HomeMy WebLinkAboutCS 40-19Report to Council
Report Number: CS 40-19
Date: October 21, 2019
From: Marisa Carpino
Director, Community Services
Subject: Investing in Canada Infrastructure Program: Community, Culture and Recreation
-Endorsement of City of Pickering Application
-File: A-1440
Recommendation:
1.That Council authorize staff to initiate and submit the Investing in Canada Infrastructure
Program: Community Culture and Recreation grant application for the Chestnut Hill
Developments Recreation Complex reconstruction project;
2.That Council authorize staff to initiate and submit the Investing in Canada Infrastructure
Program: Community Culture and Recreation grant application for the Pickering Heritage &
Community Centre construction project;
3.That Council authorize staff to initiate and submit the Investing in Canada Infrastructure
Program: Community Culture and Recreation grant application for the Performing Arts
Centre construction project;
4.That a copy of this report be forwarded to Jennifer O’Connell, MP, Pickering-Uxbridge;
5.That a copy of this report be forwarded to Peter Bethlenfalvy, MPP, Pickering-Uxbridge; and,
6.That the appropriate City of Pickering officials be authorized to take necessary action to give
effect hereto.
Executive Summary: In recent weeks, the Province of Ontario announced the Community,
Culture and Recreation stream of the Investing in Canada Infrastructure Program (ICIP). ICIP is a
cost-shared infrastructure funding program between the federal government, provinces and
territories, municipalities and other recipients.
Since the objective of this funding stream is to support projects that improve access to and/or
quality of community, cultural, and recreation priority infrastructure projects and municipalities are
not limited in the number of applications they can submit, staff are preparing to submit an
application for the following projects which are eligible under the Multi-Purpose Category:
1.Chestnut Hill Developments Recreation Complex reconstruction project
2.Pickering Heritage & Community Centre construction project
3.Performing Arts Centre construction project
CS 40-19 October 21
Subject: Investing in Canada Infrastructure Program: Page 2
Community Culture and Recreation
The purpose of this report is to receive an approved Council resolution authorizing staff to prepare
and submit the City’s Canada Infrastructure Program Community, Culture and Recreation grant
application for these projects. This Council resolution is recommended, by the grant agencies, to
be submitted with our application by the deadline of November 14, 2019.
Financial Implications: Approximately 407 million dollars in federal funding and 320 million
dollars in provincial funding will be available for the Community, Culture and Recreation stream
over 10 years starting in 2019-2020.
The following breakdown defines the maximum cost-share percentages of total eligible costs.
Federal Contribution: 40 percent
Provincial Contribution: 33.33 percent
Applicant Contribution: 26.67 percent
The City’s application will request the maximum funding available, under the grant program, to
offset the project capital (construction/reconstruction) costs.
Discussion: The ICIP is a federal program designed to create long-term economic
growth, build inclusive, sustainable and resilient communities and support a low-carbon economy.
The Province of Ontario is a cost sharing partner in these programs. The ICIP is funding cost-
share projects under the following four streams:
Public Transit
Green Infrastructure
Community, Culture and Recreation
Rural and Northern Communities.
In recent weeks, the Province of Ontario has announced the release of the ICIP Community,
Culture and Recreation Funding stream. Within this stream, Ontario is supporting community
infrastructure priorities across the province. Community infrastructure is defined as publicly
accessible, multi-purpose spaces that bring together a variety of different services, programs
and/or social and cultural activities to reflect local community needs.
In short, the Community, Culture and Recreation stream supports projects that improve access to
and/or quality of community, cultural, and recreation priority infrastructure projects. Priority is given
to projects that are community-oriented, non-commercial and open to the public. Projects must be
completed prior to 2027-28.
In addition to federal criteria, Ontario’s objectives for the current proposed Community, Culture
and Recreation stream project intake are noted below. Projects will be assessed based on their
alignment with these objectives:
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Subject: Investing in Canada Infrastructure Program: Page 3
Community Culture and Recreation
Meets community and user needs or service gap
Promotes good asset management planning
Represents good value for money
Fosters greater accessibility
City staff are prepared to submit three applications on behalf of the City of Pickering which
includes the following:
1.Chestnut Hill Developments Recreation Complex reconstruction project valued at
approximately 8.6 million dollars. This will include the renovation of the dressing rooms,
whirlpool/sauna, 2nd floor cardio studio, reception/lobby, and tennis court resurfacing,
painting and roof replacement.
2.Pickering Heritage & Community Centre construction project valued at approximately
22 million dollars. This will include the construction of a new 44,000 square foot heritage
and community centre and parking lot, and demolition of the existing Administration
Building and Greenwood Community Centre.
3.Performing Arts Centre construction project valued at approximately 50 million dollars.
This project will include the new construction of a 50,000 square foot Performing Arts
Centre with 600 seat theatre, community/rehearsal space with kitchenette, large lobby and
back of house amenities (loading dock, dressing room, green rooms, staff offices, piano
room etc.)
These projects are considered by staff to be eligible for funding under Multi-Purpose Category of
the ICIP Community, Culture and Recreation Funding stream. The Multi-Purpose Category
focuses on the principle of integrated service delivery to address identified service gaps. The
individual project cap will generally be 50 million dollars in total project cost, but exceptions may
be made in some cases. Eligible projects consist of new build; construction projects; larger scale
renovation; or expansion of existing facilities. Applications are due to be submitted by November
14, 2019 and selected applicants will be notified by Spring 2020.
