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SPORT FACILITY RENEWAL FUNDING PROGRAM GUIDELINES 2013 FUNDS STEPS FOR APPLICATION o Read 10 Year Sport Strategic Plan for Sport Facility Development & Enhancement. o Review Sport Facility Renewal Funding Program Guidelines and Application. o Contact Sport Calgary or your City of Calgary liaison to review project submission criteria and obtain application forms (Contact information listed on Page 9). o Send written notification to your City of Calgary liaison of your intention to submit by December 31, 2012. o Complete and return submission directly to your City of Calgary liaison by January 31, 2013. Page 1
GUIDELINES AND APPLICATION CONTENTS Page A. Program Background 3 B. Program Objectives 4 C. Eligibility 4 D. Application For Funding 5 E. Evaluation Process 6 F. Funding Program Process 6 G. Next Steps for Approved Projects 7 H. Contact Information 8 I. Application Form 9 J. Business Case/Concept Plan Requirements 10 Page 2
A. PROGRAM BACKGROUND The Municipal Sustainability Initiative (MSI) The Municipal Sustainability Initiative represents the Province of Alberta s commitment to provide municipalities with sustainable funding to assist them in meeting the challenges of growth and enhancing their long-term sustainability. These objectives are met by providing conditional grants to municipalities for each year until 2018. As part of the MSI grant allocation to The City of Calgary, Council allocated the investment of up to $330 million in principle for recreation and sport infrastructure. Of that $330 million $40 million ($10 million per city quadrant) has been allocated to the Sport Renewal Funding Program. The Sport Facility Renewal Funding Program is providing $40 million of funding between 2007 and 2015 for the upgrade of existing sport facilities in Calgary. City Council approved the City of Calgary Guidelines For Recreation Projects Funded Through the Municipal Sustainability Initiative (MSI) Grant Program (MSI Guidelines) on December 15, 2008. This document outlines the process and criteria for selection and funding for all Recreation projects using MSI funding, including Sport Facility Renewal projects, section 2.5. Page 3 10 Year Strategic Plan for Sport Facility Development & Enhancement In 2007, Calgary City Council recognized the importance of clarifying sport needs and requirements for facilities and directed City Administration to partner with Sport Calgary on the development of a sport needs and preferences study and an overall strategic plan for facilities. The Sport Needs and Preferences Study was conducted to gather information about the amateur sport sector to gain a comprehensive understanding of the sport delivery system and issues that are affecting sport facility development in Calgary. Through an extensive public engagement process, sport organizations, participants and facility operators were afforded the opportunity to voice their opinions and provide perspectives about the future of sport facility enhancement and development within Calgary. This information was used in the preparation of strategic objectives for the development and enhancement of sport facilities and the enrichment of the city sport delivery system. During March and April 2008, representatives of the Sport Calgary and The City of Calgary convened to discuss the implications of the Sport Needs and Preferences Study and develop strategic objectives for the 10 Year Sport Strategic Plan for Sport Facility Development & Enhancement (10 Year Sport Plan). The purpose of the 10 Year Sport Plan is to provide direction and guidance for future facility development and sustainability of sport resources in Calgary over the next decade. Central to the 10 Year
Sport Plan is a prioritized list of facility types and facility development criteria (Page iii: executive summary). These have been established to provide guidance for Sport Calgary and The City of Calgary when addressing the needs of sport and reducing gaps in the supply of facilities within the community. This list of facility types and related criteria will be foundational elements for Sport Facility Renewal Program funding evaluation and decisions. Specifically, funding submissions that are of the primary priority facility types as per the 10 Year Sport Plan may receive a higher priority for funding than the secondary or tertiary facility types. However, secondary or tertiary facility types may receive a higher priority for funding if they more effectively satisfy the facility development criteria from the 10 Year Sport Plan. B. PROGRAM OBJECTIVES The Sport Facility Renewal Funding Program is intended to: Revitalize existing sport infrastructure throughout Calgary; Invest up to $40 million into maintaining and upgrading sport facilities; and Address strategic objectives of the 10 Year Sport Plan. C. ELIGIBILITY 1. Project must be located on City-owned land. 2. Project costs must be for capital maintenance and/or upgrades that will enhance sport opportunities for Calgarians. 3. Projects may include those that accommodate increased use, repurposing of a facility or amenity, and/or large-scale maintenance projects (e.g. ice plant replacement or roof replacement) within an existing sports facility. 4. Eligible organizations include non-profit sport organizations or community associations located on City-owned land and City of Calgary operated facilities. In order to leverage additional funds, eligible groups may partner with other nonprofit organizations. 5. Projects must be of a minimum overall value of $500 thousand Page 4 6. The City will fund to a maximum value of $10 million per project.
