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9.
RURAL COMMUNITY BUILDING GRANTS PROGRAM PROGRAMME DE SUBVENTIONs
POUR LE RENFORCEMENT COMMUNAUTAIRe EN MILIEU RURAL |
COMMITTEE
RECOMMENDATION
That Council approve the City of Ottawa Rural Affairs Office “Rural
Community-Building Grants Program Policy”, detailed as Document 1.
RECOMMANDATION DU COMITÉ
Que le Conseil approuve la politique sur le Programme de subventions pour
le renforcement communautaire en milieu rural, qui fait l’objet du document 1
ci-annexé.
Documentation
1. Deputy
City Manager’s Report, Infrastructure Services and Community Sustainability,
dated 19 August 2011 (ACS2011-ICS-PGM-0182).
Report
to/Rapport au :
Agriculture
and Rural Affairs Committee
Comité de
l'agriculture et des affaires rurales
and Council
/ et au Conseil
19 August
2011 / le 19 aoűt 2011
Submitted by/Soumis par : Nancy Schepers, Deputy City Manager/Directrice
municipale adjointe, Infrastructure Services and Community
Sustainability/Services d’infrastructure et Viabilité des collectivités
Contact Person/Personne
ressource : John L. Moser, General Manager/Directeur général, Planning and
Growth Management/Urbanisme et Gestion de la croissance
(613) 580-2424 x 28869, John.Moser@ottawa.ca
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Ref N°:
ACS2011-ICS-PGM-0182 |
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SUBJECT: |
RURAL
COMMUNITY BUILDING GRANTS PROGRAM |
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OBJET : |
PROGRAMME DE SUBVENTIONs POUR LE RENFORCEMENT
COMMUNAUTAIRe EN MILIEU RURAL |
REPORT RECOMMENDATION
RECOMMANDATION DU RAPPORT
BACKGROUND
In August 2010, Council approved a Corporate Grants and
Contributions Policy and implementation plan, governing all mechanisms for
funding to external organizations. The new policy applies to all Grants and
Contributions where there are transfers of money, goods, services or assets to
individuals or organizations without the City receiving goods and services in
return. This policy took effect January 1, 2011.
Currently, as part of its overall Council approved
budget, the Rural Affairs Office administers the Rural Association Partnership
Program (RAPP). This approved grant program, the guidelines for which have
already been updated to adhere to the new corporate policy, provides matching
funding to a maximum of $7,500 in support of special projects for the following
not-for-profit entities: farmers’ markets, fairs, and rural business
organizations. RAPP has been successful in supporting many different projects
for eligible organizations across rural Ottawa.
Since the inception of the office in 2005, the Rural
Affairs Office has also provided funding assistance for not-for-profit
organizations, such as rural community associations and agricultural groups for
projects that helped advance the priorities coming out of the two Rural
Summits. These small contributions were made on a ‘one-off’ basis, in
consultation with the rural Councillors, to assist with projects deemed a
benefit to the rural community.
The proposed “Rural Community-Building Grants” program
guidelines outlined in Document 1, provide an administrative framework that
will formalize the management and review of these grants made by the Rural
Affairs Office. This will ensure that future contributions are aligned with
Council objectives and corporate policy. This formalization will also enhance
transparency and accountability for the use of public funds.
The program guidelines in Document 1 have been based
on the Council-approved guidelines for the Economic Development Projects
Grants and Contribution Policy.
DISCUSSION
Each year,
Council approves, through its normal budget process, a spending envelope of
grant funding for the Rural Affairs Office. The Office administers the already
approved Rural Association Partnership Program for farmers’ markets, fairs and
rural business organizations with a budget of $75,000. In the past, the Rural
Affairs Office has also provided funding for grants for not-for-profit
organizations such as rural community associations and agricultural groups on a
‘one-of’ basis to assist with projects aligned with the Rural Summit priorities
and demonstrating a significant community-building opportunity. This funding
was shared across all wards in the rural area of Ottawa.
Examples of
past contributions of this type include supporting community-building
initiatives such as funding to assist a local group with the installation of a
new cenotaph in a rural village, and funding to assist an agricultural youth
organization with an outreach project.
