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1. RURAL ASSOCIATION PARTNERSHIP PROGRAM PROGRAMME DE PARTENARIATS
AVEC LES ASSOCIATIONS RURALES |
Committee
Recommendations
That Council:
1. Receive this report for information.
2. Approve
amendments to the Rural Association Partnership Program guidelines and
application form, as outlined in this report.
RecommandationS du
comité
Que le Conseil :
1. prendre
connaissance du présent rapport;
2. approuve
les modifications aux lignes directrices et au formulaire de demande du
Programme de partenariat des associations rurales, tel qu’il est indiqué dans
le présent rapport.
Documentation
1. City Manager report dated 21 August
2008 (ACS2008-CMR-RAO-0009).
Report to/Rapport au :
Agriculture and Rural Affairs Committee
Comité de l'agriculture et des questions rurales
21 August 2008 / le 21 août 2008
Submitted by/Soumis par : Kent
Kirkpatrick, City Manager / Directeur des services municipaux
Contact Person/Personne ressource : Derrick Moodie, Rural Affairs Officer
Rural
Affairs Office/Bureau des affaires rurales
(613)
580-2424 x15134, Derrick.Moodie@ottawa.ca
SUBJECT:
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OBJET :
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REPORT RECOMMENDATION
That the Agriculture and Rural Affairs Committee recommend that
Council:
1. Receive
this report for information.
2. Approve amendments to the Rural
Association Partnership Program guidelines and application form, as outlined in
this report.
RECOMMANDATION DU RAPPORT
Que le Comité de
l’agriculture et des affaires rurales recommande au Conseil :
1. de prendre connaissance
du présent rapport;
2. d’approuver les
modifications aux lignes directrices et au formulaire de demande du Programme de partenariat des
associations rurales, tel qu’il est indiqué dans le présent rapport.
BACKGROUND
The Rural Association Partnership Program (“RAPP”) was established as a pilot program in 2006 to support the City’s rural economy by providing funding for rural business organizations, fairs and farmers markets. The RAPP was initiated in response to recommendations endorsed as part of the 2005 Rural Summit. In May 2007, Council approved the continuation of RAPP as an ongoing funding program with an annual allocation of $75,000 from the Operating Budget of the Rural Affairs Office.
The program was designed to achieve the following goals:
RAPP offers project-based funding on a matching basis up to $7,500 to ensure that all rural regions and multiple eligible organizations have an opportunity to access funding. Successful applications demonstrate a positive economic impact within their respective rural community.
Applications are assessed on a competitive basis using a peer evaluation process involving independent assessors/jurors from the local community with knowledge of Rural Business Organizations, Fairs and Farmers Markets. The jury for the 2008 RAPP included: Denis Perrault, Linda Reasbeck, Eric McSweeney, Meredith Brophy and Syd Gravel. The jury evaluated all applications based on the assessment criteria and determined the funding priority and award amount for successful projects. The Rural Affairs Office appreciates their volunteer efforts.
DISCUSSION
In June of 2008 the first round of funding applications resulted in $54,212.75 being awarded to nine projects. Based on the documentation provided by the applicants, this funding will result in an estimated total investment of $151,741 in our rural communities. Funds remaining in the RAPP 2008 budget will be distributed through a second round with a deadline for applications of September 12, 2008 at 4 pm. In 2007, $69,863.00 was awarded to ten different projects, resulting in an estimate total investment of $207,921.85.
The Rural Association Partnership Program (RAPP) continues to successfully achieve its goals as outlined above. There was positive feedback on the need for, and value of, this type of funding in the rural areas and the positive impact of the projects on the rural community.
Based on feedback from the volunteer jurors, minor revisions have been recommended to the RAPP’s guidelines and application form.
The proposed changes are as follows:
· Include an area in the application form to be completed where the applicant must clearly state the amount of funding requested for the project
· Include “check boxes” in the application form to indicate “yes” or “no” for listed eligibility criteria as per the guidelines, to ensure applicants are aware of all requirements
· Amend the first listed eligibility requirement in the guidelines to read “Organization to be based and have an ongoing presence in rural Ottawa and/or to have project activities that significantly benefit rural Ottawa..”
