Other public organizations (universities, schools, hospitals, faith groups)
• City departments and affiliated agencies
Individuals, and other municipalities and levels of government, are not normally eligible for
funding, unless:
- A strong partnership application is submitted;
- Matching funds are made available;
- The partnership offers the opportunity to leverage Kitchener's investment to its maximum
potential; and
- The project provides along-term, sustainable benefit to Kitchener.
For-profit organizations are not normally eligible for funding, unless:
- A strong partnership application is submitted;
- Matching funds are made available;
- The partnership offers the opportunity to leverage Kitchener's investment to its maximum
potential;
- The project or grant does not constitute a financial benefit to the organization with respect
to its business;
- The project is not located on property owned by the organization;
- The project, program or grant does not constitute a bonus under the Ontario Municipal Act;
and
- The project provides along-term, sustainable benefit to Kitchener.
The project or program must be located and implemented within the City of Kitchener.
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What Projects or Programs are Eligible? (LEAF Objectives)
Project or Program must:
• Contribute to the reduction of greenhouse gases produced by the City's own operations and / or
the community-at-large AND
• Increase public awareness of the environmental impact of the actions of municipal
governments, communities, businesses, families, and/or individuals, and promote changed
behaviour at this local level; AND
• Provide along-term, sustainable, environmental benefit to Kitchener; AND
Project or Program must also accomplish at least ONE of:
• Contribute to enhanced local air quality
• Result in reduced energy use, increased energy efficiency, increased use of alternative energy
sources
• Increase City-ownership of significant natural lands where other techniques for acquisition have
not succeeded
• Provide capital enhancements to City-owned and managed natural lands over and above what
would occur as part of normal City procedures
• Facilitate capital improvements that will make existing communities more complete and
residents of those communities less dependent on the automobile.
Other criteria will be utilized for the evaluation of the application based on the information
provided in the applicant's grant application.
Other Grant Requirements
• Any funding awarded will be for definite purposes, and for projects /programs covering a
specific time period
• Grants are normally based on one-time funding, and are not intended for on-going (e.g.
operational) support
• Grantees must recognize the City's contribution in any promotional literature or material. A copy
of such literature or material must be submitted to the City and developed in accordance with
the City of Kitchener Corporate Standards Manual.
• Funding must be used for the purposes for which they were awarded. Any change in funding
use requires written notification to, and approval by, the City.
• The City reserves the right to terminate the release of funds to an applicant should information
come to light which indicates that the funds are not being spent in accordance with the terms
under which they were secured.
• Grantees will be required to enter into a signed agreement with the City.
Please visit .kitchener.ca/leaf to ensure you understand and are willing to comply with all
requirements.
Types of Grants
Fill out THIS APPLICATION if your request is $50,000 or over.
If your request is under $50,000, visit .kitchener.ca/leaf and download the under $50,000
application form.
Please note however that there are two deadline dates.
• Requests under $50,000 have a deadline of February 16, 2009 by 5 p.m.
• Requests of $50,000 and over (THIS APPLICATION form) have a deadline of March 2, 2009 by
5 p.m.
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Collaborative Applications
If you are submitting an application that is made up of two or more organizations or institutions,
please submit only one application (and one set of relevant documentation) by the organization
leading the project.
Submission Information
The grant application can be found online at .kitchener. /i ° in either a PDF or Word
version. This should then be submitted by email or by regular mail.
Submit by Email
Submit your application to environment@kitchener.ca using the subject line Application for Local
Environmental Action Fund (LEAF). All email submissions will be sent an email confirmation
ensuring the application was received. If you do not receive an email confirmation within 24 hrs,
please call 519-741-2293.
Please also attach:
A completed application (in PDF or Word)
List of Board of Directors (if applicable)
Most recent (audited or unaudited) financial statements (where available)
Other pertinent materials may also be appended
Submit by Mail
Submit your application by mail to:
Local Environmental Action Fund
Kitchener City Hall
6th floor, 200 King Street West
PO Box 1118, Kitchener, ON N2G 4G7
Please ensure the following are submitted with your mailed application:
A completed application
List of Board of Directors (if applicable)
Most recent (audited or unaudited) financial statements (where available)
Other pertinent materials may also be appended
Application Deadlines
For Smaller Projects or Programs of under $50,000
Application Deadline: February 16, 2009
For Larger Projects or Programs of $50,000 or more
Application Deadline: March 2, 2009
Applications received after the deadline will be returned to the applicant.
