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HomeMy WebLinkAboutCSD-09-041 - Amendments to Council Policy I-525 - Community Investment REPORT REPORT TO: Community Services Committee DATE OF MEETING: June 22, 2009 SUBMITTED BY: Pauline Houston, General Manager, Community Services PREPARED BY: Kathleen Woodcock, Manager, Departmental Planning, Research & Technical Support (ext. 2597); Renate Willms, Supervisor of Administration (ext. 2395 WARD(S) INVOLVED: All DATE OF REPORT: June 16, 2009 REPORT NO.: CSD-09-041 SUBJECT: AMENDMENTS TO COUNCIL POLICY I-525 - COMMUNITY INVESTMENT RECOMMENDATION: That be amended in accordance with the Council Policy I-525-Community Investment changes outlined in Report No. CSD-09-041; and further, That, as a result of the amendments to , Council Policy I-525-Community Investment and Council Policy I-598-Grants-Travel Assistance-Minor SportsCouncil Policy I-400- be rescinded. Community Gardens BACKGROUND: Since June 2007 a Steering Committee and staff project team have been developing a “Community Investment Strategy” (CIS) that will ensure future municipal support of community groups is optimally aligned with the community’s overall goals and the City’s strategic priorities. In 2008, Phase II of the project included the development of an overall framework to articulate the various sources of support and funding for the community. In total, fourteen sources of support have been identified to date as outlined in the attached Framework of Funding Sources (Appendix A). This phase of work also focused on the detailed development of policy, processes and procedures associated with Community Grants, one of the fourteen funding sources. In November 2008, Council approved the resulting policy for Community Grants Tiers 1 and 2 (formerly annual operating and general provision grants). At that time we advised we anticipated seeking Council approval in 2009 for additional components of the Community Investment Policy that may require no or little new study or research. Those requiring further study or research will be assigned priority over the course of 2009 and 2010. ê ó ï We also advised that, as 2008 and 2009 would be development and learning years, we would review the processes approved for Community Grants Tier 1 and Tier 2 and bring back any recommendations for changes prior to the 2010 grant process. REPORT: This report outlines the changes recommended to the Community Grants Tier 1 and Tier 2 policy as well as the addition of new components to the Community Investment Policy, as outlined below. Tier 1 and Tier 2 Grants In November 2008, Council approved Policy I-525 (Community Investment) which outlined the processes for Tier 1 and 2 grants. Staff implemented the new processes for the 2009 funding year and, working with community representatives, recommended allocations of grant funding for 2009. Overall, the process was successful and well received by staff and the community. Upon completion, staff and community representatives reviewed the processes and brought forward several recommendations for policy changes to be implemented for the 2010 grants process. Changes to Sections 2.1 and 2.2 are highlighted in bold on the revised Community Investment Policy (Appendix B). The most significant changes include: Criteria #5 for both Tier 1 and 2 grants to be amended to include the eligibility of service clubs as directed by Council at the April 6, 2009 Council meeting, as follows: Tier 1 services are to be 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. For the 2009 funding year, Tier 1 groups were eligible to apply for a Tier 2 grant for additional operating funds since there was no opportunity for grant “appeals” provided for these organizations due to the grant review process underway. Since the multi-year agreement process, to be in place for 2010 and beyond, provides organizations a means by which to request additional operating funds, staff recommend that the policy be amended as follows: 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. Definition of eligibility of ‘equipment’ grant requests clarified, as follows: 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) ê ó î Travel Assistance Grants The current Council Policy I-598 - Grants-Travel Assistance-Minor Sports (Appendix C) is intended for individuals and groups involved in minor sports in the City of Kitchener. Children and youth involved in cultural activities are not eligible to apply. On August 28, 2006, Council directed “that staff report to a future Community Services Committee meeting as to how grant funding may be provided in future to arts and cultural recreational youth groups in similar manner to the Minor Sports Travel Assistance Grants”. A review of this policy was completed as part of the development of the Community Investment Strategy. Staff recommend that the existing travel grant policy be rescinded and that a component for travel assistance grants be added to the Community Investment Policy, with amendments to include the eligibility of children and youth, age 18 and under, involved in cultural activities. Further