These changes are intended to enhance clarity of expectations and criteria for eligibility. The change to the eligibility criteria will enable projects taking place in the urban area that have significant benefit for rural Ottawa, such as urban farmers markets, to receive support similar to rural farmers markets.
RAPP
2008 – Round One Recipients
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Recipient |
Project |
RAPP Funding |
Estimated
Total Project Cost |
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Canadian Organic Growers - Ottawa |
Feast of Fields |
$5,500.00 |
$21,000.00 |
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Carp Farmers' Market |
Signage and marketing |
$2,999.00 |
$11,298.00 |
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Manotick Business Improvement Area |
Women's Day in Manotick |
$3,463.75 |
$6,927.50 |
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Metcalfe Agricultural Society |
Security gates and fencing |
$7,500.00 |
$20,000.00 |
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North Gower Farmers' Market |
Consignment store |
$4,750.00 |
$9,500.00 |
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Ottawa's Countryside |
Display stands and racks |
$7,500.00 |
$15,207.50 |
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Richmond Agricultural Society |
Storm sewer drainage |
$7,500.00 |
$22,425.00 |
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Sustainable Living Ottawa East |
Main Farmers' Market |
$7,500.00 |
$26,223.00 |
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Watson's Mill |
Period dress costumes |
$7,500.00 |
$19,160.00 |
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Total |
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$54,212.25 |
$151,741.00 |
RAPP 2007 Funding Recipients
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Recipient |
Project |
RAPP Funding |
Estimated
Total Project Cost |
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Canadian Organic Growers - Ottawa |
Feast of Fields |
$7,500.00 |
$27,888.00 |
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Carp Agricultural Society |
Exhibit hall refacing |
$7,500.00 |
$30,000.00 |
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Cumberland Lions Club |
Leonard Tavern salvaging |
$7,500.00 |
$34,250.00 |
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Cumberland Village Community Association |
Cumberland Farmers' Market |
$7,500.00 |
$17,510.00 |
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Fitzroy Beef Farmers |
Marketing campaign |
$7,478.00 |
$14,955.30 |
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Gloucester Agicultural Society |
Equipment replacement |
$4,885.00 |
$9,769.00 |
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Metcalfe Agricultural Society |
Parking facility improvement |
$7,500.00 |
$22.250.00 |
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Ottawa's Countryside |
Marketing display |
$5,000.00 |
$16,375.00 |
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Richmond Agricultural Society |
Dining hall and kitchen |
$7,500.00 |
$19,864.55 |
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Watson's Mill |
Window restoration |
$7,500.00 |
$15,000.00 |
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Total |
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$69,863.00 |
$207,921.85 |
RURAL IMPLICATIONS
RAPP investments into the City’s rural communities since 2006 have supported over 30 rural economic development initiatives across rural Ottawa. The continuation of this program is expected to provide similar benefit.
CONSULTATION
The changes to the guidelines are based on feedback from jury members who evaluated the 2008 applications. While there has been no additional public consultation for this report, stakeholder consultations were completed for the development of the original guidelines.
FINANCIAL IMPLICATIONS
$75,000 for the Rural Association Partnership Program is available within the Rural Affairs Office operating budget.
SUPPORTING DOCUMENTATION
Document 1 – Amended Program Guidelines for the Rural Association Partnership Program
Document 2 – Amended Program Application Form for the Rural Association Partnership Program
DISPOSITION
Rural Affairs Office to take action as appropriate.
Document 1
2008 - Rural Association Partnership Program
Deadline
– September 12, 2008 at 4 pm
Summary
Program Objectives
Eligibility
Funding Categories
Assessment Criteria
Application Process
How funding Decisions are Made
If You are Awarded Funding
Reporting and Follow-up
Glossary of Terms
Contacts
Rural
Affairs Office - July, 2008
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1. Summary
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Funding
Opportunity |
Eligible
Organizations (Select
Link) |
Levels
Of Funding |
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Special Project Funding |
Service Organizations operating Rural Fairs |
Maximum grant is generally limited to $7,500 per project. |
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Organizations that operate rural farmers markets |
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Rural business Organizations such as Chambers of Commerce
and Business Improvement Areas |
2. Program Objectives
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Objectives
Of The Partnership Program |
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3. Eligibility
Eligibility
Who Can Apply?
