5. MAJOR CAPITAL COMMUNITY
PARTNERSHIP FUNDING PROGRAM -2006 PROGRAMME DE PARTENARIATS
COMMUNAUTAIRES POUR LES GRANDS PROJETS D'IMMOBILISATIONS - 2006 |
That Council receive this report for information.
Recommandation du Comité
Que le Conseil
prennent connaissance de ce rapport à titre d'information.
DOCUMENTATION
1.
Deputy City Manager report dated 29 January 2007 (ACS2007-CPS-PAR-0004).
Report to/Rapport
au :
Community and Protective Services Committee
Comité des services communautaires
et de protection
and Council / et au Conseil
29 January 2007 / le 29 janvier 2007
Submitted by/Soumis par : Steve Kanellakos, Deputy City Manager/Directeur municipal
adjoint,
Community and Protective Services/Services
communautaires et de protection
Contact
Person/Personne ressource : Aaron Burry, Director
Parks and Recreation/Parcs et Loisir
(613) 580-2424 x23666, aaron.burry@ottawa.ca
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SUBJECT: |
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OBJET : |
PROGRAMME DE PARTENARIATS COMMUNAUTAIRES POUR LES GRANDS PROJETS
D'IMMOBILISATIONS - 2006 |
REPORT RECOMMENDATION
That the Community and Protective Services Committee and Council receive
this report for information.
RECOMMANDATION DU
RAPPORT
Que le Comité des services
communautaires et de protection et le Conseil prennent connaissance de ce
rapport à titre d'information.
In March of 2006, the Parks and Recreation Branch received applications for the Council approved Community Partnership Major Capital Program with a budget envelope of $700,000. Per the program's guidelines, the Branch is to report back annually to Committee and Council regarding the disposition of funds and projects. Document 1 provides a summary of the four eligible proposals that were submitted on March 1, 2006 (with requested funds totalling $769,123). Of the four evaluated, three were approved in principle; and one was not recommended as it did not meet the program objectives and principles and scored low in the evaluation process. Document 2 provides the 2005 summary of funding allocations.
En mars 2006, la
Direction des parcs et loisirs a reçu des demandes présentées dans le cadre du
Programme de partenariats communautaires pour les grands projets
d’immobilisations. Ce programme ayant reçu l’approbation du Conseil municipal
était doté d’une enveloppe budgétaire de 700 000 $. Conformément aux
lignes directrices du Programme, la Direction doit présenter un rapport chaque
année au Comité et au Conseil sur l’affectation des crédits ainsi que sur les
projets. Le Document 1 présente un résumé des quatre propositions admissibles
qui ont été soumises le 1er mars 2006 (les crédits demandés
atteignaient la somme de 769 123 $). Après évaluation, trois des
quatre propositions ont fait l’objet d’une approbation de principe, alors que
la quatrième n’a pas été recommandée, car elle ne cadrait pas suffisamment avec
les objectifs et les principes du Programme et qu’elle avait obtenu une note
peu élevée à l’évaluation. Le Document 2 résume les affectations de crédits
pour 2005.
At its meeting of December 8,
2004, City Council approved the Major Capital Community Partnership Program that
seeks to achieve the following program objectives:
The Major Capital Partnership
Program provides opportunities to enter into partnerships with community groups
to implement major capital projects for new development, renovations and
expansions to parks and recreation facilities.
The projects are larger scale projects that cannot be accommodated
through the Community Partnership Minor Capital Program (where the maximum City
contribution is limited to $7,500). In
contrast, Major Capital Projects in Non-City owned facilities are eligible for
a maximum of 25% of the total eligible project costs, and 50% for those in
City-owned facilities. A total of
$700,000 was approved for the 2006 program budget.
Per the program's guidelines, the
Branch is to report back annually to Committee and Council regarding the
disposition of funds and projects. This
report provides a listing of the projects that have been approved in principle
for funding as part of the 2006 allocation process and a summary update for
2005 funding allocations.
A total of four eligible Parks
and Recreation proposals were submitted March 1, 2006 (with one carry over
request from 2005 – Carleton Heights) with the total requested funds amounting
to $769,123. The 2006 budget envelope
approved was $700,000, and as a result not all the project proposals submitted
could be funded. As stated in the
program’s guidelines, all projects were evaluated by a cross-branch evaluation
team using the Council approved principles, eligibility and proposal
consideration criteria and prioritization criteria. The Guidelines and Principles of the Program, as approved by
Council, are attached in Document 3.
