HomeMy WebLinkAboutCR 01-15 i't's 00. Report to
Executive Committee
PICKERIN
Report Number: CR 01-15
Date: March 2, 2015
From: Marisa Carpino
Director, Culture & Recreation
Subject: Age-Friendly Community Planning Grant
- Endorsement of City of Pickering Application
- File: A-1440
Recommendation: -
1. That Report CR 01-15 of the Director, Culture & Recreation regarding the Age-
Friendly Community Planning Grant be received;
2. That.Council authorize staff to initiate the Age Friendly Community Planning Grant
program as outlined in the City of Pickering application attached, subject to the
receipt of provincial funds under Ontario Seniors' Secretariat Age-Friendly
Community Planning Grant; and
3. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect hereto.
Executive Summary: An Age Friendly Community is one where policies, services,
and structures related to the physical and social environments, are designed to support
and enable older people to live in a secure environment, enjoy good health, and
continue to participate fully in their communities. .
Through Ontario's Action Plan for Seniors, Ontario is launching the Age-Friendly
Community Planning Grant which will support innovative local planning initiatives across
the Province. The purpose of this funding is to help communities become age-friendly .
by ensuring that the needs of seniors are considered at every stage of community
planning and development.
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The Age Friendly Community Planning Grant will support local governments and their
community partners to undertake planning activities that will result in local age friendly
action plans, implementation, and evaluation of activities and services. Priority will be
given to communities that have not yet started age friendly community planning work,
and who have not yet completed a local age friendly action plan.
The City of Pickering has prepared and submitted an Age-Friendly Community Planning
Grant application. As outlined within the application, key outcomes of the grant '
program are to develop a senior's steering committee to inform the project, conduct an
environmental scan of municipal services, define local principles for our community and
Report CR 01-15 March 2, 2015
Subject: Age-Friendly Community Planning Grant Page 2
develop a community needs assessment in order to identify opportunities for improving
Pickering's age-friendliness.
The purpose of this Executive Committee Report is to receive an approved Council
resolution expressing commitment to Pickering's Age-Friendly Community Planning
Grant application and program therein. This Council resolution is required to be
submitted to the Province by March 31, 2015 in order to complete the application
process.
Financial Implications: Funding for the Age-Friendly Community Planning Grant is
available up to $35,000 for medium sized municipalities with a population between
20,000 to 99,999 residents. As such, the City of Pickering's grant application is in the
amount of$35,000 and will cover the cost of a contract staff person to help facilitate the
program over a nine month period from January 2016 to September 2016.
The City will utilize existing staff resources to complete the grant program at no
additional cost to the City of Pickering. The grant project will not proceed without
funding from the province through this grant program.
The creation of an action plan with potential financial implications will not be considered
until this 2 year grant program has been completed.
Discussion: In 2006, the World Health Organization (WHO) undertook the
Global Age Friendly Cities Project which included the creation of a guidebook
highlighting eight key dimensions of age friendly communities. These dimensions
include outdoor spaces and public buildings; transportation; housing; social
participation; respect and social inclusion; civic participation and employment;
communication and information; and community support and health services.
In January 2013, the Ontario Seniors Secretariat released "Independence, Activity and
Good Health: Ontario Action Plan for Seniors"which identifies provincial programs,
services and legislation to support three main priorities being healthy seniors; senior
friendly communities; and safety and security.
As part of their Action Plan for Seniors, Ontario is launching the Age-Friendly.
Community Planning Grant which will support innovative local planning initiatives across
the Province. The purpose of this funding is to help communities become age-friendly
by ensuring that the needs of seniors are considered at every stage of community
planning and development.
The City of Pickering's application will be primarily led by Culture & Recreation staff and
as such will focus on two dimensions of age friendly communities which are Social
Participation and Respect & Social Inclusion. That said, Culture & Recreation staff will
include staff from other departments and other community stakeholders to provide input
on other dimensions including Outdoor Spaces and Public Buildings and Civic
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Subject: Age-Friendly Community Planning Grant Page 3
Participation. Pickering's program will involve seniors and organizations which
represent seniors.to ensure our outcomes include the views of seniors within the
Pickering community.
The key outcomes of the Age-Friendly Community Planning Grant program will be
completed in 2015 and 2016 and includes the following:
• developing a seniors steering committee
• conducting an environmental scan of Pickering's services
• defining local principles
• developing a needs assessment
The creation of an action plan in 2017 will be subject to available funds through
government grants or through the city's budget process.
The Age-Friendly Community Planning Grant program is supported by the principles of
various Pickering strategic plans including the Accessibility Plan, Community
Engagement Plan and the Cultural Strategic Plan. Since one quarter of Pickering's
population consists of seniors age 55 and older (as per 2011 Statistics Canada), a
strategic review of Pickering's age friendliness is timely and important to our future
development and growth.
Clearly, the Age-Friendly Community Planning Grant program will allow the City of
Pickering to continue to work towards becoming a community which promotes healthy
and active aging. An aging population provides City staff with a great opportunity for
new and innovative planning, service delivery, and public engagement so that seniors
can participate more fully in the civic and social life of Pickering.
At this time, staff seek an approved Council resolution expressing commitment to
Pickering's Age-Friendly Community Planning Grant application and program therein.
This Council resolution is required to be submitted to the Province by March 31, 2015 in
order to complete the application process.
Attachments:
1. City of Pickering's Age-Friendly Community Grant Application. ,
2. Ontario Seniors' Secretariat Age-Friendly Community Planning Grant (2014-2015
Program Guidelines).
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Report CR 01-15 March 2, 2015
Subject: Age-Friendly Community Planning Grant Page 4
Prepared By: Approved/Endorsed By:
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Sharon Milto Marisa Care o -
Supervisor, Recreation Services Director, Culture & Recreation
MC:sm
Recommended for the consideration
of Pickering City Council
ier / ;• f33 2AlS
Tony Prevedel, P.Eng.
Chief Administrative Officer
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ATTACHI`IENT# TO REPORT# 0 ( — i 5
Grants Ontario
r ri rI O Application Form
Age-Friendly Community ty Planning Grant
Grant Case# 2015-01-1-72824221
Instructions
This section provides information on how to complete and submit your application. Users of this application may also hover their
cursor over any heading to learn more about the requirements.
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How To Complete Application
Before filling out the application,please read the entire AFC Planning Grant Program Guidelines and the Application Guide. It may
be useful to print a copy of the Program Guidelines and Application Guide so that you can easily refer to them while completing the
application.
There may be some questions on this application that you are NOT required to complete;these will be noted in the Application
Guide.
Information about eligible organizations,eligible projects and expenses are detailed in the Program Guidelines and the Application
Guide. ' •
Some fields in your application will already have the information you supplied during enrolment or from previous applications.
Answer each question fully or indicate"not-applicable°if the question is not relevant or does not apply to your project.Answers may
vary in length depending on the nature of your project.
Provide reasons and supporting data where applicable to support your application.Demonstrate how your project addresses the
grant program priorities.
Prepare necessary support materials.Ensure you have all of the necessary support materials electronically(either scanned,pdf or
attachment).The required attachments are listed below.
Note that consideration of an application by the Ontario Seniors Secretariat does not guarantee funding.
Applications will be screened for eligibility.Refer to the Program Guidelines and Application Guidelines for information on eligibility.
Applications that are deemed ineligible will not be evaluated.
Applications will be evaluated on the basis of the information provided by the applicant within the completed application forms and for
their ability to achieve the objectives of the program.
The secretariat does not guarantee funding to all applicants,nor can the ministry ensure that the total amount requested by
successful applicants will be granted.The ministry reserves the right,in its sole discretion,to fund or not fund any particular project
or program for which an application is submitted.The decision to fund all or part of an applicant request will depend on its fit to the
program priorities,assessment criteria and the overall demand of funds in the program.
You may contact a ministry advisor if you have any questions about completing the application form.
Attachment,Requirements Checklist
• Board of Directors or Council members
• Budget
• Council Resolution
• Insurance
• Letter of Incorporation •
• • Letter of support from municipality
• Other
• Prior year financial statements
• Workplan '
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Grants Ontario Application Form
" Ontario
Age-Friendly Community Planning Grant
Grant Case# 2015-01-1-72824221
Section A - Organization Information •
This section displays general information about your organization submitted during the Grants Ontario enrolment process.To make
a change to this information,please submit an Assistance Request through the Grants Ontario System.Once the change has been
made, all future reports will include the updated information. •
1.Organization Name: 2. Organization Legal Name:
City of Pickering The City of Pickering
3.Web Site URL:
www.cityofpickering.com
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4.Type of Legal Entity: 5.Year Established: 6. Date Incorporated:
Municipality 1811 02/21/2012
7. Corporation Registration Number: 8. Date of last AGM: 9. Date of Next AGM:
NA '02/21/2012 02/21/2012
10. Organization Mandate:
municpal services
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Section B -Organization Address Information
This section displays address information about your organization submitted during the Grants Ontario enrolment process.To
make a change to this information,please submit an Assistance Request through the Grants Ontario System. Once the change
has been made,all future applications will include the updated information.
Primary Address:
1. Street address 1:
One The Esplanade
2. Street address 2:
3. City: 4.-Province: 5. Postal Code
Pickering Ontario L1V6K7
Mailing Address:
6. Street address 1:
One The Esplanade
7. Street address 2:
8. City: 9. Province: 10. Postal Code
Pickering Ontario L1 V6K7.
Section C - Organization Contact Information
Information about key people in the organization,including whether they have signing authority or not.
Note that only the first group of contact fields are mandatory.All other types of contacts are optional.
Organization Contact
General contact for the organization.The person who should receive general information from the Ministry
including notification of grant opportunities,deadlines and news releases.
1. *Salutation: 2.*First Name: 3.*Last Name: 4.*Title:
Mrs. Sharon Milton Supervisor, Recreation Services
5. *Phone Number(Work): 6. Phone Number(Mobile): 7.*Email Address:
9054204620 (289)388-6294 smilton @pickering.ca
n 8. Signing Authority (Does this person have signing authority for your organization?) • -
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Most Senior Official
This is the most senior elected or appointed official with whom a Minister of the Crown would correspond with(i.e.Mayor, Board
Chair,Reeve,Chief, CEO)
9. Salutation: 10. First Name: 11. Last Name: 12.Title:
Mr. Dave Ryan Mayor, City of Pickering
13. Phone Number(Work): 14. Phone Number(Mobile): 15. Email Address:
(905)420-2222 x2 dryan @pickering.ca
16. Signing Authority (Does this person have signing authority for your organization?)
Other Senior Staff
This is the most senior member of the organization aside from the person listed as Most Senior Official(i.e.CEO, Executive Director).
17. Salutation: 18. First Name: 19. Last Name: 20.Title:
Mr. Tony Prevedel CAO, City of Pickering
21. Phone Number(Work): 22. Phone Number(Mobile): 23. Email Address:
(905)420-2222 tprevedel @pickering.ca
n 24. Signing Authority (Does this person have signing authority for your organization?)
Other Contact 1 -
Any other person with whom the Ministry might wish to contact or additional signing authorities e.g.Treasurer,CFO or Vice Chair
25. Salutation: 26. First Name: 27. Last Name: 28.Title:
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Mr. Stan Karwowski Division Head, Finance and Treasurer
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29. Phone Number(Work): 30. Phone Number(Mobile): 31. Email Address:
(905)420-2222 skarwowski @pickering.ca
® Signing Authority (Does this person have signing authority for your organization?)
Other Contact 2 = , _ - ,
Any other person with whom the Ministry might wish to contact or additional signing authorities e.g.Treasurer,CFO or Vice Chair
33. Salutation: 34. First Name: 35. Last Name: 36.Title:
Mrs. Marisa Carpino Director, Culture& Recreation
37. Phone Number(Work): 38. Phone Number(Mobile): 39. Email Address:
(905)420-2222 mcarpino @pickering.ca
® 40. Signing Authority (Does this person have signing authority for your organization?)
Section D - Organization Capacity
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Information about the organization including staffing,volunteers,governance, past performance
and skills that will make the project successful.
1.•Number of 2.*Number of 3.*Number of 4.Accumulated Deficit 5.Accumulated Surplus
Full Time Staff Part-Time Staff Volunteers (At most recent year end) (At most recent year end)
377 66 400
6. Describe your organization's core business or field of activity: (maximum 2,000 characters)
The City of Pickering provides resources and opportunities to the residents of our community,creating a vibrant City where
everyone can work, live, play, and thrive. Regardless of culture,ethnicity, or socioeconomic background,we provide an
opportunity to participate in a variety of sport and cultural activities.The City has committed to implementing several
Provincial initiatives reaching children,youth in need, and seniors.The City of Pickering works in cooperation with
community services,and various organizations to create partnerships, designed to come together to create vital programs
and needed services for the community. In bringing our partners together,we are able to join levels of expertise,share
common interests, and reach new,identified projected goals. Community Engagement is one of Pickering's five corporate
priorities:
7. How does your strategic plan guide your organization's activities?(maximum 2,000 characters):
Strategic plan provides guidelines to City Staff, including the provision of goals and objectives
The City of Pickering is guided by a number of strategic plans in order to achieve progressive and sustainable growth and
development. Plans include our Accessibility Plan-in order to meet the Accessibility standards under the AODA and meet
the requirement to produce an accessibility plan under the ODA,we have prepared a five year plan for the period of
2012-2016.This plan has been a useful tool in assessing and removing barriers within our municipal services,facilities,and
roads, and will support our age friendly project. Community Engagement Strategic Plan-a community engagement strategy "
has been prepared, outlining priorities which will support the age friendly project. Cultural Services Strategic Plan-this plan.
sets a vision for the place of arts,culture and heritage in the city,while identifying direction.for policy, investment,
partnerships and programs over the next 10 years.the engagement of seniors is integral to this plan.the plan identified
gaps in the support of arts, culture, and heritage, in which staff are directed to focus on and work towards.Youth Business
Plan-Since 2001 Pickering has successfully implemented 11 youth business plans, increasing participation, marketing,
partnerships,youth volunteers, resulting in various awards and recognition.The City has been designated a Youth Friendly
Community since 2005.Work continues with our partners and stakeholders to continue identification of gaps and working
towards obtaining Platinum status for the community.
8. Outline your organization's risk management plan for prevention of abuse to clients, members and staff: (maximum,2,000
characters)
Workplace Violence Prevention Series-used to evaluate the workplace-attached.
9. How is your Board elected?(maximum 2,000 characters)
City of Pickering Council elected during Municipal election.List of Council Members attached.
10. How does the composition of your Board represent the community it serves?(maximum 2000 characters) .
Council represents City of Pickering based on representation of various wards throughout the City. Council has equal
representation for residents within each ward.