Application Assessment
Proposals will be evaluated using LEAF Objectives (see above) as key criteria.
Priority will be given to applications that:
• Inspire environmental change;
• Show the necessity of funding;
• Have local impact;
• Raise profile of important environmental issues;
• Increase environmental capacity;
• Attract additional funding;
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• Promote environmental awareness and education;
• Address the community's most significant environmental concerns;
• Provide measureable outcomes and timelines.
Assessment Process and Timeline
LEAF Steering Committee
The LEAF Steering Committee will be made up of the following people: the 4 General Managers
of City departments, the Chief Administrative Officer, Senior Environmental Planner responsible
for LEAF, Manager of Long Range and Policy Planning, and Director of Communications.
During the evaluation process, the LEAF Steering Committee may contact applicants for more
information or clarification, and may also solicit the advice of other knowledgeable individuals or
organizations.
The role of the LEAF Steering Committee will be to receive and review all of the applications, to
evaluate them, and then to make recommendations on each of those applications to Finance and
Corporate Services committee and Council.
Council
City Council will be the final decision-making authority on whether or not an application for LEAF
funding is successful or not.
Approval
Upon approval by Kitchener Council, applicants will be notified and the funding will be announced
during Earth Week in April of 2009.
The City reserves the right to reject any and all applications.
The City also reserves the right to terminate the release of funds to an applicant should
information come to light which indicates that the funds are not being spent in accordance with the
terms under which they were secured.
Measuring Success
The success of LEAF will be measured through the city meeting its commitments as a Council-
endorsed participant in the Federation of Canadian Municipalities' Partners for Climate Protection.
For successful projects or programs funded through LEAF, this will mean calculating the reduction
of greenhouse gases resulting from the implementation of the project or program.
In addition, afinal-and potentially interim-report(s) will be required of grantees. This will help
evaluate and document the success of LEAF in meeting its Goal, i.e.
To reduce, or repair, Kitchener's impact on the environment focusing on the reduction of
greenhouse gases, and to enhance the ability of the Kitchener community to live sustainably into
the future.
Point of Contact
If you have questions about your application, please contact:
Barbara Steiner, Senior Environmental Planner
Telephone: 519-741-2293
Email: environment@kitchener.ca
www.kitchener.ca/leaf LEAF grant application -Large projects $50,000 and over Page v ,, .
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Organization Name:
Application Summary
Mailing address:
Telephone:
Primary ~"d~~~C.
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Fax: Website:
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appllCable) Telephone:
PPOI@Ct Project Title:
~~Total~~Estimated~Cost of~Project
Title:
Email:
Amount Requested from LEAF:
Your project gran
application must
include (where
applicable): Expected Project Duration: Estimated C02 reduction
^ Most recent potential (in tonnes/year):
financial
statements mmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmm.
^ List of current Protect Summary:
Board of Briefly describe (200 word maximum) your project's purpose and objectives, and how the
Directors project will help LEAF achieve its goals. Information provided here will be published if
your application is successful.
Is this your first LEAF grant application?
How did you hear about LEAF?
^ Newspaper advertisement ^ Direct mail
^ Newspaper article ^ City of Kitchener website
^ Other: please specify:
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Application Details
Complete the sections of the application below, using the italicized text as guidance on the
type of information being requested of the applicant.
1. Background
Use this section to provide an introduction to the subject of the grant application. This section describes the
history and current issues giving rise, or relating, to the environmental problem or opportunity that is the subject of
the application.
Problem /Opportunity
Provide a broad overview and brief description of the environmental problem or opportunity that the project /
program is trying to address. Identify both the Purpose and the Objectives of the project. Objectives are
planned levels of accomplishment ("milestones" and / or "measurables') that can be measured and
compared to actual results.
Current Situation
This section provides a s ecific synopsis of what is currently happening (the "Vl/hat?'), what has led to the
current situation (the "Vl/hy?'), and what is likely to happen if the current situation is not changed.
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Proponent
This section provides a description of the group applying for LEAF funding. Please provide an overview of
your mission and mandate, and describe when you were formed, any affiliations you have and major
accomplishments to date. Tell us about the regular activities and primary focus of your organization. Explain
what audience your general activities reach. (In some cases this may be a different focus and audience
than your grant application.)