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
recommended, by the grant agencies, to be submitted with the City’s application to demonstrate
Council support.
Attachments:
1.Investing in Canada Infrastructure Program – Community, Culture and Recreation Funding
stream Ontario Program Guidelines
Investing in Canada Infrastructure Program – Community, Culture and Recreation
Funding Stream Ontario Program Guidelines
1
INVESTING IN CANADA INFRASTRUCTURE PROGRAM:
Community Culture and Recreation
Program Guidelines
Attachment No. 1 to CS 40-19
Investing in Canada Infrastructure Program – Community, Culture and Recreation
Funding Stream Ontario Program Guidelines
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Table of Contents
1. Overview – Investing in Canada Infrastructure Program ............................................... 4
2. Objectives Community, Culture and Recreation Stream................................................ 5
3. Applicant Eligibility ........................................................................................................... 5
4. Project Eligibility and Conditions .................................................................................... 6
4.1 Eligible Projects ........................................................................................................... 6
4.2 Joint Projects ............................................................................................................... 8
4.3 Other Project Conditions .............................................................................................. 8
5. Project Submission Process ............................................................................................ 9
5.1 Number of Project Submissions ................................................................................... 9
5.2 Submissions and Funding Approval Steps ................................................................... 9
6. Timelines ..........................................................................................................................10
7. Evaluation Process ..........................................................................................................11
7.1 Recipient Eligibility and Application Completeness .....................................................11
7.2 Project Scope Review .................................................................................................11
7.3 Alignment with Provincial Objectives ...........................................................................11
7.3.1 Asset Management Planning ......................................................................................11
8. Financial, Contractual and Reporting Requirements ....................................................12
8.1 Maximum Project Costs ..............................................................................................12
8.2 Cost Sharing ...............................................................................................................12
8.3 Stacking of Funding ....................................................................................................13
8.4 Eligible Costs ..............................................................................................................13
8.5 Ineligible Costs ...........................................................................................................14
8.6 Payments ....................................................................................................................15
8.7 Contractual Obligations ...............................................................................................15
8.8 Reporting Requirements .............................................................................................15
9. Consultations with Indigenous Peoples .........................................................................15
10. Further Information ......................................................................................................16
Appendix A – Technical Criteria ...........................................................................................17
Appendix B – Federal Program Parameters ..........................................................................18
I. Eligible Recipients.......................................................................................................18
II. Procurement ...............................................................................................................19
III. Climate Lens Assessment ...........................................................................................19
IV. Community Employment Benefits ...............................................................................19
V. Environmental Assessment .........................................................................................19
Investing in Canada Infrastructure Program – Community, Culture and Recreation
Funding Stream Ontario Program Guidelines
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VI.Indigenous Consultation .............................................................................................20
Appendix C – Asset Management Regulation Phase-In Schedule [municipalities only] ...21
Asset Management Plan .......................................................................................................21
Asset Management Phase-in Schedule .................................................................................21
Investing in Canada Infrastructure Program – Community, Culture and Recreation
Funding Stream Ontario Program Guidelines
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1.Overview – Investing in Canada Infrastructure Program
The Investing in Canada Infrastructure Program (ICIP) is a federal program designed to create
long-term economic growth, build inclusive, sustainable and resilient communities and support a
low-carbon economy.
Through the ICIP, the federal government is providing $11.8 billion dollars in federal
infrastructure funding to cost-share projects under the following four streams:
•Public Transit
•Green Infrastructure
•Community, Culture and Recreation
•Rural and Northern Communities
The Province of Ontario is a cost sharing partner in these programs. Under this intake of the
Community, Culture and Recreation Funding stream, Ontario is supporting community
infrastructure priorities across the province. Community infrastructure is defined as publicly
accessible, multi-purpose spaces that bring together a variety of different services, programs
and/or social and cultural activities to reflect local community needs.
Approximately $407 million in federal funding and $320 million in provincial funding will be
available for the Community, Culture and Recreation stream over 10 years starting in 2019-20.
At least $30 million of federal funding must be carved out for off-reserve Indigenous projects.*
The following breakdown defines the maximum cost-share percentages of total eligible costs.
Percentage
Federal Contribution 40.00
Provincial Contribution 33.33
Applicant Contribution 26.67
The following breakdown defines the maximum cost-share percentages of total eligible costs for
Indigenous recipients (e.g. First Nations, Indigenous communities and organizations).
Percentage
Federal Contribution 75.00
Provincial Contribution 18.33
Indigenous Contribution 6.67
* Note: Projects with an Indigenous focus will not be limited to funding from the $30 million
federal carve out for off-reserve Indigenous projects. Indigenous applicants will also be eligible
for funding under the broader stream.
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2.Objectives Community, Culture and Recreation Stream
The Community, Culture and Recreation stream supports projects that improve access to and /
or quality of community, cultural, and recreation priority infrastructure projects. Priority is given
to projects that are community-oriented, non-commercial and open to the public. Projects must
be completed prior to 2027-28.
In addition to federal criteria, Ontario’s objectives for the current proposed Community, Culture
and Recreation stream project intake are noted below. Projects will be assessed based on their
alignment with these objectives:
•Meets community and user needs or service gap
•Promotes good asset management planning
•Represents good value for money
•Fosters greater accessibility
See sections 4 and 7 for more details on these assessment criteria.