Document 1 provides a listing of
projects in order of funding priority, a brief description and funds
requested. The amounts indicated are
approximate. They are based on
preliminary project cost estimates submitted by the community as part of the
application process, and are subject to change as additional project details
become available. In 2005, Carleton
Heights & Area Residents Association’s draft proposal was not sufficiently
detailed and exceeded the entire
2005 budget envelope. As such, only a
portion of the project proposal received approval in principle for $70,515 with
the expectation that the remaining project costs would be considered as a
priority from the 2006 budget envelope.
The project received approval in principle for an additional
$359,415. Of the four eligible project
applications received and evaluated this year, three of the projects were
approved in principle; and one was not recommended as it did not meet the
program objectives and principles and scored low in the evaluation process.
It should be noted that due to
the magnitude of the projects, the requirement for additional documentation,
validation of proposed costs and business plans, technical feasibility, it’s
the Branch’s intention to approve these projects “in principle” and work with
the groups to detail their documentation, and establish roles and
responsibilities that are consistent with the City’s policies concerning
“volunteer works”.
Given the scale and complexity of
the major capital construction projects and to ensure projects are completed in
compliance with city standards and guidelines, staff recommend a report be
brought forward to Committee and Council in 2007 regarding project
implementation procedures.
On
November 30, 2005, Council received the listing of projects approved in
principle for 2005. At that time, nine
project applications were received and evaluated. Six (6) of the projects were approved in principle; two had been
deferred pending further work with the applicants, and one was determined to be
ineligible for funding. Of the $500,000
envelope, $206,850 had been allocated with a balance of $293,150 remaining as
uncommitted at the time. The balance
was to be carried forward and combined with the 2006 envelope. Staff were instructed to continue to work
with the groups whose proposals had been deferred, and should their proposals
be complete before the March 1, 2006 deadline, funds could be approved from the
remainder of the 2005 envelope. As a
result, two deferred projects submitted completed proposals by the deadline and
the remainder of the 2005 balance was allocated to them. Document 2 provides an updated summary of
the 2005 projects including project status. Three projects have been completed,
two projects are under construction and three have been approved in principle.
CONSULTATION
No public consultation was required in the preparation of this report.
FINANCIAL IMPLICATIONS
Funds are available in capital
projects Community Partnership Major Capital approved in 2006. Budget allocation for the 2007 program to be
determined through the budget process.
SUPPORTING DOCUMENTATION
Document 1 Community
Partnership Major Capital Program 2006 Projects and Funding Level
Document 2 Community
Partnership Major Capital Program 2005 Summary of Funding Allocations
Document 3 Guidelines and Principles – Community Partnership Major Capital Program, Dec. 2004
The Parks and Recreation Branch will continue to monitor
Community Partnership Major Capital projects funded (and/or approved in
principle) and report back on funding allocations.
|
Name
of Organization |
Project
Site |
Facility Ownership |
Ward |
Project
Title & Brief Summary |
Project Estimate* |
Status |
Anticipated City
Contribution |
|
Carleton
Heights & Area Residents Association |
Carleton
Heights Community Centre |
City |
16 |
Community
centre expansion, primary focus to increase multi-purpose programming
space. |
$859,860 |
Proposal approved in principle |
$359,415 (2006) $70,515 (2005) (50% of Project
Estimate) |
|
Munster
Community Association |
Munster
Community Centre |
City |
21 |
Community centre expansion: new multi-purpose room
to provide programming, improved storage, kitchen and accessibility |
$545,916 |
Proposal approved in principle |
$272,958 (50% of Project Estimate) |
|
Sarsfield
Multi-Service Centre Co-Op |
Sarsfield
Multi-Service Centre Co-Op |
Non City |
19 |
Multi
purpose centre renovation to enhance and increase recreation programming |
$75,000 |
Proposal approved in
principle |
$18,750 (25% of Project Estimate) |
|
East
Nepean Little League |
South
Nepean Park |
City |
3 |
Irrigation
system for 2 ball diamonds to create an improved first class status |
$36,000 |
Proposal approved in
principle |
$18,000 (50% of Project Estimate) |
Total project proposals approved in principle: $669,123
Contingency: $30,877
2006 Funding: $700,000
2006 Project Submissions - Not Recommended
|
Name
of Organization |
Project
Site |
Facility Ownership |
Ward |
Project
Title & Brief Summary |
Project Estimate* |
Status |
|
St.
