2. COMMUNITY PARTNERSHIP MAJOR CAPITAL PROGRAM SUMMARY OF FUNDING ALLOCATIONS 2008 AND 2009 AND AMENDMENT TO PROGRAM GUIDELINES

SOMMAIRE DES ALLOCATIONS DE FINANCEMENT DE 2008 ET DE 2009 POUR LE PROGRAMME DE PARTENARIATS COMMUNAUTAIRES POUR LES GRANDS PROJETS D’IMMOBILISATIONS, ET MODIFICATION AUX LIGNES DIRECTRICES DU PROGRAMME

Committee RecommendationS

That Council:

1. Approve the listing of projects as detailed in Document 1.

2. Approve the revised guidelines to clarify the submission deadline as highlighted in Document 2.

RecommandationS du Comité

Que le Conseil :

1. approuve la liste établie des projets telle que présentée comme document 1;

2. approuve les lignes directrices révisées en vue d’éclaircir la date d’échéance des soumission telle qu’elle est surlignée dans le document 2.

Documentation

1. Deputy City Manager's report, City Operations dated 16 March 2009
(ACS2009-COS-RCS-0007).

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 and 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-0007

SUBJECT:	COMMUNITY PARTNERSHIP MAJOR CAPITAL PROGRAM SUMMARY OF FUNDING ALLOCATIONS 2008 and 2009 and amendment to program guidelines
OBJET :	sommaire des allocations de financement de 2008 et de 2009 pour le programme de partenariats communautaires pour les grands projets d’immobilisations, et modification aux lignes directrices du programme

REPORT RECOMMENDATIONS

That Community and Protective Services Committee recommend Council:

1. Approve the listing of projects as detailed in Document 1.

2. Approve the revised guidelines to clarify the submission deadline as highlighted in Document 2.

RECOMMANDATIONS DU RAPPORT

Que le Comité des services communautaires et de protection recommande au Conseil :

1. d’approuver la liste établie des projets telle que présentée comme document 1;

2. d’approuver les lignes directrices révisées en vue d’éclaircir la date d’échéance des soumission telle qu’elle est surlignée dans le document 2.

EXECUTIVE SUMMARY

The Community Partnership Major Capital Program is an intiative to implement major 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.

RÉSUMÉ

Le Programme de partenariats communautaires pour les grands projets d’immobilisations est une initiative visant à apporter d’importantes améliorations aux immobilisations et aux installations reliées aux parcs et aux loisirs sur la base d'un partage de coûts. La partie du budget de la Ville qui est allouée à ce programme est établie annuellement. Les demandes sont examinées et les fonds sont distribués chaque année conformément aux lignes directrices du programme. La Direction doit faire rapport de la sélection des projets et de l'attribution des fonds auprès du Comité et du Conseil sur une base annuelle.

BACKGROUND

At its meeting of December 8, 2004, City Council approved the Community Partnership Major Capital Program that seeks to achieve the following program objectives:

• To develop capital projects that respond to priority needs as identified through Department 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.

The Community Partnership Major Capital 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 in scale projects that cannot be accommodated through the Community Partnership Minor Capital Program (where the maximum 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.

This report provides a listing of projects recommended for approval in principle for funding as part of the 2008 and 2009 allocation process.

DISCUSSION

No applications were received by the March 1, 2007 deadline for the approved Community Partnership Major Capital Program funding allocation of $1,200,000. As no funding was approved for this program in 2008 or 2009, the Branch will apply the 2007 funding allocation to the 2008 and 2009 programs.

It should be noted that due to the magnitude and complexity of the major capital partnership projects, it takes approximately one year to complete the evaluation process as per the proposal timelines as detailed in the Guidelines and Principles. Given the proposals received March 1, 2009 were not large in scale or complex, the project listing includes the 2008 and 2009 projects recommended for approval in principle.

A total of ten eligible applications were submitted March 1, 2008 (6) and March 1, 2009 (4). Of the ten proposals received and evaluated, three applicants withdrew their applications during the application process. Six proposals are recommended for approval in principle totalling $370,250 (contingency $74,050).

A subsequent report may be forwarded to Committee and Council pending receipt of additional information.

Document 1 provides a listing of projects, a brief description and funds requested. The amounts indicated are approximate based on preliminary project estimates submitted by the community as part of the application process, and are subject to change as additional project details become available.

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.

The guidelines have been revised to clearly define submissions to be received by Recreation and Community Services Branch by March 1^st, not later than 3:00 p.m. The revised wording is highlighted in Document 2.

CONSULTATION

No public consultation was required in the preparation of this report.

LEGAL/RISK MANAGEMENT IMPLICATIONS:

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

FINANCIAL IMPLICATIONS

Funds are available in the Parks and Recreation capital budget within the Community Partnership Major Capital Program upon approval of the recommendation in this report.

