GENERAL COMMITTEE (FINANCE AND ADMINISTRATIVE)
	TO:	Mayor and Members of Council
	FROM:	Jim Sales, Commissioner of Fire and Community Services Stuart Taylor, Director, Strategic Services
	PREPARED BY:	Mavis Urquhart, Manager, Environmental Leadership
	DATE OF MEETING:	June 20, 2005
	SUBJECT:	Markham Environmental Sustainability Fund - Spring Funding

RECOMMENDATION:

THAT staff report titled “Markham Environmental Sustainability Fund – Spring Funding”, dated

June 20, 2005, be received;

AND THAT Council approve the three projects evaluated and recommended by staff and the Environmental Issues Committee in the amount of $14,000, as outlined in the Financial Considerations section of this report, to be funded from the Markham Environmental Sustainability Fund (MESF), Account #87 2800168;

AND THAT in future a maximum of 3 schools shall receive funding per year;

AND THAT formal cheque presentations to these applicants be scheduled for a Council meeting in the fall of 2005, together with the applicants who receive funding in the fall;

AND THAT the matter of funding for wildlife services and the inquiry from the Toronto Wildlife Centre be considered as part of the Town’s review of the animal care and sheltering program and the 2006 Budget review;

AND FURTHER THAT staff continue with advertising the Markham Environmental Sustainability Fund and soliciting applications for the balance of the 2005.

PURPOSE:

The purpose of this report is to:

· bring forward for Council approval the projects recommended to receive funding from the Markham Environmental Sustainability Fund, to April 15, 2005;

· update Council on the Town funding projects as approved to date; and,

· provide a progress report on this program and expenditures to date.

This report outlines the projects recommended to be funded by the MESF in the first half of 2005. Funding is being issued twice a year (every 6 months) to reduce the planning timeframe for community groups. Adjustments to submission deadlines for applications may still need to be made to best facilitate the planning and planting of spring and fall planting projects.

BACKGROUND:

In 2001, Town of Markham Council created the MESF, to provide financial assistance in funding Town internal and community-based projects and initiatives that promote environmental responsibility and innovation. The fund is intended to provide financial resources for Town of Markham-based projects and initiatives that promote environmental responsibility and enhance the protection of the Town’s natural resources.

DISCUSSION:

Under the administration guidelines approved by Council in April 2004, the MESF is replenished annually to $300,000 or more. Community projects are allocated up to $100,000 annually (approximately one-third of the fund) with the remaining $200,000 available for Town internal projects.

Program Requirements

The following objectives are to be considered by Environmental Issues Committee when reviewing the applications:

· the project provides a widespread lasting environmental benefit for the community;

· the project is a leading environmental innovation that can be showcased by the Town of Markham;

· the projects promotes education, understanding and participation in environmental sustainability in the Town of Markham; and,

· the project supports the Town’s environmental policies and strategic plan

Projects are expected to meet at least one of these criteria.

Community Funding Criteria

These are as follows:

· projects must be within the Town of Markham, initiated by Town Staff or Councillor of the Town of Markham or Town of Markham community groups;

· applicants can request a maximum of $10,000 from the MESF per project per year;

· applicants may only apply once a year, for projects that will be completed within that same one-year time frame;

· only materials and equipment costs (not consulting services) are eligible for funding from the MESF; and,

· the project should have measurable results.

Revised Guideline, Application Form, and Circulation Process

In January 2005 a new guideline and application form (Appendix A), as well as a new circulation process was developed by the Environmental Manager with input from the Legal staff and Parks staff. This new application form:

· provides a guideline that explains the funding requirements, review process and an application checklist;

· requires the applicant to identify how the project meets the objectives of the MESF;

· requires the signature of the registered owner of lands (other than Town-owned lands) on which the project is proposed;

· provides a section where the applicant fills in a detailed budget for “in kind” human resources and materials, supplies and equipment;

· specifies that an individual or “for profit” organizations cannot receive funding;

· provides a photo consent form; and,

· states that funding may be issued in instalments, rather than a single cheque.