The intake will include two categories of funding:
•Multi-Purpose Category
•Rehabilitation and Renovation Category
Note: The Community, Culture and Recreation intake is a competitive process. Funding
approval is not guaranteed. In addition, the Province may contact an applicant to request
additional information or for clarification on information provided in the application form or
supporting documentation.
3.Applicant Eligibility
Eligible applicants under Ontario’s Community, Culture and Recreation Funding stream are:
•Municipalities
•First Nations
•Other Indigenous communities / organizations
•Broader public sector organizations*
•Non-Profit organizations
*Broader public sector organizations include, for example, school boards, hospitals, colleges
and universities.
Note: Joint projects between multiple eligible applicants, particularly those that service multiple
communities, are encouraged and will be given additional consideration as part of the
assessment process.
Note: Education and health care facilities are ineligible for funding, with the exception of those
advancing Truth and Reconciliation Commission Calls to Action. However, broader public sector
organizations that typically deliver health care and education could apply for projects outside
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their core mandate as long as they meet federal and provincial criteria. For example, a school
board could apply for funding to construct or renovate a community centre attached to a school.
4. Project Eligibility and Conditions
4.1 Eligible Projects
(1) Required Eligibility Criteria:
a. A project must include a capital component. A project may also include pre-
construction planning and design work; however, planning and design work are not
eligible as stand-alone projects.
b. A project must meet the outcome of improving access to and/or increasing quality of
cultural, recreational and/or community infrastructure for Ontarians. Facilities must
be publicly accessible.
c. A project must meet the following minimum technical requirements:
i. Project meets federal criteria and is aligned with provincial objectives and
priorities
ii. Demonstrated organizational capacity to implement the project
iii. Demonstrated ongoing financing to manage operating pressures without
creating operating and/or capital cost-pressures for the Province,
municipalities, Consolidated Municipal Service Managers and District Social
Service Administration Boards, from new infrastructure
iv. Demonstrated availability of cost-shared funding to proceed with project
v. Demonstrated project readiness
vi. Operational plan developed (alignment with asset management plans for
municipal projects)
vii. Demonstrated community need for proposed project/service (e.g., service
delivery gap / lack of access to services)
For more details regarding these minimum criteria for evaluation, refer to Appendix A.
Note: Applicants are permitted to use approved funding from other project-based capital
programs to demonstrate ongoing financing and availability of cost-shared funding.
(2) Eligible asset type*:
• recreation facilities (e.g., hockey arenas, multipurpose recreation centres, playing fields)
• cultural facilities (e.g., theatres, libraries, museums, cultural centres, civic squares,
performing arts centres)
• community centres / hubs (e.g., multi-purpose spaces that bring together a variety of
different services, community centres including recreation facilities)
• education and health facilities advancing Truth and Reconciliation Commission Calls to
Action (e.g., funding for new and/or existing Indigenous healing centres, spaces in
education facilities for traditional teaching/programming)
Note: applicants are encouraged to reach out to a Regional Advisor or the ICIP Community,
Culture and Recreation team at ICIPculture@ontario.ca or 1-888-222-0174 if they have
questions or need clarification.
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(3) Eligible project types:
a. Multi-Purpose Category:
This project category focuses on the principle of integrated service delivery to
address identified service gaps. The individual project cap will generally be $50
million in total project cost, but exceptions may be made in some cases. Eligible
projects consist of:
o new build / construction projects
o larger scale renovation
o expansion of existing facilities.
b. Rehabilitation and Renovation Category
This project category focuses on maximizing the funding impact of small-scale
projects that would improve the condition of existing facilities. The individual project
cap is $5 million in total project cost. Eligible projects consist of:
o renovation and rehabilitations to address functionality and use of existing
facilities
o Small-scale improvements to address accessibility (e.g., hand rails, ramps,
accessible doors/parking/elevators, wayfinding and signage etc.)
o Small new build / construction projects of recreation, cultural or community centre
infrastructure (e.g., playing fields, tennis courts, small community squares)
Note: broader facilities that include ineligible components (e.g., community centres with a
neighbourhood health centre component) can be scoped to apply for only eligible
components.
Note: projects that focus on vulnerable populations (e.g., low income persons) and
Indigenous people will be given additional consideration as part of the assessment process.
(4) Other requirements:
Projects must meet the following other criteria to be considered eligible:
✓ Capital components must be owned by an eligible entity.
✓ Projects must be substantially completed by March 31, 2027.
✓ Projects must be informed by and consistent with an applicants’ asset management
plan (municipalities only).
✓ Projects components must meet or exceed the requirement of the highest published
accessibility standard in Ontario in addition to applicable provincial building codes
and relevant municipal by-laws, and any applicable accessible design guidelines.
✓ Project components must meet or exceed any applicable energy efficiency standards
for buildings outlined in the Pan-Canadian Framework on Clean Growth and Climate
Change.
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✓ For joint projects with other eligible applicants, all applicants must also secure the
endorsement of their projects by their respective municipal, CMSM/DSSAB or First
Nation Band Council, board of directors, or governing body and provide the Ministry
with evidence of such endorsement in the form of by-laws / resolutions / letters of
agreement.
• Integrated asset types: Applicants must select only one primary project asset type but
may integrate more than one eligible project asset type (e.g., community centre with
adjoining hockey arena). Integrated projects must demonstrate that each component of
the project for which the applicant is requesting funding meets eligibility requirements.