details of the updated policy are provided in Section 3.0 of the revised Community Investment Policy (Appendix B). Travel grant requests are processed by staff upon receipt and funded through operating budget. The 2009 travel grant budget is $3,500. In Kind Facility Grants The former general provision grant policy, rescinded last fall when Council approved the new community investment policy, included the provision of in kind facility grants to eligible community groups. The previous policy permitted applicants to apply for in kind funding throughout the year, which is no longer possible through Tier 2 grants which are processed annually. Therefore, in order to facilitate in kind facility grant requests throughout the year, in September 2008 Council approved a transfer of $3,500 from the grants budget to operating budget to be used for this purpose. The criteria and process proposed for in kind facility grants are similar to that approved by Council for Tier 2 grants. Further details of this policy are provided in Section 4.0 of the revised Community Investment Policy (Appendix B). Community Garden Grants Another component listed in the Community InvestmentFramework of Funding Sources is the community garden grant. Staff recommend that Council Policy I-400-Community Gardens (Appendix D)be rescinded and that a component for community garden grants be added to the Community Investment Policy. Staff have reviewed the existing policy and recommend no major changes other than increasing the available grant amount from $1,000 to $2,000. The grant increase is recommended primarily to reflect inflationary increases over the last ten years, since the policy was approved, and to better account for the actual costs of in kind services and items required to be purchased to establish a new garden. Community garden grant requests are processed by staff upon receipt and funded through operating budget. The 2009 community garden grant budget is $14,000 and is deemed sufficient to cover the grant increase. ê ó í FINANCIAL IMPLICATIONS: None. COMMUNICATIONS: Community Investment provides funding and support for programs and opportunities that benefit residents of the City of Kitchener. There is a framework of fourteen different investment sources, each with its own governing policy and accountability structure. The intent is for the Community Investment Policy, when completed in its entirety, to make transparent to the public the funding . mechanisms available through the City of Kitchener ACKNOWLEDGED BY: Pauline Houston, General Manager, Community Services Attachments: Appendix A – Community Investment Framework of Funding Sources Appendix B – Council Policy I-525 - Community Investment (revised) Appendix C – Council Policy I-598 - Grants-Travel Assistance-Minor Sports Appendix D – Council Policy I-400 - Community Gardens ê ó ì ê ó ë Appendix B to Report CSD-09-041 COUNCIL POLICY RESOLUTION POLICY NUMBER: I-525 DATE: November 24, 2008 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT Table of Contents 1.0 Purpose and Scope page 2 2.0 Community Grants page 2 2.1 Tier 1 Purpose, Criteria and Process page 3 2.2 Tier 2 Purpose, Criteria and Process page 5 2.3 Tier 3 Purpose, Criteria and Process page 9 NEW: 3.0 Travel Assistance Grants page 10 4.0 In Kind Facility Grants page 12 5.0 Community Garden Grants page 14 KITCHENER Page 1of 17 NOVEMBER 2008 ê ó ê POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 1.0Purpose and Scope Community Investment provides funding and support for programs and opportunities that benefit residents of the City of Kitchener. There is a framework of fourteen (14) different investment sources, each with its own governing policy and accountability structure. The objectives of the Community Investment Framework are to: Rationalize the many ways the community accesses funds from the City Make transparent the mechanisms available Align with Council prioritiesfunds for different purposes Hold the program funding owner accountable for the use and impact of the funds Enable Council to weigh the competing priorities for scarce pool of community grants Champion City’s strategic direction for efficient and effective government 2.0Community Grants 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 KITCHENER Page 2 of 17 NOVEMBER 2008 ê ó é POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 2.0Community Grants, cont’d Rationale for Community Grants, cont’d 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. Three Types of Community Grants Tier 1, called foundational or core services, comprise services that are considered by the community to be essential to a healthy and vibrant community and are provided by longstanding, credible organizations. Support will be confirmed in a multi-year operating agreement. These have traditionally been known as annual grants. Tier 2 services are projects or programs selected for support based on Council strategic priorities through an annual peer review process. These have traditionally been known as general provision grants. Tier 3 services are innovative projects requiring seed