One complaint was received that the application was too complicated; however 5 applicants have successfully completed the applications and submitted them to request funding. Once the application is received, it is now circulated to affected Town departments such as Parks, Planning, Asset Management, Engineering, etc. to determine if there are any comments, or conflicts with department programs, policies, or projects. Improvements to the application can continue to be made over time.

Issues for Consideration

Staff and the Committee have encountered a number of challenges in development of this funding program. They are as follows:

· Should Markham Environmental Sustainable Funds be provided to school boards to improve their properties?

In 2004, two schools received funding: Markham Gateway Public School at 30 Fonda Road received $4,000 to plant large trees to continue naturalizing the school’s outdoor classroom; and Reesor Park Public School at 69 Wooten Way was granted $7,130 for management of a woodlot on its property. Markham Gateway has successfully completed their project and Cathy Wayne of the Reesor Park Woodlot Committee intends to commence this project in June. The benefit of providing funding to schools is that these environmental projects reach many schoolchildren as part of an educational program. While approval of funding some school environmental programs could be supported, in future it may be appropriate for the Town to limit funding approvals either through criteria or, by the number of schools that receive funding. One criteria, for example, might be that the school board provides matching funds. Environmental Issues Committee has recommended that applications submitted by schools, or schools boards be limited to a maximum of three (3) per selection cycle and that a maximum of $5,000 be granted in each case. Staff has no objection to limiting the number of these type of applications and setting an maximum funding limit of $5,000.

· Who should be eligible to receive funding?

The application form has been amended so that individuals and “for profit” organizations cannot receive funding. This happened once last year and the TRCA is now going to administer the funding to an individual, subject to an agreement between the Town and the applicant. Funding goes only to Markham Community groups to ensure that the funds are used within Markham.

· How do we ensure completion of projects and submission of reports once funding is provided?

Projects are to be completed within one year of receiving funding. For larger sums of money the application guide now states that funding may be issued in installments. Staff requests that the community group sign a memorandum of understanding (Appendix B) committing to promote the fund and provide a detailed report about the project upon its completion. This memorandum also allows the Town to use the project name and any images associated with the project to promote the MESF. Our challenge is how to further promote this program to the community and encourage new and a wider range of environmental projects, but at the same time, ensure Town policy, financial accounting, reporting and advertising of the fund are undertaken by community groups in an accountable fashion. We are working towards improving the program and better advertising of the fund.

Description of 2005 Projects

This report examines all 2005 projects related to the MESF fund and financial including:

· Community Projects Recommended for Approval in this Report

· Town Internal Projects Approved for Funding to date

2005 Community Projects Requesting for Funding

Milne Park Conservation Association

• requesting $7,500 for a natural and cultural heritage restoration project in Milne Park @ Highway 48 and Highway 407

This application is made by Milne Park Conservation Association which is a Markham volunteer community group whose mandate is to enhance natural habitats within the area of Milne Park Conservation Area, which is part of the Rouge Park. Milne Park is located on the northwest corner of 407 and Highway 48. This is a multi-year project which will have many benefits including the forest preservation and restoration. The restoration area for which they are seeking funding is located at the westerly end of the park along the northerly property boundary. Plantings will be installed there this fall for erosion control and to increase wildlife habitat areas. They are also seeking funding from TD Canada Trust and MNR. A detailed budget has been provided by the applicant and the Town is being requested to fund bare root trees and printing supplies. The application was circulated to Parks, Urban Design, Roads and Planning staff and no comments or objections were received. This project is recommended for funding in the amount of $7,500.

The Canadian Peregrine Foundation

• requesting $10,000 for an education program for up to 200 Markham students. The purpose is to visit Markham schools with a live Peregrine Falcon and other birds of Prey to provide an unique wildlife learning experience.

