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HomeMy WebLinkAboutFIN-GRA-525 - Community Grants & Procedure POLICY Policy No:FIN-GRA-525 Approval Date:November 24, 2008 Policy Title:COMMUNITY INVESTMENT Policy Type:COUNCILReviewed Date:Nov 2017 Next Review Date:November 2022 Category:Finance Reviewed Date: Sub-Category:Grants, Rebates & Incentives Last Amended:November 6, 2017 Author:Administration Repealed: Dept/Div:Community Services, Financial Services,Development Services Replacedby: Related Policies, Procedures and/or Guidelines: Community Gardens GrantsProcedure Neighbourhood Matching GrantProcedure TABLE OF CONTENTS Section Page No. 1.0......Purpose and Scope..........................................................................................2 2.0......Community Grants............................................................................................3 2.1Rationale for Community Grants....................................................3 2.2Two Types of Community Grants....................................................3 2.3Funding Formula for Community Grants.........................................4 2.4..........Tier 1 Grants...................................................................................................4 2.5..........Tier 2 Grants...................................................................................................6 3.0..........Travel Assistance Grants................................................................................9 4.0..........In Kind Facility Grants...................................................................................11 5.0..........Community Garden Grants...........................................................................13 6.0..........Community Development Infrastructure Grants............................................13 7.0..........Inclusion Grants............................................................................................15 8.0..........Youth Recreation Grants...............................................................................17 9.0..........Environment Grants......................................................................................19 9.1Community Environmental Improvement Grants (CEIG).....................19 Page 1of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 10.0........Neighbourhood Association Program Grants................................................19 11.0........Capital Grants...............................................................................................21 12.0........Economic Development Grants.....................................................................21 13.0........Emergency Grants........................................................................................22 14.0........Neighbourhood Matching Grant....................................................................22 15.0........Safe & Healthy Community Advisory Committee Cash Grants.....................22 1.0PURPOSEAND SCOPE: Community investment provides funding and support for programs and opportunities that benefit residents of the City of Kitchener. There is a framework of different investment sources, each with its own governing policy and accountability structure. The objectives of the Community Investment Framework are to: Rationalizethe many ways the community accesses funds from the City; Make transparentthe mechanisms available; Align with Council prioritiesfunds for different purposes; Hold the program funding owner accountablefor the use and impact of the funds; Enable Council to weigh the competing prioritiesfor scarce pool of community grants; Champion City’s strategic direction for efficient and effective government. POLICY APPLIES TO THE FOLLOWING: All Employees All Full-Time EmployeesAllUnion ManagementC.U.P.E. 68 Civic Non UnionC.U.P.E. 68 Mechanics TemporaryC.U.P.E. 791 StudentI.B.E.W. 636 Part-Time EmployeesK.P.F.F.A. Specified Positions only: Other:community residents CouncilLocal Boards & Advisory Committees Page 2of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 2.0COMMUNITY GRANTS 2.1Rationale 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 peopleto feel that they belong; to be engaged with others in accomplishing meaningful activity. And, it knows the relationships between engagement, relationships and healthy, safe communities. These organizations and groups exist to do important work with no motive of financial gain. They come into existence because volunteers see a need and rally support from the community to create and deliver new programs, services and facilities. They are a channel for the human desire to help one another, to give back to a community that has enabled healthy, high quality living. The City of Kitchener recognizes the fundamental importance of working side by side with these groups and organizations, continually reaffirming the appropriate roles for all parties. Sometimes the municipality is best able to marshal and deliver community wide services. In other circumstances community groups and organizations are much closer to understanding the evolving needs and interests of residents, and hence better able to provide services specifically tailored to those needs. As well, they can innovate because they can take risks not appropriate for a municipality. Engaging residents as volunteers involves them more directly with their community and enables them to contribute to community building. In the end, not only is a greater range of services made available to residents than the municipality could provide on its own, but individual citizens are provided with opportunities to become involved, contribute, be better connected to their neighbourhood and in their own way help to shape the community for future generations. 