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11.What practices/procedures exist to ensure the Board conducts its activities with accountability and transparency?
(maximum 2,000 characters)
Council Monthly meetings-open to the public, recorded, provision of minutes to City residents. Budgets and all City
information available to the public for review.
12. Describe your organization's history of managing similar projects and include past achievements: (maximum 2,000
characters)
The City of Pickering is currently working on the Youth Friendly Community Initiative.Application for Youth Friendly renewal
of status to be completed in 2015. Currently the City is at Gold level Youth Friendly-working towards Platinum Status.
Currently working with various stakeholders and partners, as well as youth within the Community.Project has been ongoing
since March 2014 and will conclude December 2015.Program is based on steps and recommendations, similar to Age
Friendly. City of Pickering also initiated and completed Healthy Communities program,taking the lead on a new Kick Start
program, initiated in the Pickering Soccer Association and Ajax-Pickering Dophin Football Club. The programs in both
organization, as well as within the City of Pickering Fitness areas,were very successful,and introduced new programming
to over 200 children over two seasons of play. City has also been working on Community Engagement Strategy Report,
which through our report, "Together and Towards", identifying a number of community engagement initiatives,continues to
work on priorites to move the city forward.
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13. Describe your organization's ability and capacity to successfully undertake this project: (maximum 2,000 characters)
' City of Pickering Staff will use resources to form steering committee, including connecting with the community and related
partners.Committee members will comprise of various staff from Departments within the City, as well as seniors centres,_
seniors executives(2), and interested community members.City will use all internal resources and marketing staff to ensure
project will be successfully promoted and completed.Seniors will be a major component of this project,and will provide
opportunities for seniors to come together and share valuable information and knowledge. City has existing partnerships
which will come together to work on the outcomes of the project. Project will support four steps outlined in the Age Friendly
Community Planning Guide, and will be directed by staff.
14. Provide details on your staff and relevant staff experience for those involved in the project: (maximum 2,000 characters)
City of Pickering will provide staff from various departments,including Culture and Recreation, Operations, Finance,Library
Services, Building and Development and Planning. Supervisory staff will lead the project.Additional staff will be hired on
short term to assist with the project, bringing experience with research and aging population.The Supervisor, Recreation
Services has over 30 years experience with City Programs including,Youth, Seniors, Fitness, and Aquatics.This position
also includes overseeing staff in the various program areas.Staff from the Culture and Recreation Division have expertise in
planning and developing programs, as well as evaluating services,and determining need within their areas. Staff who will
be assigned to this project have direct experience working with seniors, developing programs and services offered by the
City of Pickering. Other staff, including building,development, and planning are directly responsible for the services
provided by the City, including community design.Staff from our Library Services has expertise on programming in all areas
including seniors.Volunteers who currently work with Seniors programming will be engaged for the project.
15. Describe successful strategies used to ensure achievement of program outcomes: (maximum 2,000 characters)
Steering Committee will be formed immediately upon receipt of grant funding. Regular meetings will be booked,with
agendas provided,and minutes taken and distributed following all meetings. Critical path will be developed for staff on
committee,as well as work lists provided to volunteers.Weekly tracking will take place to ensure work is on track and
meeting all deadlines. City will follow guidelines in"Finding the Right Fit",Age Friendly Community Planning. City will
provide documents to all steering committee for review.Action plans created at each stage of the process, evaluation of all
work completed will be ongoing. Interviews will be part of the project, providing valuable insight into individual needs within
the community. New partnerships will be formed,and ongoing relationship building will take place.
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16. Describe your organization's experience developing,tracking and reporting on outcomes and performance measures
successfully: (maximum 2,000 characters)
The City of Pickering has successfully developed,tracked,and reported on outcomes for previous grants, including summer
staffing opportunities, Pickering Museum Village,and Community engagement projects,developing programs and services
with community sports organizations(soccer, and development of programs to encourage healthy lifestyles for children).
City of Pickering has many staff who have led community based projects, has the contacts, and knowledge to be successful
in the project.The City has formed many partnerships, and has a number of stakeholders we are able to work with and who
are able to provide valuable ongoing information, and further contacts. City is very successful at reporting outcomes-
through public meetings, available documentation, special events. Performance measures ongoing throughout all steps of
critical path, and overall project. Ongoing reporting to Council as part of regular meetings, as well as to the public through
City resources. City of Pickering completed MPMP reports yearly to comply with Provincial legislation.
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Section E - Grant Payment Information
Should your application be successful,this information will be used to make payments.
Payment Address:
Please select your organization's payment address from the drop-down list below. Once selected,the payment address fields below
will be populated with the information related to the selected address. If your organization's payment address does not appear in the
drop-down list,please complete the fields below manually.
1. Payment Organization: CITY OF PICKERING I PICKERING CIVIC CENTRE, ONE THE ESPL
2.*Payment Organization Name(maximum 100 characters)
CITY OF PICKERING
3.*Street Address 1:
PICKERING CIVIC CENTRE .
4.Street Address 2:
ONE THE ESPL
5.*City: .6. *Province: 7.*Postal Code
PICKERING Ontario • L1V 6K7
Payment Contact:
Individual who should be contacted for clarifications about banking information or financial matters
8.*Salutation: 9. *First Name: 10. *Last Name: 11. *Title:
Mr. Stan Karowski Division Head, Finance artil
12.* Phone Number(Work): 13. Phone Number(Mobile): 14. Fax Number:
(905)420-2222
15. *Email Address:
s ka rw ow s k i@ p i cke ri n g.ca
16.*Method Of Payment
Cheque
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Section F -Application Contact information
This is the person who will be the sole contact responsible for all communication with the Ministry in regard to this application.
1.*Salutation: 2.*First Name: 3.*Last Name: 4.*Title:
Mrs. Sharon Milton Supervisor, Recreation if
5.*Phone Number(Work): 6. Phone Number(Mobile): 7. Fax Number:
(905)420-4620 (289)388-6294 (905)619-3461
8.*Email Address:
smilton @pickering.ca
Section G• - Project Information
This section contains all the information about the proposed project except for financial,information which is in the next section
1.*Project Name(maximum 250 characters)
City of Pickering-Age Friendly Community Planning Project
2.*Project Start Date:(mm/dd/yyyy) 3.*Project End Date:(mm/dd/yyyy)
09/07/2015 03/31/2017
4. Event Start Date:(mm/dd/yyyy) 5. Event End Date:(mm/dd/yyyy)
6 *,Target Sector
Primary Target Sector
Xk 0 Population20000 to 99999
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7.*Project Scope:
Local
8.-* Ho st Municipality/First Nation Community
X Pickering,City Of
9.* Project Priority
0 Age-FriendlyCommunities
n Board/Committee Development
n Civic Participation
n Collaboration and Partnership
Communication and Information
n Community Engagement
n Community Support
n Employment -
n Health Services
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n Housing
Municipality
n Outdoor Spaces
n Public Buildings
0 Respect and Social Inclusion
n Social Participation
n Transportation
10. *Project Summary:
Provide a brief description of your project. If your application is successful this wording may be used on the Ministry
website. (maximum 2,000 characters)
The City of Pickering will work with the document"Finding the Right Fit"Age Friendly Community Planning, and will focus
on Social Participation,and Respect and Social Inclusion.While this is our main focus,we will include partners who can
advise and provide direction on Outdoor Spaces and Public Buildings,Transportation, Housing, and Civic Participation and
Employment. In pursuing the goals that fit within Culture and Recreation,we see the value in including our other partners to
provide some further direction, and support. Our project will include a number of seniors within the City of Pickering who
have expressed interest in supporting our first project,to gain insight into how well we are doing as a City, and establish
goals of where we would like to be.The City of Pickering is working towards becoming a community which promotes
healthy and active aging.As our population of seniors continues to grow, our goal is to ensure seniors are able to maintain
their own independence, and are able to access any community support which is required.
11.*Project Description:
Describe your project in detail making sure to address all the specific requirements in the Program Guidelines. (maximum
4,900 characters)
Our Age Friendly Community Planning will include the following steps:
1. Defining local principles-developing a vision/values for the City of Pickering,to include the formation of a Steering
Committee,to include the following partners,Culture and Recreation,Accessibility, Building and Planning, Transit, Library
Services, Health Department, Employment Services, South Pickering and Petticoat Creek Community'Centres, Durham
Region School Board, Chartwell,VIVA, as-well as interested Seniors within the community including our diversity
community groups.The steering committee will be formed, provided the project outline, proceed with the creation of a
critical path with attainable deadlines.
2. Develop and Environmental Scan-this will determine where we are now within the City of Pickering-what seniors
believe our community has to offer. In identifying existing conditions,we will have a better understanding of where we
would like to move forward-what are the major concerns, and how can we address.
3. Developing a Needs Assessment-identifying the gaps and opportunities available to us.The needs assessment will be
tested in small groups, prior to it being made to the overall community.
4. Create an Action Plan-analyzing the information obtained, identifying further strategies and using the strategies to
create an action plan-further use the action plan to implement programs and policies. Ongoing evaluation of the action
plan, and continue to identify priorities,alternatives, barriers, and successes
12. *Project Objectives:
Describe the project objectives making sure to address all the specific requirements in the Program Guidelines. (maximum
2,000 characters)
1. Define Principles-In order to define a vision for the City of Pickering,the formation of a steering committee is required.
Interested and invested individuals need to come together to establish this groundwork.This step will include the building of
partnerships,to create a profile of what currently exists within the community,with an initial discussion of priorities. Roles
and responsibilities will be established.This committee will include the City of Pickering Accessibility Staff in order to assist
with established guidelines. Included in this step, is formation and inclusion of partners, bringing various skills and
opportunities to the steering committee. Existing data currently within the City includes Accessibility policies and
procedures, City Official Plan, and currently working on Culture and Recreation Master Plan.At this stage of the project
interviews and meetings will take place,as well as various opportunities for community meetings will be utilized. Ongoing
steering committee meetings will take place to evaluate information, and further discuss priorities. Goals will be formulated
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and prioritized.
Needs Assessment-following the development of defining principles, a customized needs assessment will be developed.
In order to further identify information on our community,p-e will be used.Our needs assessment will be based upon
priorities established in step one, and what is believed to be the most important issues.This step will include the assistance
of a university student with a background in research and interest in aging population. Steps in Finding Right Fit will be
followed, including drafting questions,creating a data base,creating person-environment question pairs, evaluation, pre-
test, community survey, summarize results.
Create an Action Plan-will identify the results of the needs assessment and identify the gaps.This will be completed
through assessment of all data collected, create and action plan based upon the goals
13. *Rationale/Need:
Describe why your project/event is viable, including steps or measures taken to ensure that your project/event does not
overlap with existing projects/events with the same target audience. Be sure to address all the specific requirements in the
Program Guidelines(maximum 1,000 characters)
Currently,the City of Pickering has not started any planning within the Age Friendly category. No additional projects or
events are within this new initiative.While seniors have been an important part of the City of Pickering, and a large part of
the Culture and Recreation Division,an overall plan for seniors has not taken place.The inclusion of partners,while has
been a part of our programming and events, has not been put together as an entire package for the community.At this
time, our partners identified have been working in isolation. In bringing all together,we can create a cohesive plan for the
City of Pickering,and create guidelines for everyone to follow and implement.
14. *Project Beneficiaries:
Who will benefit from your project or event?Geographic or demographic groups or communities(maximum 2,000
characters)
The Seniors of the City of Pickering will benefit from this project. Information will be collected from existing sources,
however,the project will then extend to the greater community for not only information, but provision of results.A large
number of seniors will be contacted and have the opportunity to provide valuable information,as well as gain contacts for
their future use. Short term and long term benefits are expected from this project. City priorities for Council will be identified
and supported by documented work provided by community input. Partners and Stakeholders will also benefit from the
information gathered and assessed.
15.*Risk Assessment and Management: (maximum 2,000 characters)
See Attached
16. *Project Outcomes: (maximum 1,000 characters)
Our goal is to start communications with seniors within the community and develop an action plan based upon their input
and support,to obtain information to further develop polices, and services,to better support seniors, providing them with a
safe and secure living environment,with opportunities to enjoy good health, and continue to participate within the City of
Pickering. Seniors will have better understanding of where and who‘to contact for support within the community.
17. *Evaluation Plan/Criteria: (maximum 2,000 characters)
Evaluation will include the identified outcomes of the needs assessment. Presentations will be made to City Council,
seniors groups, and interested parties.Additional evaluation based upon information gathered will be provided to City of
Pickering program providers for ongoing evaluations of existing programs and services. New programs and services may
be implemented following the project. Final evaluation will include opportunities for seniors,as well as City of Pickering staff
to use on future planning, as well as implementation of policies.This project is based upon sustainability, and will be
achieved by further planning for seniors as well as development of long term strategies.As with our youth strategies,
evaluation of our business plan,will be repeated with our seniors, and the development of a seniors business plan will take
2.02 00 02 00 Readec11009 Page 11 I 20
15
.�� ► Grants Ontario
Application Form
Age-Friendly Community Planning Grant
Grant Case# 2015-01-1-72824221
place in order to ensure the results of the project are reviewed regularly. Participants in ongoing development will be found
in order to ensure sustainability of the project.Our expectation is that programs and services created as a result of the
project will continue to be monitored, and improved as needed.
Section G2 -Additional Questions
1. Does this application and related local age-friendly community planning have the support of the local government?Yes/No
(maximum 4,900 characters)
Yes-as part of the City of Pickering's ongoing to commitment to the residents,Age Friendly Community Planning is a priority
of Council and Staff. Letter of support is requested and will be presented to City of Pickering Council early March 2015, in in
order to meet the March 31,2015 deadline. Please find attached a letter from Division Head,Culture and Recreation, Marisa
Carpino.The City of Pickering is dedicated to supporting Seniors to ensure they live in a secure environment, have the
opportunity for good health, and are fully able to participate in activities,within the City of Pickering.
Section G3 - Project Work Plan
The work plan is designed to provide the Ministry with a clear idea of how the organization/consortium is going to carry out the
project.The work plan should demonstrate a systematic approach as to how you will accomplish all phases of the project.A
comprehensive work plan with specific achievable milestones demonstrates strong organizational capacity and is an indicator
of likely project success.
