FINANCE AND ADMINISTRATIVE COMMITTEE
	TO:	Mayor and Members of Council
	FROM:	Stu Taylor, Director, Strategic Services
	PREPARED BY:	Victoria McGrath, Manager, Environmental Leadership
	DATE OF MEETING:	2004-April-5
	SUBJECT:	Markham Environmental Sustainability Fund Process

RECOMMENDATION:

THAT staff report titled “Markham Environmental Sustainability Fund Process”, dated

April 5, 2004, be received;

AND THAT the administrative process, application process and committee structure, as laid out in this report, be approved;

AND THAT base funding for the Markham Environmental Sustainability Fund will be replenished annually by a report from the Manager, Environmental Leadership through the budget process using the following formula: the amount spent by the fund in a given year will be replaced through the capital budget process in the following year;

AND THAT $300,000 be established as the base level of the fund, which Council may add to through the budget process if it so wishes;

AND FURTHER THAT staff proceed with advertising the Markham Environmental Sustainability Fund and soliciting applications for the 2004 season.

PURPOSE:

The purpose of this report is to bring forward for Council approval the application criteria and an administrative process for the Markham Environmental Sustainability Fund (MESF).

EXECUTIVE SUMMARY:

This report recommends the MESF application and administrative process and that the MESF receive annual funding through the budget process to sustain and replenish the fund.

BACKGROUND:

In 2001, Council of the Town of Markham created the MESF, in an interest-bearing reserve account, in the amount of $302,611 to provide financial assistance in funding Town internal and community-based projects and initiatives that promote environmental responsibility and innovation. With interest, the fund is currently in the amount of $312,753 to the end of February 2004. Evaluation criteria and administrative guidelines are recommended in this report to assist Council in providing greater consistency in decision-making and assessing the potential merits of requests for fund expenditure.

Markham Environmental Sustainability Fund Purpose

In 2001, Council of the Town of Markham created the MESF. The purpose of the MESF is to provide financial assistance in funding Town and community based projects and initiatives that promote environmental responsibility and innovation and enhance the Town’s natural resources (soils, water, natural features and air quality).

Markham Environmental Sustainability Fund Committee

On September 24, 2002, Council considered a staff report outlining administrative guidelines for the MESF. Council approved the formation of the Environmental Sustainability Committee and appointed members of Council and staff. Further to the September 24, 2002, staff report, at its first meeting in September 2003, the Environmental Sustainability Committee asked for a process and criteria for applying to the MESF be developed. The Committee will be responsible for coordinating the application process, reviewing proposals and recommending proposals to receive funding. Council, through the Finance and Administrative Committee, will approve proposals recommended for funding. The Environmental Sustainability Committee has met and agreed on the process laid out within this report.

DISCUSSION:

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. Projects and initiatives eligible for funding through the MESF include staff initiatives as well as community initiatives.

Markham Environmental Sustainability Fund Principles

The following principles shall be considered by the Environmental Sustainability Committee when reviewing requests.

· the project provides an environmental benefit

· the project is undertaken within Markham and benefits the larger community

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

· the project provides an educational or promotional benefit

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

Projects would be expected to meet at least one of these principles, if not more.

Administrative Process

The Environmental Issues Committee would administer the MESF. The MESF would be replenished annually through the capital budget process so that the MESF remains funded at a base level of $300,000, or more, annually, in an interest-bearing reserve account. It is recommended initially that community projects be allocated up to $100,000 annually (approximately one-third of the fund) with the remaining $200,000 available for Town internal projects.

The Markham Conservation Committee has expressed interest in assisting with the MESF process. It is recommended that applications from the community (see Part A Application Form, Appendix A) be solicited and considered by the Markham Conservation Committee. The Markham Conservation Committee would then submit all community applications along with their recommendations to the Environmental Sustainability Committee for approval. The Environmental Sustainability Committee would make the ultimate decision on which community projects receive funding, based on the eligibility criteria established on the Part A Application Form.

Town internal projects (see Part B Application Form, Appendix B) will be submitted to the Environmental Sustainability Committee through the Manager, Environmental Leadership. The Environmental Sustainability Committee will review and evaluate the internal projects against the eligibility criteria established on the Part B Application Form.

Once the Environmental Issues Committee has considered all applications, a report to Council would include the recommended projects for both community groups and corporate applications. The administrative process can be reviewed annually by the Environmental Issues Committee.

Suggested Project List

The following list provides examples of appropriate projects that could be funded through the MESF:

· energy efficiency initiatives

· climate change reduction and Kyoto initiatives

· clean air awareness activities and initiatives

· waste management promotion

· green roof promotion and implementation

· downspout disconnection/rain barrel program

· wildlife habitat restoration/naturalization activities

· water conservation/efficiency initiatives

· Natural Features Study update/implementation

· environmental and natural gardening promotion and information

· environmental theme weekends throughout the Town

· tree planting

· clean-up activities

· environmental management activities

· school environmental projects

Application Process

The Environmental Issues Committee will establish the timeframes for receiving applications for funding. Applicants would request funding for projects that would be undertaken that year, for example, a spring tree planting project may receive funding from a spring application process and a fall tree planting may receive funding from a fall application process. This would provide applicants with plenty of lead time for purchasing supplies and materials and organizing the project. Applications would not be considered, however, after mid-September of each year in order to align with the capital budget process.

Community Funding Criteria

· Projects must be within Town of Markham, initiated by members of the Town of Markham community or Town of Markham community groups

· Applicants are requesting a maximum of $10,000 from the MESF per project per year

· Applicants must only be applying for one year at a time, for projects that will be completed within that same one-year time frame

· Only materials and equipment costs are eligible for funding from the MESF

· The project must have widespread, lasting environmental benefits for the community

· Projects must promote environmental sustainability

· The project promotes understanding and participation in environmental sustainability in the Town of Markham

· The project will have measurable results

· Records are to be kept with respect to the project and a report is to be prepared upon completion of the project and submitted to the Environmental Issues Committee for their records.

· A letter of understanding will be signed between the applicant and the Town of Markham

· The project is consistent with the Town of Markham’s objectives

· The project promotes the Town of Markham and the Town of Markham’s commitment to environmental sustainability

Town Internal Project Funding Criteria

· Projects must be within the Town of Markham, initiated by Town of Markham staff or members of Council

· Applicants must only be applying for one year at a time, although the project may be phased

· Materials and equipment costs will be a priority for funding from the MESF, however, other costs may be eligible and will be determined on an individual project basis

· The project must have widespread, lasting environmental benefits for the community

· The project promotes environmental sustainability

· The project promotes understanding and participation in environmental sustainability in the Town of Markham

· The project will have measurable results

· Records are to be kept with respect to the project and a report is to be prepared upon completion of the project and submitted to the Environmental Issues Committee for their records

· The project is consistent with the Town of Markham’s objectives

· The project promotes the Town of Markham and the Town of Markham’s commitment to environmental sustainability

Reports and records on all completed projects would be submitted to the Environmental Issues Committee through the Manager, Environmental Leadership.

FINANCIAL CONSIDERATIONS:

Funding for the MESF will be replenished annually through the budget process so that the base amount of the Fund remains at $300,000 or greater at the end of each fiscal year at all times. The MESF will continue to be held in an interest-bearing reserve account.

BUSINESS UNITS CONSULTED AND AFFECTED:

Community and Fire Services

Corporate Services

Development Services

ATTACHMENTS:

Appendix A - Application Form Part A – Community and Group Projects

Appendix B - Application Form Part B – Town Internal Projects

Stuart Taylor Director, Strategic Services

Jim Sales, Commissioner of Community and Fire Services