2.2Two Types of Community Grants Tier 1 grants, called foundational or core services, comprise services that are considered by the community to be essential to a healthy and vibrant community and are provided by longstanding, credible organizations. Support will be confirmed in a multi-year operating agreement. These have traditionally been known as annual grants. Page 3of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT Tier 2 services are projects or programs selected for support based on Council strategic priorities through an annual peer review process. These have traditionally been known as general provision grants. 2.3Funding Formula for Community Grants The funding pool for community grants (all Tiers) for 2010 andsubsequent 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%. 2.4Tier 1 Grants 2.4.1Purpose Community grants Tier 1 are intended to provide operating support for organizations/groups providing services essential to a healthy and vibrant community. Only organizations/groups providing municipal services in the areas of arts and culture/special events, sports and recreation, and community support and development and funded by the City for at least 5 years through community grants will be considered for funding. 2.4.2Criteria Tier 1 services must meet the following criteria: 1.Must demonstrably meet Council’s strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents. 2.Must be the responsibility of the City of Kitchener, i.e. not be the responsibility of other levels of government; services such as health care, social services, training and education are not eligible. 3.Must not be precluded under the Municipal Act, e.g. religious services. Page 4of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 4.Are not already being provided by the City of Kitchener or by other groups funded by the City of Kitchener. 5.Are services provided directly to the citizens of Kitchener; grants are for direct programs only. Grant applications from organizations that themselves distribute grants to other organizations will not be considered, i.e. fundraising events are not eligible. Service clubs are eligible to apply for funding if the purpose of the event they are sponsoring is deemed to be a municipal responsibility and the event is city-wide, targeted toward a broad cross-section of the community. Organizations/groups receiving Tier 2 funding who wish to be considered for Tier 1 funding must also meet the following criteria: 1.Must be incorporated as a not for profit corporation; for profit corporations and individuals are not eligible. 2.Must have received continuous support by the City of Kitchener for five (5) years or more (providing other Tier 1 services or Tier 2 programs/ projects). 2.4.3Process Staff will work with Tier 1 organizations to develop multi-year agreements (between one (1) and five (5) years depending on the needs of the community, the nature of the services and the stage of development of the organization). These agreements will outline the responsibilities of the service organization and the City of Kitchener and will be approved by Council. Tier 1 groups are eligible to apply for Tier 2 funding only for one time special projects or events. Requests for additional operating funds are to be negotiated through the agreement process and brought forward to Council for consideration during the annual budget process. Page 5of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 2.5Tier 2 Grants 2.5.1Purpose Community grants Tier 2 are intended to provide assistance to organizations/groupsthat 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 willbe considered for funding. The intent is to target a minimum of 20% and a maximum of 40% of the total funds available for each of these three sectors. The purpose of Tier 2 grants is to provide funding for: operating support to enable the provision of the basic service of the organization project support special event support equipment support (‘equipment’ is defined as materials required for the basic service to operate, i.e. consumable items having a lifespan of less than three years; grant requests of a ‘capital’ nature are ineligible for funding; ‘capital’ is defined as the acquisition of an infrastructure or asset having a lifespan of three years or greater) 2.5.2Criteria 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. 2.Services provided by the organization/group for which funding is requested must be considered a municipal responsibility and not be the responsibility of other levels of government; services such as health care, social services, training and education are not eligible. Page 6of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 3.Services provided by the organization/group for which funding is requested must not be precluded under the Municipal Act, e.g. religious services. 4.Services provided by the organization/group for which funding is requested must not already be provided by the City or by other groups funded by the City of Kitchener; requests from organizations/groups that provide similar services as provided by the municipality must be assessed as to whether there is a duplication of services; the municipality will not issue grants for services that conflict with or are in direct competition with programs operated internally. 5.Services provided by the organization/group for which funding is requested must be provided directly to the citizens of Kitchener, i.e. grants are for direct programs only. Grant applications from organizations that themselves distribute grants to other organizations will not be considered, i.e. fundraising events are not eligible. Service clubs are eligible to apply for funding if the purpose of the event they are sponsoring is deemed to be a municipal responsibility and the event is city-wide, targeted toward a broad cross-section of the community. 