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Repealed: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:
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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
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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,
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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.
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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,
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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.
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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
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