Environmental Trends
Briefly substantiate the need for the proposed environmental project or program through identifying relevant
studies, scientific references, trends and statistics, measurements, metrics and / or other evidence (max.
app. in length).
Checklist for Application Details Section
1. The environmental problem or opportunity should be clearly defined.
2. Outline the relevant facts so that the reader has a clear understanding of the history, current
situation and the potential future risks and rewards.
3. Include, where possible, the latest available scientific and statistical information.
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2. Alignment with LEAF Goals & Objectives
LEAF Goal
Kitchener Council has endorsed the following goal for projects or programs funded by the Local Environmental
Action Fund (LEAF).
To reduce, or repair, Kitchener's impact on the environment focusing on the reduction of greenhouse
gases', and to enhance the ability of the Kitchener community to live sustainablyZ into the future
Describe how this grant application will achieve this stated goal.
Water vapour, carbon dioxide, methane, nitrous oxide and ozone. Human activities such as the burning of fossil fuels leads to higher
carbon dioxide emissions.
z To meet current needs without compromising the ability of future generations to meet their needs.
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LEAF Objectives
Kitchener Council has endorsed the following objectives for projects or programs funded by LEAF.
Projects or programs funded by LEAF must:
1. Contribute to the reduction of greenhouse gases produced by the City's own operations and / or the
community-at-large, AND
2. Increase public awareness of the environmental impact of the actions of municipal governments,
communities, businesses, families, and individuals, and promote changed behaviour at this local level,
AND
3. Provide a long term, sustainable, environmental benefit to Kitchener; AND
Accomplish ONE OR MORE of the following:
4. Contribute to enhanced local air quality
5. Result in reduced energy use, increased energy efficiency, increased use of alternative energy sources
6. Increase City-ownership of significant natural lands where other techniques for acquisition have not
succeeded
7. Provide capital enhancements to City-owned and -managed natural lands over and above what would
occur as part of normal City procedures
8. Facilitate capital improvements that will make existing communities more complete and residents of those
communities less dependent on the automobile.
Identify how the grant application will meet these objectives.
The grant application will be evaluated using these objectives as key criteria upon which a funding decision
will be made. Other criteria (see Section 5) will also be utilized in the evaluation of the grant application.
Checklist for Alignment with LEAF Goals & Objectives Section
1. The project or program must achieve objectives 1 to 3. Describe this.
2. The project or program must achieve one or more of objectives 4 to 8.
Describe how.
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3. Project /Program Description
This section provides an explanation of how the project or program will address the environmental problems
and / or opportunities identified in the Background section.
The Project Description provides a clear identification of what the project will accomplish, the specific requirements
of the proposed project or program, what the project will and will not include, what the expected results are, and
who the players, stakeholders and / or beneficiaries are.
Goals
Describe succinctly the specific goal of the proposed project or program.
Objectives, Outcomes and Measurables
• Outline both the objectives and the expected outcomes of the project or program in clear and
measurable terms.
• Objectives should be described broadly enough so that meaningful alternatives to achieving the stated
objective(s) are not ruled out and narrowly enough so that only relevant alternatives are considered.
• Objectives can be used to develop an evaluation methodology (measurables) which can assess the
success of the project after implementation.
• Outcomes should reflect the stated goal of LEAF, as well as any project-specific goals.
• Measurables should be chosen to demonstrate how the project will result in reduced greenhouse gas
emissions and increase environmental awareness, as well as to demonstrate the achievement of
project-specific environmental objectives. This will be important as there is a requirement to report on
results and successes on either/both an interim and /or final basis.
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Protect /Program Requirements
Other Involvement
List all interested parties that maybe involved in or impacted (positively or negatively) by the project or
program. Categorize them either by primary (directly impacted and involved in the project) e.g. partners, or
secondary (impacted but is not directly involved in the project) e.g. target audience. For each party include
an overview of their ongoing role in the project or program.
Interested parties Project Role
Primary
Secondary
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Implementation Plan & Timeframe(s)
Itemize specific and measurable deliverables of the project /program with an estimated timeframe of when
the task will be completed.