6.Grant applications submitted by individuals or ‘part groups’ of an organization/group will not be considered. 7.Volunteer organizations/groups planningan event to raise funds to support an organization/group that is receiving a City of Kitchener grant will be not considered for Tier 2 funding. 8.Organizations/groups applying for funding who offer services to residents outside of the City of Kitchener arestrongly encouraged toalso approach all other relevant municipalities for funding. 9.Organizations/groups wishing to be considered for community grants Tier 2 do not need to be incorporated as not for profit corporations; however, budgets and subsequent accounting must not show an excess of revenue over expenses; applicants must demonstrate the capability to manage and govern the program or project, usually evidenced by the existence of an executive committee or coordinating board. Page 7of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 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. 12.Any organization/group applying for funds that is in arrears and/or in litigation with the City of Kitchener is ineligible. 2.5.3Process Organizations/groups applying for funding to the City of Kitchenerfor the first time or those who have received Tier 2 grants (formerly known as general provision grants) in previous years are eligible to apply for: Operating support to enable the provision of the basic service of the organization Project support Special event support Equipment support (‘equipment’ is defined as materials required for the basic service to operate, i.e. consumable items having a lifespan of less than three years; grant requests of a ‘capital’ nature are ineligible for funding; ‘capital’ is defined as the acquisition of an infrastructure or asset having a lifespan of three years or greater) Tier 1 groups are eligible to apply for Tier 2 funding only for one time special projects or events. A Peer and Staff Review Committee will review applications as per a variety of assessment areas such as community need, organizational need and capacity, partnership support and financial analysis. The Peer and Staff Review Committee will allocate resources within budget availability and make recommendations to Council. Applicants are welcome to request feedback/debriefing from staff regarding the Peer and Staff Review Committee’s grant recommendations prior to the Community and Infrastructure Services Committee meeting when grants will be considered. Page 8of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 3.0TRAVEL ASSISTANCE GRANTS 3.1Purpose The travel assistance grant applies to residents of the City of Kitchener, 18 years of age or under, involved in non profit minor sports or cultural activities, who have qualified to compete in sport championships/cultural events. Grants are intended to assist with the cost of travel to and from the event location only, where round trip travel exceeds 500 kilometers. 3.2Criteria 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 mustbe 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.Teamsapplying for assistance must be based in the City of Kitchener. Kitchener-Waterloo teams may be considered on a pro-rated basis, taking into account Kitchener residents on the team. 6.Individuals or team members participating for an educational institution (school team) are not eligible to apply. 7.Grants will be available only where round trip travel to a competition exceeds 500 kilometers. 8.An individual or team member will be eligible for one grant per calendar year. Page 9of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT Cultural Activities 1.Individuals or team members applying must be 18 years of age or under. 2.Individuals and team members applying must be residents of the City of Kitchener. 3.Individuals or non profit teams involved in cultural activities (e.g. choir, dance) are eligible to apply. Individuals or teams must have achieved a level or standard of skill, as established by the recognized governing body of the activity, to qualify to participate in the event for which a travel grant is requested. 4.Teams applying for assistance must be based in the City of Kitchener. Kitchener-Waterloo teams may be considered on a pro-rated basis, taking into account Kitchener residents on the team. 5.Individuals or team members participating for an educational institution (school team) are not eligible to apply. 6.Grants will be available only where round trip travel to a competition exceeds 500 kilometers. 7.An individual or team member will be eligible for one grant per calendar year. 3.3Amounts 1.Sport Championship/Cultural Event within Ontario i)Individuals –up to a maximum of $50 ii)Teams –up to a maximum of $40 per competitor, to a maximum of $1,000 per team 2.Sport Championship/Cultural Event outside Ontario but within Canada i)Individuals –up to a maximum of $100 ii)Teams –up to a maximum of $90 per competitor, to a maximum of $1,000 per team Page 10of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 3.Sport Championship/Cultural Event outside Canada i)Individuals –up to a maximum of $200 per competitor ii)Teams –up to a maximum of $175 per competitor, to a maximum of $1,000 per team 3.4Process 1.Requests for travel assistance grants will be considered by the Community Services Department and processed upon receipt. All grant requests must be supported by a fully completed application form and all required documents. 2.Formal notification of the grant decision will be sent to the applicant by the Community Services Department. If the grant request is denied, the individual or team will be given an opportunity to appeal the decision by appearing before Community and Infrastructure Services Committee. 