Key, *Start Date *End Date *Performance
Milestones *Activities r,*Responsibility -
(mm/dd/yyyy) (mm/dd/yyyy) : Indicator
,_ Initial contact Formation of a Steering Committee 09/09/2015 10/30/2015 City of Pickering Committee of
with the Staff, Committee partners formed,
community meetings to discuss
'X_ and relevant set agenda items.
partners Create an Age
Friendly profile of
City of Pickering. •
2.02.00.02.00 Reader.11.009 Page 12 20
16
•
- Grants Ontario Application Form
Ontario
Age-Friendly Community Planning Grant
Grant Case# 2015-01-1-72824221
Various Environmental Scan 11/02/2015 03/31/2016 City of Pickering Determine existing
meetings and Staff, Committee conditions of where
"s presentations!
y we are now,
gather data on determining where
areas we want to be
including
outdoor
spaces,
transportation,
housing,
social .
participation,
n-• _ and respect
and social
inclusion-
based upon all
partners
identified in
• initial planning
stages
• Further define Define Local Principles 04/04/2016 06/30/2016 City of Pickering Work with partners
local principles Staff, Committee. and define terms of
within the reference for
X. categories project. Principles
identified to include goals for •
== our community,
-'__ Use of Develop a Needs Assessment 07/11/2016. 12/29/2016 City of Pickering Needs Assessment
supporting Staff, Committee created,determine
staff to create gaps and
a needs opportunities
assessment presented. Identify
- based upon information
local required .
principles. Determine method
„-- Steering and tools-use of
Committee surveys and small
and City Staff - focus groups.
to assist. Questions to focus
on eight
_= dimensions of Age,
Friendly,review of
--- data collected
•
2.02.00.02.00 Reader.11.009 Page 13120
17
-Grants Ontario Application Form
• ontario
Age-Friendly Community Planning Grant
Grant Case# 2015-01-1-72824221
Evaluate data Create an Action Plan 01/09/2017 03/31/2017 City of Pickering Analyzing
- collected from Staff, Committee information, identify
needs strategies, create
assessment, action plan from
-,: meetings, and strategies with
community measurable targets,
engagement. ongoing evaluation
Further of plan-adjusting
assistance to change. Further
required from request financial
consultant assistance,to put _
(fees- action plan into
$50,000- place,via
$75,000) consulting firm
assistance.
Section H - Project Financial Information
Provide information about your revenue sources and expenses. By clicking the check box in each line item, identify whether your
revenues are confirmed or anticipated,and whether your expenses are eligible to be funded through this grant program.
The form will expand if additional rows are required for line items in a category.Expand a new table for every year required.Be sure to
address any program-specific requirements noted in the Program Guidelines.
If you do not need to complete additional years in the project financials section and wish to reduce the number of pages
displayed, please use the"Collapse/Expand"button in each year listed to hide the table.
Revenue Sources Confirmed or Anticipated Amount
Requested Amount
X 1$2300.00 p Anticipated 2,300.00 • + I
Total Requested Amount $2,300.00
Cash Revenues from Other Government Sources
XI Q Confirmed ❑ Anticipated 0.00 +
Total Cash Revenues from Other Government Sources $0.00
Cash Revenues from the Applicant and Other Sources
•
X ( p Confirmed ❑Anticipated 0.00 +
Total Cash Revenues from the Applicant and Other Sources $0.00
In-Kind Revenues
X Supervisor, Recreation Services-10 hours week 110 weeks- p Confirmed ❑Anticipated 17,000.00 +
$5000 •
Recreation Programmer-20 weeks @10 hours/` - -$6000
Coordinator,Community Recreation Programmer- iS:reeks/10 hours/
It -$6000
Total In-Kind Revenues $17,000.00
2.02.00.02.00 Reader11.009 Page 14 120
18
Grants Ontario Application Form
Ontario
Age-Friendly Community Planning Grant
Grant Case# 2015-01-1-72824221
Total Revenue $17,000.00 $2,300.00 $19,300.00
Expenses Eligible Expense? Item Expense Requested Funding
Staffing Expenses
p Eligible Expense 0.00 0.00 I +
Total Staffing Expenses I$0.00 $0.00
Benefits Expenses
X I A Eligible Expense 0.00 0.00 I +
Total Benefits Expenses $0.00 $0.00
Program Expenses
X Room Rentals-Steering Committee Meetings p Eligible Expense 2,300.00 2,300.00 +
2 meetings at$50.00-$100.00
4 workshops at$300.00-$1200.00
1 -Presentation Event-full day-$1000.00
Total Program Expenses I$2,300.00 $2,300.00
Administration/Other.Expenses
X p Eligible Expense 0.00 0.00 +
Total Administration/Other Expenses I$0.00 $0.00
In-Kind Expenses
—71Supervisor, Recreation Services-10 hours week 17,000.00 17,000.00 I +
hour/10 weeks-$5000
Recreation Programmer-20 weeks @10 hours/' -
$6000
Coordinator,Community Recreation Programmer-15
weeks/10 hours/i -$6000
XI I + .
Total In-Kind Expenses $17,000.00 $17,000.00
Total Eligible $2,300.00 !Total Ineligible $17,000.00 Total Expense $19,300.00
YEAR 2 Y;
Revenue Sources Confirmed or Anticipated Amount
Requested Amount
X 1$32,760.00 p Anticipated 32,760.00 I +
Total Requested Amount $32,760.00
Cash Revenues from Other Government Sources
X I 12 Confirmed ❑Anticipated 0.00
Total Cash Revenues from Other Government Sources $0.00
Cash Revenues from the Applicant and Other Sources
p Confirmed ❑Anticipated 0.00 +
Total Cash Revenues from the Applicant and Other Sources $0.00
202.00.02.00 Reader:11.009 �-- - Page 15 (20
19
tfi-- Ontario Grants Ontario Application Form
Age-Friendly Community Planning Grant
Grant Case#.2015-01-1-72824221
In-Kind Revenues
X I p Confirmed ❑Anticipated 8,500.00 +
Total In-Kind Revenues $8,500.00
Total Revenue $8,500.00 $32,760.00 $41,260.00
Expenses Eligible Expense? Item Expense Requested Funding
Staffing Expenses
X -Senior Community Planning-36 weeks @$25.00/hour Eligible Expense 31,500.00 31,500.00 I +
iNew p 7 hours/day @ 5 days per week-$31,500.00
Total Staffing Expenses I$31,500.00 $31,500.00
•
Benefits Expenses
X 14%vacation pay-$1260.00 p Eligible Expense 1,260.00 1,260.00 +
Total Benefits Expenses $1,260.00 $1,260.00
Program Expenses
•
X I IN Eligible Expense 0.00 0.00
Total Program Expenses $0.00 $0.00
Administration/Other Expenses
X I p Eligible Expense 0.00 0.00 +
Total Administration/Other Expenses $0.00 $0.00
In-Kind Expenses
X (Supervisor, Recreation Services 8,500.00 8,500.00 +
5 hours per week@ r @10 weeks-$2500.00
Recreation Programs ,P ifolcoat Creek
20 weeks @5 hours @$ -$3000 .
Coordinator,Community meueation Programs
15 weeks @5 hours @' ur-$3000
Total In-Kind Expenses • $8,500.00 $8,500.00
Total Eligible $32,760.00 Total Ineligible $8,500.00 Total Expense $41,260.00
YEAR 3 =
Revenue Sources Confirmed or Anticipated Amount
Requested Amount
•
X ( p Anticipated 0.00 • +
Total Requested Amount $0.00
Cash Revenues from Other Government Sources
X I 12 Confirmed ❑Anticipated 0.00 I +
Total Cash Revenues from Other Government Sources $0.00
Cash Revenues from the Applicant and Other Sources
XJ p Confirmed ❑Anticipated 0.00 +
Total Cash Revenues from the Applicant and Other Sources $0.00
•
2.02.00.02.00 Reader.11.009 Page 16 126
20
Grants Ontario pp Application Form
OntarioAge-Friendly Community Planning Grant •
Grant Case# 2015-01-1-72824221
In-Kind Revenues • -
X Supervisor, Recreation Services p Confirmed 0 Anticipated 8,500.00 +
—5 hours per week@' r @10 weeks-$2500.00
Recreation Programmer,vetticoat Creek .
20 weeks @5 hours@ ' . • r-$3000 -
Coordinator, Community Recreation Programs
15 weeks @5 hours C -$3000
Total In-Kind Revenues $8,500.00
Total Revenue $8,500.00 • $0.00 $8,500.00
•
Expenses Eligible Expense? Item Expense Requested Funding
Staffing Expenses
X I . p Eligible Expense 0.00 0.00 I +
Total Staffing Expenses • _$0.00 $0.00 .
Benefits Expenses •
X I p Eligible Expense 0.00 0.00 I +
Total Benefits Expenses $0.00 $0.00
Program Expenses
X I . p Eligible Expense 0.00 0.00 +
Total Program Expenses $0.00 $0.00
Administration/Other Expenses
X I p Eligible Expense 0.00 0.00 I +
Total Administration/Other Expenses $0.00 $0.00
In-Kind Expenses
X I 8,500.00 8,500.00 +
Total In-Kind Expenses $8,500.00 $8,500.00
Total Eligible $0.00 !Total Ineligible $8,500.00 Total Expense $8,500.00
•
•
•
YEAR 4 .
Additional Comments Relevant to Project Financial Information (maximum 4,900 characters)
As Age Friendly Community is a very important project within the City of Pickering,we are prepared to take on the lead of the
project,and much of the cost to ensure this project is successfully completed.Our priority is to ensure our seniors are engaged
.Total Project Financials-(All-Nears),-:--.-
•
Revenues ' Total V
Requested Amount $35,060.00
2.02.00.02.00 Readerl1.009 Page 17 I 20
21
Grants Ontario Application Form
• Ontario
Age-Friendly Community Planning Grant
Grant Case# 2015-01-1-72824221
Cash Revenues from Other Government Sources $0.00
Cash Revenues from the Applicant and Other Sources $0.00
In-Kind Revenues $34,000.00
Total Revenues $69,060.00
Expenses Total
Staffing Expenses $31,500.00
Benefits Expenses $1,260.00
Program Expenses $2,300.00
Administration/Other Costs $0.00
In-Kind Expenses $34,000.00
Total Expenses $69,060.00
Total Eligible Expense: $35,000.00
Total Project Budget: $69,060.00
ISection J - Partnership/Stakeholders Information
Record the partner organizations involved with the project plus what their role will be and describe their contribution:Stakeholders
who were consulted about the project should also be noted and their role and contribution described. Be sure to address all the
specific requirements in the Program Guidelines.
1:.Name 2.Type 3. Role/Address 4 Description
1 South Pickering Seniors Partner 910 Liverpool Road, Seniors Centre-977 members,
X Centre Pickering with Board of Directors
X 2 Rouge Hill Seniors Club Partner 470 Kingston Road, Seniors Centre- 150 members
Pickering
X
3 Central Library Pickering Partner One The Esplanade Library Services
Pickering
X 4 Italian Seniors Social Club Partner Brock Road, Pickering Social Club
X 5 Italian Seniors Club Partner 470 Kingston Road, , Seniors Club
Pickering
6 Ajax/Pickering Osteo Partner Ladies Osteo Group
X 7 SCOPA Seniors Partner 470 Kingston Road Advisory Board
Pickering
X
8 Chartwell Parkway Stakeholder 1645 Pickering Parkway, Business
Pickering
X 9 VIVA Partner Business
_X= 10 Easter Rebekah Lodge Partner 470 Kingston Road Seniors Club
j� 11 St Marteen's Seniors Club Partner Seniors Club
X 12 Claremont Seniors Partner Seniors Club
2.02.00.02.00 Reader.».00s Page 18 120
22
)0. Grants Ontario Application Form
•
�' Ontario o Age-Friendly Community Planning Grant
Grant Case# 2015-01-1-72824221 •
X' 13 Greenwood Seniors Partner Seniors Club
14 Pickering Recreation Partner 1867 Valleyfarm Road Municipal-provision of Seniors
X ' Complex Programming
•
Section Z - Declaration /Signing
The names of signing authorities are pre-populated in the declaration/signing section IF they were noted as signing authorities in the
Organization Contact sections. Additional signing authorities may be added.
It is recognized that in many cases,the person completing the grant application is not a signing authority. It is the responsibility of the
grant contact to ensure they have documented proof of approval from the signing authority(ies)to request grant funds. This
documentation needs to be kept and produced if necessary.
Applicants are expected to be compliant with the Ontario Human Rights Code and all other applicable laws. The Ontario Human
Rights Code provides for equal treatment in the areas of services,goods,facilities,accommodation,contract and employment without
discrimination on the grounds of race,ancestry,place of origin,colour,ethnic origin,citizenship,creed,sex,sexual orientation,
disability,age,family status, marital status,the receipt of public assistance(in accommodation only),and record of offences(in
employment only). Failure to comply with the letter and spirit of the Ontario Human Rights Code will render the applicant ineligible for
a grant, and in the event a grant is made,liable to repay the grant in its entirety at the request of the Ministry.
Applicants should be aware that the Province is bound by the Freedom of Information and Protection of Privacy, R.S.O. 1990,c.F.31,
(click here..http://www.ipc.on.ca/index.asp?navid=73)as amended from time to time and that any information provided to the Province
in connection with their application may be subject to disclosure in accordance with the requirements of that Act. Applicants are
advised that the names and address of organizations receiving grants plus the amount of the grant awards,and the purpose for which
grants are awarded is information made available by the Ministry to the public.
Declaration
By clicking the"Sign Document"and"I Agree"buttons, I/we(as indicated below)agree with the following statement:
On behalf of and with the authority of the Applicant, I certify that
(a) the information provided in this application is true,correct and complete in every respect;
(b) if the Applicant is awarded Funding,the Applicant agrees to be bound by the Terms and Conditions set out in Section Y if
applicable,or in the transfer payment agreement,and contained in subsequent correspondence from the Ministry;
(c) the Applicant has read and understands the information contained in the Application Form;
(d) the Applicant is aware that the information contained here in can be used for the assessment of grant eligibility and for statistical
reporting;
(e) the Applicant understands that the information contained in this application or submitted to the Ministry in connection with the
grant is subject to disclosure under the Freedom of Information and Protection of Privacy Act;
(f) the Applicant is not in default of the terms and conditions of any grant,loan or transfer payment agreement with any ministry or
agency of the Government of Ontario;
(g) I am an authorized signing officer for the Applicant.
Mr. Stan Karwowski Mrs. Marisa Carpino
Division Head, Finance and Treasurer Director, Culture&Recreation
(w): (905)420-2222 (w): (905)420-2222
(C): (C):
E-mail:skarwowski @pickering.ca E-mail:mcarpino @pickering.ca
•
' Stan Karwowski Jan 30,2015 Marisa Carpino Jan 30,2015
Signature Date/Time Field Signature Date/Time Field
2.02.00.02.00 Reader.11.009
Page 19 120
23
Grants Ontario Application Form
Age-Friendly Community Planning Grant
Grant Case# 2015-01-1-72824221
Additional Signing Authority: - -
Salutation: First Name: Last Name: Title:
Phone Number(Work): Phone Number(Mobile): Email Address:
Signature Date/Time Field
2b2 66 Eioci Readerll 009 Page 20 1 20
24
•
City o1
1,14;
KINIUMMIN Culture & Recreation Department
•
January 29, 2015
•
Irina Khvashchevskaya
Regional Advisor=Central Region
Regional Services Branch
Ministry of Citizenship, Immigration, and International Trade
Subject Age Friendly Community Planning Grant Application
File: F-4800-029-15
Please find attached the application for the Age Friendly Community Planning Grant, submitted by
the City of Pickering.