Timeframe Task Person/Organization
Responsible
Checklist for Project /Program Description Section
1. Clearly state what the project will accomplish.
2. Indicate all parties that will be impacted by the project.
3. Clearly lay out the general requirements of each interested party.
4. Clearly outline the timelines of the project.
5. The grant application should outline the consultation that has taken place with other interested
parties to date.
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4. Alternative Solutions
In order that the LEAF Steering Committee and Kitchener Council fully understand the content of the proposed
project or program, it is important to identify alternative solutions, to be able to answer questions such as, "How
else can we address this challenge?"
Provide a description of other possible solutions to address the problem or opportunity. Evaluate the rationale as
to why some have been eliminated as viable alternatives. Viable options usually include a `do nothing' option.
Checklist for Alternative Solutions Section
1. All possible solutions should be identified.
2. All alternate funding sources should be identified and analyzed.
3. All viable alternatives should be indicated. There should be sufficient reason for the exclusion
of possible solutions.
4. The proposed project or program should take advantage of partnerships and shared service
opportunities.
5. All constraints for each alternative should be identified.
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5. Project Criteria Fit
Explain how the grant application aligns with the following evaluation criteria of the City. These criteria were
derived from the input obtained both from Kitchener Council and the public.
Describe the level of iit for each grouping of criteria using the following guidelines:
- Yes indicates that the grant application meets the criterion well
- No indicates that the grant application does not meet the criterion
- Use Not Sure if you do not know.
Providing an explanation of How the application meets a particular criterion is critical for the reviewers to
understand.
Does It Fit?
Criteria (Yes, No, Explanation
Not Sure)
To Inspire Environmental
Change
- Have significant enough impact
to inspire large-scale community
action and/ or change (i.e.
transformational)
- Engage the community
- Facilitate opportunities for City
to lead by example
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To Provide Needed Funding
- Permit the implementation of
desirable projects not normally
funded through Kitchener's
municipal mandate, nor the
mandates of other relevant
levels of government
- Address an urgent need
To Have Local Impact
- Be primarily within the
mandate/control of the City of
Kitchener
- E.g. also support the local
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To Raise Profile of Important
Environmental Issues
- Already exist but are having
challenges being implemented
- Those that do not normally get
the attention of the City
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Does It Fit?
Criteria (Yes, No, Explanation
Not Sure)
To Increase Environmental
Capacity
- Increase environmental
knowledge in the community,
outside of government
- Community collaborations
- Partnerships for synergy
- Be sustained into the future
To Attract Additional Funding
- Leverage other financial or
significant in-kind resources
To Promote Environmental
Awareness and Education
- Engage the community
- E.g. School outreach and
curriculum support
To Address Community's Most
Significant Environmental
Concerns -Air quality
- Important Kitchener greenlands
- Energy use
- Alternative transportation
- Environmental literacy
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To Provide Measureable
Outcomes and Timelines
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6. Project Risk Assessment
Identify all risks that may relate to the project or program. A risk is a factor or event that may jeopardize the project
from achieving the anticipated benefits or increase the cost of the project. Include a risk mitigation strategy for
each that would minimize the impact.
For each project risk, identify the probability of the risk occurring and the impact it may have using the following
guidelines:
Probability of Risk:
High indicates that the event is highly likely to occur
Medium indicates that the event is likely to occur
Low indicates that the event is not likely to occur
Impact of Risk:
High indicates that the event has a significant impact to the project
Medium indicates that the event will impact the project
Low indicates that the impact is relatively minor to the project
None indicates that the risk will not impact the project
Risks to the Project
Examples of project/program risks are:
• Funding deferred or not available
• Lack of partnership commitment
• Group sponsoring project/program is disbanded
Project Risk Assessment Probability Impact
Risk 1 -
Mitigation Strategymmmmmmmmmmmmmmmmmmmmmm
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Risk 2 -
Mitigation Strategy -
mmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmm mmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmm mmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmm
Risk 2 -
Mitigation Strategy -
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7. Economic and Community Impact
Identify the capital and operating costs, as well as the funding sources, for the preferred alternative.
Project Budget - (Financial costs)
Capital Costs: Provide a breakdown of all capital costs.
Operating Costs: Distinguish one-time operating costs from on-going operating costs.
Funding Sources: Include in-kind resources from all sources.