7. Funding will be considered for up to a maximum of 50 per cent of the total project cost. Project partners are expected to raise all additional funds needed for the project. 100 per cent of the project costs must be secured prior to construction. 8. Funding for new facilities or additions will not be considered under this funding program. D. APPLICATION FOR FUNDING Applications can be requested from your City of Calgary liaison, Sport Calgary or found on their respective websites (Contact information on Page 9). Applicants are advised to consult with their City of Calgary liaison to confirm that project eligibility and submission criteria are met. Submissions are made in the form of a one-page application (MSI Sport Renewal Funding Program: Application Form, Page 10) and a business case/concept plan (MSI Sport Renewal Funding Program Business Case/Concept Plan Requirements, Pages 11-12). Advise your City of Calgary liaison or the Funding Coordinator, in writing, of your intent to submit a 2013 application by December 31, 2012. All submissions (including supporting documentation) for 2013 available funds are to be provided to your City of Calgary liaison on or before the application deadline of January 31, 2013. A separate submission is required for each project. Application Timelines Applicant advises City Liaison of intent to submit December 31, 2012 Applicant submits application package January 31, 2013 Submission review and evaluation February 1-28, 2013 Page 5
E. EVALUATION PROCESS All project applications submitted for the Sport Facility Renewal Program will be evaluated based on their overall strategic alignment with the 10 Year Sport Plan, and their ability to meet the business case/concept plan requirements. A committee of representatives from Sport Calgary and The City of Calgary will assess applications based on alignment with the 10 Year Sport Plan and their ability to meet the business case/concept plan requirements, before making project recommendations to the Province. Projects must receive both Provincial and Calgary City Council approval. Strategic Alignment As outlined in the Program Background section of this document, the 10 Year Sport Plan is central to strategic objectives of the Sport Facility Renewal Program. Alignment with this Plan, and specifically with the Facility Type Priorities, will be the first stage of evaluation for each project that is submitted. Business Case/Concept Plan Requirements Applications will be evaluated for their ability to meet the Sport Renewal Funding Program Business Case/Concept Plan Requirements. Each of the items contained within the Plan will be scored against an established evaluation matrix, with points allocated for each requirement. Important Note: City Council s initial allocation of funds for the Sport Facility Renewal Program was made based on city quadrants. Therefore, projects will sorted by quadrant. F. FUNDING PROGRAM PROCESS Proposed Sport Facility Renewal Funding Allocations (2009-2015) Funds under this program are scheduled to become available as follows: Year Projected Available Funds 2009 $3 million (Council committed funds to Shouldice project) 2010 $2 million (Council committed funds to Foothills project) 2011 $13 million - 2011 Application 2012 $2.3 million (includes $.3 million unallocated from 2011) 2013 $10 million 2015 $10 million Page 6
Remaining Funds: As $10 million per quadrant has been allocated by Council, below is a summary of total uncommitted funds available per quadrent: Quadrant NE NW SE SW Total Remaining Funds $7.99 million $1.80 million $3.09 million $8.49 million Important Notes: Funding Schedule is subject to change by Calgary City Council and the Province of Alberta. Unallocated funds from each year may be rolled over to future year s budgets. Funding applications will be solicited on an annual basis. Submissions not receiving 2013 funds may be reflected in The City of Calgary s Culture, Parks and Recreation Infrastructure Investment Plan (CPRIIP) list, which is an inventory of unfunded capital infrastructure projects. Funding Program Approvals The Sport Facility Renewal Committee, made up of City of Calgary staff as well as representatives of the Sport Calgary will review and evaluate project submissions. Project recommendations by this committee will then be submitted to Alberta Municipal Affairs for MSI funding pre-approval and project eligibility. Once Provincial approval is received, projects will be presented to Council for municipal approval. After Council has approved the allocation of funds for the project, and final approval from the Province has been received, the respective organization is eligible to receive up to 10 per cent of the total project funding in order to proceed into detailed design. Approval Timelines Evaluation Committee finalizes list of recommended projects. March 1, 2013 Applicants are notified of decisions. *please note that approval at this stage does not constitute final approval for the project Project eligibility and pre-approval submitted to Province for March 31, 2013 MSI funding eligibility. *please note that approval at this stage does not constitute final approval for the project Projects presented to Council for approval July, 2013 Final approval from the Province is received and successful applicants notified. August, 2013 Page 7