funding. These will be collaborative projects funded with other funders in the community based on collective priorities and a need for innovative approaches. Funding Formulae 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% 2.1 Tier 1 Purpose, Criteria and Process 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 KITCHENER Page 3 of 17 NOVEMBER 2008 ê ó è POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 2.0Community Grants, cont’d 2.1 Tier 1 Purpose, Criteria and Process, cont’d Purpose, cont’d and development and funded by the City for at least 5 years through Community Grants will be considered for funding. Criteria Tier 1 services must meet the following criteria: 1. Must demonstrably meet Council’s strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents: quality of life, diversity, community engagement, development, dynamic downtown (Grant requests for Council’s ‘environment’ strategic objective are to be handled through environmental grant programs processed by the Development & Technical Services Department) 2. Must be the responsibility of the City of Kitchener, i.e. not be the responsibility of other levels of government; services such as health care, social services, training and education are not eligible 3. Must not be precluded under the Municipal Act, e.g. religious services 4. Are not already being provided by the City of Kitchener or by other groups funded by the City of Kitchener 5.Are services provided directly to the citizens of Kitchener (e.g.services provided to raise funds will not be supported) CHANGE TO: 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: KITCHENER Page 4 of 17 NOVEMBER 2008 ê ó ç POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 2.0Community Grants, cont’d 2.1 Tier 1 Purpose, Criteria and Process, cont’d Criteria, cont’d 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) 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. NEW: Tier 1 groups are eligible to apply for Tier 2 funding only for one time special projects or events. Requests for additional operating funds are to be negotiated through the agreement process and brought forward to Council for consideration during the annual budget process. 2.2 Tier 2 Purpose, Criteria and Process 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: KITCHENER Page 5 of 17 NOVEMBER 2008 ê ó ïð POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 2.0Community Grants, cont’d 2.2 Tier 2 Purpose, Criteria and Process, cont’d Purpose, cont’d (ADD: to enable the provision of the basic operating support service of the organization) project support special event support equipment purchase, repair or maintenance support CHANGE TO: 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) DELETE: capacity building and/or transition support (for groups/organizations currently receiving Tier 1 funding only) Criteria Tier 2 services must meet the following criteria: 1. Services provided by the organization/group for which funding is requested must demonstrably meet Council’s strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents: quality of life, diversity, community engagement, development, dynamic downtown (Grant requests for Council’s ‘environment’ strategic objective are to be handled through environmental grant programs processed by the Development & Technical Services Department) 2. Services provided by the organization/group for which funding is requested must be considered a municipal responsibility and not be the responsibility of other levels of government; services such as health care, social services, training and education are not eligible 3. Services provided by the organization/group for which funding is requested must not be precluded under the Municipal Act, e.g. religious services KITCHENER Page 6 of 17 NOVEMBER 2008 ê ó ïï POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 2.0Community Grants, cont’d 2.2 Tier 2 Purpose, Criteria and Process, cont’d Criteria, cont’d Services provided by the organization/group for which funding is 4. 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 CHANGE TO: 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 (CHANGE TO: are strongly outside of the City of Kitchener must 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 KITCHENER Page 7 of 17 NOVEMBER 2008 ê ó ïî POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 2.0Community Grants, cont’d 2.2 Tier 2 Purpose, Criteria and Process, cont’d Criteria, cont’d 10. Organizations/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 NEW: 12. Any organization/group applying for funds that is in arrears and/or in litigation with the City of Kitchener is ineligible. 