Operating Budget Notes/Assumptions: E.g. staffing model, organizational chart
Project Benefits - (Non-Financial)
List the benefits associated with the project /program which are not easily quantifiable (i. e. difficult to attach
a dollar value to), and give justification for their importance.
Benefits Description
Checklist for Economic and Community Impact Section
1. Identify whether any of the non-financial items be converted to financial items.
2. The description should adequately explain the importance of the benefit.
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Signature
I have the authority to make application on behalf of our organization to the Local Environmental
Action Fund (LEAF) program of the City of Kitchener. (If submitting via email, please certify in the
email body that you agree that you have the authority to make application on behalf of your
organization to the Local Environmental Action Fund (LEAF) program of the City of Kitchener.)
Name: Title
Date:
MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT
Information provided by the applicant on the application form, or as support material with the
application, may be made available to City staff, committees, and members of the LEAF Steering
Committee. Application forms will be retained for a period of three years; evaluation records for a
period of one year. The names of all applicants may be made public.
Information collected on this form or as support material
may become part of a public document.
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Grant Application for Small Projects
Under $50,000
Project Name
Date of Application
Point of contact
Barbara Steiner
Senior Environmental Planner
Telephone: 519-741-2293
Email: environment@kitchener.ca
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LEAF Overview
In 2007, Kitchener city council approved the creation of a $5 million environmental fund called the
Local Environmental Action Fund (LEAF). The goal of LEAF is to reduce, or repair, Kitchener's
impact on the environment focusing on the reduction of greenhouse gases, and to enhance the
ability of the Kitchener community to live sustainably into the future.
Funds are limited - $4 million as of 2009 and a further $1 million in 2010.
Application Overview
Goal of LEAF
To reduce, or repair, Kitchener's impact on the environment focusing on the reduction of
greenhouse gases, and to enhance the ability of the Kitchener community to live sustainably into
the future.
General Guidelines
All applicants should read Local Environmental Action Fund (LEAF) guidelines found on
.6citchener.ca/leaf including LEAF objectives, priority funding areas, and assessment criteria
before completing the application.
We strongly encourage potential applicants to contact the City of Kitchener to discuss, and get
direction on, their application for funding by LEAF prior to finalizing and submitting the application.
Who is Eligible?
• Charitable organizations
• Organizations incorporated as not-for-profit in Ontario
• Other public organizations (universities, schools, hospitals, faith groups)
• City departments and affiliated agencies
Individuals, and other municipalities and levels of government, are not normally eligible for
funding, unless:
- A strong partnership application is submitted;
- Matching funds are made available;
- The partnership offers the opportunity to leverage Kitchener's investment to its maximum
potential; and
- The project provides along-term, sustainable benefit to Kitchener.
For-profit organizations are not normally eligible for funding, unless:
- A strong partnership application is submitted;
- Matching funds are made available;
- The partnership offers the opportunity to leverage Kitchener's investment to its maximum
potential;
- The project or grant does not constitute a financial benefit to the organization with respect
to its business;
- The project is not located on property owned by the organization;
- The project, program or grant does not constitute a bonus under the Ontario Municipal Act;
and
- The project provides along-term, sustainable benefit to Kitchener.
The project or program must be located and implemented within the City of Kitchener.
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What Projects or Programs are Eligible? (LEAF Objectives)
Project or Program must:
• Contribute to the reduction of greenhouse gases produced by the City's own operations and / or
the community-at-large AND
• Increase public awareness of the environmental impact of the actions of municipal
governments, communities, businesses, families, and/or individuals, and promote changed
behaviour at this local level; AND
• Provide along-term, sustainable, environmental benefit to Kitchener; AND
Project or Program must also accomplish at least ONE of:
• Contribute to enhanced local air quality
• Result in reduced energy use, increased energy efficiency, increased use of alternative energy
sources
• Increase City-ownership of significant natural lands where other techniques for acquisition have
not succeeded
• Provide capital enhancements to City-owned and managed natural lands over and above what
would occur as part of normal City procedures
• Facilitate capital improvements that will make existing communities more complete and
residents of those communities less dependent on the automobile.
Other criteria will be utilized for the evaluation of the application based on the information
provided in the applicant's grant application.