SUPPORTING DOCUMENTATION

Document 1: Summary of 2008 and 2009 Funding Allocations

Document 2: Revised Community Partnership Major Capital Program Guidelines and Principles

DISPOSITION

The Recreation and Community Services Branch will proceed with the allocation of the 2007 project funds for the 2008 and 2009 Community Partnership Major Capital projects recommended for approval in principle.

Document 1: Summary of 2008 and 2009 Funding Allocations

Name of Organization	Project Site	Facility Ownership	Ward	Year	Project Title & Brief Summary	Project Estimate *	Status	Anticipated City Contribution
Nepean City Soccer	Briargreen Park	City	8	2008	Realign mini soccer field to meet full-size field dimensions by regrading north side of the existing field and relocating trees	$80,000	Approve in principle	$40,000 (50% of Project Estimate)
Community Activities Group of Ottawa East	Brantwood Field House	City	17	2008	Field house renovation to provide multi-purpose programming space shared by the rink, wading pool and community groups.	$153,500	Approve in principle	$76,750 (50% of Project Estimate)
Bridlewood Community Association	Huntsman Park Meadowbreeze Park Stonemeadow Park Shetland Park Sawyers Meadows Park	City	23	2009	Install water source to service community rinks.	$125,000	Approve in principle	$62,500 (50% of Project Estimate)
Kilbirnie Park Association	Kilbirnie Park	City	3	2009	New playground and landscape improvements.	$62,000	Approve in principle	$31,000 (50% of Project Estimate)
Gloucester Dragons Recreational Soccer Club	Shefford Road Sports Fields Park	City	11	2009	Build 3 new soccer fields.	$200,000	Approve in principle	$100,000 (50% of Project Estimate)
Ottawa-Carleton Ultimate Association	Lynda Lane Park	City	18	2009	Elevate and regrade 2 ultimate fields.	$120,000	Approve in principle	$60,000 (50% of Project Estimate)

2008 Project Submissions Withdrawn by Applicant

Bordeleau Park Revitalization Subcommittee	Bordeleau Park	City	12	Play ground enhancement	N/A	Application withdrawn	$0
Ottawa Internationals Soccer Club	Gil-O-Julien	City	12	Artificial turf field	N/A	Application withdrawn	$0
Kanata Soccer Club	Walter Baker Park	City	23	Artificial turf field	N/A	Application withdrawn	$0

Total project proposals recommended for approval in principle: $370,250

Contingency: $74,050

Balance remaining: $755,700

2007 Funding: $1,200,000

Document 2

Revised Community Partnership Major Capital Program 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

1. Alignment with the strategic directions of the Department. Proposal must reflect the principles of relevant reports such as: Ottawa 20/20; Human Services Plan; the Community Infrastructure Strategy, the Sports Field Strategy etc.
2. Proposals must not duplicate existing facilities.
3. Potential partners must be a legally constituted, incorporated, non-profit organization.
4. Proposals must be for facility development or enhancement.
5. The proposed facility must be located within the City of Ottawa.
6. Debt servicing and operating expenditures are specifically excluded from this program.
7. The extent to which a proposal assists or supports other strategies of Council i.e.: tourism, livable communities and fits the requirement of departmental plans.
8. The structure and program provided in these facilities must be consistent with the City’s service delivery model.
9. The extent to which the proposal serves priority targeted communities of interest or geography, or targeted activities.
10. The adequacy of the existing facilities within the community and city.
11. The extent to which the proposal optimizes capacity (i.e. the opportunity for increased community participation).
12. The extent to which the proposal optimizes financing (i.e. the amount of money contributed through other sources).
13. Details of other potential partners, their involvement and contributions to the project.
14. An assessment of the status of planning and funding for the project and the prospect and timing of additional funding support from other agencies.
15. The appropriateness of the scale of the proposed project and the financial input sought from the City. The total projected cost of the project is to be determined by a professional contractor and provided in writing to the City.
16. Those organizations that generate significant revenues that have a large business operation and/or easier ability to generate sponsorship and obtain loan monies elsewhere may receive lower priority for City funding.
17. The relative “equity and fairness” of proceeding with the project in regards to distribution of city funding across the community.
18. A track record by the applicant that demonstrates an ability to undertake and complete such a proposal and operate the facility as proposed.
19. The extent of community support for and involvement in the project.
20. The degree to which positive spin-offs will accrue to the community and negative impacts will be minimized.

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.

Criteria for Prioritization of Eligible Proposals

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

Proposal Deadlines and Submission Process

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

The initial proposal process will qualify the projects submissions against the program objectives, eligibility and criteria.

Proposal Timelines

March 1^st, 3:00 p.m. 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

Proposed Agreement and Project Monitoring Process

· 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