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: (NEW: to enable the provision of the basic operating support service of the organization) project support special event support equipment purchase, repair or maintenance support CHANGE TO: 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) DELETE: capacity building and/or transition support (for groups/organizations currently receiving Tier 1 funding only) NEW: Tier 1 groups are eligible to apply for Tier 2 funding only for one time special projects or events. KITCHENER Page 8 of 17 NOVEMBER 2008 ê ó ïí POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 2.0Community Grants, cont’d 2.2 Tier 2 Purpose, Criteria and Process, cont’d Process, cont’d A Peer and Staff Review Committee will review applications as per a variety of assessment areas such as community need, organizational need and capacity, partnership support and financial analysis. The Peer and Staff Review Committee will allocate resources within budget availability and make recommendations to Council. Applicants are welcome to request feedback/debriefing from staff regarding the Peer and Staff Review Committee’s grant recommendations prior to the Community Services Committee meeting when grants will be considered. 2.3 Tier 3 Purpose, Criteria and Process Purpose Known as the “Community Services Innovation Investment Fund”, Tier 3 programs and projects will be sponsored by the City of Kitchener in partnership with other community funders. Criteria Tier 3 services: Respond to a recognized and identified new or emerging need Provide a new/innovative service to the community May support users and/or potential benefits accruing to residents in neighbouring municipalities as well as in the City of Kitchener Process Council will approve a budget for Tier 3 grants annually during the budgeting cycle. As a result of periodic meetings among funders in the community (e.g. United Ways, Community Foundations, private foundations, other municipalities and other levels of government), staff will investigate opportunities to collaborate on innovative projects with other funders and will provide recommendations to Council for support. KITCHENER Page 9 of 17 NOVEMBER 2008 ê ó ïì POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT NEW: 3.0Travel Assistance Grants 3.1 Purpose, Criteria, Amounts and Process 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. 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. 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. KITCHENER Page 10 of 17 NOVEMBER 2008 ê ó ïë POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 3.0Travel Assistance Grants 3.1 Purpose, Criteria, Amounts and Process, cont’d Criteria, cont’d 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. Amounts 1. Provincial Sport Championship/Cultural Event i) Individuals – up to a maximum of $50 ii) Teams – up to a maximum of $40 per competitor, to a maximum of $1,000 per team 2. National Sport Championship/Cultural Event i) Individuals – up to a maximum of $100 ii) Teams – up to a maximum of $90 per competitor, to a maximum of $1,000 per team 3. International Sport Championship/Cultural Event i) Individuals – up to a maximum of $200 per competitor ii) Teams – up to a maximum of $175 per competitor, to a maximum of $1,000 per team Process 1.r travel assistance grants will be considered by the Community Requests fo Services Department and processed upon receipt. All grant requests must be supported by a fully completed application form and all required documents. KITCHENER Page 11 of 17 NOVEMBER 2008 ê ó ïê POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 3.0Travel Assistance Grants 3.1 Purpose, Criteria, Amounts and Process, cont’d Process, cont’d 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 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. NEW: 4.0In Kind Facility Grants 4.1 Purpose, Criteria and Process 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. Criteria 1. The purpose of the event must demonstrably meet Council’s strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents: quality of life, diversity, community engagement, development, dynamic downtown. (Grant requests for Council’s ‘environment’ strategic objective are to be handled through environmental grant programs processed by the Development & Technical Services Department.) 2. The purpose of the event must be considered a municipal responsibility and not be the responsibility of other levels of government; services such as health care, social services, training and education are not eligible. KITCHENER Page 12 of 17 NOVEMBER 2008 ê ó ïé POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 4.0In Kind Facility Grants 4.1 Purpose, Criteria and Process, cont’d Criteria, cont’d 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. 10. Organizations can request funding for only one event per year. 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. KITCHENER Page 13 of 17 NOVEMBER 2008 ê ó ïè POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 4.0In Kind Facility Grants 4.1 Purpose, Criteria and Process, cont’d Process, cont’d 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 Services Committee as a delegation. All decisions made by the Community 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. NEW: 5.0Community Garden Grants 5.1 General For the purpose of this policy community garden is defined as a place where people come together to grow fruits, flowers and vegetables on a non-commercial basis. These are different from allotment gardens, which involve the leasing of public lands to individuals for the specific purpose of growing food for personal consumption or sale. The City of Kitchener recognizes that while gardeners participate in community gardening for a number of reasons including financial, environmental, social and political, the benefits of community gardens are far reaching. Some of these benefits include community building, creation of green space, city beautification and education. 