• Asset ownership: Municipalities must attest to owning the infrastructure assets put
forward for funding.
4.2 Joint Projects
Joint projects between eligible applicants are encouraged. Joint projects are those where each
co-applicant contributes financially to the project or to the operation of the facility. The cap
may be flexible for joint projects. All applicants must meet the applicant eligibility criteria.
Joint projects may be larger than projects submitted by a single applicant, as joint applicants
may combine the grant funding they request. Neighbouring communities are encouraged to
work together to assess co-use of facilities to address service level gaps and to achieve
economies of scale.
The lead applicant will be required to sign a transfer payment agreement with the province and
also enter into a partnership agreement with the other eligible applicant(s) that will be
contributing to the project. Funds will only be made available to the lead applicant, who is
responsible for the financial management of the project and meeting provincial reporting
requirements. Successful joint applicants are encouraged to enter into an agreement clearly
setting out the nature of their relationship and key elements of the project in line with the
Community, Culture and Recreation stream application and with funding approval described in
the projects ICIP transfer payment agreement.
4.3 Other Project Conditions
Projects must comply with the following conditions to be considered eligible:
(1) Contract Award Date: Contracts must be awarded after federal approval of funding.
Contracts awarded before approval of funding are not eligible for reimbursement.
(2) Energy standards: Projects must meet or exceed any applicable energy efficiency
standards for buildings outlined in the Pan-Canadian Framework on Clean Growth and
Climate Change.
(3) Accessibility standards: Projects must meet or exceed the requirements of the highest
published accessibility standard in a jurisdiction in addition to applicable provincial building
codes and relevant municipal by-laws and accessible design guidelines.
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(4) Asset management plans [municipalities only]: Projects should be informed by an
applicant’s asset management plan as outlined in Asset Management Planning for Municipal
Infrastructure Regulation, O. Reg. 588/17This means the proposed project was identified
based on the plan’s prioritized lifecycle activities (e.g., construction, maintenance, renewal,
rehabilitation, replacement, etc.) for the applicable asset category (e.g., community,
recreation and cultural facilities). For example, if an applicant has identified recreation centre
needs as a priority lifecycle activity within its asset management plan, then submission of a
recreation centre project would be appropriate. Where a project is not based on an asset
management plan, a strong rationale must be provided in the application form.
Note: project prioritization in an asset management plan does not apply in cases where the
project assets are not owned by the municipality.
(5) Supporting documentation [First Nations only]: Projects should be identified in, or
supported by, a 5-Year Capital Plan; a Comprehensive Community Plan; a Strategic
Community Plan; an Asset Conditions Reporting System report; a Feasibility Study or
Detailed Design. Where not based on a supporting document, a strong rationale must be
provided. The province may request an electronic copy of one or more supporting
documents during the project review stage.
(6) Financial sustainability: Projects must have a financial plan in place to operate the assets
and not seek senior level government support for ongoing operational funding. First Nations
applicants may have operational funding arrangements with the federal government that
satisfy this condition.
5. Project Submission Process
5.1 Number of Project Submissions
Eligible applicants can apply for multiple projects.
5.2 Submissions and Funding Approval Steps
Step 1: Applicants must register or login online through the Province of Ontario’s online grant
portal, Transfer Payment Ontario. Step by step support for working with the online grant portal
are found here. For full functionality, the support tool link must be opened in Internet Explorer.
Step 2: Applicants must fully complete one Community, Culture and Recreation funding stream
application form and the applicable business case. Completion of only one business case is
required; the business case must correspond to the funding stream. The application form and
the associated business case are available through the Transfer Payment Ontario online
portal. Please follow the prompts in the application form and business case to respond to each
question.
Step 3 [joint projects]: A joint project submitted by multiple applicants must provide supporting
documentation by way of an individual partner-member municipal council resolution, a band
council resolution or board of directors’ resolutions or letter of agreement, clearly stating the
project name and applicant / recipient contribution to the project.
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Step 4: The application and required attachments (i.e., business cases, supporting documents,
etc.) must be submitted through Transfer Payment Ontario by 11:59 p.m. EDT on November
12, 2019. A scanned application form will not be accepted. Failure to meet submission
requirements will result in an incomplete submission and the submission may be considered
ineligible. If you are unable to submit the application form through the Transfer Payment
Ontario, please contact: TPONCC@ontario.ca or call (416) 325-6691/(855) 216-3090.
Step 5: Once the completed application form has been submitted, an automated
acknowledgement of receipt and a file number will be emailed to the applicant.
Step 6: Projects will be assessed by the province and nominated for federal government review
and approval. Provincial project nomination to the federal government does not guarantee
funding approval.
Step 7: Applicants will be notified of both successful and unsuccessful projects. Provincial staff
will be available to provide feedback for unsuccessful projects, if requested.
Step 8: The province may request applicants to provide an attestation that the recipient
share of funding to undertake and complete the project has been secured.
Step 9: Successful municipal applicants will be required to obtain a municipal by-law or council
resolution; other applicants will be required to submit a board of directors’ resolution or letter of
agreement or band council resolution to execute the project level transfer payment agreement
with the provincial government.
Step 10: The transfer payment agreement will require procurement to be executed through a
value-for-money process. Projects must undertake a competitive pricing or tendering process to
demonstrate value-for-money. Applicants may be requested by the province to provide:
•Copies of proposals or bids from three (3) bidders;
•Statement indicating selected bidder; and
•Written explanation if the lowest bid is not chosen.