This application is made by the Canadian Peregrine which is dedicated to the conservation, monitoring and recovery of endangered Birds of Prey in Canada. If approved, this funding would allow a volunteer biologist from the Canadian Peregrine Foundation to visit up to 20 Elementary Schools within the Markham area with their live Peregrine falcon and other birds of prey to provide a unique wildlife learning experience. Copies of a student guide and 45 minute video are to be left with the school for use in future years. The Canadian Peregrine Foundation is not a local Markham Community group and would therefore not be eligible for funding. If this requirement was waived and funding was approved for this project, it is very likely that many non-profit environmental groups from outside Markham would apply. Should this group apply through a local group it might serve to promote an educational and awareness program, but still the proposal does not provide tangible habitat restoration that would actually attract peregrine falcons to Markham. It is therefore recommended that this application for funding be refused.

Ashton Meadow Public School

• requesting $8,165 for a Schoolyard Improvement Program

This application is made by Ashton Meadows Public School, which is located at 230 Calvert Road (north of Calvert Road and east of Woodbine Avenue) and serves children from Junior Kindergarten to Grade 8. The application states that purpose of this project is to build a natural playground from the ground up to foster ownership, fitness, and responsibility in the students. The area will be available as an outdoor classroom with seating for up to 30 children, providing an alternate setting to the indoor classroom. The application states that the site, which is located across the path from the Ashton Meadows Park, will extend this public park as it will be usable outside of school hours by the community. Their deliverable will be an natural area on the north side of the building which would be approximately 32x32 feet where 15 “seating” rocks will be placed in a circle around a centre rock. Shade trees and native species will be planted. The rock area will have limestone screenings up to 2 inches deep and the treed area will be covered with mulch. The project is to be completed by September 2005.

As noted earlier in the report there are no objections with the concept of naturalized areas, however, there is an issue whether the MESF should be applied to upgrading of school properties. On the other hand, there is a significant benefit to educating children in school about the environment through naturalization projects such as this one. Given this is the only request received from a school in 2005 to date, it is recommended that funding for Ashton Meadows Public School, be approved. Environmental Issues Committee has recommended that $5000 be paid from the fund and that the school seek the balance of funding from others. TD Canada Trust and Evergreen are other possible funding sources. Staff would have no objection to this. It is recommended that only native species should be funded and a detailed plant list of native species, be provided to the satisfaction of Parks staff prior to receiving funding. Finally, the site plan shows construction of a future permanent school addition which may affect the proposed natural playground. The applicant, Brenda Tabe, has advised that the future addition is not expected to be built as there is a portable on the school site which is going to be removed. She also advised that is not expected that enrollment will increase at the school and it will not be used as a holding school. Should the addition be necessary at a future point in time, the school could relocate the sitting rocks. As a precaution, however, staff recommends that the trees be setback a sufficient distance from any potential addition to ensure that they can be protected from any future construction.

This application is recommended for funding in the amount of $5,000 and that Ashton Meadow Public School seek the balance of the funding from others. It is also recommended that in future funding grants to schools should be limited to a maximum of 3 per year.

Thornhill East Don Scouts (T.E.D.S.)

• requesting $10,000 for 5 solar panels to convert German Mills Settler’s Park lights to Solar Energy

This proposal proposes to convert night lights in Settler’s Park to Solar Power to promote solar energy to the public and encourage them to use these applications at home and to educate area youth. Work would be completed by the T.E.D.S. leader, under Team leader Steven Eng, who is an Energy Engineer and maintenance would be provided by the same group. The proposal is for 5 solar panels at a cost of $2,000 each, for a total of $10,000. The consultant advises that the lights would be 18w low pressure sodium light that runs from a 12VDC battery. Projected energy savings would be approximately 250 kwh per year, per light. Park staff advises that there are no existing lights in Settler’s Park at present and being a natural area, lighting is usually not recommended due to disturbance to wildlife. They further do not recommend access through natural areas for safety and security measures. Asset Management staff have questioned the suitability of the panels based upon the maintenance requirements, life cycle and future replacement cost. Finally, T.E.D.S. has funding in the amount of $10,000 from the M.E.S.F for a rain barrel program, (granted in September 2004), which is just being initiated. Town staff recently met with the Scouts’ representative to discuss that program. While the solar panel project may be considered in another location, it is recommended that the rain barrel program be completed prior to considering funding for this new project. More detailed information about these units would be required, as well as information about the savings and benefits of such a solar project to the Town. It is recommended that this request for funding in the amount of $10,000 not be granted.