Other Grant Requirements
• Any funding awarded will be for definite purposes, and for projects /programs covering a
specific time period
• Grants are normally based on one-time funding, and are not intended for on-going (e.g.
operational) support
• Grantees must recognize the City's contribution in any promotional literature or material. A copy
of such literature or material must be submitted to the City and developed in accordance with
the City of Kitchener Corporate Standards Manual.
• Funding must be used for the purposes for which they were awarded. Any change in funding
use requires written notification to, and approval by, the City.
• The City reserves the right to terminate the release of funds to an applicant should information
come to light which indicates that the funds are not being spent in accordance with the terms
under which they were secured.
• Grantees will be required to enter into a signed agreement with the City.
Please visit .kitchener.ca/leaf to ensure you understand and are willing to comply with all
requirements.
Types of Grants
Fill out THIS APPLICATION if your request is under $50,000.
If your request is $50,000 or over, visit .kitchener.ca/leaf and download the $50,000 and
over application form.
Please note however that there are two deadline dates.
• Requests under $50,000 (THIS APPLICATION form) have a deadline of February 16, 2009 by 5
p. m.
• Requests of $50,000 and over have a deadline of March 2, 2009 by 5 p.m.
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Collaborative Applications
If you are submitting an application that is made up of two or more organizations or institutions,
please submit only one application (and one set of relevant documentation) by the organization
leading the project.
Submission Information
The grant application can be found online at .kitchener. /i ° in either a PDF or Word
version. This should then be submitted by email or by regular mail.
Submit by Email
Submit your application to environment@kitchener.ca using the subject line Application for Local
Environmental Action Fund (LEAF). All email submissions will be sent an email confirmation
ensuring the application was received. If you do not receive an email confirmation within 24 hrs,
please call 519-741-2293.
Please also attach:
A completed application (in PDF or Word)
List of Board of Directors (if applicable)
Most recent (audited or unaudited) financial statements (where available)
Other pertinent materials may also be appended
Submit by Mail
Submit your application by mail to:
Local Environmental Action Fund
Kitchener City Hall
6th floor, 200 King Street West
PO Box 1118, Kitchener, ON N2G 4G7
Please ensure the following are submitted with your mailed application:
A completed application
List of Board of Directors (if applicable)
Most recent (audited or unaudited) financial statements (where available)
Other pertinent materials may also be appended
Application Deadlines
For Smaller Projects or Programs of under $50,000
Application Deadline: February 16, 2009
For Larger Projects or Programs of $50,000 or more
Application Deadline: March 2, 2009
Applications received after the deadline will be returned to the applicant.
Application Assessment
Proposals will be evaluated using LEAF Objectives (see above) as key criteria.
Priority will be given to applications that:
• Inspire environmental change;
• Show the necessity of funding;
• Have local impact;
• Raise profile of important environmental issues;
• Increase environmental capacity;
• Attract additional funding;
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• Promote environmental awareness and education;
• Address the community's most significant environmental concerns;
• Provide measureable outcomes and timelines.
Assessment Process and Timeline
LEAF Steering Committee
The LEAF Steering Committee will be made up of the following people: the 4 General Managers
of City departments, the Chief Administrative Officer, Senior Environmental Planner responsible
for LEAF, Manager of Long Range and Policy Planning, and Director of Communications.
During the evaluation process, the LEAF Steering Committee may contact applicants for more
information or clarification, and may also solicit the advice of other knowledgeable individuals or
organizations.
The role of the LEAF Steering Committee will be to receive and review all of the applications, to
evaluate them, and then to make recommendations on each of those applications to Finance and
Corporate Services committee and Council.
Council
City Council will be the final decision-making authority on whether or not an application for LEAF
funding is successful or not.
Approval
Upon approval by Kitchener Council, applicants will be notified and the funding will be announced
during Earth Week in April of 2009.
The City reserves the right to reject any and all applications.
The City also reserves the right to terminate the release of funds to an applicant should
information come to light which indicates that the funds are not being spent in accordance with the
terms under which they were secured.
Measuring Success
The success of LEAF will be measured through the city meeting its commitments as a Council-
endorsed participant in the Federation of Canadian Municipalities' Partners for Climate Protection.
For successful projects or programs funded through LEAF, this will mean calculating the reduction
of greenhouse gases resulting from the implementation of the project or program.