3.The applicant will submit to Community Services staff a copy of the official results of the tournament/event from the host governing body within thirty (30) days of the completion of the competition/event for which a travel grant is received. 4.0IN KIND FACILITY GRANTS 4.1Purpose The City offers in kind (non-cash) facility grants to groups and organizations providing a specific event to the general public, intended for the common good of Kitchener residents, in the areas of arts and culture, minor sports and recreation, and community support and development. In kind facility grants are not intended for ongoing facility rentals for meetings or programming, but rather for one time special events. The purpose of in kind facility grants is to waive facility rental fees for events held at City of Kitchener facilities. Grants are intended to cover rental and staff costs for a basic set-up only. Additional services beyond a basic set- up are to be paid by the renter. Page 11of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 4.2Criteria 1.The purpose of the event must demonstrably meet Council’s strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents. 2.The purpose of the event must be considered a municipal responsibility and not be the responsibility of other levels of government; services such as health care, social services, training and education are not eligible. 3.The purpose of the event must not be precluded under the Municipal Act, e.g. religious services. 4.The event must be provided directly to the citizens of Kitchener, i.e. grants are for direct programs only. Grant applications from organizations and groups that themselves distribute grants to other organizations, groups or individuals will not be considered, i.e. fundraising events are not eligible. Service clubs are eligible to apply for funding if the purpose of the event they are sponsoring is deemed to be a municipal responsibility and the event is city-wide, targeted toward a broad cross-section of the community. 5.Grant applications submitted by individuals or ‘part groups’ of an organization or group will not be considered. 6.Any organization or group that is in arrears and/or litigation with the City of Kitchener is ineligible to apply for funding. 7.Organizations or groups wishing to be considered for an in kind facility grant do not need to be incorporated as not-for-profit corporations. However, budgets and subsequent financial accounting must not show an excess of revenue over expenses. Applicants must demonstrate the capability to manage and govern the event, usually evidenced by the existence of an executive committee or coordinating board. 8.To be eligible for an in kind facility grant, the event is to be open to the general public with no admission charge, or a minimum charge where deemed necessary, to ensure as much public participation and access as possible. 9.Any organization or group applying for funds will give regard to the inclusion and accommodation of persons with a disability. Page 12of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 10.Organizations can request funding for only one event per year, to a maximum of $500. 4.3Process 1.In kind facility grant requests will be considered by staff of the Community Services Department and processed upon receipt. To be considered for an in kind facility grant, the applicant must submit a fully completed application form, along with required supporting documents as noted on the application form. 2.Formal notification of the grant decision will be sent to the applicant by staff of the Community Services Department. If the grant request is denied by staff, the grant applicant will be given an opportunity to address the Community and Infrastructure Services Committee as a delegation. All decisions made by the Community and Infrastructure Services Committee must be ratified by City Council before they are final. 3.Organizations and groups receiving funds are advised that the grant being given is not to be regarded as a commitment for future assistance. 5.0COMMUNITY GARDENS GRANT-seerelated “Community Gardens Grant Procedure” 6.0COMMUNITY DEVELOPMENT INFRASTRUCTURE GRANTS 6.1Purpose The City of Kitcheneroffers a one-time cash grant to provide seed money to neighbourhood associations and communities of interest for the purpose of community development, whereby residents take action and address self identified issues in their community. The objective of this grant isto promote strong local leadership, volunteerism and partnerships in the economic and social life of the community, and to strengthen networks in neighbourhoods thereby developing neighbourhood cohesion and stability. Page 13of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 6.2Criteria 1.Applications will be accepted from neighbourhood associations and communities of interest. A community of interest is defined as a group of individuals who voluntarily associate with each other because they have identified common concerns that impact either a geographic area of the city, or the city as a whole. 2.Groups must demonstrate an ability to initiate and follow through on projects by having an organizational structure in place to lead and manage the activities and to account for finances. 3.The application must demonstrably meet one or more of Council’s strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents: quality of life, diversity, community engagement, development, environment and/or dynamic downtown. 