1. COMMUNITY PARTNERSHIP MINOR CAPITAL PROGRAM SUMMARY OF FUNDING ALLOCATIONS 2008 AND AMENDMENT TO PROGRAM GUIDELINES

PROGRAMME DE PARTENARIAT COMMUNAUTAIRE LIÉ AUX PETITES IMMOBILISATIONSSOMMAIRE DES ALLOCATIONS DE FONDS DE 2008 ET MODIFICATIONS AUX LIGNES DIRECTRICES DU PROGRAMME

Committee RecommendationS

That Council:

1. Receive the listing of projects funded through the program in 2008 as detailed in Document 1.

2. Approve the revised guidelines highlighted in Document 2 to further clarify applicant eligibility and deadlines.

RecommandationS du Comité

Que le Conseil :

1. prendre connaissance de la liste des projets financés en 2008 par le biais du programme, comme il est expliqué en détail dans le Document 1.

2. approuve les lignes directrices révisées exposées dans le Document 2 afin de mieux clarifier les critères d’admissibilité des demandeurs et les dates limites.

Documentation

1. Deputy City Manager's report, City Operations dated 16 March 2009
(ACS2009-COS-RCS-0006).

Report to/Rapport au:

Community and Protective Services Committee

Comité des services communautaires et de protection

and Council / et au Conseil

16 March 2009 / le 16 mars 2009

Submitted by/Soumis par: Steve Kanellakos, Deputy City Manager/

Directeur municipal adjoint,

City Operations/Opérations municipales

Contact Person/Personne ressource: Aaron Burry, General Manager

Recreation & Community Services/ Loisir et services communautaires

(613) 580-2424 x 23666, Aaron.Burry@ottawa.ca

City Wide/à l'échelle de la Ville

Ref N°: ACS2009-COS-RCS-0006

SUBJECT:	community partnership minor capital program summary of funding allocations 2008 and amendment to program guidelines
OBJET :	Programme de partenariat communautaire lié aux petites immobilisations Sommaire des allocations de fonds de 2008 et modifications aux lignes directrices du programme

REPORT RECOMMENDATIONS

That Community and Protective Services Committee recommend Council:

1. Receive the listing of projects funded through the program in 2008 as detailed in Document 1.

2. Approve the revised guidelines highlighted in Document 2 to further clarify applicant eligibility and deadlines.

RECOMMANDATIONS DU RAPPORT

Que le Comité des services de protection et d’urgence recommande au Conseil :

1. de prendre connaissance de la liste des projets financés en 2008 par le biais du programme, comme il est expliqué en détail dans le Document 1.

2. d’approuver les lignes directrices révisées exposées dans le Document 2 afin de mieux clarifier les critères d’admissibilité des demandeurs et les dates limites.

EXECUTIVE SUMMARY

The Community Partnership Minor Capital Program is an initiative to implement minor capital improvements to parks and recreation facilities on a cost-sharing basis. The City’s budget for the program is set annually. Applications are reviewed and funds are allocated annually as per the program’s guidelines, the Branch is to report back annually to Committee and Council regarding the disposition of funds and projects.

SOMMAIRE EXÉCUTIF

Le Programme de partenariat communautaire lié aux petites immobilisations est une initiative visant à mettre en œuvre des améliorations aux parcs et installations récréatives liées aux petites immobilisations en fonction d’un partage des coûts. Le budget de la Ville pour le programme est établi chaque année. Les demandes sont examinées et les fonds sont alloués annuellement conformément aux lignes directrices du programme. La Direction doit faire rapport chaque année au Comité et au Conseil concernant l’usage des fonds et les projets.

BACKGROUND

The Community Partnership Minor Capital Program was established in 2001 to enable minor capital improvements to parks and recreation facilities. As neighbourhoods change both socially and demographically, this program provides an effective means of responding quickly to the needs of communities. Community participation in fundraising, planning and installation of recreational facilities promotes community pride, ownership and stewardship of parks and recreation facilities.

Projects are funded on a cost-sharing basis between the City and community groups such as community associations, sports organizations and parent-teacher associations.

To promote the Community Partnership Minor Capital Program, information is distributed electronically to the Councillors including the application form, program guidelines and submission deadlines. The program information is also included on the City web site. Staff will continue to promote the program at public meetings.

DISCUSSION

A new funding allocation for the 2008 program was not required as previous year programs retained substantial uncommitted funds and as a result, the 2008 projects are being funded from the balance of 2006 program ($50,681.00) and the 2007 program ($182,807). The deadlines for application submissions were: May 1^st and September 1^st,, 2008. Projects were evaluated using the Council approved guidelines and principles of the program attached in Document 2.

The Branch received 45 applications of which 39 met the program criteria and were approved in principle. Twenty (20) projects have been completed, 16 have been approved in principle and 3 are on hold pending further investigation. See Document 1.