Our Department aims to complete an age friendly action plan, and believes this grant will allow us
• the opportunity to work towards this end goal. The City of Pickering has not started the work on this
project, but feel ready to do so.as we have a number of very strong partners in the community
prepared to take on the task with us.We also have a large group of enthusiastic seniors ready to
work towards creating a vision for the City, which includes their efforts, and wealth of knowledge.
The Culture & Recreation Department supports this comprehensive initiative, and believes the
application addresses the goal of becoming an Age Friendly Community. With the two year project .
attached, we are prepared to bring this opportunity to a successful beginning, one which the City of
Pickering will continue to develop, administer, and implement over the next many years.
Yours truly
I
Marisa Carpino
Director, Culture & Recreation •
MC:Ig
Enclosure
Pickering Civic Complex i One The Esplanade I Pickering,ON t1 V 6K7 l 905.420A620
F.905.420.2596 I TTY 905.420.1739 1 Toil Free 1.866.683.2760 i culture&recreation{epickering.ca I pickering.ca 25
Grants Ontario Application pp lication Form
•
Y Ontario Age-Friendly Community Planning Grant
Grant Case# 2015-01-1-72824221
employment only). Failure to comply with the.letter and spirit of the Ontario Human Rights Code will render the applicant.ineligible for
a grant,and in the event a grant is made,liable to repay the grant in its entirety al the request of the Ministry.
Applicants should be aware that the Province is bound by the Freedom of Information and Protection of Privacy,R.S.O.1990,c.F.31,
(dick here,.http://www.ipc.on.ca/index.asp?navid=73)as amended from time to time and that any information provided to the Province
in connection with their application may be subject to disclosure in accordance with the requirements of that Act. Applicants are
advised that the names and address of organizations receiving grants plus the amount of the grant awards,and the purpose for which
grants are awarded is information made available by the Ministry to the public.
Declaration
By clicking the"Sign Document"and"I Agree"buttons,I/we(as indicated below)agree with the following statement
On behalf of and with the authority of the Applicant, I certify that
(a) the information provided in this application is true,correct and complete in every respect;
(b) if the Applicant is awarded Funding,the Applicant agrees to be bound by the Terms and Conditions set out in Section Y if
applicable,or in the transfer payment agreement,and contained in subsequent correspondence from the Ministry;
•
(c) the Applicant has read and understands the information contained in the Application Form;
(d) the Applicant is aware that the information contained here in can be used for the assessment of grant eligibility and for statistical
reporting;
(e) the Applicant understands that the information contained in this application or submitted to the Ministry in connection with the
grant is subject to disclosure under the Freedom of Information and Protection of Privacy Act;
(f) the Applicant is not in default of the terms and conditions of any grant,loan or transfer payment agreement with any ministry or
agency of the Government of Ontario;
(g) I am an authorized signing officer for.the Applicant.
Mr. Stan Karwowski Mrs.Marisa Carpino
Division Head,Finance and Treasurer Director,Culture&Recreation
(w):(905)420-2222 (w):(905)4202222
(c): (c):
E-mail;sarwowski@pickering.ca E-mail:mcarpino @pickering.ca
Signature Date>Tirne Field nature Date/Time Field
Additional Signing Authority:
Salutation: First Name: Last Name: Title:
•
Phone Number(Work): Phone Number(Mobile): Email Address:
Signature DateTme Field
•
•
2.02.00.02.0D Reeder.11.008 Page 19119
26
•
Cif e
Culture & Recreation Department -�
Dave Ryan, Mayor
Jennifer O'Connell, Regional Councillor,Ward 1
Bill McLean, Regional Councillor,Ward 2
David Pickles, Regional Councillor,Ward 3
Kevin Ashe, City Councillor,Ward 1
Ian Cumming, City Councilor, Ward 2
Rick Johnson, City Councillor, Ward 3
Pickering Civic Complex One The Esplanade j Pickering,ON 1_11/6K7 j 905.420,4620
F. 905.420.2596 i TTY.905.420.1739 I Toll Free 1.866.683.2760 I culture&recreation @pickering.ca pickering.ca 27
•
•
Certificate of Insurance No. 022 LT
Suite 800,55 University Avenue,Toronto,ON Canada M5J 21-17 Telephone:(416)941-9551 Facsimile:(416)941-9323
Name of Insured: Corporation of the City of Pickering and the
City of Pickering Public Library Board
Certificate Holder: Ontario Senior's Secretariat
Certificate Issued in Respect of: Age-Friendly Community Planning Grant Application
Grant Number 2015-01-1-72824221 •
This certificate is issued as a matter of information only and confers no rights upon the certificate holder other than those provided in the.policy.This
certificate does not amend,extend or alter the coverage afforded by the policies listed herein.
This is to certify that the policies of insurance listed below have been issued to the insured,named above for the policy period indicated.Notwithstanding any
requirement,term or condition of any contract or other document with respect to which this certificate may be issued or may pertain,the insurance afforded
by the policies listed herein is subject to all the terms, exclusions and conditions of such policies. Omits shown may have been reduced by paid
claims/expenses.
Insuring Company and Policy Dates Limit of Liability/Amount of Coverage
Type of Insurance Policy Number MM/DD/YYYY g
Municipal General Certain Lloyds From: 01/01/2015 $2,000,000 Inclusive Bodily Injury and
Liability incl.Non- Underwriters . To: 01101/2016 Property Damage Per
Owned Automobile JLTPS-405 Occurrence
Liability,Tenants UMR $2,000,000 Aggregate with respect to
Legal Liability, B0753PK1403529000 . Products/Completed Operations
'Cross Liability,and
Contractual Liability
NOTICE OF CANCELLATION: THIRTY(30)DAYS
These statements have been made in good faith and are a summary of the insurance cover in force(which is subject to the full terms and conditions of.
the policy). We accept no responsibility whatsoever for any inadvertent or negligent act,error or omission on our part in preparing these statements or
for any loss,damage or expense thereby occasioned to any recipient of this certificate.
Signed on behalf of Public Sector Division of Jardine Lloyd Thompson Canada Inc. by:
Judy e:January 29,2015 Daniels),,�'
•
28
•
Public Services Health
Q &Safety Association-
A Health&Safety Ontario Partner
- i
. i
Wiwfie(re Wontgarei September 22,2010
Coordinator, Health&Safety, City of Pickering
Pickering Civic Complex PM 1 2
One The Esplanade s
Pickering,Ontario A
Canada.UV 6k7 • o RECEIVED
(905)420-4645 a) SEP .L a 2.01fl
co
mmontgomerya lcityotpickering.com> J
IiUNL+lihcoUioLcA
•
',ihcfPicf�rin^
ati�•Hi Michelle: £a c wn v�
•
Thank you for having me attend your workplace and conduct a violence assessment
It was a pleasure meeting many friendly staff members that assisted in the process.
• A"tool"provided by OHSCO,Workplace Violence Prevention Series,was used to evaluate
the workplaces. •
We scheduled visits to the workplace as per the schedule attached hereto.
I provided you with seven detailed reports,in Words Documents format. .
There were situations identified in the reports and proposed corrective actions to address
these situations were made.There are a few corporate issues that need to be addressed.
These include establishing safe rooms in a number of work locations.Additional training is -
required for three existing or proposed policies and procedures (Respect in the Workplace,
Working in Isolation or After Hours and the Lockdown Procedures)for all employees of the
City. •
We need to schedule a presentation for your managers and staff to explain the process and
inform them of the new Violence and Harassment legislation.
As I indicated,in our conversations during the various stages of this assessment,the City
has some opportunities for prevention of violence improvement,but overall it appears to
be a safe place to work
If I can be of further assistance please do not hesitate to contact me.
Sincerely,
r
Andre M.Levesque
Contract Service.Providor • .
for
Dave Carter
Senior Area Manager -
Municipal Team -
4950 Yonge Street,Suite 902,Toronto,ON M2N 6K1 I T 416-250-2131 I 1-877-250-7444 F 416-250-7484 I pshsa.ca
•
29
PICKERING
PUBLIC
LIBRARY
January 29, 2015
Sharon Milton
Supervisor, Recreation Services
Culture and Recreation
City of Pickering
One The Esplanade
Pickering, Ontario
L1V 2R6
To Whom It May Concern,
The Pickering Public Library supports the Age Friendly Community Planning Grant
application from The City of Pickering. We are dedicated to serving the entire
population of our community and want to ensure that our older residents can take
advantage of Library services, as well as other community activities.
Within the last two weeks, Library staff facilitated several focus groups for the City's
Planning Department. Many of the participants were seniors, Our older residents
expressed concerns around transportation, social isolation, health limitations and aging
in place. They wanted to continue to use our parks and libraries, engage in civic life
and other social activities. To meet their needs, a cross section of agencies would need
to work together to ensure that our residents live the life that they want. This grant
provides the City of Pickering with the opportunity to bring these organizations together,
with seniors, and to create an action plan for the future.
This grant is a great opportunity for the City of Pickering to plan for an age friendly
community and it has the full support of the Pickering Public Library.
Sincerely,
Kathy Williams
Director of Public Services
Pickering Public Library
kathvvvepicnet.ora 905-831-6265 ext. 6251
30 •
Est 1962
ROUGE HILL
SENIORS CLUB
January 28, 2015
To Whom It May Concern:
The Rouge Hill Seniors have been involved with The City of Pickering for many
years working in conjunction with Recreation Programmer, Heather Butler by
supporting and participating in a number of events including supporting The
Pickering Stars and participating in Canada Day events.
We will also be participating in the upcoming Grand—Friend Day and the Active
Living Fair.
The Rouge Hill Seniors support partnering to create a vision for seniors within the
community.
Sincerely,
Margaret Topping
President
Rouge Hill Seniors
Petticoat Creek Community Centre
905.420.4660 ext 6103
470 Kingston Road, Pickering, ON, L1V 1A4
31
•
South Pickering Seniors'CEub
19756-p,s.citpl
910 LIVERPOOL ROAD SOUTH, h Pickering Seniors TELEPHONE:(905)420 5049
PICKERING,ONTARIO L1W 1S6
•
January 27th, 2015
The City of Pickering,
One The Esplanade,
PICKERING,
On.
Dear Sirs,
Re: AGE FRIENDLY COMMUNITY PLANNING GRANT
Unfortunately the President of the Club is on a trip and can't be reached for approval of this
letter and due to the short notice I am making the decision to support this application from the
City of Pickering.
•
The City supplies the premises for our club and is very helpful in a vast amount of other ways.
We could not run the club without their sponsorship therefore we are delighted to support
Pickering's Age Friendly Community Planning Grant application.
We are unable at present to appoint a representative to the steering committee.
Yours very truly,
DINAH BIGGIIONI,
Vice President
•
SENIOR CITIZENS ACTIVITY CENTRE
3 2 910 LIVERPOOL ROAD SOUTH, PICKERING, ONTARIO L1W 156 ■ TELEPHONE: (905) 420-6588
CHARTWeII
PAR KWAY
retirement residence
Sharon Milton,
Chartwell Parkway Retirement Residence has been working closely with the City of Pickering for many
years in partnerships that benefit and support the Seniors living in Pickering. This partnership allows for
the seniors living within our retirement residence as well as those living within the community to benefit
and improve the quality of their lives.
Being a part of a retirement residence,I am very aware of the needs and challenges that face the seniors
in our building and living on their own. Chartwell Parkway is in full support of partnering with the City of
Pickering to create a vision for seniors within our community.
•
Cathy Mackrell
Sales Consultant
Parkway Retirement Residence
905.426.66 03
•
33
• I
Retirement
9 Communities'
....... ....
is
January 28,2015
Re: Letter of Support-Age Friendly Community Planning Grant
To'Whom It May Concern,
VIVA Pickering has been actively involved in our community since our planning stages and
ground-breaking in 2010.As a leader in seniors housing,VIVA provides an all-inclusive environment
to support active aging. We are in full support of this application for an Age Friendly Community
Planning Grant,and would be thrilled to be a member of the steering committee.
We feel that the City of Pickering would greatly benefit from funding to provide the seniors in our
community an opportunity to live in a secure environment,enjoy good health,and continue to
participate fully in our community.
We look forward to working together with the City of Pickering to plan and implement programming
that will enhance the social and physical well-being of our seniors.; not only living at VIVA but within
our community.
Sincerely,
Jennifer Churchill
Community Relations Manager
VIVA Pickering
1880 Glengrove Rd
Pickering ON
L1C 006
905-831-2088
VIVA Pickering Presentation Centre
1450 Kingston Road,Pickering,Ontario,Li V 1 W9
T.905231.2088 www.vivalife.ca
34
ATTACHMENT# 2 TO REPORT# O - ( 5
r�
•
V Ontario
ONTARIO SENIORS' SECRETARIAT
•
AGE-FRIENDLY COMMUNITY PLANNING GRANT
2014-15 PROGRAM GUIDELINES
35
ONTARIO SENIORS' SECRETARIAT.
AGE-FRIENDLY COMMUNITY PLANNING GRANT
2014-15 PROGRAM GUIDELINES
•
TABLE OF CONTENTS
BACKGROUND 1
PROGRAM HIGHLIGHTS 2
APPLICATION DEADLINE 3
PURPOSE 4
APPLICANT ELIGIBILITY 4
FUNDING 6
PROJECT REQUIREMENTS 6
PROJECT PRIORITIES S 9
ELIGIBLE PROJECT ACTIVITIES AND COSTS 9
APPLICATION PROCESS 10
ASSESSMENT PROCESS AND CRITERIA 11
FUNDING TERMS 12
• AGREEMENT TERMS AND CONDITIONS 13
GLOSSARY 15
APPENDIX 1: TIPS AND TOOLS: KEY ACTION STEPS TO BECOME AGE-FRIENDLY
17
APPENDIX 2: DIMENSIONS OF AGE-FRIENDLY COMMUNITIES 20
APPENDIX 3: EXAMPLES OF AGE-FRIENDLY COMMUNITY SUCCESS STORIES..23
APPENDIX 4: RESOURCES 25
APPENDIX 5: SAMPLE MUNICIPAL COUNCIL RESOLUTIONS 26
2014-15 APPLICATION GUIDE 28
36
AGE-FRIENDLY COMMUNITY PLANNING GRANT
BACKGROUND
An age-friendly community is a one where policies, services and structures related to the
physical and social environments are designed to support and enable older.people to live
in a secure environment, enjoy good health and continue to participate fully in their
communities.