4.To be considered for this grant, the applicant must submit the following details in the form of a proposal and include: Organizational structure of the association or community of interest; Key contact names; Issue identification ; Purpose and objectives; Program, project or event description; Implementation plan and schedule; and Budget, including any other proposed funding sources, etc. 5.Allocations of up to $10,000 (given resource availability) will be made for projects that are either self-sustaining or completed at the exhaustion of the grant. Partnerships with other funders are encouraged. 6.This is a one time cash grant. Applicants who have already received a grant from the community development infrastructure program are ineligible to apply again for this grant. 7.Capital projects are not eligible for a community development infrastructure grant. Page 14of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 6.3Process 1.Community development infrastructure grant requests will be received and evaluated by staff of the Community Services Department. 2.Formal notification of the grant decision will be sent to the applicant by staff of the Community Services Department. If the grant request is denied by staff, the grant applicant will be given an opportunity to address the Community and Infrastructure Services Committee as a delegation. All decisions made by the Community and Infrastructure Services Committee must be ratified by City Council before they are final. 3.Organizations and groups receiving funds are advised that the grant being given is not to be regarded as a commitment for future assistance. 4.Where appropriate, neighbourhood and special interest groups receiving funds are expected to present a final report to Council upon completion of the program, project or event or after the grant dollars are fully exhausted. 7.0INCLUSION GRANTS 7.1Purpose The City of Kitcheneroffers financial and/or in kind support to community organizations and/or agencies to assist in the delivery of inclusive recreation and leisure programs for persons with a disability living in Kitchener or Waterloo. For the purposes of this grant process, a community organization or agency is defined as a not for profit group or agency. Cash Grant:A funding request to assist in the delivery of a program or an event (e.g. dollars to support the purchase of adaptive equipment, training for staff in the delivery of inclusive programming). In kind Grant: A funding request to assist with the cost of a facility rental (e.g. to offset the cost of a community centre rental charge). Page 15of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 7.2Criteria 1.Not for profit organizations operating in the City of Kitchener and in the City of Waterloo will be eligible for consideration. 2.Groups must demonstrate an ability to initiate and follow through on projects by having an organizational structure in place to lead and manage the activities and to account for finances. 3.Organizations applying for grants must demonstrate evidence of commitment to inclusivity and to volunteer engagement. 4.Any organization receiving a grant will recognize the City’s contribution in any promotional literature. 5.Organizations who receive support from the inclusion grant program are not eligible to apply for funding for the same program/event from the City of Kitchener’s community grants program. 6.Requests from organizations that provide similar services as provided by the municipality will be assessed as to whether or not there is a duplication of services. The municipality will not issue grants for services that conflict with or are in direct competition with programs operated internally. 7.The application must demonstrably meet one or more of Council’s strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents: quality of life, diversity, community engagement, development, environment and/or dynamic downtown. 8.Partnerships with other funders are encouraged. 9.Capital projects are not eligible for funding. 10.Only one application per agency per year will be considered. 7.3Process 1.Grant applications will be accepted annually (late winter to early spring) once City Council has approved the annual budget. 2.Inclusion grant requests will be received and evaluated by staff of the Community Services Department. To be considered for an inclusion Page 16of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT grant, the applicant must submit the following details in the form of a proposal and include: Key contact names; Program, project or event description; Budget, including any other proposed funding sources, etc.; and Audited financial statement or recent bank statement. 3.Formal notification of the grant decision will be sent to the applicant by staff of the Community Services Department. If the grant request is denied by staff, the grant applicant will be given an opportunity to address the Community and Infrastructure Services Committee as a delegation. All decisions made by the Community and Infrastructure Services Committee must be ratified by City Council before they are final. 4.Organizations may be required to attend a meeting with staff in order to clarify details on the grant applications. 5.Organizations and groups receiving funds are advised that the grant being given is not to be regarded as a commitment for future assistance. 8.0YOUTH RECREATION GRANTS 8.1Purpose The City offers financial assistance to neighbourhood associations and community groups who provide recreation and leisure programs for youth between the ages of 11 and 17. The grant is intended to provide funding to support the costs associated with the hiring of trained and qualified program staff and/or instructors. The objective of this grant is to promote the delivery of affordable, community based programs that support youth in participating in recreation and leisure, leadership and civic engagement programs. 8.2Criteria 1.The applicant must be an affiliated City of Kitchener neighbourhood association or incorporated agency or supported community group. 