James Tennis Club/GNAG |
St.
James Tennis Club |
City |
17 |
Winterize
clubhouse to improve washrooms and locker areas for tennis and provide
additional youth programming and drop in centre |
$200,000 |
Proposal not
recommended. -
duplication with Glebe Community Centre -
Infrastructure Strategy does not support exclusive use for special
target groups -
cost benefit ratio not favourable |
|
Name of Organization |
Project Site / Ownership |
Ward |
Project Title & Brief Summary |
Project Estimate * |
Project Status |
City Contribution |
|
Dovercourt Recreation Association |
Westboro Kiwanis Park (City Owned) |
15 |
Accessible Play Structure |
$231,116 (includes some lifecycle costs) |
Completed |
$50,000 partnership funds $50,000 lifecycle funds (community contributed more than 50% of project estimate) |
|
Gloucester Lions Club |
Barrett Arena (City Owned) |
10 |
Renovations: stairwell improvements |
$50,000 |
Completed |
$25,000 (50% of project estimate) |
|
Kanata Knights Football Club |
Walter Baker Park (City Owned) |
23 |
Bleachers |
$60,770 |
Completed |
$30,385 (50% of project estimate) |
|
Huntley Community Association |
Huntley Community Centre Park (City Owned) |
5 |
Carp Water Splash |
$200,000 |
Construction underway |
$100,000 (50% of project estimate) |
|
Rendez-Vous
des Aines Francophones d’Ottawa Inc. |
Notre-Dame-des-Champs (Non-City Owned) |
2 |
Renovations: new windows, storage and office |
$101,620 |
Construction underway |
$25,405 (25% of project estimate) |
|
Carleton Heights & Area Residents Association |
Carleton Heights Community Centre (City Owned) |
16 |
Community Centre Expansion |
$859,860 |
Approved in principle. (Balance to be funded in
2006 ) |
$70,515 Balance of project
dependent on 2006 allocations (50% of project estimate) |
|
Corkery Community Association |
Corkery Community Centre (City Owned) |
5 |
Community Centre Expansion |
$57,700 |
Approved in principle |
$28,850 (50% of project estimate) |
|
March Tennis Club |
March Tennis Club (City Owned) |
4 |
Vinyl Air Dome Structure – 4 courts |
$339,000 |
Approved in principle |
$169,500 (50% of project estimate) |
|
Subtotal Cash Contribution (8 projects) Printing Brochures 2005 Funding |
$499,655 $345 $500,000 |
Document 3
CITY OF OTTAWA
Community
Partnership Major Capital Program
Parks and
Recreation Branch – Community & Protective Services
Guidelines And Principles
The Community Partnership Major Capital Program is
an initiative to implement major capital improvements and additions to
facilities related to parks and recreation and community resource centers on a
cost-sharing basis between the City and community groups. The project may relate to an asset that is
owned by the City, or operated by a community partner who delivers service on
behalf of the City or assists the City in the delivery of programs and
services. The funding program applies
to major capital projects for new facilities, renovations and expansions. It will only apply to fixed assets. It will not fund other components such as
furniture, equipment, feasibility or fundraising studies.
Program Objectives
·
to develop
capital projects that respond to priority needs as identified through
Departmental and City planning documents
·
to support
community initiatives in developing and improving facilities which serve the
community
·
to develop
cost effective capital projects which minimize City contributions and leverage
funding from other sources
Program
Principles
·
all
facilities developed with City funding within this program must be open and
accessible to all residents of Ottawa
·
capital
partnerships will only be considered where they can be supported by a business
plan that indicates the completed project is sustainable over the long term
·
all
partnership funding agreements are subject to the availability of funding
within the capital budget program of the City
·
the City
will be proactive in assisting organizations to develop partnerships that
provide services within the core mandate of the City
Eligible Projects
If these basic mandatory conditions are met, the
proposal will be assessed by a staff team using the criteria described below:
·
proposals
in the areas of parks and recreation, community resource centres
·
proposals
may relate to an asset that is owned by the City, or operated by a community
partner who delivers service on behalf of the City or assists the City in the
delivery of programs and services
·
major
capital projects for new facilities, renovations and expansions
Initial Evaluation for Eligibility - Criteria for Consideration of Proposals
City Contribution
Maximum City contribution is based upon type and ownership of the asset as described below:
a) Recreation and Sports
For recreation and sports projects the maximum City contribution for projects in City-owned facilities will be a maximum of 50% of the eligible capital project cost. For projects in community (Non-City) owned facilities, the City will contribute up to a maximum of 25% of the eligible capital project costs.