Not-for-profit organizations, based in rural Ottawa, that
contribute to rural economic development, and that fall into one of the following
three categories:
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Rural Business Organizations |
Organizations, based in rural Ottawa that are recognized
as being active in supporting local retail and service sector businesses,
promoting commerce and representing local business needs |
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Farmers Markets |
Provide seasonal, multi-vendor, community-driven (not
private) organizations selling agricultural, food, art and craft products
including home-grown produce, home-made crafts and value-added products where
the vendors are primary producers (including preserves, baked goods, meat,
fish, dairy products, etc.) located in rural Ottawa |
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Fairs |
Present and promote a major agricultural and/or heritage
fair, that celebrates a distinct aspect of the local Ottawa character |
General Eligibility Requirements for all
categories
- Organization to be based and have an ongoing
presence in rural Ottawa and/or to have
project activities that significantly benefit
rural Ottawa.
- Not-for-profit
- Have a publicly accountable structure with an
active Board of Directors that meets regularly
- Contribute to the economic development of
Ottawa’s rural area through the implementation of new or enhanced
projects.
Ineligibility
Who cannot apply for funding?
- Individuals
- Educational or religious institutions
- Government agencies
- For-profit organizations/ventures
- Political parties
What activities are ineligible?
- Competitions
- Production and distribution of films,
recordings, books, magazines
- Fundraising projects and initiatives
- Activities already funded through other City
programs
- Pre-professional development or training
projects
- Sports and Recreation Tournaments and Events
- Trade shows and Trade fairs
- Parades
- Projects or activities that have been completed
on or before the application deadline date
- On-going operations deemed to be business as
usual
- Projects that create a dependency
4. Funding
- Funding will be provided for approved project on
a matching basis (50 per cent) for eligible project expenses.
- While in-kind contributions will strengthen an
application, City funding will not exceed 50 per cent of eligible cash
costs.
- Program contributions will not normally exceed
$7,500 per project.
- Funding will be limited to one approved project
per organization per year
- Projects are to be completed by December 31,
2008 unless applicant provides a reasonable justification for an extension
and receives written agreement from the City.
5. Assessment Criteria
All project funding applications are assessed on the basis
of the following three criteria:
- Merit of Project is the principal assessment
criterion. The jury will be looking for clear goals and objectives that
reflect the organization’s mandate, high standards in the development of
the proposed project, appropriate strategies to realize the project and a
successful track record of project management and or development
initiatives.
- Economic and Community Impact – applications should
demonstrate their impact on the following two target groups:
- Rural Ottawa Business (potential to contribute to
increased sales activity and/or customer base for local businesses,
leading to increased employment opportunities in the rural areas)
- Ottawa Residents (community participation,
audience development, accessibility of programming and /or activities,
community-based partnerships, etc.)
Specifically jurors will look for applications that address
the following criteria:
- Local support, participation
and benefit.
- The number and types of
partnerships attained (e.g. goods-in-kind, sponsorships)
- Initiatives to attract
visitors with quantifiable results;
- The project and organization’s
financial performance and demonstrated economic benefits to the
community.
- The level of potential to
achieve increased economic benefits and activity in rural Ottawa
- Organizational Effectiveness - Refers to infrastructure
development, capability for long range effective planning, fiscal
responsibility, financial stability, diverse funding sources (fundraising,
sponsorship, self-generated, in-kind donations, etc.), management and
staff organization (expertise and knowledge, effective roles and
responsibilities), professional standards and active leadership by the
Board of Directors.
Please Note: Applications from startup organizations will be
assessed with a reduced importance on historical performance
Financial Need is
considered in addition to the assessment criteria. It is determined according
to the organization’s financial stability (ability to generate and access other
sources of revenue, level of community support, commitment to ensuring the
presentation of their program), and whether there is an accumulated deficit or
surplus. Priority will be given to demonstrated financial need.