2.Program proposals will give regard to persons with a disability, as identified by the Accessibility for Ontarians with a Disability Act (AODA). Page 17of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 3.Associations must have a fee subsidy option available in order to assist in the removal of barriers to participation. 4.The application must demonstrably meet one or more of Council’s strategic objectives asdocumented in the City of Kitchener Strategic Plan and other policy documents: quality of life, diversity, community engagement, development, environment and/or dynamic downtown. 5.Capital projects are not eligible for funding. 8.3Process 1.Grants are allocated three times per year (fall, winter and spring). 2.Grant dollars will contribute towards the cost of staff wages to a maximum of $300 per session per program or 50% of the total costs if less than $300. 3.Only one program per association will be considered per session. 4.Youth recreation grant requests will be received and evaluated by staff of the Community Services Department. To be considered for a youth recreation grant, the applicant must submit the following details in the form of a proposal andinclude: Key contact names; Program purpose and objectives; and A recent bank statement or copy of financial statement. 5.Formal notification of the grant decision will be sent to the applicant by staff of the Community Services Department. If the grantrequest is denied by staff, the grant applicant will be given an opportunity to address the Community and Infrastructure Services Committee as a delegation. All decisions made by the Community and Infrastructure 6.Services Committee must be ratified by City Council before they are final. 7.Organizations and groups receiving funds are advised that the grant being given is not to be regarded as a commitment for future assistance. Page 18of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 9.0ENVIRONMENT GRANTS 9.1Community Environmental Improvement Grants (CEIG) The community environmental improvement grant was created to foster a sense of environmental stewardship throughout the City. Grant recipients are recommended to Council once a year by the citizen-populated Environmental Committee. The objectives of the grant are to: Increase awareness of how we view and treat air, water and land resources, and encourage solutions to improve the quality of these resources; Promote healthy lifestyle practices; Foster a sense of environmental stewardship; Promoteand initiate the development of short term, intermediate and long term community-based environmental programs; and Support environmental research. Further details regarding this grant are provided in Council Policy I-590– Grant Program-Community Environmental Improvement. 10.0 NEIGHBOURHOOD ASSOCIATION PROGRAM GRANTS 10.1Purpose The City of Kitchener offers this grant to affiliated neighbourhood associations to encourage the provision of affordable, neighbourhood- based programming for residents of the City of Kitchener. The objective of this grant is to support citizen leadership in the development and delivery of leisure and recreation-based programming to residents in their local communities, and improve the quality of life in the City of Kitchener. Page 19of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 10.2Criteria 1.To be eligible, neighbourhood associations must meet the criteria for affiliation, and must be approved for affiliation by Kitchener City Council. 2.Affiliated City of Kitchenerneighbourhood associations who offer recreational programming in their local communities are eligible for cash grants. 3.Groups must demonstrate an ability to develop and implement programming, by having an organizational structure in place to lead and manage the activities and to account for finances. 4.Programs must be advertised and be open to the public. 5.Programs must be inclusive and accessible. 6.Cash grants will be provided for seasonal programs, to a maximum of ten (10) programs per season, three (3)seasons per year. Grants are not applicable to one time workshops, seminars, clinics or special events. 10.3Process 1.City of Kitchener staff is available for consultation in regard to the development and delivery of programs. The following program information should be provided to staff in advance of the program: Program description Program location Class size Key volunteer and/or contact information 2.Grants are allocated for a maximum of three (3) seasons annually. Grant requests must be made to thedesignated City of Kitchener staff liaison on a seasonal basis. 3.Neighbourhood associations must submit participant statistics. 4.Neighbourhood associations receiving funds are expected to provide information regarding their programs and activities to Council and the public as appropriate. Page 20of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 11.0 CAPITAL GRANTS (NON CITY-OWNED ASSETS) The City of Kitchenerdoes not provide capital grants to groups or organizations for non City-owned assets. For purposes of this policy, the City of Kitchener defines capital grant requests as requests for non-recurring, non-operating funds for the purpose of, including but not limited to, acquiring infrastructure, building renovations and/or major studies. 12.0 ECONOMIC DEVELOPMENT GRANTS 12.1Purpose To provide a process to bring requests for economic development grants which align with the City of Kitchener’s Economic Development Strategy forward for Council’s consideration. 