The number of seniors in Ontario is increasing, and is expected to double over the next
two decades. Building on the government's work to support seniors through Ontario's
• Action Plan for Seniors which was launched in January 2013, Ontario is undertaking a
three-tiered Age Friendly Communities approach to promote and support the
development of local social and physical environments that enable older people to live
active, safe and meaningful lives.
• In August 2013, Ontario launched Finding the Right Fit:Age-Friendly Community
Planning, which is a guide that provides step-by-step processes and tools to help
municipalities and communities develop, implement and evaluate their local aging
plans.
• At this time, Ontario is launching the Age-Friendly Community Planning Grant
Program, which will support innovative local planning initiatives across the
province.
• Also, Ontario is planning to launch the Age-Friendly Communities Recognition
Program, which will promote, celebrate and applaud the efforts of Ontario cities,
towns and organizations that have developed initiatives aimed at making their
communities more accessible to and inclusive of older people.
Through the Action Plan for Seniors, together with our community partners,
seniors and their families, we will make Ontario the best place to age.
•
AGE-FRIENDLY COMMUNITY PLANNING GRANT PROGRAM Page 1
37
•
PROGRAM HIGHLIGHTS
The new Age-Friendly Community Planning Grant Program will offer a total of up to $1.5
million over two years for short and longer-term projects that take place between June
15, 2015 and March 31, 2017. Funding will support local governments and community
organizations to undertake strategic planning with a focus on seniors as outlined in the
Age-Friendly Community Planning Guide and lead to the development of local aging
plans that will eventually be implemented, evaluated and improved upon. The purpose of
this funding is to help communities become age-friendly by ensuring that the needs of
seniors are considered at every stage of community planning and development.
APPLICANT ELIGIBILITY
Local governments, as well as community organizations that demonstrate that they have
the endorsement of the local government, may apply for funding.
FUNDING
Grants will be available for amounts up to$25,000 for small municipalities (populations of
under 20,000 residents), up to $35,000 for medium-sized municipalities (20,000 to
99,999), and up to$50,000 for larger municipalities (more than 100,000 residents).
PROJECT REQUIREMENTS
Projects will result in planning, implementation and evaluation of activities that contribute
to the creation and ongoing development of age-friendly communities.
1. Projects must involve seniors or organizations that represent seniors. .
2. Planning projects must result in activities that support at least one of the steps
outlined in the Age-Friendly Community Planning Guide, including defining local
principles; developing a custom needs assessment; developing an action plan; and
implementing the action plan and evaluating the action plan results.
3. The local government must endorse the age-friendly community plan.
4. Projects must identify which of the World Health Organization's eight age-friendly
community dimensions (Outdoor Spaces and Public Buildings; Transportation;
Housing; Social Participation; Respect and Social Inclusion; Civic Participation and
Employment; Communication and Information; Community Support and Health
Services) the local action plan supports.
5. The project plan must identify the next step in the development, implementation or
evaluation of the age-friendly community plan, which will help to maintain
momentum and ensure that planning continues.
AGE-FRIENDLY COMMUNITY PLANNING GRANT Page 2
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•
•
PRIORITIES
Priority will be given to projects that target small municipalities and communities with
diverse populations, and those in rural and remote areas of Ontario. Priority will also be
given to communities that have not yet begun age-friendly community planning work or do
not have a local.age-friendly action plan.
APPLICATION DEADLINE
Applications will be accepted between Monday November 24, 2014 and Friday January
30, 2015 5:00pm (EST). All applicants will receive a decision regarding their application
by Spring 2015. Projects may begin after June 15, 2015 and only once a contract is in
place, and must be completed by March 31, 2017.
Please read these Program Guidelines completely. If you have any questions about the
AFC Planning Grant program or potential planning projects that you are considering,
please do not hesitate to contact the Regional Advisor for your area. The list of your
Regional Advisors is located here:
The list of your Regional Advisors is located here: http://ontario.ca/bvv6
•
AGE-FRIENDLY COMMUNITY PLANNING GRANT Page 3
39
AGE-FRIENDLY COMMUNITY PLANNING GRANT PROGRAM
PURPOSE
The Age-Friendly Community Planning Grant Program will support local governments and
their community partners to undertake planning activities that will result in local age-
friendly action plans, implementation and evaluation activities. The program supports the
broader provincial goal to have age-friendly communities throughout the province.
Communities that embrace the goal of becoming "age—friendly" can review plans and
development efforts in the community to ensure that they reflect the community's age-
friendly goals.
Planning, implementation and evaluation activities should be guided by using the tools
and resources documented in Finding the Right Fit:Age-Friendly Community
Planning. This guide can be found at: www.seniors.00v.on.ca/en/afc/quide.php
Resolution to undertake Age-Friendly Community Planning
All applications must reflect the support of the local government, which, in turn, must
support age-friendly community planning. Support for age-friendly community planning
will be demonstrated by the approval of a local government council resolution.
Resolutions must express commitment to local age-friendly planning and the intention to
develop a local action plan.
All'applicants must submit a copy of the approved council resolution by March 31, 2015.
Applications that do not include evidence of an approved council resolution by this date
will be deemed ineligible.
APPLICANT ELIGIBILITY
The following groups are eligible to apply for funding:
• Local government:
o Municipalities (Single-tier, Upper-tier or Lower-tier municipalities)
o District Social Services Administration Boards
o First Nations, Inuit, Metis and organizations with the support of local band
councils.
• Community organizations must:
o Be not-for-profit;
o Be incorporated; "
o Have been in operation for at least one year prior to application.
AGE-FRIENDLY COMMUNITY PLANNING GRANT Page 4
40
o Applicants must include at the minimum.a letter of endorsement from the
local government by the application deadline of January 30, 2015.
o Local government must approve a council resolution demonstrating support
of age-friendly community planning. Applicants will have up to March 31,
2015 to submit this resolution in support of their application.
Municipalities should consider working together with their accessibility advisory committee
(AAC) if one has been established. Municipalities with more than 10,000 residents should
have an AAC in place. The work these committees do can make a real difference for
people with disabilities in their communities. For more information on AACs, please visit:
http://ontario.ca/bxwp -
Partnerships and collaboration at the local level are encouraged. One municipality or
community organization may apply on behalf of a group of communities where local age-
friendly action plans will benefit a broader community or multiple neighbouring
municipalities.
Alternatively, neighbouring municipalities who collaborate on local planning initiatives may
each apply for funding for the development of age-friendly community planning activities
that would be shared and would benefit all partnering communities.
Who cannot apply for this grant?
x Individuals
x Agencies, Boards or Commissions of the Federal or Provincial governments
x Private foundations
x Private schools
x Publicly funded provincial schools, college and universities
•
x Unincorporated bodies
x Religious organizations
x Organizations whose purpose is related to political activity (lobbying), as
defined by the Canada Revenue Agency ( http://tinyurl.com/PoliticalActivity)
x Organizations that are currently in default of any other provincial
government grant
x Organizations whose primary source of annual base funding (more than
50%) is from the province of Ontario.
AGE-FRIENDLY COMMUNITY PLANNING GRANT Page 5
41
FUNDING
Funding will be made available based on the size of the municipality that benefits from
planning initiatives.
• Up to $25,000 for applicants that represent municipalities that have populations
under 20,000 people;
• Up to $35,000 for applicants that represent municipalities with populations between
20,000 and 99,999 people;
• Up to $50,000 for applicants that represent municipalities with populations of
100,000 people or more.
Where projects are proposed for multiple municipalities, the total population of all
municipalities involved will be taken into consideration. Population figures reported by the
applicant should be based on official statistics reported by Statistics Canada in the 2011
Census of Population.
A small community that is part of a larger municipality may apply for funding and may act
as the lead in the work that is required to develop age friendly planning. Population
statistics that accompany the application should be based on the size of the municipality
because it is the municipality that will pass the resolution and make the commitment to
implement age-friendly planning strategies across all of its communities.
Funding from other provincial, federal or municipal programs is permitted, but not
required. Other funding must covers a separate portion of the project costs and separate
sources of funding must be clearly identified in the application budget and financial
reports.
In order to ensure that as many municipalities as possible benefit from this funding, only
one project per municipality or organization will be funded at this time.
PROJECT REQUIREMENTS V
Communities in Ontario are at different stages in the age-friendly community planning
process. This grant program aims to encourage widespread adoption of the age-friendly
community principles, and support the development and implementation of local action
plans to realize truly age-friendly communities throughout the province.
AGE-FRIENDLY COMMUNITY PLANNING GRANT Page 6
42
1. Projects must include the involvement of seniors or organizations that
represent seniors to ensure that planning activities include the views of
seniors in the community.
One way of building age-friendly communities is to develop an action plan that
considers the physical and social environments of seniors. Action plans that take
the needs of seniors into consideration translate into the development of policies,
programs and services that benefit everyone in a community.
2. Projects must result in initiatives that support at least one of the steps
outlined in the Age-Friendly Community Planning Guide.
Developing age-friendly communities begins with planning. Communities that do
not have an action plan in place, or are in the process of developing one, are
strongly encouraged to use the Age-Friendly Community Planning Guide for
reference.
The guide outlines four significant steps-in the development of an action plan,
which include:
a) Defining local principles;
b) Developing a custom needs assessment;
c) Developing an action plan;
d) Implementing the action plan and evaluating the action plan results.
3. The local government must support both the grant application and more
broadly, endorse the activities that lead.to the development, implementation
and evaluation of their local age-friendly community action plan.
Developing local age-friendly community action plans should be a part of the
broader local planning process: As a result, it is important to involve the local
government at an early stage, and ensure that the local government is supportive
of the work that is required to develop and implement an action"plan.
The grant application must include written endorsement by the local government,
which can take the form of a letter signed by an appropriate authority. Project
activities must also be endorsed by local government, ideally resulting in a council
resolution committing to the development and implementation of a local age-
friendly community action plan.
AGE-FRIENDLY COMMUNITY PLANNING GRANT Page 7
•
43
4. Projects must identify which of the World Health Organization's age-friendly
community dimensions are targeted through the activities.
Eight age-friendly community dimensions were developed by the World Health
Organization (WHO), are considered a key checklist to ensure that plans
g � ), Y p
consider both the physical and social dimensions that contribute to independent
and active aging. At early stages of planning, a specific focus may not be
identified, so all eight dimensions could be considered as planning is explored. For
more detailed information on each of the eight key dimensions, please refer to
Appendix 1 and Section 3 of the Age-Friendly Community Planning Guide.
Age-Friendly Community Dimensions
• a) Outdoor Spaces and Public Buildings
b) Transportation
c) Housing
d) Social Participation
"e) Respect and Social Inclusion
f) Civic Participation and Employment
g) Communication and Information
.h) Community Support and Health Services
5. The project plan must identify the next step in the development,
implementation or evaluation of the age-friendly community action plan.
It is important to plan ahead, and ensure that planning for the next stage of
development is reflected in the current activities. By including a vision or
description of next steps in your current process, your planning efforts will have a
greater chance of maintaining momentum and continuing forward in the planning
process.
Planning work and implementation may extend over a period of many years.
Eligible projects may be, for example, for short-term consultation activities or for
longer term planning. The work funded under this grant must be clearly defined
and must take place between June 15, 2015 and March 31, 2017.
AGE-FRIENDLY COMMUNITY PLANNING GRANT Page 8
44
PROJECT PRIORITIES
Priority will be given to projects that target small municipalities (municipalities that have
populations under 20,000 people), communities with diverse populations, and those in
rural and remote areas.
Priority will also be given to communities that have not yet begun age-friendly community
planning work, or have started planning but have not completed a local age-friendly action
plan. Projects leading to the development of new action plans are encouraged.
For examples and information on potential projects, refer to Appendix 1, Tips and
Tools:Key Action Steps to Become Age-Friendly.
ELIGIBLE PROJECT ACTIVITIES AND COSTS
The grants will support activities and expenses that are directly associated with the
development, implementation and the evaluation of local action plans.
Eligible activities and project costs can include, but are not limited to:
• Creating a seniors' advisory committee;
• Conducting community needs assessments to identify opportunities for improving a
community's age-friendliness;
• Developing an action plan;
• Implementation and evaluation of the local action plan.
• Staff salaries specifically required to undertake the project.
• Consulting fees and expenses which justifies the time spent by a consultant on the
project.
• Costs associated with producing or sharing the results of the project (e.g. gap
analysis research, translation costs).
• Costs directly associated with community consultations, workshops or meetings
related to the project.
• Ontario-only travel and accommodation expenses that are directly related to the
project. Expenses must align with the provincial government's Travel, Meal and
Hospitality Expenses Directive. Details can be found at:
http://www.mgs.gov.on.ca/en/Spotlight2/STDPROD 080798.html
• All project costs must be reasonable and market-competitive. The Ontario Seniors'
Secretariat has the discretion to deny any unreasonable project expenditures and
any expenditure that was not pre-approved.
AGE-FRIENDLY COMMUNITY PLANNING GRANT Page 9
45
All applications must include a detailed budget outlining all anticipated project costs.
Funding recipients will be required to submit a final report within 30 days of the project
end date, which must include an updated balance sheet that identifies actual
expenditures related to the project.
The following are not eligible activities or project costs:
• Capital projects, including renovations or upgrades to buildings.
• On-going operating or regular planning activities. This includes regular
maintenance and operating expenses, core administrative and overhead costs
such as rent, office supplies, telephone, and communications services.such as
internet.
• Acquisition of long-term assets such as computers, laptops, printers or other
technology.
• Website development or upgrades.
• Development of architectural, engineering or other design drawings for the
construction or renovation of facilities providing services to seniors, including
housing.
• Fundraising, lobbying or sponsorship campaigns.
• Legal, audit or interest fees.
• Purchase of vehicles, fuel that is not related to supporting the project, and vehicle
insurance
• Grants or funding to other organizations
• Credit and non-credit courses at a college or university
• Deficit reduction plans
• Project components already completed or funded by another organization
• Projects with ineligible activities or costs may be deemed ineligible for evaluation.
APPLICATION PROCESS
• Applications will be accepted between Monday November 24, 2014 and Friday
January 30, 2015 by 5:00pm (EST).
• Applicants are encouraged to use the Age-Friendly Community Planning Guide
and the resources referred to in the guide, in the development of any project plan.
• All applicants will receive a decision regarding their application by Spring 2015.
AGE-FRIENDLY COMMUNITY PLANNING GRANT Page 10
46
•
Grants Ontario
• Applications must be submitted electronically through Grants Ontario at:
www.grants.gov.on.ca.
