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HomeMy WebLinkAboutAffiliation Policy - Neighbourhood Associations - MUN-FAC-3241 POLICY APPLIES TO THE FOLLOWING: K�T�R ❑ POLICY Policy No: MUN-FAC-324 Policy Title: AFFILIATION - Approval Date: August 26, 2002 ❑ NEIGHBOURHOOD ❑ C.U.P.E. 68 Mechanics ❑ ASSOCIATIONS Reviewed Date: July 2016 Policy Type: COUNCIL Next Review Date: July 2028 Reviewed Date: June 2023 Category: Municipal Services Last Amended: June 2023 Sub -Category: Facility Replaces: 1-324, Affiliation - Author: Manager, Service Coordination and Improvement Neighbourhood Associations Dept/Div: Community Services Department/Neighbourhood Repealed: Programs & Services Replaced by: Related Policies, Procedures and/or Guidelines: To be included at next review. 1. POLICY PURPOSE: In its responsibility to a healthy community, the City of Kitchener has a commitment to encourage volunteerism and citizen leadership. To encourage this activity, the City provides support to affiliated neighbourhood groups that are formed to initiate and maintain a range of community based activities to improve the quality of life in the City. 2. DEFINITIONS: To be included at next review. 3. SCOPE: 1 of 6 POLICY APPLIES TO THE FOLLOWING: ❑ All Employees ❑ All Full -Time Employees ❑ All Union ❑ Management ❑ C.U.P.E. 68 Civic ❑ Non Union ❑ C.U.P.E. 68 Mechanics ❑ Temporary ❑ C.U.P.E. 791 ❑ Student ❑ I.B.E.W.636 1 of 6 Policy No: MUN-FAC-324 Policy Title: AFFILIATION - NEIGHBOURHOOD ASSOCIATIONS ❑ Part -Time Employees ❑ K.P.F.F.A. ❑ Specified Positions only: ❑ Other: ❑ Council ❑ Local Boards & Advisory Committees To be included at next review. 4. POLICY CONTENT: This policy outlines the characteristics neighbourhood groups need to have to be eligible for affiliation and the benefits of being affiliated. The application, renewal and approval process is also explained. 1. Eligibility To be recognized as a affiliated City of Kitchener Neighbourhood Association, a community group will have the following characteristics: a) be a voluntary, not-for-profit, non-partisan, non -denominational group based in a geographic neighbourhood within the borders of the City of Kitchener; b) be inclusive of and responsible to the needs of the community within the specific geographic area defined by that group; c) be open to the public and make this known through communication to the residents of that neighbourhood, by at a minimum, publishing a contact number or through other means such as a newsletter; d) have some level of activity with, at minimum, a contact person; and, e) have some structure for accountability. Further, all affiliated Neighbourhood Associations offering programs out of a City -owned community centre are required to: a) Establish and publish online an equity, diversity and inclusion policy for the Association which, at a minimum, commits to providing a variety of programs at city -owned community centres that meet the diverse needs of the residents; b) Have all Neighbourhood Association Board members participate in city - organized and funded EDI training on a periodic basis; and, 2of6 Policy No: MUN-FAC-324 Policy Title: AFFILIATION - NEIGHBOURHOOD ASSOCIATIONS Further, all affiliated City of Kitchener Neighbourhood Associations offering programs out of a City -owned community centre, who have generated more than $20,000 in revenue during the previous fiscal year, the following are required to maintain affiliation: a) Provide the following financial information to the City on an annual basis: (1) total revenue generated during their previous fiscal year, (2) total expenses in their previous fiscal year, and (3) total funding held in reserves/savings. b) Establish and publish online a reinvestment policy that will outline how the Association will reinvest net -revenues generated through programming offered at City -owned community centres into the community; and, Neighbourhood Associations vary in how they operate. Examples of areas in which approaches are expected to differ include: a) the location and frequency of meetings; b) the types of activities or issues addressed; c) methods for maintaining records and financial accounting; d) their processes for recruiting and supporting volunteers; and e) the level of formality in their structure, policies and procedures, e.g. having a constitution. 