12.2Process 1.Requests will be received and reviewed by Economic Development staff. Grant requests which are aligned with the Kitchener Economic Development Strategy and for which budget is available will be processed internally by staff and a summary report will be provided to Council annually. Grant requests which are not aligned with the Kitchener Economic Development Strategy or cannot be accommodated within existing budgets may be broughtforward for Council’s consideration. Staff will identify possible funding sources should Council wish to approve these requests. 2.Organizations making a request must submit the following information: Background information on the organization Specific project details Detailed project budget Details of funding requested/received for this project from other sources (e.g. other government organizations, private/business donations, etc.) Current financial statement of the organization Information on previous funding requests to the City of Kitchener and outcomes Identify project objectives consistent with the City’s Economic Development Strategy Any other information relevant to the request Page 21of 22 Policy No:FIN-GRA-525 Policy Title:COMMUNITY INVESTMENT 13.0EMERGENCY GRANTS 13.1Purpose This policy provides a process to bring grant requests, cash or in kind, for emergency funding forward for Council’s consideration. For purposes of this policy, the City of Kitchener defines emergency grant requests as requests that do not fit any other City of Kitchener funding source and could not be planned for during the annual budget process (e.g. local, national or international crisis or emergency, support to neighbouring municipalities). 13.2Process Requests will be received and reviewed by Financial Planning staff who will bring these forward for Council’s consideration. Staff will identify possible funding sources should Council wish to approve the requests. 14.0NEIGHBOURHOOD MATCHING GRANT-Seerelated Neighbourhood Matching Grant Procedure 15.0SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE CASH GRANTS The Safe and Healthy Community Advisory Committee will consider one year cash grants for one time projects, initiatives or events that support inclusion and/or belonging within Kitchener neighbourhoods. Grant requests will be received by the Community Programs and Services Division of the Community Services Department. 5.HISTORY OF POLICY CHANGES Administrative Updates 2016-06-01-Policy template I-525 re-formatted to new numbering system and given number FIN-GRA-525. 2018-05-10-Minor housekeepingchanges 2018-04-03-Department name change due to corporate re-organization. Formal Amendments 2009-06-29-As per Council directive, see report CSD-09-041. 2010-06-28-As per Council directive, see report CSD-10-041. 2011-10-24-As per Council directive, see report CSD-11-142. 2014-04-14-As per Council directive, see report CSD-14-003. 2017-11-06-As per Council directive, see reportsINS-17-079 & CSD-17-095 Page 22of 22 approach to making great neighbourhoods. In partnership with the Kitchener-Waterloo Community Foundation (KWCF) and Your Neighbourhood Credit Union (YNCU), the City of Kitchener offers a one-time Neighbourhood Matching Grant (NMG) to support resident-led neighbourhood and placemaking initiatives. City staff is here to help and will work behind the scenes to make it easy for you to make things happen in your neighbourhood. Have questions or need help with your application? Please contact city staff at lovemyhood@kitchener.ca. *** This information is available in accessible formats upon request. *** Please call 519-741-2200 ext. 7083 or TTY 1-866-969-9994 for assistance. 1. PURPOSE The Neighbourhood Matching Grant is intended to: Renew or revitalize neighbourhood public and green spaces, contributing to neighbourhood beautification and celebration Foster neighbourhood pride and sense of belonging Build stronger relationships between neighbours and neighbourhood groups Improve safety, accessibility and/or mobility Entrust residents to become more actively involved in their neighbourhoods through working together as neighbours 2. WHO CAN APPLY Both formal and informal neighbourhood-based community groups in Kitchener are eligible to apply, whether the group is newly formed for the purpose of a specific project, or a pre-existing group undertaking a project. Applicants must demonstrate that their group: Involved neighbourhood residents in the planning of the project Is composed of a significant number of committed people who live and/or work in the neighbourhood Gathered their support for the project, including, at minimum, notifying all residents within 120 m of the project site Has a project budget outlining how they propose to match the NMG funding with community resources (in-kind or in-cash) Has a bank account with at least two people named as signatories Agrees to report back upon completion of the project, including an accounting of all revenues, expenses and proof of purchases. 3. PROJECT CRITERIA Applicants must demonstrate that their project: Will occur within Kitchener city limits, geographically defined within a neighbourhood on accessible public land (for example, land owned by the City of Kitchener). Events, however, may take place on land that is accessible to the public, but not necessarily owned by the City. Is a one-time neighbourhood project not intended for a City-wide audience/purpose. Is inclusive, encouraging diverse neighbourhood involvement and participation of residents, community members and volunteers in the project planning and process. Contributes to neighbourhood identity. Capital projects are eligible for this grant. 