6.Timelines
•Applications and all supporting documentations must be submitted through Grants
Ontario by 11:59 p.m. EDT on November 12, 2019.
Note: that applications will not be accepted after this time. All supporting documentation
must also be submitted by the deadline in order to be considered part of the application.
Applicants cannot change the proposed project after the application deadline unless
extraordinary circumstances arise (e.g., destruction of an arena) and permission is
granted by the province.
•The province will notify applicants if their project has been selected for nomination to the
federal government for review and approval in winter 2020 (estimated).
•Applicants will be notified of the federal funding decision in spring/summer 2020
(estimated).
•Projects must be completed by March 31, 2027.
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7. Evaluation Process
7.1 Recipient Eligibility and Application Completeness
Recipients must meet Community, Culture and Recreation program eligibility requirements.
Additionally, all mandatory fields of the application form must be populated correctly for a
submission to be considered validated and complete. For more information, refer to Section 4
above regarding eligibility and to 4.1.4 regarding eligible categories of funding under the
program.
7.2 Project Scope Review
Projects must meet federal project eligibility requirements, be technically viable and be
achievable within the program timelines.
7.3 Alignment with Provincial Objectives
a) Applicants must demonstrate that projects meet the following objectives under the
Community, Culture and Recreation stream:
a. Meets community and user needs: identified and demonstrable community-
level need or service gap, including barriers to social inclusion and accessibility
for Ontarians with disabilities, and underserved small communities;
b. Promotes good asset management: demonstrates optimization of assets,
including through multi-purpose and integrated service delivery; aligns with
municipal asset management plans (municipalities only);
c. Represents good value for money: demonstrated efficiency and value for
money. The most cost-effective option for delivering a similar level of service
should be sought, maximizing population/communities served;
d. Foster greater accessibility: commitment to meeting minimum highest level of
accessibility standards; use of Universal Design Principles and innovative
solutions to increasing accessibility beyond minimum standards.
See Appendix A for details of the technical criteria associated with these objectives.
Note: Please refer to the Community, Culture and Recreation stream Business case on
the Grants Ontario website.
7.3.1 Asset Management Planning
Ontario Regulation 588/17- Asset Management Planning for Municipal Infrastructure, or the
Asset Management Planning Regulation sets out new requirements for undertaking municipal
asset management planning. The regulation is being phased in over a 6-year period, with
progressive milestone requirements for municipalities with respect to their asset management
plans.
For clarity, at the time of application, the asset management plan used to inform the proposed
project can be developed according to either the province’s 2012 Guide (Building together:
guide for municipal asset management plans) or the new asset management planning
regulation.
As part of project reporting requirements, and to remain eligible for funding, successful
municipal applicants are required to submit their updated asset management plans in
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accordance with the regulation for the duration of the project. For example, municipalities that
have an active project in 2021 will be required to submit asset management plans developed in
accordance with the first phase of the regulation. Please refer to the Appendix which
summarizes key regulation milestones in 2021, 2023 and 2024 for municipal asset management
plans.
For more information about asset management planning, as well as tools and supports available
to help municipalities develop and improve their plans, please visit the
http://www.ontario.ca/assetmanagement.
8. Financial, Contractual and Reporting Requirements
8.1 Maximum Project Costs
Rehabilitation and Renovation Category:
o The maximum total eligible cost per project for a single applicant is $5 million
o For projects with multiple applicants (i.e., joint projects), each applicant can submit up to
$5 million of total eligible project costs. For example, a joint project with three eligible co-
applicants can submit a project with a maximum total eligible project cost of $15 million.
Multi-purpose Category:
o The maximum total eligible cost per project for a single applicant is $50 million. The cap
may be flexible for joint projects. Value for money will be a significant funding
consideration. If an applicant’s project exceeds $50 million, please contact
ICIPculture@ontario.ca or call 1-888-222-0174.
Note: Projects that have a total eligible cost of more than $10 million must complete a
federal climate lens assessment and report on community employment benefits. See Appendix
for more information.
Note: Applicants must pay for all ineligible project costs as well as any cost over-runs
experienced on a project. Cost over-runs reflect any costs that exceed the total project
cost submitted at the time of application.
8.2 Cost Sharing
The following breakdown defines the maximum cost share percentages of the total eligible cost:
Applicant Type Federal Cost
Share
(Max %)
Provincial Cost
Share
(Max %)
Applicant Cost
Share
(Min %)
Municipality 40% 33.33% 26.67%
Non-Profit 40% 33.33% 26.67%
BPS 40% 33.33% 26.67%
Indigenous
Recipient
75% 18.33% 6.67%
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Note: The cost-sharing breakdown assumes municipal or Indigenous applicants own or have
control over the asset being nominated for funding and is subject to change
For instance, this means that:
• An eligible municipality may request up to 73.33% of the total eligible costs.
• Indigenous recipient may request up to 93.33% of the total eligible costs.
8.3 Stacking of Funding
General:
• Applicants may combine funding received through the Community, Culture and
Recreation funding stream and funding from another project-based capital program.
• Applicants can apply for a project at the same location as a project already receiving
funding from another capital program where the project in question would be ineligible
for Community, Culture and Recreation funding, but the applicant must clearly scope out
the component that is unique to the Community, Culture and Recreation funding stream
application.
