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HomeMy WebLinkAboutPOL-029-23 Recreation Facility Improvement Funding COUNTY OF NEWELL - POLICY HANDBOOK POLICY NO: POL-029-23 TITLE: RECREATION FACILITY IMPROVEMENT FUNDING ADOPTED: August 10, 2023 (C-274/23) SUPERCEDES NO: 2021-PAD-075 PAGE NO: 1 of 2 POLICY PURPOSE: The purpose of this policy is to establish a framework and process for the allocation of Recreation Facility Improvement Funding made available by the County for the development of new facilities, or upgrades to existing facilities within the County. Funding for facilities in urban municipalities are subject to ICF Agreements. DEFINITIONS: Facility – assets that are designed, built, or installed to enable the provision of recreation services. New Builds – denotes new construction of an asset that enables recreation services as opposed to the renovation or refurbishment of existing assets. Urgent or Emergency Situations – a serious, unexpected, and often dangerous situation that poses immediate hazards to life, safety, property, or the environment and requires immediate action or attention to avoid harmful results. Applicants are expected to access their own insurance options and any other available sources of assistance first. POLICY GUIDELINES: The following section headings are the key elements of the County’s Recreation Facility Improvement Funding initiative. Ongoing Funding Allocations: Restricted Surplus Policy POL-014-23 as amended from time to time, will be the basis applied by Council when it comes to generating funds required to enact this policy. Eligibility Requirements: Organizations that operate recreation facilities either through direct ownership or a lease arrangement, are eligible to participate. Project Types / Categories: Projects which may be considered will generally fall into one or a combination of the following categories: 1) New Builds, 2) Facility Life Extensions, 3) Projects intended to reduce the amount of public funds required to cover annual operating costs. Category 2 and 3 projects are further divided into minor and major classifications, below or above a specified dollar amount of $50,000 respectively. Funding Application Requirements: All applications must be submitted on a prescribed form and supported by additional information, including an applicant’s long-term capital plan, that may be outlined in a funding application guide, which may be updated from time to time. Funding Approval Process: Applications submitted will be subjected to a formal review which may include the following varying steps in the process; Step one - an initial review at the administrative / staff level. Step two - may involve circulating the application to various peer community group representatives or local recreation board committee members for comments and a recommendation for consideration by County Council. Step three - a Council level review of the application and recommendations submitted by those involved in the initial review process. POL-022-23 RECREATION FACILITY IMPROVEMENT FUNDING Page 2 of 2 Funding Decision: The outcome of the Council review will be communicated together with conditions that may apply for the use of funds approved by Council. A condition for the advancement of funds may include the submission of invoices and/or receipts which verify project expenses incurred. Applicants are required to enter into a funding agreement with the County prior to any funds being advanced. Project Accounting and Recognition: At the end of the project, an accounting of total costs as a percent of the original budget, shall be submitted together with a summary of funds from all sources for the project. To recognize and express appreciation for the efforts of all involved, organizations are encouraged to provide formal on-site recognition of contributions received from all sources. Contribution Thresholds as a Percent of Project Costs: The following table confirms the threshold limits for funding to be provided by the County based on project category type and the scope of the project undertaken. Local community funds may include the value attributed to “in kind” contributions as well as cash, a local improvement tax or special tax (both which would apply to properties within the subject service area), or other grants / contributions generated from all other combined non-County supported sources. The combined contribution from all County supported sources must not exceed the threshold limits set out in the table below. Percent of Recreation Facility Funding Source by Project Type Project Category Local Community County Recreation Fund Category One – New Builds 75% 25% Category Two – Facility Life Extensions. 15% 85%  Urgent or Emergency Situations 30% 70%  Minor Project, long-term, pre- planned, (up to $50,000) 50% 50%  Major Project, long-term, pre- planned ($50,000 and up) Category Three – 30% 70% Minor Projects intended to reduce the annual operating contribution required (up to $50,000).