Eligible projects that met the program criteria were “approved in principle”. Staff continue to work with the individual groups to ensure projects are completed in compliance with City standards and guidelines. Given the nature and difficulty of fundraising by community groups, some of the projects “approved in principle” may not be completed within a 1-year term based on the abilities of the community group to meet their requirements. Any unallocated funds are combined with the following year’s budget allocation.

The existing guidelines did not clearly define eligible applicants as not-for-profit organizations and caused as a result, confusion with potential applicants. The revised wording is highlighted in Document 2, Item 1.

LEGAL/RISK MANAGEMENT IMPLICATIONS

There are no legal/risk management impediments to implementing the recommendations in this report.

FINANCIAL IMPLICATIONS

There are no financial implications in preparation of this report.

PUBLIC CONSULTATION

No public consultation was required in preparation of this report as it is considered an administrative matter.

SUPPORTING DOCUMENTATION

Document 1: Summary of 2008 Funding Allocations

Document 2: Revised Guidelines and Principles, Community Partnership Minor Capital Program March 2002

DISPOSITION

The Recreation and Community Services Branch will proceed with the allocation of the 2009 Community Partnership Minor Capital project funds and will submit a report on the 2009 funding allocation to the Community and Protective Services Committee in 2010.

Document 1

Summary of 2008 Funding Allocations Community Partnership Minor Capital Program

Ward	Project Site	Description	Funds Allocated	Project Status
1	Our Lady of Wisdom School	play structure	5,000	approved in principle
3	South Nepean Park	batting cage	7,500	approved in principle
5	Constance Buckham’s Bay Park	soccer field extension	7,500	approved in principle
5	Galetta Community Building	kitchen renovations	7,500	complete
5	Kinburn Park	bleachers & counter replacement	7,500	approved in principle
5	W. Erksine Johnston Arena	shot clock	1,436	complete
5	Dunrobin Park	soccer field fencing	1,865	approved in principle
5	Fitzroy Harbour Community Building	kitchen renovations	7,500	approved in principle
6	A. Lorne Cassidy School	play structure	7,500	complete
6	Goulbourn Recreation Complex Arena	shot clock	1,436	complete
8	Bell’s Corners Public School	play structure	7,500	complete
10	Pushman Park	play structure	6,895	complete
12	Bordeleau Park	play structure	7,500	approved in principle
12	Cathcart Park	basketball	1,958	on hold pending further investigation
12	Sandy Hill Park	play structure	7,458	approved in principle
13	Manor Park School	play structure	7,500	complete
13	St. Laurent Complex Arena	shot clock	1,436	complete
15	Tom Brown Arena	shot clock	1,436	complete
16	Ecole Marius-Barbeau	play structure	7,500	approved in principle
16	J.A. Dulude Arena	multi-purpose room flooring	7,500	on hold pending further investigation
17	Mutchmor Public School	play structure	7,500	complete
18	Faircrest Heights Park	bench and garden	5,000	approved in principle
18	Kilborn/Grasshopper Hill Park	roof dug out	7,500	on hold pending further investigation
18	Lynda Lane Park	turf cricket pitch #1	7,500	approved in principle
18	Lynda Lane Park	turf cricket pitch #2	2,500	approved in principle
18	Pleasant Park School	play structure	7,500	approved in principle
19	Ecole Jeanne-Sauve	play structure	7,500	complete
19	Notre Dame des Champs	walking path	2,475	approved in principle
19	St. Theresa School	play structure	5,144	complete
20	Kenmore Park	outdoor rink well	7,500	approved in principle
20	Metcalfe Arena	shot clock	1,436	complete
20	Osgoode Arena	shot clock	1,436	complete
21	Echo Park	picnic table	634	complete
21	Kars RA Park	storage bunker	3,456	complete
22	St. Andrew School	accessible play structure	7,500	complete
23	Bridlewood Elementary School	play structure	7,500	complete
23	Grassy Plains Park	bench	1,000	complete
23	Glen Cairn Tennis Club	patio	6,825	complete
23	St. James Catholic School	play structure	7,500	approved in principle
	Total		208,826
	Number of approved projects		39

Document 2

Revised Guidelines and Principles For The City Of Ottawa Community Partnership Minor Capital Program

1. This program funding is available to not-for-profit organizations including community groups, sports organizations and school councils for minor capital costs related to recreational, cultural facilities and properties.

2. The program can be applied to a variety of capital projects that result in the development of fixed assets. This grant program is not intended to be used to purchase expendable recreation or operational equipment or to finance park or facility maintenance costs.

3. Proposed recreation and cultural facilities/amenities are to be accessible to the general public at all reasonable hours.

4. The landowner (for example, the School Board) must have public liability insurance for the construction of the project and the landowner must provide written concurrence for the proposed project.