Applicants who are not sure how to best combine funding are encouraged to contact a Regional
Advisor or the ICIP Community, Culture and Recreation team at ICIPculture@ontario.ca or call
1-888-222-0174 before submitting an application.
8.4 Eligible Costs
Project costs are eligible only if they are incurred after federal approval. Eligible
Expenditures will include the following:
• All costs considered by Canada and Ontario to be direct and necessary for the
successful implementation of an eligible Project, and which may include third party costs
such as project management, capital costs, construction and materials, design /
engineering and planning, contingency costs (25% maximum), and costs related to
meeting specific Program requirements, including completing climate lens assessments
(see Note 2 below) and creating community employment benefit plans;
• The incremental costs of employees of a Recipient may be included as Eligible
Expenditures for a Project under the following conditions:
o The Recipient is able to demonstrate that it is not economically feasible to tender a
contract; and
o The arrangement is approved in advance and in writing by Canada and Ontario.
o Note: Applicants submitting for these costs must submit a rationale for the use of
own-force labour when the application is submitted.
Note 1: Contracts must be awarded after federal approval of funding. Contracts awarded before
approval of funding are not eligible for reimbursement.
Note 2: Costs associated with completing climate lens assessments, which are eligible
before project approval, but can only be paid if and when a project is approved by
Canada for contribution funding under contracts
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Note 3: Capital costs are only eligible once the project receives notification that Canada is
satisfied that the applicant has met its Duty to Consult and Environmental Assessment
requirements. Before this notification is received, no site preparation, vegetation removal or
construction may take place.
8.5 Ineligible Costs
When a project meets a federal outcome in the Community, Culture and Recreation
Infrastructure stream, it is not eligible for funding if it:
• has a private sector, for-profit Ultimate Recipient;
• is a stand-alone daycare facility, for-profit daycare facility, daycare facility associated
with a school board, or a daycare facility funded under Canada's Early Learning and
Child Care initiative;
• is a religious site that serves as a place of assembly for religious purposes, which
includes among others, a site, church, mosque, synagogue, temple, chapel (e.g.,
within a convent or seminary), shrine or meeting house; or
• is a professional or semi-professional sport facility that is primarily a commercial
operation, such as those that serve major junior hockey leagues.
Other ineligible project costs include:
• Costs incurred before federal project approval and all expenditures related to contracts
signed prior to federal project approval, except for expenditures associated with
completing climate lens assessments
• Costs incurred for cancelled projects
• Costs related to health or education functions (except for those advancing Truth and
Reconciliation Commission Calls to Action)
• Acquisition or leasing of land, buildings and other facilities
• Leasing equipment other than equipment directly related to the construction of the
project
• Real estate fees and related costs
• Financing charges
• Legal fees
• Loan interest payments including those related to easements (e.g. surveys)
• Costs of completing the application
• Taxes, regardless of rebate eligibility
• Any goods and services costs which are received through donation or In-kind
• Staff costs, unless pre-approved by the federal and provincial governments
• Operating costs and regularly scheduled maintenance work
• Costs related to furnishing and non-fixed assets which are not essential for the operation
of the project
• Costs that have not been claimed for reimbursement by March 31 of year following the
year in which the costs were incurred (e.g., costs incurred between April 1, 2018 and
March 31, 2019 must be submitted for reimbursement no later than March 31, 2020).
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• All capital costs, including site preparation and construction costs, until Canada has
confirmed in writing that environmental assessment and Indigenous consultation
obligations have been met and continue to be met.
• All costs related to any component of the project other than the approved scope
A more detailed list of eligible and ineligible expenditure categories will be provided in individual
project level contribution agreements.
8.6 Payments
Funding is claims based and will be reimbursed upon review and approval of eligible costs
under transfer payment agreements. Reimbursement of claims is based on the cost sharing
percentage. The claims process requires Recipients to submit claims for the Ministry’s review,
approval and submission to Canada and for Canada’s review and approval once received from
Ontario. The claims format will be outlined in individual contribution agreements.
All costs must be incurred by March 31, 2027. Recipients are required to keep all
receipts/invoices and claims as they are subject to audit by the province or the federal
government.
Note: A holdback of 10% may be applied to payments under the program. The holdback would
be released upon successful completion of all reporting requirements following project
completion.
8.7 Contractual Obligations
Successful applicants will be required to sign a provincial contribution agreement containing
clauses regarding, among other things, items such as insurance, arm’s length requirements,
communications (including project signage), reporting requirements, and obligations with
respect to consultations with Indigenous groups.
Successful applicants will be required to obtain a municipal council resolution or board of
director/governing body resolution or letter of agreement to execute the project level contribution
agreement with the province. Joint applicants will be required to enter into a joint partnership
agreement and must provide a copy of that agreement to Ontario. For cases where the
applicant is not the asset owner, the province will provide additional support to coordinate the
execution of the transfer payment agreement.
Successful municipalities will also be required to complete an Asset Management Self-
Assessment prior to signing their contribution agreement.
8.8 Reporting Requirements
Specific reporting requirements will be outlined in individual transfer payment agreements.
9. Consultations with Indigenous Peoples
The Government of Canada, the Government of Ontario and municipalities may have a duty to
consult and, where appropriate, accommodate Indigenous peoples (e.g., First Nation and Métis
communities) where an activity is contemplated that may adversely impact an established or
asserted Aboriginal or treaty right.
