PDS-2013-0076 December 10, 2013

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REPORT

REPORT TO: Chair and Members of the Community Affairs Committee

REPORT FROM: Damian Szybalski, Manager of Sustainability

DATE: December 10, 2013

REPORT NO.: PDS-2013-0076

RE: Community Sustainability Strategy – Implementation Community Sustainability Investment Fund: Action #5 File No.: D27-IN

RECOMMENDATION: THAT Report No. PDS-2013-0076 (dated December 10, 2013) regarding the Community Sustainability Investment Fund be received; AND FURTHER THAT the Application Guide for the Community Sustainability Investment Fund, attached as Appendix 1 to Report PDS-2013-0076, be approved and that Town staff proceed with the implementation.

PURPOSE OF REPORT: The purpose of this report is to obtain Council approval of the Application Guide for the Community Sustainability Investment Fund. The Community Sustainability Fund is one of 18 priority actions of the Practical Implementation Action Plan approved for the Community Sustainability Strategy.

BACKGROUND: Through the recommendations of Report No. PDS-2013-0047 (dated June 5, 2013), Council approved a Practical Implementation Action Plan for the Integrated Community Sustainability Strategy: http://haltonhills.ca/calendars/2013/PDS-2013-0047.pdf The Implementation Action Plan consists of 18 practical priority actions. Action #5 pertains to establishing a Community Sustainability Investment Fund. The Fund will be funded with the Council-approved one-time allocation of $75,000 from the Community Sustainability Reserve.

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The Fund‟s key anticipated outcomes are: o Implementation of the Community Sustainability Strategy; o Community engagement and collaboration; o Improved quality of life; o Leveraging of resources; and o Continued Town Leadership.

Report PDS-2013-0047 directed Town staff to report back with the details of the Community Sustainability Investment Fund. This report responds to the latter direction.

COMMENTS:

1.1. Community-Owned Strategy

The Community Sustainability Strategy, Imagine Halton Hills, is rooted in the hopes and dreams shared by Halton Hills residents, businesses and organizations. Successful implementation will require active participation by all community stakeholders, including the Town itself. Recognizing this, the Community Sustainability Investment Fund will be an effective catalyst to enable local community partners to take on actions that directly contribute to the Strategy‟s implementation. Through modest „seed‟ funding, the Fund will help local partners leverage other sources of funding, and establish robust partnerships between the Town and the community. The Fund encourages the community to play an active role in shaping the future of Halton Hills. Its objective is to support practical, community-based initiatives that advance the Community Sustainability Strategy by enhancing quality of life through a focus on cultural vibrancy, economic prosperity, environmental health and social well-being.

1.2. Application Guide Overview The Community Sustainability Investment Fund is modeled on the Town‟s Municipal Assistance Program, similar funds offered by other Canadian municipalities and input from the Town Sustainability Advisory Committee.

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Attached as Appendix 1, the Application Guide consists of 12 sections, plus the Application Form. The following is a highlight of each of the sections:

1 Through a separate staff report to Council, the name “Town Sustainability Advisory Committee” will be

recommended to be updated to the “Town Sustainability Implementation Committee” to reflect the committee‟s focus on the Strategy‟s implementation. For the purpose of this report and the Community Sustainability Investment Fund, the name “Town Sustainability Implementation Committee” or “TSIC” is used.

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Section 1 (Purpose): Background on the Community Sustainability Strategy, including its importance to Town operations and the fact that sustainability is one of Council‟s strategic priorities.

Section 2 (Application Deadline): Applications will be accepted on a competitive basis once per year. For 2014, the submission deadline is recommended to be April 30

th. This will allow time for projects to start being implemented (or to be

completed) in 2014. Starting in 2015, applications will be accepted by October 31

st.

Section 3 (Definitions): Potential individual, group, community organization and business applicants are defined.

Section 4 (Eligibility): Several criteria will be used to ensure that funding is assigned to projects that have the most benefit for Halton Hills while advancing the Community Sustainability Strategy. Among other things, to be eligible, a project must:

o Be submitted by a Halton Hills entity, including an individual, business, non-profit and others;

o Benefit Halton Hills residents; o Support the Community Sustainability Strategy; o Take place in Halton Hills; o Achieve measurable results; and o Strengthen community partnerships.

Section 5 (Ineligibility): Certain proposals/expenses are not eligible for funding through the Community Sustainability Investment Fund, including:

o Fundraising events, unless the primary purpose of the fundraising activity is the implementation of the Community Sustainability Strategy, and any profits are reinvested into Halton Hills and the Strategy‟s implementation;

o Existing projects, unless introducing a new Strategy-related initiative and/or component;

o Refreshments; o Travel; and o Political groups.