Thornhill East Don Scouts (T.E.D.S.)

• requesting $1,500 for German Mills Settler’s Park Tree Planting program

The purpose of this project is to plant trees and shrubs in German Mills Settler’s Park along the riverbank of German Mills Creek. The park is located south of John Street and west of German Mills Road. This project would stabilize and prevent river bank erosion, beautify and naturalize the park and improve wildlife and fish habitat. 30 planters and 1 organizer would participate. The project would be undertaken from June through September 2005. Funding from the Town would be used for purchasing trees and shrubs. While applicants may apply only once a year for projects that will be completed within that same one-year time frame, Parks staff advises that the T.E.D.S. Group has done a good job of planting for a number of years. This is a small ongoing project with environmental and educational benefit; therefore, it is recommended that funding for this project be approved. Staff will, however, require a plan identifying the location of the planting and a plant list of native species to the satisfaction of our Parks staff prior to issuing funding. This application is recommended for funding in the amount of $1,500.

Toronto Wildlife Centre Inquiry

A letter was submitted from the Toronto Wildlife Centre (TWC) asking if they might be eligible for funding from the M.E.S.F. The TWC is a registered charity dedicated to: rescuing wildlife in distress and providing care and medical treatment; and educating the public about wildlife via the Wildlife Hotline, presentations and other educational venues. TWC has provided wildlife services to the residents of Markham for 12 years, handled over 900 Markham phone calls and admitted 200 animals from Markham. In their submission they advise this service has been provided without any financial support from the Town and they are now finding it very difficult to continue doing so. As a result they would like to apply for M.E.S.F.

While staff acknowledges the very important environmental role TWC fulfills in helping wildlife, this group would not be eligible for MESF because they are not a Markham Community group and they are seeking, what is in effect, an operating grant which would be required on an ongoing basis rather than funding for a specific environmental project. By-law enforcement staff advises that they are currently reviewing the Town’s animal care and sheltering program and the TWC has proposed to them that the Town provide an “annual grant” or “fee” to the Centre in exchange for a guarantee for service and to support their service. Environmental Issues Committee referred this matter back to staff. The Manager of Environmental Leadership recommends that the matter of funding this service be considered as part of the Town’s review of the animal care and sheltering program.

Town Internal Projects Approved for MESF Funding

Green Roof

On March 29, 2005, Council approved tendering the Centennial Community Centre Expansion and Indoor Bocce Courts project. They directed that an extensive green roof on the swimming pool roof be included as a separate item in the tender for the Centennial Community Centre Expansion and that the decision to include the green roof in the project be deferred until the tender award. Subsequently on March 31, 2005, the Environmental Issues Committee considered a presentation by the project architect, Michael Taylor concerning the proposed installation of the green roof at that location. As a result, Environmental Issues Committee recommended that funding identified for a green roof demonstration project on the Civic Centre should be provided towards the cost this project from the Markham Environmental Sustainability Fund for the Centennial Community Centre and the cost split between 2004 and 2005. General Committee deferred the resolution until such time as the final costs of the green roof on Centennial Community Centre are determined. The project manager of Capital Works, Facilities, will report back on the costs in a future report, as requested.