Funding received from the Partnership Program may not be
used to increase a surplus or offset an existing financial deficit.
6. Application Process
All applicants must complete the relevant application forms
and attach all required documentation. Two authorized members including
one member of the Board of Directors must sign the application.
All application and activity report documentation is
collected in accordance with the Municipal Freedom of Information and
Privacy Act.
Funding can only be used for the purposes specified in the
original application to the Partnership Program
funding. Any changes to the scale or activities, including changes in budget,
program and other aspects, must be reported in writing and receive approval of
the Program Coordinator.
You may wish to include the following support material items
that support the account of your activities such as media coverage, promotional
material, program brochures, photos, annual reports and publications,
videotapes or hard copies of web pages. (1 copy only please)
If you wish to have your support material returned, please
enclose a self-addressed envelope with the required postage. Do not send
originals. The applicant agrees that the City of Ottawa is not
responsible for the loss or damage, however caused, of applications or support
materials.
7. How funding Decisions Are Made
Peer
Evaluation Principles
The City of Ottawa’s Rural Association Partnership Program
involves both independent assessors and jurors in a peer assessment process.
Peer assessment implies the use of local community members who have knowledge
of Rural Business Organizations, Fairs and Farmers Markets to assess grant
applications. If required, external assessments in specialized areas that are
beyond the range of a particular jury’s expertise are solicited and taken into consideration.
Jurors and outside assessors are selected for their
knowledge and recognized expertise and productivity within specific assessment
criteria items (agricultural, community development, marketing, tourism, events
programming, logistics, etc.) Committee members represent various facets of the
rural community they are assessing (but not any particular group) and have an
awareness of a broad range of Rural Business Organizations, Fairs and Farmers
Markets.
Key principles of the jury member selection are to ensure
balanced representation: 1) The inclusion of a range of sector experience and
specialization, and 2) fair representation of official languages, gender, and
geographic areas.
The Program Coordinator is responsible for the selection of
jurors and independent assessors and will consult with members of the rural
community, farmers markets, fairs and the tourism and business sector. City
stakeholders and applicants are encouraged to recommend qualified names. If you
are interested in participating as a juror, please send your resume to our
mailing address or e-mail derrick.moodie@ottawa.ca
The City appreciates the contributions made by jurors and
assessors for volunteering their efforts.
Assessment
Process
The assessment process is a competitive system that uses a
peer-evaluation process. This process ensures that organizations are assessed
democratically and that funding to organizations (who are successful in their
application) is disbursed according to the level of merit of their programming.
Staff do not direct the jury in their decisions about which organizations
should receive funding nor the amount they should receive.
Once the deadline has passed, staff process and categorize
all applications, verifying that activity reports from the previous year have
been submitted. The Program Coordinator reviews each application to ascertain
eligibility and to become familiar with the organization, its activities and
funding request. During this process, the Program Coordinator may contact your
organization for additional information or clarification on certain items.
Names of individuals mentioned in applications (Board, staff, participating
businesses and talent base) are noted in order to avoid any potential conflict
of interest when selecting jurors.
Peer assessment juries evaluate all applications based on
the assessment criteria. The assessment committee consists of three to five
members who assess applications according to the publicly stated Assessment
Criteria. Jury members review funding applications independently. The committee
then meets to review and discuss the applications together. For each applicant,
the jury decides its funding priority and recommends an award amount.
An applicant’s success in obtaining funding depends upon the
jury’s final recommendation and the funding available within the Partnership
Program.
Conflict
of Interest
The purpose of the peer assessment system is to select
qualified and knowledgeable jurors and independent assessors from the local
festival, fair, and special events sector. Jurors may well have professional
and personal contact with many of the applicants, which could constitute a
conflict of interest. All actual or potential conflicts of interest that exist
must be disclosed by the potential juror and assessed by the Program
Coordinator.