Since the
new Corporate Grants and Contributions Policy took effect in January 2011,
there is a requirement for a formally approved program to be in place before
funding of these types of projects can be facilitated. The staff recommends the
approval of a “Rural Community-Building Grants” program by Committee and
Council using existing budget allocation.
The proposed
Rural Community-Building Grants Funding Policy
will provide a planned and coordinated approach as well as a rationale for
decision-making on opportunities to support these rural community projects, and
to ensure that a fair, open, effective, equitable, and timely process is in
place for evaluating requests made to the City for funding support.
The Rural Community-Building Grants Funding will be
designed to support rural-based community project undertakings by community associations
and agricultural groups. Funding will be project-based, with a defined
beginning and end, and measurable outcomes.
Assessment will be based on the
merit of the project, community impact, and organizational effectiveness. The
assessment, to be done by Councillors from the rural area, will also ensure
funding is available in all geographic areas of rural Ottawa.
RURAL
IMPLICATIONS
This funding is important to assist in
community-building through small scale community projects in rural Ottawa.
CONSULTATION
In developing the Rural Community-Building Grants Funding Policy, the Rural Affairs Office consulted
with the affected Ward Councillors.
COMMENTS BY
THE WARD COUNCILLOR(S)
The Ward Councillors in rural Ottawa
are supportive of the formal establishment of a Rural Community-Building Grants
Funding program.
LEGAL
IMPLICATIONS
There are no legal impediments to implementing any of
the recommendations in this report. The
legal authority for the City to provide grants is set out in Section 107 of the
Municipal Act, 2001.
RISK
MANAGEMENT IMPLICATIONS
N/A
CITY
STRATEGIC PLAN
TECHNICAL
IMPLICATIONS
FINANCIAL
IMPLICATIONS
There are no financial implications associated with
this administrative report. Grants awarded under this program are allocated within
the existing budget resources approved by Council as part of the annual
Operating Budget process.
SUPPORTING
DOCUMENTATION
Document 1 Rural Community-Building Grants Funding Policy
DISPOSITION
Rural Community-Building Grants Funding
Policy DOCUMENT
1
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City of Ottawa Planning and Growth Management Department Rural Affairs Office July, 2011
The Rural Community-Building
Grants Funding is designed as a funding program to support rural-based
community project undertakings by community associations, agricultural groups
or other not-for-profit organizations. Funding is project based, with a defined
beginning and end, and measurable outcomes.
Assessment will be based
on the following general criteria: merit of project, community impact, and
organizational effectiveness. The assessment will also take into account
ensuring funding is available in all geographic areas of rural Ottawa.
Prospective
applicants may find it useful to discuss their concepts with the Rural Affairs
Office prior to submitting their proposal to ensure their project fits within
the scope of the funding program.
In accordance with the City
of Ottawa Grants and Contributions Policy, funding is limited to organizations
that:
·
Are non-profit
organizations active in rural Ottawa and that are recognized as supporting
local community and/or agricultural activities and programs.
·
Operate in a non-discriminatory manner, as
set out by the Ontario Human Rights Code.
·
Are governed by a democratically elected
Board of Directors
·
Demonstrate efficiency, effectiveness and
fiscal responsibility
·
Remain in good financial standing with the
City of Ottawa
Further, the following
types of organizations/programs are ineligible
for funding:
Projects
must be of demonstrable benefit to rural Ottawa residents. Rural Ottawa is
defined as the “Rural Policy Area” in the
Official Plan. Eligible projects may include local
community association activities, facility improvements and agricultural group
projects.
Funding will not be provided for:
·
Increasing a surplus or offsetting an
existing financial deficit
·
Fundraising projects and initiatives
·
Sports and Recreation Tournaments and Events
Funding
requests should have an outline of the project being proposed with all
activities and the budget outline. The request should outline the work to be
done and details the goals, objectives, tasks and resources. The plan should be
linked to the budget and include the timelines for completion. The project budget
should summarize the overall project costs, broken down by budget item. The
budget must also identify the proposed source of funds, including other grants,
if any. If the project involves purchasing goods and services the applicants
must demonstrate that the process for selecting a provider involves open
competition, ensures value-for money; and is ethical and fair.