1. The City of Kitchener recognizes community gardens as a community development activity. 2. Community gardens in the City of Kitchener will be developed and run by community groups with the City acting in a facilitation and support role. 3. The Building Community Gardens Manual will be used as a guide for community gardening in the City of Kitchener. 4. In engaging in gardening activities, community gardeners at all times will protect their own safety and the safety of others. 5. The City of Kitchener will facilitate and support community gardens in the following ways: KITCHENER Page 14 of 17 NOVEMBER 2008 ê ó ïç POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 5.0Community Garden Grants 5.1 General, cont’d i. Assist community groups in finding suitable sites for the development of community gardens. Suitable sites may include under-utilized public and private lands, as well as parklands, community centres, schoolyards, boulevards, and cul-de-sac bulbs. Storm water management areas are not considered suitable sites for community gardens. ii. Encourage developers to make available suitable land for community gardens as part of the overall design of subdivisions, senior citizens complexes and homes. This should not necessarily be in excess of the required park land dedication. iii. Set up a land trust and encourage landowners to dedicate lands as permanent community garden sites. iv. Assist in the development of user agreements for City owned lands. v. Assist with advertising and promoting community gardens events. vi. Liaise, when possible, with property owners on behalf of community gardens. vii. Assist with gardening advice on set up and with co-ordination of community garden projects. viii. Establish a small fund for start-up costs, normally not to exceed $2,000 per garden, and provide water sources, when available, that can be easily accessed by gardeners. ix. Subject to the availability of staff, equipment and material, assist with rototilling and transportation of topsoil and compost if community gardeners are unable to provide this on their own. 6. Where cul-de-sac bulbs and boulevards are used for community gardens the following conditions will apply. i. A neighbourhood consultation process will take place to determine support for the garden. ii. These areas will not be used for growing food. KITCHENER Page 15 of 17 NOVEMBER 2008 ê ó îð POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 5.0Community Garden Grants 5.1 General, cont’d iii. Gardeners can obtain engineering drawings from the City’s Development and Technical Services Department to determine the location of City in-ground structures before planting. Gardeners must “call before they dig” to determine the location of all in-ground structures. iv. Gardening activities must not take place on the road and plants must not obstruct roads and sidewalks. v. Plantings in boulevards must not exceed a maximum height of 0.7 metres. vi. Plantings in cul-de-sac bulbs must not exceed a maximum height of 1.5 metres at the centre and must not exceed 0.7 metres at the edge of the bulb to ensure visibility is not obstructed. vii. Plantings in both boulevards and cul-de-sac bulbs must have a minimum horizontal clearance of 1.2 metres from all utilities. viii. Gardeners will be responsible for providing their own water when gardening in cul-de-sac bulbs and boulevards and following all watering guidelines subject to the Region of Waterloo by-laws. 7. Where parklands are used for community gardens the following conditions will apply: i. A neighbourhood consultation process will take place to determine support for the garden. ii. The garden must operate in harmony with other activities in the park. iii. The garden site showing the plot layout and any structures and fences must be drawn up and approved by the Director of Operations. Structures must not require a building permit (must be less than 107 square feet) and must be easily movable. iv. Garden plots must be allotted in a fair and equitable manner. v. Public access to the park must not be denied. KITCHENER Page 16 of 17 NOVEMBER 2008 ê ó îï POLICY NUMBER: I-525 POLICY TYPE: FINANCIAL SUBJECT: COMMUNITY INVESTMENT 5.0Community Garden Grants 5.1 General, cont’d vi. All maintenance standards of the Operations Division must be adhered to. vii. Gardeners must be responsible for the on going maintenance of the garden including grass cutting and trimming and all arrangements for waste management and disposal. 