Prior to the jury assessment meetings, jurors receive the
Conflict of Interest and Confidentiality Policy, with a form for declaring
conflicts. All jurors must complete and submit this form before the committee
meeting. If a conflict has been declared it is assessed by the Program
Coordinator in order to determine if this potential juror can be allowed to
participate in the process. If the conflict is deemed minor, the individual may
participate as a juror however he/she must leave the meeting for the duration
of the specific assessment and abstain from any discussion related to the
application.
Situations of potential conflict exist when:
- a juror has a financial interest in the success or
failure of an applicant’s program or project
- a juror has an interest based on the fact that an
applicant's program or project involves a spouse/live-in partner or an
immediate family member
- a juror has a personal interest in specific
applications other than what is normally expected of interested members of
the sector
- for any other reason, a juror is unable to objectively
assess an application
Confidentiality
Assessors and jury members are required to treat both the
contents of applications they review and the deliberations of the jury as
confidential. At the end of the assessment meeting, all application materials
are gathered from the jurors and shredded to protect confidentiality.
At the end of the funding allocation, the Rural Affairs
Office will publish a summary of results, listing the names of all funding
recipients, jurors and assessors. Until this list is published, the names of
successful applicants, jurors and assessors will not be revealed. The identity
of unsuccessful applicants remains confidential.
Allocation
of Funding
An applicant’s success in obtaining Partnership funding
depends upon the committee’s final evaluation and the funding available within
the program.
8. If You Are Awarded Funding
Release
of Funds
If you are awarded funding you will receive a letter
informing you of the amount funded. The result letter will also include the
Terms and Conditions form which describes special conditions attached to your
grant. Payments will be reimbursed upon submission of a claim form with
supporting documentation, such as cancelled cheques, invoices etc.
Right
to Reconsideration
All results are final. There is no appeal of evaluators’
decisions regarding the merit of your activities or their recommendation of an
award amount. The Partnership Program allows for reconsideration; but only in
specific cases where there is substantial evidence of procedural errors and/or
when the original application was not assessed according to the publicly stated
evaluation criteria.
Acknowledgement of Support
Grant recipients are required to acknowledge the support of
the City of Ottawa as follows:
Print materials – By
reproducing the City of Ottawa logo or making a written acknowledgement using
the following formulation:
[Name] gratefully acknowledges the financial support of the
City of Ottawa.
Acknowledgement should appear in or on:
- publicity materials (posters, flyers,
postcards), with the exception of advertisements
- promotional materials (giveaways, novelties)
- informational materials (newsletter, prospectus,
program, agenda, schedule)
- press materials (press release, press kit)
- signage where appropriate
In verbal announcements - By
mentioning support verbally in:
- public announcements and presentations
- press conferences and/or speeches
An electronic version of the City logo can be obtained by
contacting the Rural Affairs Office at RuralAffairs@ottawa.ca or by calling 613-580-2424, ext. 15134
9. Reporting and Follow-up
All successful applicants are required to submit an activity
report detailing how they used the funding granted to them. This report must be
submitted within three months of project completion.
Failure to provide a report will result in your organization
being ineligible for subsequent City of Ottawa funding from this or any other
City partnership programs.
Your activity report must include the following information:
- a detailed summary of the final project or
program of activities, performances and/or presentations including any
changes made to original proposal, challenges and achievements
- financial statements for program or project
- a summary of the volunteer contribution your
program/project received (include numbers of volunteers and hours, where
possible)
10. Glossary of Terms
Rural Area – The area
identified as outside the urban boundary on Schedule A of the City of Ottawa
Official Plan:
Schedule A, Rural Policy Plan (PDF format)
Ottawa–Based - An
organization that is Ottawa-based has a significant percentage of its Board and
staff living in Ottawa, and delivers it’s services and events within the Ottawa
city limits.
On-going Presence (organization)
– The organization Board and staff and/or core volunteers are active year-round
and carries-out operations such as management and planning, human resources and
program development, fundraising planning and/or events, etc.