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Before providing funding to a project, the Government of Ontario will assess whether its duty to
consult obligations are engaged. If the duty to consult is triggered, Ontario may delegate the
procedural aspects of consultation to project proponents. Therefore, it is important that all
applicants recognize that a duty to consult process may be necessary and appropriately plan for
this work (e.g., resources, time, etc.) as part of their funding submission. The application form
contains preliminary questions to begin considering the potential that a duty to consult may
exist.
Consultation requirements will vary depending on the size and location of the project in question
and the depth and scope of the project’s potential adverse impacts on Aboriginal treaty rights.
For successful applications, the province will provide further details in writing surrounding
specific consultation requirements, including which communities require consultation.
Throughout the duration of the project applicants should ensure they are fulfilling the duty to
consult requirements delegated to them.
10. Further Information
Please contact a Regional Advisor or the ICIP Community Culture and Recreation team can be
reached by telephone at
1-888-222-0174 or by email at ICIPculture@ontario.ca.
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Appendix A – Technical Criteria
The province will assess and prioritize projects for federal nomination and funding based on the
following criteria, aligned with provincial objectives:
Provincial Objective A: Meets Community and User Needs
Criterion 1: Community Need
Applications must demonstrate that the proposed project is filling a clearly identified and
documented service level gap and that there is a need in the community for the services that will
be provided. Applicants should demonstrate that community members are in need of proposed
services, and that the project will provide them with access to the required services. This may
include both quantitative elements (e.g., demographic data), and qualitative elements (e.g.,
evidence that the community lacks access to services). Additional consideration will be given to
projects focusing on vulnerable populations and/or Indigenous people (First Nations, Métis and
Inuit populations).
Criterion 2: Funding Need for Proposed Project
Projects will be assessed according to greater funding need, including the cost of the proposed
project per household, median household income and weighted property assessment per
household. Note: for Indigenous Communities, proxy values may be applied.
In general, applicants with greater funding need (i.e., higher project cost per household, lower
median household income, lower weighted property assessment per household) will be more
competitive in the evaluation process. However, applicants must still be able to fund all
project costs and potential cost over-runs to be eligible for funding.
Applicants should clearly note whether user fees or other sources of revenue are collected at
the facility.
Provincial Objective B: Promotes Good Asset Management
Criterion 3: Provincial Land-Use Planning
Projects must be aligned and support the expected and required provincial priorities and
outcomes, as set out in provincial land use policy, provincial land use plans, and municipal
official plans and supported by policy direction in the Provincial Policy Statement (PPS).
Criterion 4: Efficiencies Through Joint Projects
Additional consideration will be given to joint projects for providing benefit to multiple
communities and generating efficiencies and community benefits.
Criterion 5: Project Readiness
Applications must demonstrate that planning in underway and that the projects are ready to
begin, to ensure completion within federal timelines.
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Provincial Objective C: Represents Good Value for Money
Criterion 6: Financial Risk Assessment and Due Diligence
The Province will conduct a financial risk assessment to ensure that sufficient resources are
available to support project completion, including coverage of any cost overruns. Projects
should have a financial plan in place to operate the assets and not seek senior level
government support for operational funding. The Province may request additional supporting
documentation upon review of the application.
Criterion 7: Organizational Capacity for Implementation
Projects will be evaluated based on organizational capacity. Organizations must demonstrate
capacity to carry out capital project and implement the requested project and to manage
ongoing costs related to operating the facility. Applicants must demonstrate that organizations
(or partners) have sufficient funding to commit to the project (i.e., funding in place for the cost-
shared amount, or demonstrated ability to fundraise the required amount).
Criterion 8: Developed Operational Plan
Applicants must demonstrate that there is a strong operational plan in place for the ongoing
operation of the facility. This will include alignment with asset management plans for
municipalities and may include memoranda of understanding for joint projects/partnerships.
Provincial Objective D: Fosters Greater Accessibility
Criterion 9: Accessibility
Applications must demonstrate that projects will meet the highest published accessibility
standards in alignment with the Accessibility for Ontarians with Disabilities Act (AODA) and the
Ontario Building Code. Projects will additionally be evaluated based on exceeding minimum
standards; use of Universal Design Principles, accessible guidelines and innovative solutions to
increasing accessibility.
Appendix B – Federal Program Parameters
In the event of any conflict, contradiction or inconsistency in interpretation, the federal language
in the Appendix shall prevail over summaries provided in the body of the guidelines.
I. Eligible Recipients
Eligible recipients for the Community, Culture and Recreation funding stream, subject to the
terms and conditions of the Canada-Ontario ICIP Agreement, include:
a) An Ontario municipal or regional government established by or under provincial statute;
b) An Ontario’s broader public sector organizations (school boards, hospitals, colleges and
universities). These entities can apply for funding of projects outside of their regular
business. However, core business functions are not eligible (e.g., health and education
services).
c) Non-profit organizations
d) First Nations and Indigenous Communities
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II. Procurement
• Successful applicants must award third-party contracts in a way that is fair, transparent,
competitive and consistent with value-for-money principles, or in a manner otherwise
acceptable to Canada, and if applicable, in accordance with the Canadian Free Trade
Agreement and international trade agreements. Applicants must adopt a value for
money procurement approach. Any requests for sole source procurement exemptions
will be evaluated on a case-by-case basis and requires pre-approval by the federal and
provincial governments. Sole source procurement is not encouraged as approval is
not guaranteed. (Refer to Section 4.5 above)
III. Climate Lens Assessment
Applicants with projects that have a total eligible cost of $10 million or more are required to
complete a climate lens assessment using methodologies developed by the federal government
after federal government approval of the project. The climate lens assessment consists of two
potential assessments for projects being brought forward for funding which include a
greenhouse gas (GHG) mitigation assessment and a climate change resilience assessment.