5.2 Roles and Responsibilities of Various Departments Although it is evident that a number of departments have a role to play in facilitating the community gardens initiative there is a demonstrated need for a community gardens facilitator on staff. This individual will be the contact between the community and the various departments involved in the community gardens initiative, will assist with community garden start- ups and will administer the user agreement. Initially, it is recommended that this individual be hired on contract during the growing season. Suggested departmental roles and responsibilities are as follows: 1. Community Services Department Supply equipment, compost, topsoil and woodchips, subject to the availability of staff, equipment and material Provide garden advice on set up. 2. Development and Technical Services Department Site plan, site history and zoning Land ownership Provide advice on water resources and connection Provide engineering drawings Help set up user agreements for City owned lands 3. Legal Services Help set up user agreements for City owned lands KITCHENER Page 17 of 17 NOVEMBER 2008 ê ó îî Appendix C to Report CSD-09-041 COUNCIL POLICY RESOLUTION POLICY NUMBER: I-598 DATE: NOVEMBER 4, 2002 POLICY TYPE: FINANCIAL SUBJECT: GRANTS – TRAVEL ASSISTANCE – MINOR SPORTS POLICY CONTENT: 1. Grant Purpose The travel assistance grant applies to individuals or groups involved in minor sports in the City of Kitchener who have qualified to compete in provincial, national or international championships. Grants are intended to assist with the cost of travel to and from the event location only. 2.Grant Criteria (a) An individual or team member will be eligible for one grant per fiscal year. (b) The event may not be of an invitational nature, but must be a recognized provincial, national or international competition. The event, being applied for must be regulated by a provincial, national or international governing body. (c ) Grants will only be provided to minor sports groups or individuals. For groups, a majority of the team members must be 18 years of age or under. Individuals applying must be 19 years of age or under. (d) Individuals and minor sports group members applying must be residents of the City of Kitchener. 3. Grant Amounts (a) Provincial Competition (i) Individuals – up to a maximum of $50.00 (ii) Teams – up to a maximum of $40.00 per competitor, to a maximum of $1,000.00 per team KITCHENER Page 1of 2 NOVEMBER 2002 ê ó îí POLICY NUMBER: I-598 SUBJECT: GRANTS – TRAVEL ASSISTANCE – MINOR SPORTS 3.Grant Amounts, cont’d (b) National Competition (i) Individual – up to a maximum of $100.00 (ii) Teams – up to a maximum of $90.00 per competitor, to a maximum of $1,000.00 per team. (c ) International Competition (i) Individual – up to a maximum or $200.00 per competitor (ii) Team – up to a maximum of $175.00 per competitor, to a maximum of $1,000.00 per team. 4.Grant Submission Process (a) Requests for minor sports travel assistance grants will be considered by the Community Services Department and processed upon receipt. (b) Al grant requests must be supported by a fully completed application form and any required documentation. (c ) The applicant will provide tournament results information by completing the “Travel Assistance Grant – Results From” and submitting it to the Community Services department within 21 days of the completion of the competition for which a travel grant is received. (d) A general provision fund will be established during the annual budget review for the awarding of grants during the year. Once the annual general provision grant amount as approved by Council has been allocated, no further grant submissions will be recommended for approval by staff. (e) Formal notification of the grant decision will be sent to the applicant by the Community Services Department. If the grant request is denied, the organization will be given an opportunity to appeal the decision by appearing before the Community Services Committee. KITCHENERPage 2 of 2 NOVEMBER 2002 ê ó îì Appendix D to Report CSD-09-41 COUNCIL POLICY RESOLUTION POLICY NUMBER: I-400 DATE: OCTOBER 4, 1999 amended: JULY 2, 2002 POLICY TYPE: FACILITY SUBJECT: COMMUNITY GARDENS POLICY CONTENT: 1.General For the purpose of this policy community garden is defined as a place where people come together to grow fruits, flowers and vegetables on a non-commercial basis. These are different from allotment gardens, which involve the leasing of public lands to individuals for the specific purpose of growing food for personal consumption or sale. The City of Kitchener recognizes that while gardeners participate in community gardening for a number of reasons including financial, environmental, social and political, the benefits of community gardens are far reaching. Some of these benefits include community building, creation of green space, city beautification and education. a) The City of Kitchener recognizes community gardens as a community development activity. b) Community gardens in the City of Kitchener will be developed and run by community groups with the City acting in a facilitation and support role. c) The Building Community Gardens Manual will be used as a guide for community gardening in the City of Kitchener. d) In