In addition, afinal-and potentially interim-report(s) will be required of grantees. This will help
evaluate and document the success of LEAF in meeting its Goal, i.e.
To reduce, or repair, Kitchener's impact on the environment focusing on the reduction of
greenhouse gases, and to enhance the ability of the Kitchener community to live sustainably into
the future.
Point of Contact
If you have questions about your application, please contact:
Barbara Steiner, Senior Environmental Planner
Telephone: 519-741-2293
Email: environment@kitchener.ca
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A 1Ii i n vrviw
pp cat o O e e
1. Type of Application
Please select one;
^ Single organization
^ Unincorporated branch, group or association
^ For-profit organization
^ Public institution
^ City Department and / or associated agencies
^ Collaborative Application: please specify all applicants:
^ Other, please specify
2. LEAF Funding Criteria
Your project or proposal must:
Contribute to the reduction of greenhouse gases produced by the city's own
operations and/or the community at large; AND
~ Increase public awareness of the environmental impact of the actions of municipal
governments, communities, businesses, families and individuals, and promote changed
behaviour at this local level. AND
~ Provide a long-term, sustainable benefit to Kitchener.
Your project must accomplish one or more of the following:
Which of the following LEAF priority areas does your organization, group or corporation
plan to focus on? Select all that apply:
^ Contribute to enhanced local air quality;
^ Result in reduced energy use, increased energy efficiency, increased use of alternative
energy sources;
^ Increase city-ownership of significant natural lands where other techniques for
acquisition have not succeeded;
^ Provide capital enhancements to city-owned and managed natural lands over and above
what would occur as part of normal city procedures;
^ Facilitate capital improvements that will make existing communities more complete and
residents of those communities less dependent on the automobile.
3. How did you hear about LEAF?
^ Newspaper advertisement ^ Direct mail
^ Newspaper article ^ City of Kitchener website
^ Other: please specify:
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Organizational Overview
4. Organization Contact Information
a. Organization Name:
b. Mailing address:
c. Telephone:
d. Fax:
e. Website:
5. Primary Contact Information
a. Contact person's name:
b. Title:
c. Telephone:
d. Email:
6. Secondary Contact Information
(If applicable)
a. Contact person's name:
b. Title:
c. Telephone:
d. Email:
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Proposal Information
10. Project Overview
a. Project title:
b.i. Total estimated capital cost of project:
b.ii. Total estimated operating cost of project: (if any)
c. Amount requested from LEAF:
d. Expected project duration:
e. Estimated C02 reduction potential (in tonnes/year) (if known):
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11. Protect Summary
Briefly describe (200 word maximum) the need that exists for your project. Also describe what you will
do if you are granted LEAF funding. Information provided here will be published if your application is
successful.
12. Environmental Problem /Opportunity
Provide a brief description of the environmental problem or opportunity that your project or program is
trying to address.
13. Alignment with LEAF Objectives
Please explain how your proposal aligns with LEAF's objectives. LEAF objectives can be found on page
two of this application.
14. Importance and Benefits of Proposal
Provide benefits and explain the importance of your project or program.
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15. Project or Program Outline
Please provide a detailed outline or work plan of your program or project.
16. Project or Proaram Timelines
Itemize specific and measurable deliverables of your project or program with an estimated timeframe of
when the task will be completed. Below is a sample chart that can be used.
Timeframe Task Person /Organization
Responsible
17. Partnerships
List other committed partners, collaborators or donors in the project or program and their level of
involvement.
18. Budget
Please provide a project budget showing anticipated expenses and incomes and identify the capital and
operating costs, as well as the funding sources for the project.
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19. Signature
I have the authority to make application on behalf of our organization to the Local Environmental
Action Fund (LEAF) program of the City of Kitchener. (If submitting via email, please certify in the
email body that you agree that you have the authority to make application on behalf of your
organization to the Local Environmental Action Fund (LEAF) program of the City of Kitchener.)
Name: Title:
Date:
MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT
Information provided by the applicant on the application form, or as support material with the
application, may be made available to City staff, committees, and members of the LEAF Steering
Committee. Application forms will be retained for a period of three years; evaluation records for a
period of one year. The names of all applicants may be made public.
Information collected on this form or as support material
may become part of a public document.
www.kitchener.ca/leaf LEAF grant application -Small projects under $50,000 Page 6 ,