5. All proposed projects will be assessed in conjunction with Corporate and Departmental strategies and priorities.

6. No proposed project will be approved if it duplicates existing recreational /cultural facilities within the community, and in particular if the proposed facility is to serve the same intended public users as any existing facilities.

7. The total contribution to community groups for services, materials and financial assistance will be limited to a maximum of $7,500 or 50% of the total cost of the project, whichever is the lesser. In the case of projects undertaken on school board lands, services, materials and financial assistance will be limited to a maximum of $7,500 or 33% of the total cost of the project, whichever is the lesser. The financial contribution of the School Board must be equal to or greater than that of the City. If the School Board is unable to contribute towards the cost of the project, the community group is required to contribute the Board’s share. Grant applications on school land must be accompanied by written confirmation of support and approval for the project; namely, financial contribution, liability and maintenance. The School Boards will be responsible for the maintenance and liability of facilities/amenities on school sites, after installation. If the Board ceases to operate a school site that contains a play facility installed with Community Partnership Funds, the School Board must continue to maintain the recreational facility to the same high standard, as was the case before the closure. The Department reserves the right to refuse a grant request for a project on a school site that is pending closure or is subject to disposal by the School Board. The Board, in its approval letter for the Community Partnership project, must indicate whether the subject site is under consideration for closure.

8. In the case of projects on lands of public agencies other than the School Boards, the same procedures as those for School Boards will apply.

9. The total cost of a project is to be determined either by a professional contractor, and provided in writing, or by the City of Ottawa. A professional or volunteer group labour cost may be applied to the total cost of a proposed project. Said labour cost is to be provided in writing; and the City retains the right to determine the appropriateness of the volunteer labour and the cost assigned to it. Typically, the labour cost is verified by a professional quotation. Where volunteer labour is to be used, particularly in the installation of play equipment, the group will arrange for a professional supervisor, from the manufacturer of the equipment being installed, to be on site during the total construction phase of the project.

10. For projects on City owned land, the Corporate Services Department, Real Property Asset Management Branch will be responsible to ensure proper and safe equipment installation by inspection following the completion of the project. The Public Works and Services Department, Surface Operations Branch and Corporate Services Department, Real Property Asset Management Branch will be responsible for the maintenance of the new assets. When a project is being proposed by a community group, the Project Coordinator will advise pertinent staff in those two Departments and in the Parks and Recreation Branch, of the project for information and input.

11. The City will ensure that the work has been completed to City standards. The finished project must also be constructed in compliance with any other approved or applicable standards or guidelines.

12. All contributions made by community associations, parent-teacher groups, community councils, etc. will be considered as funds raised by the community. Corporate donations will also be considered as funds raised by the community. Funds raised from other government agencies will not be matched with a Community Partnership Minor Capital Program grant.

13. No grant cheque will be issued in the name of an individual; instead, the grant cheque will be made out to a recognized or accountable group with two or more signing officers.

14. There are to be no residual funds left to the group or to any individual within that group as a result of using the cost-sharing formula for calculating this grant unless such residual funds are to be applied to a subsequent phase of the project which itself has been approved by the Department. If the Department does not approve a subsequent phase of the project, the group is to return to the Department remnant funds left over from the grant provided, following completion of the specific project.

15. The verification of the community’s contribution must be submitted with a completed grant application to the Department. Adequate matching funds must be shown to be available before City funds are released.

16. More than one Community Partnership project may be identified on a single City or school site in one year. The City’s portion of the grant for a single project must not exceed the maximum grant amount for the program ($7,500). The City’s portion must not exceed $10,000 per fiscal year for two or more projects on a single site.

17. Grant applicants are required to obtain written concurrence from (a) registered community group(s) affected by a proposed project, prior to the Department approving such projects. In a neighbourhood with no recognized or representative group, where the proposed project calls for a significant addition or amenity change to a local park or public facility, a public meeting is to be convened in order to receive concurrence of the project from the local residents.

18. Grants will not be awarded to applicants commencing work prior to the submission of a program application or prior to receiving project approval from the Department.

19. No single Community Partnership project will have a total capital cost in excess of $50,000. Should a proposed project have a total projected cost in excess of $50,000 staff must submit a report to Committee and Council for approval.

20. There will be two deadlines for submitting applications in each year: May 1^st and September 1^st and available funding will be divided between the two deadlines.

Applications must be received by Recreation and Community Services Branch by May 1^st and September 1^st, not later than 3:00 p.m. local time. Late submissions will not be considered.

21. All applications received by each deadline, that meet the program criteria, will be ranked for available funding using the following factors:

· Priority will be given to first time requests for a park or facility under this program which is deemed to commence in 2001.

· Priority will be given to projects that serve the needs of a greater number of potential users.

· Priority will be given to projects that enhance accessibility for persons with disabilities.

· Priority will be given to projects that provide enhanced customer service in a community-based facility.

· Priority will be given to projects that meet the needs of youth.

Revised guidelines approved: March 2002