b) Community Resource Centres
The city contribution towards eligible capital project costs at Community Resource Centres will up to a maximum of 25%.
Eligible Capital Costs
The following are costs that are eligible for cost sharing within this program:
· concept and detailed design costs
· construction costs including contingencies
· site development costs
· development and building permits
· fixed equipment
The following costs are NOT eligible:
· financing costs (i.e. loan charges)
· fund raising costs
· non fixed furniture and equipment costs
· moving costs
· computers and non-fixed IT costs
Forms of Contribution
The contribution from the City may be provided in one or more of the following forms:
· a grant paid in cash
· land or other services in kind
· waiver of applicable municipal fees
Any contribution of City land or waiving of development charges fees is considered to form part of the City’s contribution. Including land contribution and waiving of development fees within the City’s contribution will allow the City to maximize the number of partnership projects that may be supported within a limited funding envelope.
It should be noted that the total City contribution from any of these funding methods will not exceed the contribution limits noted above.
A second set of criteria has been established to prioritize eligible projects. For example projects submitted for sports field development would be assessed against such criteria:
· City-owned land that remains in City ownership versus having to sell a portion of non-City owned lands
· location of proposal: access to public transportation, growth area, proximity to arterial roads, proximity to or impact on local residential development, under-serviced area in the core
· size and type of facility: address current priority shortage, multi-sport capabilities, tournament potential, economies of sale, potential addition to existing facilities or future growth potential for additional new sports fields
· construction standard: artificial turf, natural turf at the community or district level standard, neighbourhood or basic level fields, maintenance standard
· impact on current core area delivery; demonstrate improvements to core area access for sports turf, improvements for multi-sport opportunities, same sport consortium
· potential for programming intensity; efficient/effective use of fields, carrying capacity of turf, responsible use
· City contribution requirements: external grants/funding, sports field development capital budget envelope, length of term for financing, past performance of proponent
The deadline date for submitting proposals is March 1st.. The initial proposal process will qualify the projects submissions against the program objectives, eligibility and criteria.
March 1st proposal deadline
April evaluation for eligibility
May-August prioritize projects
September-October report to Committee and Council for final approval
November-December initiate project detailing, partnership agreement
· partnership agreement will be developed to detail the capital project and will include clauses stating the intentions of each party, shared objectives and outcomes etc.
· City will provide funding payments on receipt of invoices in a manner as agreed to between the City and community organization
· funding cheques will be issued to a group with two or more signing officers
· City will monitor the terms of the partnership agreement
· any residual funds are to be returned to the City, unless the City approves a phase two of the project to which these residual funds may be applied
· governance structure and appropriate level of City involvement is to be agreed upon between the parties
· agreement will include conditions that allow the City to appoint a project manager if it so desires or to appoint a project development adviser to the governing body for the period of construction and warranty
· agreement will include City sign-off for the various stages of the project development; final design and cost estimate, construction tender, tender acceptance, variations to contract that are greater than 10% variation, are greater than the contingency or result in additional funds being required
· in the case of community owned facilities, the City assumes no liability for ongoing operational or maintenance funding
· applicant must demonstrate that the landlord has public liability insurance for the construction of the project and the landowner must provide written concurrence for the proposed capital project
· City must have input into the sale/lease of naming rights of the facility
· charges (if applicable) to the community must be agreed to by the City
· in the case of community owned facilities, the City will recover some of the financial contribution if there is a significant change to use of the facility within the terms of the agreement or agreed timeframe (related to City’s amortization of the intangible asset)
· capital project must be developed within an agreed upon time frame
· should the organization cease to exist or be re-constituted during the life of the capital project, conditions for safeguarding the public’s investment in the capital project will be secured