Payment of
funds for a project is subject to approval of the evaluation committee and
successful negotiation of a funding agreement between the applicant and the
Rural Affairs Office.
If a proposal
is successful, work should commence in a reasonable time, usually within three
months or as agreed. Funds may be withdrawn if the project has not commenced
within the agreed timeframe.
An application
should be based on a well-developed proposal addressing the assessment
criteria. Application information will be available on-line at www.ottawa.ca,
or from:
Rural Affairs
Office
City of Ottawa
110 Laurier
Avenue West
Ottawa, ON K1P 1J1
613-580-2424 x:28352
e-mail: ruralaffairs@ottawa.ca
Completed
requests must be submitted directly to the Rural Affairs Office and must
include all applicable items below:
·
Organization details including: organization contacts, a copy of the
minutes from the most recent Annual General Meeting, the details of the
governance structure and a copy of the most recent financial statements;
·
An outline of the project, its objectives, benefits to the rural
community, and proposed dates;
·
Evidence of the need for a project;
·
The level of support sought and the proposed timing of grant payments in
the event the proposal is successful;
·
Evidence of other support as appropriate;
·
An itemized budget that is supported by evidence of cost estimates
(including supplier quotes where appropriate);
·
Information on how the project or its outcomes will be sustained after
the funding period;
Project funding proposals should be submitted as well in advance as
possible. Review meetings are anticipated to be held quarterly to make funding
decisions.
Proposals will be accepted by e-mail, fax, mail or dropped off in person
at a Client Service Centre to the attention of the Rural Affairs Office.
Upon receipt of
the proposal by the Rural Affairs Office, it will be assessed against the
following funding criteria. If the proposal meets the criteria, it will then be
submitted for approval to a review panel created by members of the Agriculture
and Rural Affairs Committee.
i)
Benefit to rural Ottawa
Economic
and community impact – proposals should demonstrate their potential impact on
and benefit for rural Ottawa residents (community participation, audience
development / education, accessibility of programming and /or activities,
community-based partnerships, future benefits, etc.).
ii)
Project Need
Proposals should
demonstrate an established need / demand for the project (e.g. needs
assessment, community consultation) and how the needs identified will be
addressed by the project.
Projects are
assessed on both the requirement for direct support from or involvement of City
of Ottawa staff and/or Council in delivering the project or event, as well as
the level of financial support from partners, other sources and from the
organization itself (i.e. the greater the leveraging of other funds, the better
the proposal will be viewed).
iv)
Project Viability
§ Clear mandate and effective planning (program and business)
§ Fiscal responsibility and financial stability
§ Balanced revenue (earned, private, government) and appropriate expense
breakdown
§ Effective, appropriate governance and solid management
Consideration
will be given to the nature of the project and the applicant including:
§ The
type of organization
§ Evidence
of skills/expertise to manage the project
§ Ability
to deliver the outcomes
§ The
level and likelihood of risks and how identified risks will be managed.
vi)
Local Support
Consideration
will be given to the degree that the broader community (such as local business
and other organizations) supports the project, including a commitment to keep
the project going after the funding period, if appropriate.
Release of Funds
If you are
awarded funding, you will receive a letter from the City of Ottawa Rural
Affairs Office outlining the total amount funded, terms and conditions, and a
funding disbursement schedule.
Use of Funds
Funds shall
be used only for the purposes outlined in the original proposal. Any changes to
the scale and activities, including changes in budget and programming, must be
reported in writing to and receive approval by the Rural Affairs Office. Please
read the terms and conditions document
for more information on the use of funds.
All successful
applicants are required to submit an activity report detailing how they used
the funding awarded to them. This report must be submitted either following
completion of funded activities, one year after receipt of the funds, or at the
time of subsequent proposal to the Rural Affairs Office, whichever is soonest. Failure
to provide a report may result in the organization being ineligible for
subsequent City of Ottawa funding.
Instructions - How to Submit a Report:
Please submit the report to the City of Ottawa Rural Affairs Office by
the deadline date. The report must include the following:
Funding 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.
To appear in or on:
Verbal announcements - By mentioning support verbally in:
*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.
28352.