11. Contacts
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Information
on the Partnership Program |
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To request guidelines and application forms: |
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Call 613-580-2424, ext 15134 |
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For specific enquiries or to discuss your organization’s
eligibility: |
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Derrick Moodie, |
613-580-2424, ext 15134 |
derrick.moodie@ottawa.ca |
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Applications Should Be Mailed Or Hand-Delivered To:
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Rural Association Partnership Program-Application Form
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LEGAL NAME OF APPLICANT |
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OPERATING NAME |
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MAILING ADDRESS |
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CONTACT PERSON |
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TELEPHONE NUMBER |
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FACSIMILE NUMBER |
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E-MAIL ADDRESS |
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REGISTERED NOT-FOR-PROFIT - Y/N ? |
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INCORPORATION NUMBER (if applicable) |
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LEVEL OF FUNDING REQUESTED (50 per cent matching up to $7,500 max) |
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PROJECT TITLE |
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Eligibility Criteria: Please ensure that
your organization meets all eligibility criteria. |
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Describe your organization: Rural Business
Organization Farmers’ Market
Fair
Is your organization based in and have an
ongoing presence in rural Ottawa and/or have project activities that
significantly benefit rural Ottawa?
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Is your organization “not-for-profit”?
Yes
No
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Does
your organization have a publicly accountable structure with an active Board
of Directors that meets regularly?
Yes
No
Is this
a new or enhanced project that will contribute to the economic development of
Ottawa’s rural area?
Yes
No
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Organization Description: Provide a brief description of your organization including history, governance structure, role in the community, and projects of a similar scale that your organization has successfully implemented in the past.
Project Description: Provide a full description of the project. Specify objectives to be achieved and critical issues that the project will resolve. Identify project activities, work plan and time lines. Outline partner information and mutual benefits. Note: projects that involve hiring a consultant must provide Terms of Reference for the recruitment and hiring of the consultant.
Economic Benefits and Expected Impact: Describe how the project will benefit the local or regional economy. Outline the project measurements and expected results by identifying clear and measurable targets for the project.
Costs and Financing: Identify and substantiate detailed project costs. Provide the proposed budget details (expenses and revenues) regarding all cash and in-kind contributions attaching estimates/quotes where applicable (Note: Political contributions do not apply). Provide a monthly cash flow projection for the project. If required, demonstrate the need for a cash advance.
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Attachments: List in point form any attachments, which may include letters of support, financial information, quotes for capital projects, terms of reference for consultants. |
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PAYMENT OF CITY OF OTTAWA CONTRIBUTION
Detailed instructions and claim
forms will be provided to applicants after the City of Ottawa approves each
project. However, applicants may find the following general information useful
in their financial planning.
In order to receive payment,
applicants must file a claim. The claim must include a listing of all the costs
incurred for the project with supporting invoices.
Applicants may claim 90 per cent
of the approved City of Ottawa contribution upon completion of the project. The
final 10 per cent of the approved City of Ottawa contribution will be released
upon submission of the required final report. Applicants are required to
maintain proper books and records of the costs of the project, including
invoices and cancelled cheques, and to provide City of Ottawa auditors with
access to these records when requested.
The City of Ottawa will pay up to
50 per cent of the approved cash costs of the project up to a maximum City of
Ottawa contribution of $7,500 during the agreement period and prior to December
31, 2008. Applicants must have requested and receive permission, in writing,
from the City of Ottawa in order to be eligible for a deadline extension.
If advance payments are required,
please provide justification through your financial statements and any interim
statements.
Any application not signed by
proper authority of the organization cannot be processed. The undersigned
certifies that all information provided to the City of Ottawa in support of
this request for funding is true and complete, and undertakes to provide any
further information that may be required for City of Ottawa to render a
decision, in a timely manner. The undersigned also herewith provides consent
for the City of Ottawa to make sufficient credit and other enquiries that may
be necessary in the evaluation of this request for funding.
Signature:______________________________________
Name
(print):___________________________________
Organization:
_________________________________________________________________
Position:__________________________________
Date:_________________________________
Do you have signing
authority? YES_____ NO_____
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Please return completed Application
Form to: |