• All applicants must be enrolled with ONe-key through the Grants Ontario system
before completing an application.
• Applicants should enrol as soon as possible at www.qrants.gov.on.ca as it may
take up to two weeks to complete the enrolment process.
▪ If you require technical support related to Grants Ontario, contact Grants Ontario
Customer Service which is open from Monday to Friday 8:30 a.m. to 5 p.m. (EST)
at 416-325-6691 or 1-855-216-3090 or via email at GrantsOntarioCS @ontario.ca.
ASSESSMENT PROCESS AND CRITERIA
Using the eligibility criteria outlined below, all applications will be assessed based on how
well the projects meet the goal and priorities of the program. Grants awarded may be
limited if the number of requests for funding exceeds the funding available. The Ontario
Seniors' Secretariat will notify all applicants of the results of their applications and may
publish information about the projects and the successful grant recipients.
In order to ensure regional representation across the province, we encourage applications
from rural and remote communities.
Project Eligibility Criteria
All applications will be assessed based on the degree to which they meet the following
criteria.
a) Relevance of the Project(30%)
• Description of the work that will be undertaken and when.
• The quality of the proposed initiative and degree to which it is timely and likely to
succeed.
• The extent to which the initiative addresses the priorities of the program.
• The extent to which the initiative supports new collaborations and/or opportunities.
• The degree of innovation represented by the project.
• Identification of who will benefit from the work, which community, municipality, and
description of demographics.
•
b) Organizational Capacity(20%)
• Identification of who will undertake the work, their roles and responsibilities, and
demonstration that there are sufficient resources to support the project (i.e. project
leads, partners, what administrative resources will support the project).
AGE-FRIENDLY COMMUNITY PLANNING GRANT Page 11
47
• Track record of the applicant to undertake the initiative.
• Any noted funding issues with the organization as it relates to government funding.
• Demonstration of support from the community or partners (through letters of
support) indicating of the support that they will be providing: time, resources or
financial.
c) Financial Feasibility of the Project(20%)
• The budget is realistic in terms of proposed activities and planned results, and
demonstrates efficient use of resources.
• Identification of financial or in-kind support provided by other partners.
• The project's value for investment is clearly demonstrated.
d) Anticipated Results of Project(30%)
• Identification of project activity and results.
• An effective and realistic work plan with clear timelines, including project
components and related dates, key milestones, project deliverables and overall
project timelines.
• Evidence of realistic goals, decision points, involvement of city council or partners,
identification of performance measures, or ways that project outcomes can be
clearly measured.
• Identification of immediate and longer term impacts of the project.
• Identification of project outcomes and the degree to which anticipated benefits will
have a sustainable impact in the community sector.
FUNDING TERMS
Once the application has been approved for funding, successful grant recipients will be
required to enter into an agreement with the Ontario Seniors' Secretariat.
The following terms and conditions are applicable to all projects funded
• All funded activities must take place after contracting, and before March 31, 2017.
• Projects must be completed, and funding must be spent by March 31, 2017.
• Unspent portions of the grant must be returned to the province.
• Grants will be paid in instalments based on the project deliverables.
• Proposals must include a project plan that identifies key target.dates for
deliverables.
• It is anticipated that projects less than 10 months will have a payment schedule
with two payments: 70% upon signing and 30% upon completion of the project and
approval of the final report. Projects more than 10 months will have a payment
schedule with three payments: 70% upon signing, 15% upon approval of the
interim report, and 15% upon completion of the project and approval of the final
AGE-FRIENDLY COMMUNITY PLANNING GRANT Page 12
48 '
report. Funding requested through the Age Friendly Community Planning Grant
must not duplicate funding requested or received from other sources and cannot
exceed the total budget for the project.
• Funding from other provincial, federal or municipal programs is permitted, as long
as each funder covers a separate portion of the project costs and separate funding
is clearly identified in the application and reports.
• The applicant will make information about the age-friendly community initiative
(e.g. action plans, project plans, and outcomes) available to the public in an
accessible format. For more information and tools on how to make information and
documents accessible, visit the website of the Accessibility Directorate of Ontario
at: www.mcss.gov.on.ca/en/mcss/programs/accessibility/
AGREEMENT TERMS AND CONDITIONS
The following is an outline of the terms and conditions that will be set out in the
agreement that the successful recipient is required to sign.
Applicants who are approved to receive project funding will receive a letter to confirm
approval and grant amount. Applicants approved for project funding will enter into an
agreement with the Ontario Seniors' Secretariat. The agreement will set out project grant
amount, the project deliverables, responsibilities and reporting requirements. In order to
receive the grant, the Ontario Seniors' Secretariat will make payment by electronic funds
transfer(EFT) to the bank account that the grant recipient identifies.
Acknowledgement of Funding
In an effort to demonstrate transparency and accountability related to how public funds
are spent, recipients must credit the financial support of the Government of Ontario in any
publicity, communications or marketing materials developed that promote activities
funded by the grant, as well as all other project materials developed, including reports and
oral presentations.
Announcements and Events
The Ontario Seniors' Secretariat would like to build awareness of the program. Successful
grant recipients should contact the secretariat when an event or public announcement is
planned. The Ontario Seniors' Secretariat is supportive of funded project, and would like
to help municipalities and organizations celebrate their events and successes.
Certificate of Insurance (COI)
AGE-FRIENDLY COMMUNITY PLANNING GRANT Page 13
49
A valid COI with an inclusive limit of not less than two million dollars ($2,000,000) on a
per occurrence basis and which references the grant by project name and file number
must be provided to the Ontario Seniors' Secretariat before any funds are released. The
COI must be valid and in effect for the duration of the project and any policy renewals
and/or replacements that occur during the term must be provided to the secretariat
promptly. Details will be provided to successful grant recipients.
Project Activity
Recipients are required to inform the Ontario Seniors' Secretariat, as well as any project
partners of any proposed changes that could impact a project. Changes to the project
involving scope, budget or timelines require written consent from the Ontario Seniors'
Secretariat prior to making any changes. Requests must be made in writing (email is
acceptable) and must be approved before any change to the project scope or funding are
made. When significant changes are required and have been approved, an amending
agreement may be required.
Reporting
Recipients will be required to submit a final report within thirty days of the completion of
the project, outlining actual activities and expenditures. Recipients are required to include
proof of expenditures such as copies of receipts and financial statements signed by the
responsible party.
All grant recipients are required to keep all original financial and non-financial records
relating to the grantor to the project for a period of 7 years. This includes records of all
expenditures related to the grant, and records substantiating project-staffing costs.
AGE-FRIENDLY COMMUNITY PLANNING GRANT Page 14
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50
GLOSSARY -
AUDIT: Examination of a recipient's accounts, records or other evidence deemed
necessary in the circumstances. An audit may be done to review the expenditures related
to a specific project, or the audit may concern the expenditures of an organization for the
fiscal year.
•
DISTRICT SOCIAL SERVICES ADMINISTRATION BOARDS: For administrative
purposes, northern Ontario is divided into territorial districts, which are not municipalities.
All municipalities in northern Ontario are single tier. There are currently ten District Social
Services Administration Boards (DSSABs) that provide consolidated municipal services.
These DSSABs serve both municipalities and unorganized territory.
ENDORSEMENT—See local government endorsement
EVALUATION: The systematic collection and analysis of information on the performance
of a policy, program, project or initiative to make judgements about relevance, progress or
success and cost-effectiveness and/or to inform future programming decisions about
design and implementation.
FINAL REPORT: The Final Report is submitted by the grant recipient within 30 days after
a project is completed. The Final Report will provide information on both the project
administration as well as the financial activity. It will provide details related to whether the
project's objectives were met, how the success of the project was measured, the level of
community participation and response, and any other details required, as outlined in the
agreement. The Final Report will include the Financial Report, which will be signed by the
chief financial authority of the organization.
GRANT: Transfer payment for a specified purpose for which obligations are outlined in
program guidelines, the agreement and program correspondence.
LEAD ORGANIZATION: The lead organization is one of several organizations that
partner together to undertake a project. A representative from the lead organization is
responsible for the agreement, and may also have a representative from the partner
organization co-sign the agreement. See also, PARTNER ORGANIZATION.
LOCAL GOVERNMENT ENDORSEMENT: Local government must demonstrate its
support to adopt an age-friendly planning approach and its intention to develop a local
action plan. In order to demonstrate the endorsement of the local government, a council
resolution must be submitted with the application. In the interim, if a council resolution has
not yet been passed, a letter of support signed by the CAO, the City Manager, or City
Clerk, or another person deemed responsible by the municipality may be submitted by the
application deadline. A copy of the resolution passed by council must be submitted
by March 31, 2015.
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LOWER-TIER MUNICIPALITY: A municipality that forms part of an upper-tier
municipality for municipal purposes; ("municipalite de palier inferieur").
MANDATE: The mandate, or organizational mandate, defines the purpose or intention
that the organization serves.
NORTHERN ONTARIO: is comprised of 10 territorial districts (145 municipalities)
including Kenora, Rainy River, Thunder Bay, Cochrane, Algoma, Sudbury, Timiskaming,
Nipissing, Manitoulin, and Parry Sound.
NOT-FOR-PROFIT ORGANIZATION: A not-for-profit organization is a club, society, or
association that's organized and operated solely for social welfare, civic improvement,
pleasure or recreation or any other purpose except profit.
ONTARIO'S ACTION PLAN FOR SENIORS: This document lays out a plan to help
seniors stay safe, healthy, vibrant and active. The plan highlights new and existing
programs, services and benefits for seniors, their families and caregivers. For complete
information, go to http://www.ontario.ca/health-and-wellness/ontarios-action-plan-seniors
or call Toll Free: 1-888-910-1999, TTY (for the hearing impaired).1-800-387-5559, email
infoseniors(a�ontario.ca or write to: Ontario Seniors' Secretariat, 777 Bay Street, Suite
601 C, Toronto ON M7A 2J4.
PARTNER ORGANIZATION: An organization that undertakes the project with the Grant
Recipient. A partner organization will support the agreement and may even co-sign the
agreement, and must provide written confirmation in the form of a letter about their
participation in the proposed project, their role and their support of the project.
PERFORMANCE MEASURES: Indicators that provide qualitative and/or quantitative
information needed to measure the extent to which a project is achieving its intended
outcomes. Qualitative data can be expressed in terms of change or comparison between
two states, while quantitative indicators can be in the form of a ratio, percentage,
comparison or figure.
RURAL COMMUNITY: a community with less than 30,000 that is greater than 30 minutes
away in travel time from a community with a population of more than 30,000.
SINGLE-TIER MUNICIPALITY: A municipality other than an upper-tier municipality that
does not form part of an upper-tier municipality for municipal purposes; ("municipalite a
palier unique").
UPPER-TIER MUNICIPALITY: A municipality of which two or more lower-tier
municipalities form part for municipal purposes; ("municipalite de palier superieur").
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APPENDIX 1: TIPS AND TOOLS: KEY ACTION STEPS TO BECOME
AGE-FRIENDLY
Communities are encouraged to use Finding the Right Fit:Aqe-Friendly Community
Planning Guide to help get started on becoming age-friendly.
Key Action Step Tips
1. Build partnerships and define • Create a committee or collaborative that
local principles includes a broad range of community
partners (for example, local government,
Age-friendly community initiatives businesses, community service •
benefit from the participation and organizations, seniors organizations,
contributions of everyone in the academic institutions, and professionals
community. Involve a diversity of from different sectors).
people and organizations interested
in the wellness and vibrancy of the • Include local seniors in your collaborative
community. and/or engage local seniors throughout the
various stages of your initiative. Seniors
Key Tasks: bring a wealth of experience and insight into
✓ Form a steering committee. current issues and how they could be
✓ Establish guiding principles. addressed. They can also encourage other
• Build partnerships. seniors to be involved.
s( Create an age-friendly
community profile. • Consult widely in developing the vision,
✓ Discuss priorities. guiding principles and key goals for your
initiative.
• Visit the MAREP Age-Friendly Community
website for templates and tools for:
o Creating a steering committee (See
Stage 1: Set the Stage for Change).
o Identifying key objectives for your
community initiative (See Stage 2: Clarify
Values and Objectives).
2. Assess local needs • Invite community members to participate in
Collect detailed information about focus groups and surveys.
your community's needs to guide the • Host a 'World Café" event that invites
creation of your action plan. Identify community members from different sectors
gaps as well as opportunities to build to mingle and brainstorm ideas for age
on existing policies, programs and friendliness.
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services.
• Visit the MAREP Age-Friendly Community
Key Tasks: website for templates and tools for
✓ Examine your tool set. assessing your community's needs (See
✓ Create a draft list of questions. Stage 3:Assess Your Community).
✓ Finalize the needs assessment. • Use the Age-Friendly Communities
database of assessment questions,
available through the University of
Waterloo's website.
3. Develop an action plan • Align activities with existing municipal
priorities and/or municipal strategic plans.
Using the findings from your needs,
assessment, develop an action plan • Consult a diversity of community members
to guide your community's work from different sectors in interpreting the
towards age-friendliness. Include information collected through your needs
specific goals and objectives, assessment.
activities, and ways to measure
success. • Provide an opportunity for seniors to provide
feedback on drafts of your action plan.
Key Tasks:
✓ Analyze the information • • Utilize your partnerships with community
collected through your needs members from different sectors and groups -
assessment. to communicate the action plan to the public.
✓ Develop strategies to address
the gaps identified. • Visit the MAREP Age-Friendly Community
✓ Turn these strategies into an website for templates and tools for
action plan with specific goals developing your action plan (See Stage 4:
and objectives. Determine Goals and Develop a Strategic
Plan).
4. Take action and monitor • Use newsletters, website and posters to
progress raise awareness of your action plan activities
and successes to date.
Put your plan into action, and look
for opportunities to get more • Approach partners in different sectors to
community members involved. help implement the various activities in your
Evaluate the success of your action plan.
activities both during and after
implementation. This will help you • Look for existing tools and resources to help
improve your action plan along the you track progress and measure success.
way.
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• Visit the MAREP Age-Friendly Community
Key Tasks: website for tips and tools for implementing
✓ Implement the action plan. and evaluating your action plan (See Stage .
✓ Track progress and evaluate 4: Determine Goals and Develop a Strategic
the success of your action plan. Plan).
• Celebrate your community's
accomplishments to recognize the efforts
and contributions of individuals and
organizations, and to inspire others to get
involved.
Additional tips:
• Share what your community is doing with local media and on the MAREP website.
• Consider applying to become a member of the WHO Global Network of Age-
friendly Cities and Communities.