engaging in gardening activities, community gardeners at all times will protect their own safety and the safety of others. e) The City of Kitchener will facilitate and support community gardens in the following ways: KITCHENERPage 1 of 4JULY2002 ê ó îë POLICY NUMBER: I-400 SUBJECT: COMMUNITY GARDENS 1.General, cont’d i) Assist community groups in finding suitable sites for the development of community gardens. Suitable sites may include under-utilized public and private lands, as well as parklands, community centres, schoolyards, boulevards, and cul-de-sac bulbs. Storm water management areas are not considered suitable sites for community gardens. ii) Encourage developers to make available suitable land for community gardens as part of the overall design of subdivisions, senior citizens complexes and homes. This should not necessarily be in excess of the required park land dedication. iii) Set up a land trust and encourage landowners to dedicate lands as permanent community garden sites. iv) Assist in the development of user agreements for City owned lands. v) Assist with advertising and promoting community gardens events. iii) Liaise, when possible, with property owners on behalf of community gardens. vii) Assist with gardening advice on set up and with co- ordination of community garden projects. viii) Establish a small fund for start-up costs, normally not to exceed $2,000 per garden, and provide water sources, when available, that can be easily accessed by gardeners. ix) Subject to the availability of staff, equipment and material, assist with rototilling and transportation of topsoil and compost if community gardeners are unable to provide this on their own. f) Where cul-de-sac bulbs and boulevards are used for community gardens the following conditions will apply: i) A neighbourhood consultation process will take place to determine support for the garden. KITCHENERPage 2 of 4 JULY 2002 ê ó îê POLICY NUMBER: I-400 SUBJECT: COMMUNITY GARDENS ii) These areas will not be used for growing food. 1.General, cont’d iii) Gardeners can obtain engineering drawings from the City’s Development and Technical Services Department to determine the location of City in-ground structures before planting. Gardeners must “call before they dig” to determine the location of all in-ground structures. iv) Gardening activities must not take place on the road and plants must not obstruct roads and sidewalks. v) Plantings in boulevards must not exceed a maximum height of 0.7 metres. vi) Plantings in cul-de-sac bulbs must not exceed a maximum height of 1.5 metres at the centre and must not exceed 0.7 metres at the edge of the bulb to ensure visibility is not obstructed. iv) Plantings in both boulevards and cul-de-sac bulbs must have a minimum horizontal clearance of 1.2 metres from all utilities. viii) Gardeners will be responsible for providing their own water when gardening in cul-de-sac bulbs and boulevards and following all watering guidelines subject to the Region of Waterloo by-laws. g) Where parklands are used for community gardens the following conditions will apply: i) A neighbourhood consultation process will take place to determine support for the garden. ii) The garden must operate in harmony with other activities in the park. iii) The garden site showing the plot layout and any structures and fences must be drawn up and approved by the Director of Operations. Structures must not require a building permit (must be less than 107 square feet) and must be easily movable. iv) Garden plots must be allotted in a fair and equitable manner. KITCHENERPage 3 of 4 JULY 2002 ê ó îé POLICY NUMBER: I-400 SUBJECT: COMMUNITY GARDENS 1.General, cont’d v) Public access to the park must not be denied. vi) All maintenance standards of the Operations Division must be adhered to. vii) Gardeners must be responsible for the on going maintenance of the garden including grass cutting and trimming and all arrangements for waste management and disposal. 2.Roles and Responsibilities of Various Departments Although it is evident that a number of departments have a role to play in facilitating the community gardens initiative there is a demonstrated need for a community gardens facilitator on staff. This individual will be the contact between the community and the various departments involved in the community gardens initiative, will assist with community garden start- ups and will administer the user agreement. Initially, it is recommended that this individual be hired on contract during the growing season. Suggested departmental roles and responsibilities are as follows: a) Community Services Department Supply equipment, compost, topsoil and woodchips, subject to the availability of staff, equipment and material Provide garden advice on set up. b) Development and Technical Services Department Site plan, site history and zoning Land ownership Provide advice on water resources and connection Provide engineering drawings Help set up user agreements for City owned lands c) Legal Services Help set up user agreements for City owned lands KITCHENERPage 4 of 4 JULY 2002 ê ó îè