4. FUNDING REQUESTS a) Applicants may request amounts up to $15,000, with the exception of projects that are event-based, which have a maximum of $2,000. A maximum amount of $85,000 for all Neighbourhood Matching Grants is available per year. b) For larger grant amounts, funds may be distributed in installments. c) The matching contribution must be appropriate to the needs of the proposed project, and may include: Cash donations Volunteer labour/time (valued at $20 per hour) Donated professional or contractor services, including services from artists & arts organizations (valued at the reasonable retail value of the product/service) Donated materials and supplies (valued at retail prices) Borrowed equipment (valued at the cost necessary if it were to be rented) d) entire contribution to the project must equal or exceed the dollar amount requested. While the match can include contributions from partnerships, including businesses and community organizations, a portion of the match must come from the applicant group itself. e) Funds from other City of Kitchener, KWCF or YNCU sources cannot be counted as match. f) -kind services (e.g. rental of space, city services, installation costs, etc.), and cash. g) Groups that do not complete their project as proposed will be required to return the funds. Of course, plans and timelines may be adjusted if you experience challenges, but please communicate with city staff. 5. HOW TO APPLY Applications are accepted anytime throughout the year. The grant selection committee reviews applications four times per year on the third Thursday in February, May, August and September. The total available grant funding is allocated equally amongst the quarterly review dates and any unspent funds can be carried over to the next review date. There are two ways to submit your application: 1. Submit an online application form at lovemyhood.ca, or 2. Submit an application in writing or by email to Neighbourhood Development Office th City of Kitchener, 200 King Street West, 7 Floor, PO Box 1118 Kitchener ON N2G 4G7 lovemyhood@kitchener.ca Your application should include: Organizational structure of the applicant group Key contact names, including a statement identifying the individual who will lead the project and ensure that the funds granted will be used solely for the purposes identified Project description, including how it reaches the goals of the grant outlined in section 1 (Purpose) Details of the project demonstrating that it meets the criteria set out in sections 2 (Who can Apply) and 3 (Project Criteria) Your plan to complete your project and proposed schedule (up to a 12 month time-frame) Budget, including any anticipated revenues, in kind contributions, and expenses 6. SELECTION PROCESS All grant requests will be reviewed and evaluated by the NMG committee. The committee consists of a maximum of six members, including representatives from the community and City of Kitchener staff. Groups will be notified of the outcome of their application as soon as possible, but typically within 4 to 6 weeks of application submission. This will give city staff time to navigate city hall on your behalf and determine the next steps to make approved projects a reality. Applicants will be assigned a single point of contact at the city to assist with any processes or approvals to complete their project. Each NMG applicant and project is unique, and these guidelines cannot address every possible project scenario. If more information is needed, city staff will work with applicants to gather the information the NMG committee needs to make an informed decision. To ensure an equitable distribution of grants, priority is given to new or emerging neighbourhood groups who will benefit the most from funding support. Applications for new projects from previously-funded groups will be considered, but no group will receive more than one grant per calendar year. Groups receiving funds are advised that the grant being given is not to be regarded as a commitment to future grant assistance. 7. THINGS TO CONSIDER If approved for a grant, city staff will help you along the way and will navigate city hall on your behalf. As we review your application, we may identify potential approvals or conditions that may be necessary, including: Neighbourhood support: It is important to make sure that your neighbours support your project, including, at minimum, notifying all residents within 120 m of the project site. Depending on the type of project, you may need to take additional steps to demonstrate neighbourhood support. City staff can help you understand what steps are most appropriate, and how to involve your neighbours in a way that is fair, open and inclusive. Roles and responsibilities: To ensure your project can be enjoyed safely for many years to come, an agreement between your group and the city will be developed. It will clearly define roles, responsibilities and conditions related to the project, such as: Any safety measures that can be put in place to ensure the safety of all users and participants Adequate liability insurance, depending on the nature of the project Maintenance responsibilities, shared between the applicant and the City, determined on a case-by- case basis The City of Kitchener will assume ownership of any capital projects installed on public property Acknowledgements: Applicants are expected to acknowledge the contributions of the City of Kitchener, Kitchener Waterloo Community Foundation and Your Neighbourhood Credit Union on all promotional materials, and are encouraged to use #lovemyhood on social media. Recognition in the form of a plaque or other medium is expected for long-term capital projects. Feedback: Applicants are required to report back on the impact of their project and lessons learned and provide a financial accounting of all revenues and expenses (including receipts) upon completion of the s may be impacted if the evaluation is not completed. The City of Kitchener, Kitchener Waterloo Community Foundation and Your Neighbourhood Credit Union are extremely grateful that you are taking the initiative to make your neighbourhood even better!