G. NEXT STEPS FOR APPROVED PROJECTS Successful projects will receive formal confirmation of their Council approved project and funding amounts, as well as a comprehensive package that will guide them through the requirements for the next two phases for development and implementation of their project. Detailed Design and Funding Confirmation This phase focuses on the development of detailed design for the project and confirmation of all funds required for project construction. During this phase, successful projects are required to demonstrate compliance with City of Calgary standards and policies that include: Design Guidelines for The City of Calgary Funded Buildings Sustainable Building Policy Corporate Accessability Policy Integrated Risk Management Triple Bottom Line City Procurement Policies Public Use Policy Naming Rights Guidelines Sponsorship Policy If required, the appropriate land-use classification should be secured, and site plans for the development are presented to the Joint Use Coordinating Committee (JUCC) for approval. Any partnership and funding agreements should be finalized and detailed technical and financial reviews submitted for review and approval. Once the organization has demonstrated that they have 100 per cent of funds in place for construction of the project and have satisfied detailed review requirements, approval to enter into the construction phase will be granted. Construction and Operating Protocols The purpose of this phase is to construct the project in accordance with City standards and processes, including lease agreements and the establishment of capital lifecycle and operating reserves as required. Funding for eligible expenses will be done on a reimbursement basis as outlined in the funding agreement, and based on The City approved project budget. Page 8
H. CONTACT INFORMATION If you have any questions regarding funding guidelines, project applicability, or require assistance in completing your application, please call your City of Calgary liaison or contact: The City of Calgary: Carley Thomas Address: P.O.Box 2100 Stn. M, #97 Calgary, AB, T2P 2M5 Website: www.calgary.ca/sportfacilityrenewal Phone: (403)268-5815 Email: carley.thomas@calgary.ca Sport Calgary: Tim Bjornson Address: Suite 370, 305-4625 Varsity Drive, NW Calgary, AB T3A0Z9 Website: www.sportcalgary.ca Phone: (403)387-7772 Email: tbjornson@sportcalgary.ca Page 9
MSI SPORT RENEWAL FUNDING PROGRAM: APPLICATION FORM ORGANIZATION Legal Name: Incorporation/Act Registered Under: Mailing Address: Contact Person: Daytime Phone: Email: FACILITY Name of Facility: Street Address: Facility Operator (if different from above): Postal Code: Registration No. PROJECT INFORMATION Included Business Case/Concept Plan as per enclosed guidelines Project description: PROJECT COST AND FUNDING REQUEST AMOUNT Total Project Cost: Funding Requested through SFR (50%): Please complete the following checklist and include supporting documents: Business Case/Concept Plan: See attached guidelines. Statement of Public Use: Details of who will use the facility, how the general public will be accommodated and the Public Use Policy will be met. Board Minute: Include a copy of the Board Minute that confirms that the Board of Directors is in support of the application and aware of the financial implications and other risks. DECLARATION I declare that: I am duly authorized to represent and have legal and/or financial signing authority for the above organization. The information included in this application and supporting documents is true and accurate and endorsed by the above organization. The general public shall have access to this facility. Any grant awarded shall be used solely for the purposes stated within this application and according program parameters. Signature of authorized representative Title Date Mr./Mrs./Ms. (print name) Email address: Contact Phone Numbers: Daytime: Cell: City of Calgary Liaison (signature): Date: Please keep a copy of the grant application for your reference. Page 10