2. Benefits The City of Kitchener will provide the following support to affiliated Neighbourhood Associations: a) Third party liability coverage for their executives, employees and volunteers while acting within the scope of their duties and adhering to City of Kitchener policies and procedures. All activities usual to a Neighbourhood Association are covered, however, unusual activities must be referred to the Risk Manager for review. This insurance responds to pay for the expenses related to lawsuits brought by third parties claiming bodily injury or property damage resulting from the actions of Neighbourhood Association volunteers. It is not an accident policy that provides automatic compensation to an injured person whether they are a third party or a volunteer. 3 of 6 Policy No: MUN-FAC-324 Policy Title: AFFILIATION - NEIGHBOURHOOD ASSOCIATIONS b) Access to City facilities, resources, program grants, printing of newsletters, minutes, and flyers, and staff assistance (subject to guidelines and budgetary availability ). Due to Law Society restrictions regarding the giving of legal advice to non -clients, lawyers in the Corporation of the City of Kitchener's Legal Services cannot provide legal assistance and advice to Neighbourhood Associations. c) Access to the City's online registration software, including staff supports, to Neighbourhood Associations offering programming to the community. 3. Process for Renewal of Existing Neighbourhood Associations and Application/Approval of New Neighbourhood Associations a) Renewal of Existing Neighbourhood Associations Each year a renewal form will be sent to existing Neighbourhood Associations to confirm or update the following information: i) group name, ii) geographic boundaries, iii) name and contact information for one or more person who can receive communication on behalf of the group, iv) brief statement of mission and main purpose as well as the types of activities it provides, v) a question that asks if the group wants to review the Affiliation Policy will also be included in this form. b) New Neighbourhood Associations Groups interested in forming new Neighbourhood Associations are to submit a letter to the Director of Community Programs and Services that outlines the following information: i) group name, ii) geographic boundaries, iii) name and contact information for one or more persons who can receive communication on behalf of the group, 4of6 Policy No: MUN-FAC-324 Policy Title: AFFILIATION - NEIGHBOURHOOD ASSOCIATIONS iv) brief statement of mission and main purpose as well as the types of activities it provides. Letters of application that contain the information outlined above are to be sent to the following address: Director of Community Programs and Services 7th Floor, Kitchener City Hall 200 King Street West P.O. Box 1118 Kitchener, Ontario N2G 4G7 Phone: (519) 741-2687 Fax: (519) 741-2723 When new applications are received, the following steps are taken: i) The Director will contact the relevant Community Programs and Services District Facilitator. ii) The District Facilitator reviews the application to see if the group meets the eligibility criteria. iii) If a Neighbourhood Association(s) already exists within that geographic area, the District Facilitator is to contact all relevant parties to identify if there are any issues, and if yes, to initiate a process to address them. iv) The District Facilitator prepares a recommendation to the Community Services Committee of Kitchener City Council. v) When approved by the Community Services Committee and Kitchener City Council, the District Facilitator is to ensure the Neighbourhood Association and contact information is added to the list of affiliated Neighbourhood Associations in the Office of the City Clerk and that the contact information is circulated publicly, e.g. added to the list of Neighbourhood Associations in Leisure Guide. vi) Whenever a new Neighbourhood Associaiton is added, the District Facilitator is to ensure that the updated list of Neighbourhood Associations is sent to other affiliated Neighbourhood Associations. 5 of 6 Policy No: MUN-FAC-324 Policy Title: AFFILIATION - NEIGHBOURHOOD ASSOCIATIONS As contact information changes throughout the year, Neighbourhood Associations are to notify their District Facilitator and the District Facilitator is to inform the Office of the City Clerk. 4. Review of Affiliation Policy In order to ensure the City's community centre operating model continually responds to changing circumstances and needs within the community, this policy will be up for review every five years. 5. HISTORY OF POLICY CHANGES Administrative Updates 2016-06-01 - 1-324 policy template re -formatted to new numbering system and given number MUN-FAC-324. Formal Amendments 2023-06-26 — formal amendments completed as per Council direction 6 of 6