Solar Thermal Project

On March 29, 2005, Council adopted a resolution directing staff to undertake a feasibility study for a solar thermal district energy project. This study will examine the technical and economic feasibility of a solar domestic hot water system for a residential development in the Town of Markham. At that time Council also approved funding for the feasibility study to an upset limit of $25,000 from the Markham Environmental Sustainability Fund to help cover the cost of preparing the feasibility study which will cost up to $100,000. The intent to apply has been approved by the Federation of Canadian Municipalities and an application for funding is currently before them for consideration.

Anti-Idling Program

In September, two Anti-Idling Technicians were hired on a part-time basis for 5 months to promote anti-idling to town staff, residents, and businesses in Markham. The campaign was developed to educate and distribute idle-free communication material through classrooms and in public places such as libraries, community centers and GO stations. $20,000 was identified from the MESF to fund the campaign.

Rouge Park Alliance

In May 2004, the Province of Ontario transferred 544 hectares of land surrounding the Little Rouge Creek to the Toronto and Region Conservation Authority and the Town of Markham for Rouge Park purposes. In September 2003, the Town adopted Official Plan amendment No. 166 (Rouge North management Area) which identified the Little Rouge area as a Special Management site and put in place policies to encourage the preparation of a site specific Management Plan to guide long-term management of the lands. In November 2004, the Rouge Park Alliance requested $15,000 in funding from the Town to assist in the preparation of the Little Rouge Creek Master Plan to commence in 2005. In November 2004, funding was approved by Council from the Markham Environmental Sustainability Fund.

2005 MESF Community Projects - Advertising and Promotion

The MESF Community Projects were advertised on the Town’s web page and Town’s Community Page in the Markham Economist and Sun. In addition, the MESF was communicated to environmental and community groups Celebrate your Environment Calendar.

Applicants are requested to promote the MESF on all advertising and provide pictures from their event for posting on the website. Communications staff is working on branding for MESF projects which will appear on signage posted at project sites and on other promotional materials. All community projects approved for funding in 2005 will be invited to an official cheque presentation at Council with media opportunities in the fall once the applications received in the second half of 2005 are reviewed and approved.

FINANCIAL CONSIDERATIONS:

Total MESF Funding Available in 2005	$323,351
Internal/Town Applications Approved:	$223,351
Green Roof	$125,000
Rouge Park Alliance	$ 15,000
Solar Thermal Project	$ 25,000
Anti-Idling Program	$ 20,000
Total:	$ 185,000
Uncommitted	$ 38,351
External/Community Applications	$100,000
Committed Funding Unpaid from 2004 (Walden Walk About)	$ 10,000
Recommended for Approval (1^st half of 2005)
Milne Park Conservation Association	$ 7,500
Ashton Meadow’s Public School	$ 5,000
Thornhill Scouts (Settler’s Park Tree Planting program)	$ 1,500
Sub Total	$ 14,000
Total:	$ 24,000
Uncommitted	$ 76,000

The Environmental Sustainability Reserve Fund’s current balance, adjusted for the approved projects listed above, plus interest, is $138,351. Provided all projects recommended in this report are approved, the new balance will be $114,351. Additional funds for Community Projects will be awarded in the fall. An application deadline date of September 16^th has been established.

CONCLUSION

The MESF was created to assist the Town with funding innovative and leading environmental initiatives that contribute to the sustainability and health of the natural environment. The fund is intended to provide financial resources for Town of Markham-based projects and initiatives that promote environmental responsibility and enhance the protection of the Town’s natural resources. This fund is in its infancy, however, Staff will continue to improve communications to promote the fund to attract better and more applications and also to improve the review process as this program grows and matures.

BUSINESS UNITS CONSULTED AND AFFECTED:

Parks Department

Operations and Asset Management

Urban Design

Finance Department

By-law Enforcement

Clerks Department

ATTACHMENTS:

Appendix A– New MESF Guideline and Application Form

Appendix B – Memorandum of Understanding for Applicant to Sign Upon Award of Funding

Stuart Taylor Director, Strategic Services

Jim Sales, Commissioner of Community and Fire Services

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