SPORT FACILITY RENEWAL FUNDING PROGRAM BUSINESS CASE/CONCEPT PLAN REQUIREMENTS Applications for Sport Facility Renewal Funding Program must come in the form of a Business Case/Concept Plan and include the items indicated below. These items also form the basis for evaluating submissions. 1. Problem Statement/Statement of Need: Define the business opportunity or problem in clear terms, including the rationale for the proposed project. If available, provide statistical information to support the business case. 2. Project History: Briefly describe the history of the opportunity or problem that lead to the proposed project, and how the situation or need has evolved. 3. Project Description: Provide a concise summary of the proposed project and how it will meet the need or opportunity identified in the problem statement. The project overview should indicate who will benefit from the project and how they will benefit. 4. Statement of Public Use: Provide details of who will use the facility, how the general public will be accommodated and The City of Calgary s Public Use Policy will be met. 5. Board Approval: Include a copy of the board minutes confirming that your board of directors is in support of the application and aware of the financial implications of the project, and other relevant risks. 6. a) Capital Budget: Include an estimated capital budget for the project. This should include identifying all capital costs associated with the project, appropriate contingency, project quotes, as well as a cash flow schedule. A detailed budget should include items such as permits, consultants, shut downs and insurance etc. b) Funding Sources: Identify all projected and confirmed funding sources for the project. Provide documentation of all funding sources and outline all restrictions of the funds. 7. Operating Budget: Include a forecasted operating budget for the five years following completion of the project. 8. Project Readiness: Describe the present stage of the capital planning process of the project. Identify your organization s current timeline for each of the following stages of project development. Please include the projected date for commencement of construction. Concept Phase Written descriptions, very highlevel concepts Conceptual Design Phase - Design drawings are at 50% and cost estimate Detail design Design drawings are at 75% and are ready for technical and financial reviews Construction/implementation Design drawings are at 90% and funding confirmations are in place Page 11
9. Sustainability: Demonstrate alignment with the Triple Bottom Line 9.1 Social: Does this proposal respond to the needs and interests of a diverse population regardless of age, income, culture or physical ability? Is there demonstrated public support for the project? 9.2 Economic: Does the project contribute to the quality of life and the retention of citizens residing in Calgary? 9.3 Environment: Does the project contribute to Calgary s environmental sustainability (protection and stewardship of land, air, water and open spaces)? 10. Partnerships: Describe how your project aligns with other organizations and list project partners and their respective roles during the development and implementation of your project; including stakeholder engagement and confirmed partner contributions (excluding letters of support). A partner can be any individual or group that is contributing time, expertise, and/or money to the project (excluding rental or lease fees) working toward a common outcome. 11. Facility Development Criteria: Provide a summary of how the project adheres to the following Facility Development Criteria: 11.1 Adaptable Design: Explain how your project will be able to accommodate various sport and future opportunities and will be able to serve the functional needs of numerous sport activities at one location. 11.2 Community Wellness: Indicate how the project will benefit the health, well being and social development of the community. 11.3 Accessibility: Describe how your project will maximize the use of space. Explain how you will provide fair and equitable access to sports regardless of numbers of participants. 11.4 Sustainability: To support the economic sustainability of the facility, describe your lifecycle plans for ongoing maintenance of the facility. Please include a Lifecycle Cost Analysis for your facility which includes the proposed project. 11.5 Availability: Describe how your project contributes to the geographic spread of facilities throughout the city and if it allows for new sport opportunities to be accommodated. 11.6 Activity Coverage: Describe how your project will support all performance levels of play and tournaments, and will contribute to the excellence of sport organizations and the City of Calgary. Include any local, provincial, national and/or internaltional events. 12. 10 Year Sport Plan Facility Type Priorities: Please describe how your project aligns with the facility type priorities outlined on Page iii of the executive summary of the 10 Year Sport Strategic Plan for Sport Facility Development & Enhancement. Page 12
13. Supporting Documentation: Include any other supporting documents that you feel would assist the evaluation committee in understanding your project. This may include needs and preference studies, letters of support, comments from stakeholders and so forth. Page 13