•
•
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•
APPENDIX 2: DIMENSIONS OF AGE-FRIENDLY COMMUNITIES
The World Health Organization framework for Age-Friendly Communities can be used to
assess and enhance the age-friendliness of communities. The framework identifies eight
aspects of community life that overlap and interact to directly affect older adults.
The table below provides examples of initiatives in each dimension.
Age-Friendly Dimension Examples of Initiatives
1. Outdoor Spaces and • Design pavements and sidewalks with low curbs that
Public Buildings taper off to the road and are wide enough to
Outdoor spaces and accommodate wheelchairs and other mobility
devices.
public buildings that are
pleasant, clean, secure • Add accessible public washrooms with clear signage
and physically accessible. in,convenient locations.
• Increase outdoor seating at transit stops, in parks
and public spaces that are well spaced and well
maintained.
2. Transportation • Design public transportation routes with good
•
Public transportation that connections to all municipal areas.
is accessible and • Start a community transportation service that is
affordable. affordable and accessible.
• Launch an outreach campaign to provide information
about transportation options, routes, costs and
timetables.
3. Housing • Include affordable housing options for older adults in
Housing that is
municipal plans.
affordable, appropriately • Develop affordable services and/or programs that
located, well built, well support the option for seniors to remain in their
designed and secure. homes.
• Design accessible indoor spaces to allow freedom of
movement in all rooms and passageways.
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4. Social Participation • Organize free or affordable events, activities or
courses held at venues that are accessible, well lit
Opportunities for seniors and conveniently located.
to participate in leisure,
social, cultural and • Start an outreach program for older adults who do
spiritual activities with not or cannot leave their homes.
people of all ages and
cultures. • Offer a range of events or activities, including both
age-specific and intergenerational activities.
Age-Friendly Dimension Examples of Initiatives
5. Respect and Social • Invite older adults to participate in and contribute
Inclusion their input on public issues or services.
Older adults are treated • Create local awards and events to honour the
with respect and are contributions of seniors in the community.
included in civic life.
• - Create community activities that bring together
different generations, such as arts and crafts,
youth-taught computer courses, and "honorary
grandparent" programs.
6. Civic Participation and • Create training opportunities for older adults to learn
Employment or improve their skills in paid, civic or volunteer work.
Opportunities for • Introduce programs or services that support older
employment and adults in finding paid employment.
volunteerism that cater to
older adults' interests and •• Encourage the representation of older adults on
abilities. councils, boards and committees.
7. Communication and • Organize regular and widespread distribution of
Information information in a variety of formats (for example,
Age-friendly audio, print and electronic).
communication and • Provide access to computers and the Internet in
information is available. public places at minimal or no cost.
• Set up a program that invites seniors to sign up for
monthly telephone calls that provide information
about upcoming local activities and events.
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8. Community Support • Coordinate the availability of specialized health care
and Health Services services in the community.
Community support and • Provide affordable health and home care services.
health services tailored to
older adults' needs. • Offer education programs on elder care for
caregivers and health care professionals.
•
For more information about the eight features of age-friendly communities and more
examples of initiatives, see:
• World Health Organization Checklist of Essential Features of Age-friendly Cities
• World Health Organization Global Age-friendly Cities: A Guide
• Age-Friendly Rural and Remote Communities: A Guide
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APPENDIX 3: EXAMPLES OF AGE-FRIENDLY COMMUNITY SUCCESS
STORIES
Brantford
Through the support of volunteers, grants and in-kind donations, Brantford has developed
a Master Aging Plan. Brantford's AFC planning experience has led to one key conclusion:
the need to look beyond 'age' as a determinant of appropriate action. If the focus is
placed more on an individual's functional capacity and social capital, it becomes possible
to not only generate more effective solutions, but to generate solutions that benefit people
in all stages of life. •
Cambridge
Cambridge has worked together with older adults and service providers to assess the
needs of the community and put forth 5 key areas for community improvement: housing,
transportation, community health services and support, respect and social inclusion as
well as communication and information.
Dryden
Dryden's Age-Friendly Network formed partnerships to address service gaps, improved
access to services and improved the quality of life for seniors. Many improvements have
already been made, including the creation of a community service guide, hosting
education sessions targeting caregivers and seniors, the creation of an Anishenaabe
Community Liaison, expanding the use of Telehealth Ontario and the establishment of a
regional caregiver support network.
Haliburton
The Haliburton, Kawartha, Pine Ridge District Health Unit and the Haliburton Highlands
Family Health Team partnered to provide education, awareness and activity sessions to
seniors on falls prevention. Through a county-wide survey, focus groups, and in-depth
interviews, the Committee created.a list of priorities for action in four areas: accessibility,
housing, transportation and communications.
Hamilton
The Hamilton Council on Aging has worked to implement recommendations including
increasing the walkability and accessibility of retail centres as well as raising awareness
of seniors focused services such as workshops to assist older adults in navigating the
Hamilton Street Railway. Next steps include increasing the age friendliness of Hamilton's
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•
public transportation system and connecting older adults from diverse ethno-cultural
communities to community services.
London
As a member of the World Health Organization's Global Network of Age-Friendly Cities
and Communities, the City of London has approved a Three Year Action Plan for an Age-
Friendly London. Improvements already made include the installation of countdown timers
on crosswalks, improved readability of street signs, and the advertisement of the London
Transit Commission's "Get On Board" program. Future improvements include the creation
of a "check-in" service for isolated seniors and a recognition program for older adult
volunteers.
Ottawa
The Age-Friendly Ottawa Project has established their community as a member of the
World Health Organization's Global Network of Age-Friendly Cities and Communities.
Age-Friendly Ottawa has also recently launched a Business Recognition Project that will
engage seniors in recognizing, acknowledging and highlighting exemplary age-friendly
business practices in Ottawa.
Thunder Bay
The Age-Friendly Thunder Bay Committee has established their community as a member
of the World Health Organization's Global Network of Age-Friendly Cities and
Communities. Key goals include a respectful attitude toward seniors, access to places for
walking, volunteer opportunities for seniors and cultural events and activities. The
Committee has received funding from the Ontario Trillium Foundation for a project that
focuses on promoting and marketing their age-friendly concept.
Toronto
The Toronto Seniors Strategy builds on existing city work, available research, community
consultations and proven best practices. The strategy recommends 91 actions, which
have received council approval, that are practical, achievable, measurable and linked to
specific outcomes.
Waterloo
Waterloo's age-friendly initiative led to the creation of a comprehensive and
representative needs assessment. As a result of the assessment the City plans to
address concerns about housing affordability, high curbs, and a lack of outreach to
socially isolated seniors.
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APPENDIX 4: RESOURCES
Age-Friendly Community Planning Guide: Finding the Right Fit
http://www.seniors.gov.on.ca/en/afc/guide.php.
University of Waterloo—Questions Database
www.uwaterloo.ca/env/finding-the-right-fit
MAREP AFC Website:
http://afc.uwaterloo.ca
World Health Organization (WHO) Global Age-Friendly Cities: A Guide
http://www.who.int/ageinq/publications/Global aqe friendly cities Guide English.pdf
Age-Friendly Rural and Remote Communities: A Guide
http://www.phac-aspc.gc.ca/seniors-aines/publications/public/afc-caa/rural-rurales/index-
eng.php
WHO Global Network of Age-Friendly Cities and Communities:
www.who.int/ageinq/aqe friendly cities network/en/index.html
Ontario Initiatives for Seniors
Ontario Seniors' Secretariat
http://www.seniors.gov.on.ca/en/index.php
Independence, Activity and Good Health: Ontario's Action Plan for Seniors
http://www.seniors.gov.on.ca/en/afc/guide.php
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•
APPENDIX 5: SAMPLE MUNICIPAL COUNCIL RESOLUTIONS
FOR AGE-FRIENDLY INITIATIVES
Though local governments should develop a resolution that is appropriate for their own
age-friendly initiative, the following examples could be adapted.
Example 1
Whereas older persons are an important part of our community, and
Whereas it is our community's interest that these citizens continue to live active lives and
participate fully in the activities of the community;
Whereas the City/TownNillage/Rural Municipality of accepted the
invitation from the Province of Ontario to participate in the Age-Friendly Community
Planning strategy.
Therefore be it resolved that the Age-Friendly Community Planning strategy
be endorsed by the City/Town Nillage/Rural Municipality of to support
participation and healthy active lifestyles for older,adults and all citizens.
Be it further resolved that an elected Council Member be an active participant on the
Committee/Working Group that represents all sectors of the community, and report
regularly to Council on the activity of the Committee.
Be it further resolved that the plans of the Age-Friendly Community Planning strategy be
publically posted to develop public support. .
Be it further resolved that the staff involved with Age-Friendly Community Planning work
co-operatively with existing community organizations to ensure that their programs and
services are more age-friendly.
Example 2
Note that commitment to WHO is suggested, not required. This second paragraph may be
omitted.
With respect to the report of the Age Friendly Community Planning Committee, we
recommend that City Council endorse the Committee's efforts to have the City of
declared Age Friendly;
•
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AND THAT the City of _ join the World Health Organization's (WHO) Global
, network of Age-Friendly Cities and support community efforts to develop a three-year
action plan that will set out goals and strategies for achieving international Age-Friendly
status.
Example 3
If a community wishes, the Age-Friendly Community Planning strategy may be led by a
Committee of Council formed by a clause of a resolution such as the following:
The Council of the City/TownNillage/Rural Municipality of will establish an
Age-Friendly Community Planning Committee that will include community representation,
including older adults; and the Committee will report to Council regularly.
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AGE-FRIENDLY COMMUNITY PLANNING GRANT
2014-15 APPLICATION GUIDE
How to Apply
This guide provides the information needed to apply for an Age-Friendly Community
Planning Grant, including links to the program guidelines, the Grants Ontario website, the
Grants Ontario System Registration Guide for Applicants, as well as contact information
for technical support and questions about the program.
Plan Ahead!
Your applications must be submitted online, through the internet-based Grants Ontario
website.
In order to access Grants Ontario, you must be registered with ONe-key. ONe-key is a
unique electronic credential that allows you to communicate securely with online
government services.
New Applicants •
If you are not registered with ONe-key, you must complete a one-time, two-step
enrolment process to apply through Grants Ontario.
New applicants will need at least one week to register with ONe-key and have
• the registration processed before an application can be completed on Grants
Ontario.
1. The first step is to create your ONe-key account and ID. ONe-key is used for secure
access to the Government of Ontario system. We strongly recommend that you create
Account Recovery Info during this process in case you forget your log-in information.
Administrators are unable to retrieve ONe-key IDs.
2. Next you request an Enrolment ID and PIN that will give you access to the Grants
Ontario System.
•
3. The last step is to log into the Grants Ontario System using your new ID and PIN. From
here you can continue to apply fora grant. -
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We've provided you with two tools to help you through the process:
The Grants Ontario System - Registration Guide for Applicants and Grants Ontario
System — Reference Guide for Applicants can be printed or read on-line for your
convenience.
Open the Registration Guide and have it handy as you create your ONe-key account,
and apply for access to the Grants Ontario System.
Please register immediately and allow at least 5 business days for processing.
Need help?
Call 1-855-216-3090 or 416-325-6691
Email: grantsontariocsaontario.ca
•
Already Registered?
If you are currently registered with ONe-key, you do not have to register again.
Complete your Application
To access Grants Ontario, go to: www.grants.gov.on.ca
Once you have registered with ONe-key, you can log into Grants Ontario using your ONe-
key username and password to apply for the grant.
•
You can complete your application online directly in Grants Ontario, or you can download
the application, complete it offline, and upload it later into Grants Ontario.
Regardless of your method of submission, remember to click the "Validate" button
at the top right of the page prior to attempting to submit.
If you've missed any mandatory questions in the form, the Validate process will notify you
of the sections yet to be completed. Complete all fields identified by the Validation
process. When finished, press the Validate button again. You'll know if you've completed
the form properly when you receive a message stating that the application has been
successfully validated. Save the application and then attempt to submit.-NOTE: You
cannot submit an incomplete form.
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If you want to download and complete an application offline, here are the steps:
1. If you don't already have it on your computer, you will need software called
Adobe Acrobat Reader(Version 9 or 10). This can be downloaded for free
from Adobe Acrobat at http://get.adobe.com/reader/
2. Log into Grants Ontario.
3. Create a new application.
4. Click DOWNLOAD APPLICATION FORM. The application is now saved on
your computer.
5. Open the application form on your computer.
6. Fill in the application form as instructed.
7. Click SAVE as you work on your application. The application will be saved
on your computer.
8. Click the VALIDATE button on the form to see if you have missed any
mandatory fields
9. Read over all of your information and make sure it's complete and signed
electronically.
10.Log in to Grants Ontario. Go to the new application you started in step 3
above.
11.Click UPLOAD APPLICATION FORM. Your application is submitted to
Grants Ontario.
Need technical assistance?
Call 1-855-216-3090 or 416-325-6691
Email: qrantsontariocsontario.ca
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Submit Your Application
As soon as a completed application is uploaded and submitted electronically through
Grants Ontario, an email is sent to the main applicant confirming receipt of the
application. If you have not received confirmation, you can follow up with Grants Ontario
Customer Support at 1-855-216-3090.
Application Deadline
Applications and all supporting materials must be submitted through the Grants Ontario
System by Friday January 30, 2015 by 5:00pm (EST).
Before You Apply
Please read these Program Guidelines and this Application Guide completely before
completing the grant application. If you have any questions about the AFC Planning Grant
program or potential planning projects that you are considering, please do not hesitate to
contact the Regional Advisor for your area.
The list of your Regional Advisors is located here: http://ontario.ca/bvv6
It is essential to establish relevant project objectives, a specific project plan, and an
effective evaluation strategy or performance measures to be able,to measure the success
of the project.
Consider:
• Who will the project will benefit? How many people are there in the community?
• What the project will achieve and how does this project fit into the development of
a local action plan?
• What priorities will the project meet? •
• Who will be involved; what their role will be?
• Project timeline? .
• Project budget?
• What are the next steps (i.e. consultation, approval of recommendations,
implementation, evaluation)?
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Supporting Documentation
Applications must include a number of supporting documents, as outlined below. A
document file must be attached for each of the applicable sections in Grants Ontario. If
you have one file that contains multiple documents, you should consider saving each of
the components as a separate file that can be attached to the relevant section.
Applications will be screened for completeness and may be considered ineligible if
required documentation is not included with the application.
Resolution to undertake Age-Friendly Community Planning
The local government must support age-friendly planning. This support will be
demonstrated by the approval of a council resolution. Resolutions must express
commitment to local age-friendly planning and the intention to develop a local action plan.
All applicants must submit a copy of the approved council resolution by March 31,
2015. While the application deadline closes January 30, 2015, applicants are still able to
access their application file and attach this document. Applications that do not include
evidence of an approved council resolution by March 31, 2015 will be deemed ineligible.