Visit Infrastructure Canada’s Climate Lens – General Guidance webpage for information on how
to complete the assessment.
Costs associated with completing climate lens assessments are eligible before project approval
but can only be paid if and when a project is approved by Canada for contribution funding under
this Agreement.
Applicants are permitted to defer the Climate Lens assessment at the time of application, with
the rationale that the Climate Lens assessment will be conducted during the detailed design
phase of the project.
Applicants can contact the Climate Services Support Desk to obtain standardized climate lens
data that can be used to support the completion of climate lens assessments.
IV. Community Employment Benefits
Applicants with projects that have a total eligible cost of $10 million or more are required to
report on community employment benefits provided to at least three federal target groups
(apprentices - from traditionally disadvantaged communities, Indigenous peoples, women,
persons with disabilities, veterans, youth, new Canadians, or small-medium-sized enterprises
and social enterprises). Visit the Community Employment Benefits General Guidance webpage
for more information. Additional details on this reporting will be provided to Recipients when
applicable.
V. Environmental Assessment
No site preparation, vegetation removal or construction will occur for a Project and Canada and
Ontario have no obligation to pay any Eligible Expenditures that are capital costs, as determined
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by Canada and Ontario, until Canada and Ontario are satisfied that the federal requirements are
met and continue to be met:
• Requirements under the Canadian Environmental Assessment Act, 2012 (CEAA, 2012),
• other applicable federal environmental assessment legislation that is or may come into
force during the term of this Agreement, and;
• other applicable agreements between Canada and Indigenous groups (also referred to
as Indigenous Peoples).
VI. Indigenous Consultation
No site preparation, vegetation removal or construction will occur for a Project and Canada and
Ontario have no obligation to pay any Eligible Expenditures that are capital costs, as determined
by Canada and Ontario, until Canada and Ontario is satisfied that any legal duty to consult, and
where appropriate, to accommodate Indigenous groups (also referred to as Indigenous
Peoples) or other federal consultation requirement has been met and continues to be met. If
required, Canada must be satisfied that for each Project:
a) Indigenous groups have been notified and, if applicable, consulted;
b) If applicable, a summary of consultation or engagement activities has been provided,
including a list of Indigenous groups consulted, concerns raised, and how each of the
concerns have been addressed, or if not addressed, an explanation as to why not;
c) Accommodation measures, where appropriate, are being carried out by Ontario or the
Ultimate Recipient and these costs may be considered Eligible; and
d) Any other information has been provided that Canada may deem appropriate.
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Appendix C – Asset Management Regulation Phase-In Schedule
[municipalities only]
Asset Management Plan
Ontario Regulation 588/17- Asset Management Planning for Municipal Infrastructure, or the
Asset Management Regulation sets out new requirements for undertaking asset management
planning. The regulation will be phased in over a 6-year period, with progressive requirements
for municipalities with respect to their asset management plans.
Asset Management Phase-in Schedule
Date Milestone
July 1, 2019
Date for municipalities to have a finalized strategic asset management
policy that promotes best practices and links asset management planning
with budgeting, operations, maintenance and other municipal planning
activities.
July 1, 2021
Date for municipalities to have an approved asset management plan for
core assets (roads, bridges and culverts, water, wastewater and
stormwater management systems, arenas, theatres) that identifies
current levels of service and the cost of maintaining those levels of
service.
July 1, 2023
Date for municipalities to have an approved asset management plan for
all municipal infrastructure assets that identifies current levels of service
and the cost of maintaining those levels of service.
July 1, 2024
Date for municipalities to have an approved asset management plan for
all municipal infrastructure assets that builds upon the requirements set
out in 2023. This includes an identification of proposed levels of service,
what activities will be required to meet proposed levels of service, and a
strategy to fund these activities.
Recipients will also be required to complete an Asset Management Self -Assessment prior to
signing their TPA.
For more information about asset management planning, as well as tools and supports available
to help municipalities develop and improve their plans, please visit the
http://www.ontario.ca/assetmanagement.
Memo
To:
Mayor Ryan and
Members of Council
October 21, 2019
From: Marisa Carpino
Director, Community Services
Copy: Chief Administrative Officer
City Clerk
Subject: Report CS 40-2019
- Correction to the Council Meeting Agenda of October 21, 2019
File: A-1440
The purpose of this memorandum is to correct an error in Report CS 40-19, Agenda Item 8.2, of
the Council Meeting Agenda dated October 21, 2019.
The last paragraph of this report (on page 106) reads:
“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 recommended, by the grant agencies, to be submitted with the City’s application to
demonstrate Council support.”
Please accept the following as its replacement:
At this time, staff seek a Council resolution authorizing the preparation and submission of
the City of Pickering’s “Investing in Canada Infrastructure Program: Community, Culture
and Recreation” applications. This Council resolution is recommended, by the grant agencies,
to be submitted with the City’s application to demonstrate Council support.
Also, please be advised that the application deadline is November 12, 2019.
Thank You.
:mc