Section 6 (Evaluation Criteria): Applications will be evaluated carefully to ensure responsible Fund use. Evaluation criteria include:

o Direct support of the Community Sustainability Strategy; o Broad community benefits; o Widespread community engagement, volunteerism and collaboration; o Leverage of other funding sources; and o Measurable and long-lasting results.

Section 7 (Decision Process): It is recommended that applications be reviewed as shown in Figure 1. Applications would first be reviewed by Town staff for completeness. The Town Sustainability Implementation Committee (“TSIC”)

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would recommend applications for funding. Through a staff report, Council would make a decision on funding.

Section 8 (Funding): To maximize available funding, support will be limited to a maximum of $2,000 per project, per applicant, per intake period. Each year, a maximum of $10,000 may be funded. The number of applications that may be funded will vary depending on the number of applications submitted, their quality and the amount of funding requested.

Figure 1: Decision Process

Section 9 (Additional Funding): The community Sustainability Investment Fund provides „seed‟ funding. Applicants are expected to seek additional funding from other sources. For example, supplementary funding may be sought from the Town‟s Municipal Assistance Program, subject to the latter program‟s eligibility criteria. External funding opportunities should also be pursued.

Section 10 (Scope and Responsibilities): The Fund is managed by the Office of Sustainability within the Planning, Development and Sustainability Department, in collaboration with other Town departments and the Town Sustainability Implementation Committee, as appropriate.

Section 11 (Application Guide Review): To ensure that the Application Guide remains current, it will be reviewed bi-annually. Major changes will be reported to Council. It is recommended that minor edits be approved by the Director of Planning, Development and Sustainability. This approach will provide flexibility for Town staff to respond to any feedback that may be provided by applicants to this new Fund by way of minor edits, without the need for Council approval.

Applicant reviews the Application Guide

information

Application submitted to TSIC for review and

recommendation.

Staff recommendation to Council.

Council decision

Notification to Applicant

Town staff review.

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Section 12 (Application Submission): This section specifies how an application is to be submitted.

Application Form: The Application Form is practical and straightforward. Among other things, the applicant is asked to briefly note:

o Which pillar(s) of sustainability are being supported; o Applicant‟s mandate and history; o Project description, including how it supports the implementation of the

Community Sustainability Strategy; o Need for the project and what makes it unique; and o Anticipated project outcomes.

Applications can be submitted in five project categories:

o Special one-time project or event. o Pilot project. o Extension or expansion of current service(s) to include the Community

Sustainability Strategy. o Community engagement, organizational development or capacity building. o Other (subject to consultation with the Town).

To ensure accountability, applicants will be required to provide a one-page report on the project‟s results within 14 months of receiving funding. This report should include information on the results achieved, any reinvestment of profits into the community, level of community engagement, lessons learned, final budget, next steps and measures to ensure that the project will be sustained without additional Town assistance.

1.3. Next Steps If approved, the next step in the initiation of the Community Sustainability Fund will be to promote the Fund to the community. This is proposed to be accomplished via Media Releases, Social Media, advertising, in-person at community events, e-newsletters, announcements and other means.

RELATIONSHIP TO STRATEGIC PLAN: Sustainability is at the core of the Town‟s Strategic Plan and is one of Council‟s top ten priorities. By supporting the implementation of the Community Sustainability Strategy, the Fund will advance the implementation of the Strategic Plan, including the following items:

A.6.(m) Continue to develop a "Town-led, community owned" Integrated Community Sustainability Plan.

A.6.(n) Develop a Corporate Sustainability Strategy.

B.2.(a) Maintain and support the Town Sustainability Advisory Committee.

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FINANCIAL IMPACT: The Fund relies on existing funding, as outlined in Report No. PDS-2013-0047.

COMMUNICATIONS IMPACT: The Fund will be promoted to the community.

SUSTAINABILITY IMPLICATIONS: The Community Sustainability Investment Fund will assist the community in leveraging funding to help implement the Community Sustainability Strategy. The resulting actions will translate into cultural vibrancy, economic prosperity, environmental health and social well-being. Ultimately, quality of life will be raised. Given the Strategy‟s broad nature, its implementation will also benefit many other Town plans and initiatives, including the Strategic Plan, Cycling Master Plan, Youth Needs Study, Official Plan, Economic Development Strategy and Green Plan.

CONSULTATION:

The Community Sustainability Investment Fund was developed with input from the Town Sustainability Implementation Committee, the Town‟s Recreation Supervisor – Community Development, as well as examples of similar funds from other Canadian municipalities.

CONCLUSION: This report seeks Council‟s approval of the Community Sustainability Investment Fund. Respectfully submitted, ______________________________ Damian Szybalski, M.Sc.Pl, MCIP, RPP

Manager of Sustainability

John Linhardt, M.Pl., MCIP, RPP

Director of Planning, Development and Sustainability

David Smith Chief Administrative Officer

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APPENDIX 1 to Report No. PDS-2013-0076 -Community Sustainability Investment Fund: Application Guide-

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