Municipalities (including district social services administration boards-DSSAB)
must provide:
• List of current council members and position title;
• Letter of support or partnership letter, if applicable, that validates any partnership
outlined in the proposal.
• Copies of all available quotes for items over$5,000 to justify any procurement
costs;
• The person deemed responsible by the local government must sign the
application.
(Note that Ontario municipalities and DSSABs are not required to provide
incorporation statements and financial statements.)
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Community Organizations must provide:
• Copy of documents that confirm the eligibility of the organization, such as a Certificate
of Status, articles of incorporation, letters patent, or special acts of incorporation of the
applicant. Incorporated branches, chapters or member agencies of provincial or
national organizations must submit proof of eligibility of the provincial or national
organization. If you have already sent your proof of status as part of registering with
ONe=key, you do not have to attach it again when you apply for a grant.
• Financial Statements:
o for organizations with operating budgets at or over$100,000-audited financial
statement for most recently completed fiscal year;
o for organizations with an operating budget under$100,000—audited financial
statement or review engagement for the most recently completed fiscal year.
• List of current elected Board of Directors and position title.
• Letter of support or partnership letter, if applicable, that validates any partnership
outlined in the proposal.- •
• Copies of all quotes for items over$5,000 to justify any procurement costs.
Eligibility
Applications will be reviewed for eligibility of the organization, project activities and
projects costs. Projects that are deemed as ineligible will not be assessed.
Projects with ineligible activities or costs may be deemed ineligible for evaluation.
Remember that if you have any questions about this program or your potential project, .
you can contact the Regional Advisor for your area. The list of your Regional Advisors is
located here: http://ontario.ca/byy6
After you Apply
Applicants will receive written notification on whether their application was approved or
declined as soon as possible after the review and approval process is complete.
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Completing the Grant Application
Grants Ontario Tips
• Additional information is available for each section of the application. Hover the
mouse arrow over the heading in the application form and additional information
will be revealed.
• Some fields indicate a maximum number of characters. The curser will stop
moving after the maximum number has been reached and no further information
may be entered.
The grant application is divided into the following sections:
A. Organization Information
B. Organization Address Information
C. Organization Contact Information
D. Organization Capacity
E. Grant Payment Information
F. Application Contact Information
G1. Project Information
G2. Additional Questions
G3. Project Work Plan •
H. Project Financial Information
I. Performance Metrics
J. Partnership/Stakeholder Information
P. Declaration/Signing
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- Sections A, B and C — Organization Information, Address Information
and Contact Information
These sections are'explained directly in the Application. Sections A and B should be pre-
populated (i.e., automatically filled in)with information provided by applicants during the
Grants Ontario System registration process. If there is incorrect information, you can log
in to your account on Grants Ontario and make the changes to some fields by clicking the
"My Account" link and then clicking the "Organization Profile" link. Other information
contained in these sections cannot be edited by you and you will need to send an email to
GrantsOntarioCS(c�ontario.ca or create an Assistance Request in the Grants Ontario
System explaining what needs to be changed or added.
REMEMBER: Section A and B are READ-ONLY and cannot be edited in the form.
•
Section C may contain contact information about your organization that was entered
during a previous application submission. You may edit this information if you wish or
leave it as it appears.
Section D—Organization Capacity
This section requests information about your organization, including staffing, volunteers,
governance, past performance and skills that will make.the proposed project successful.
Questions 1-5: Please complete.
,6. Describe your organization's core business or field of activity. (Note: this section has a
2,000 character limit)
• What does your organization do?What is your organization's primary purpose
(mandate) and the primary audience or clients served? Briefly describe your
organization's current programming and services that are relevant to your project
application.
7. How does the organization's strategic plan guide your organization's activities? (2,000
character limit)
• Your response to this question will help evaluators understand how your project
will help your organization(s) further overall goals.
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8. Outline your organization's risk management plan for the prevention of abuse to
clients, members and staff. (2,000 character limit)
• Not applicable; please enter N/A in the field.
9. How is your board elected?
• Not applicable - please enter N/A in the field.
10.How does the composition of your board represent the community it serves?
• Not applicable; please enter N/A in the field.
11.What practices/procedures exist to ensure the board conducts its activities with
accountability and transparency? (2,000 character limit)
• Please provide a brief description.
12.Describe your organization's history of managing similar projects and include past
achievements. (2,000 character limit)
• Describe successful strategies your organization has used to ensure that program
outcomes are achieved.
• Describe your organization's experience developing, tracking and reporting on
outcomes and performance measures successfully.
• Provide additional details on whether your organization is current in meeting all
requirements related to funding received from the Government of Ontario, any
agency of the Government of Ontario. For example, do you have any outstanding
reports or funds owing to the government?
13.Describe your organization's ability and capacity to successfully undertake this project.
(2,000 character limit)
• Briefly outline the governance and management of your organization, its mission
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and mandate, and key activities and/or services. Please attach your financial
statements for the last completed fiscal year, and outline any significant changes
since then.
14.Provide details on your staff and relevant staff experience for those involved in the
project. (2,000 character limit)
• Briefly outline training or experience which your staff(paid and volunteer)_bring to
this project specifically.
15.Describe successful strategies your organization has used to ensure achievement of .
program outcomes. (2,000 character limit)
16.Describe your organization's experience developing, tracking and reporting on
outcomes and performance measures successfully. (2,000 character limit)
Section E—Grant Payment Information
This section is explained directly in the online Application Form. Complete all fields in this
section before moving to the next.
Section F—Application Contact Information
Section F is explained directly in the online Application Form. Complete all fields in this
section before moving to the next.
Section GI — Project Information
1) Project Name (250 character limit)
1. A short descriptive title that will easily identify your project.
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2) Project Start Date
2. Projects may begin after June 15, 2015. Please indicate your anticipated start
date of the project. Successful applicants can choose to start their project after
this date, but not before receiving notification from the Minister.
3) Project End Date
• This is the anticipated end date of the project. Projects must be completed by
March 31, 2017.
4) Event Start Date and 5) Event End Date
• Please indicate any events related to project activity OR leave blank
6) Target Sector
• What best describes your organization and who you serve. Select all applicable
descriptions from the drop-down menu:
7) Project Scope
• Choose "Local".
8) Host Community _
• Choose your municipality.
9) Project Priority
• Select as many of the project priorities from the list. All projects must address
at least one of the priorities identified in these Program Guidelines.
•
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10) Project Summary (2,000 character limit) •
• Provide a brief description of your project. If your application is successful, this
wording may be published in both official languages on the ministry website.
11) Project Description (4,900 character limit)
• Describe your project in detail, making sure to address all of the specific
requirements in these application guidelines, including what priorities will be
addressed; who will be involved; what their role is; what activities will be
' undertaken; who will the project impact; how many people will the project
impact; what are the anticipated results; and how will the results be
implemented and shared.
12) Project Objectives (2,000 character limit)
• Provide the project objectives that will be accomplished along the way to
achieving the overall project outcomes, making sure to address all the specific
requirements in these application guidelines. For each objective, be sure to
indicate what successful achievement of the objective would "look like". For
example: •
• Local age-friendly principles are defined, and include the following steps:
• Formation of a steering committee
•
• Development of guiding principles
• Creation of an age-friendly community profile
• Identification of age-friendly community goals
• Gaps and opportunities for age-friendliness are identified through
implementation of a custom needs assessment.
• A local action plan is developed
• The local action plan is Implemented and evaluated.
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13) Rationale / Need (1,000 character limit)
• Describe why your organization needs to undertake this project.
• Describe why it is a priority for your organization.
• Describe how the project supports the goal of Age-Friendly Community Planning
and how it is aligned with at least one of its strategic priorities.
14) Project Beneficiaries (2,000 character limit)
• Describe how your organization(s) will benefit from the project and include
•
identification of any benefit to audiences, members, stakeholders and/or the
broader sector as a result.
15) Risk Assessment and Management (2,000 character limit)
• Provide a description of your strategy.
16) Project Outcomes (1,000 character limit)
• Identify the relevant outcomes for your project.
17) Evaluation Plan/Criteria (2,000 character limit)
• Describe your project's evaluation plan. How will you determine whether your
objectives have been met? •
Section G2-Additional project required information:
1. Does the application and related local age-friendly community planning have the
support of the local government? (maximum 4,900 characters)
Please enter Yes or No. Explanation can be provided if necessary. It is anticipated that a
copy of the local government resolution will be attached with other supporting
documentation.
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Section G3 — Project Work Plan
The work plan is designed to provide the secretariat with a clear idea of how the
organization or project collaborators are going to carry out the project. The Work Plan
should demonstrate a systematic approach as to how you will accomplish all phases of
the project. A comprehensive work plan with specific achievable milestones demonstrates
strong organizational capacity and is an indicator of likely project success. . -
Each row of the Work Plan contains six fields that must be completed: Key Milestones,
Activities, Start Date /End Date, Responsibility, and Performance Indicator. You may add
as many rows as you like by clicking on the "+" symbol to the far right of the table. If you
have added a row in error, press the "X" symbol to the far left of the table to delete the
selected row.
Applicants are required to include the following work plan components in their proposals:
• Key Milestones—mark the completion of a work phase;
• Activities—tasks that will be undertaken to complete the project;
• Start Date—anticipated start date of each activity;
• End Date—anticipated end date of each activity;
• Responsibility—indicates who is responsible for completing the activities; and,
• Performance Indicator—signal that demonstrates task achieved successfully.
When drafting the Work Plan remember to complete all fields in the row as each cell is
mandatory and must contain a response. You will not be able to submit your application if
a cell is blank in your Work Plan.
Section H—Project Financial Information
Applicants are required to complete the budget template as part of their online
application. Below are instructions for completing the template. Please review these
carefully before proceeding.
When completing the project budget, please provide complete and detailed information
for each section.
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In preparing the project budget, please note that:
• Total project revenues must equal total project expenditures;
• All contributions from the applicant, partners, or other public and private sources
must be clearly identified as revenues;
• Revenues from all government sources must not exceed the total budget for the
project.
Before completing Section H, please read the information on eligible and ineligible costs
in the Program Guidelines. Project financial information (revenues and expenditures)
must be entered in Project Cost(Year 1) and Project Cost(Year 2) if you are applying
for a two year project. All expenses must be reasonable, well supported and
justified. For all project expenditures, applicants must provide a detailed Item
Description that provides the following information and is set out in this order:
1. List the budget item (e.g. workshop venue rental )
2. Provide a breakdown of costs for the budget item (e.g. 3 workshops x$300
daily rental fee).
3. State the source(s) of funding for the budget item by name (e.g. name of
applicant, name of collaborator, name of federal government department,
provincial ministry or municipal government)
4. State whether the funding being contributed by the funding source is
confirmed or pending.
Example - Item Description with one funding source:
Workshop venue rental /3 workshops x$300 daily rental fee /XYZ organization /
confirmed.
Example—Item Description with more than one funding source:
Project Manager(new hire) annual salary and benefits/$70,000 x 100% for a 12 month
period x 100 % of time dedicated to project/MTCS pending/XYZ organization
confirmed
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• List all project expense items in the first column (on the left side of the budget
template under each relevant heading). Please note that there is a limit of 255
characters (including spaces) in each cell.
• Itemize ALL expenditures and show contributions from your organization, from other
organizations, including partners or sponsors, and from all levels of government, and
provide the following explanation:
• provide details for each item beginning with Source of Item;
• provide an estimated total dollar value and breakdown. For purchased
items, include the cost per unit and number of items needed (e.g. Venue
Rental /10 workshops x$150 daily rental fee = $1,500). For staffing
positions, include a description of responsibility, number of hours per week
and wage and benefits as they relate to the project;
• tell us how your project costs will be.covered (e.g. by"Requested" funding
and/or through the "Cash" and "In-kind" contributions of your organization, ,
its partners or sponsors and/or other funders (put this information in
columns 2, 3, and 4);
• All cash and in-kind contributions from other organizations must be confirmed in
writing and included as an attachment.
• Rows can be added by clicking the `+' symbol on the template.
• The financial table appears five times allowing for a 5-year projection. Since the Age-
Friendly Community Planning Grant allows for a 2-year funding period only, please
collapse the rest of the tables for easier reading and a shorter table. This can be done
by clicking on the "" sign.
• All totals and sub-totals will be automatically calculated in the "Project Cost (Year 1
and/or Year 2)" table.
• The Total Project Financials (All Years) for both Revenues and Expenses will auto-
calculate.
• The "Requested Funding" column on the extreme right does not need to be added up
and therefore will not auto-total. Requested Funding figures need to be reported even
though they are not factored into any portion of the project's budget.
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Section I— Performance Metrics: Not applicable; please enter N/A in the field.
Section J — Partner/Stakeholder Information
Please complete if the applicant is working with a partner organization.
This section is not applicable if the project does not involve a formal partnership.
1. Name
• Provide the name of each partner organization that has committed to assisting your
organization with delivering your project(each of which must also provide a letter
• of support for your project).
2. Type
• Identify the sector that each partner organization represents using the drop-down
menu. Please select only the "partner" value. All other terms apply to different
grant programs offered by other ministries and are not applicable.
3. Role
• Specify whether each partner is an existing or new partner and describe what their
role and contribution to the project will be.
4. Description
• Describe how your partners are involved in the planning, development,
implementation and evaluation of the project.
Note: Applicants must include signed letters from each partner listed indicating their
involvement in the project and verifying their financial and/or in kind contributions to the
project. Please attach these letters to the online application. Remember to note the
cash and/or in-kind contribution by each partner in your attached project budget. Partners .
identified in the work plan (Section G3) must also be listed as partners in this section.
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Section Z— Declaration /Signing
This section is explained directly in the online Application Form. By signing the
Application Form and submitting it(through Grants Ontario) to the Ontario Seniors'
Secretariat, the organization applying is formally verifying that it agrees to the following:
a. the information given in support of this application for a grant is true, correct
and complete in every respect;
b. the applicant has read, understood and agrees to abide by the terms and
conditions governing the grant outlined above and in subsequent
correspondence from the secretariat;
c. applicant is aware that the information contained herein can be used for the
assessment of grant eligibility and for statistical reporting;
d. the applicant is not in default of the terms and conditions of any grant, loan or
transfer payment agreement with any ministry or agency of the Government of
Ontario;
e. the applicant understands that the information contained in this application or
submitted to the secretariat in connection with the grant is subject to disclosure
under the provincial Freedom of Information and Protection of Privacy Act;
f. the applicant understands that if it is selected for funding, the applicant will be
required to sign a funding agreement;
g. the applicant has read and understands the information contained in the
Application Form.
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