WHEREAS item 5.1 of the staff report titled, “Community Partners Insurance Program [ACS2023-CMR-OCM-0010] states recommends that Council approve that: “The existing Community Partners Insurance Program (CPIP) be discontinued” and that “Funding for the existing Community Partner Insurance Program be reallocated to programs comprising the City’s Community Funding Framework, including the Civic Events Funding, administrated by the Community and Social Services Department”
WHEREAS staff recommendations contained in the Report seek to address concerns raised regarding the two-tiered nature of the City’s Community Partners Insurance Program, in which a limited group of community organizations receive City-paid Commercial and General Liability (CGL) insurance while others are required to fund their own premiums and the report is also meant to respond to the direction to staff issued at the September 5, 2023, meeting of the Finance and Corporate Services Committee.
WHEREAS the September 5 direction to staff stated to bring “a proposal for the Community Partnership Insurance Program that would preserve or enhance the City's financial support for the community-based groups that work with the City to deliver programs/events for residents and which would foster City Council's commitments to openness, accountability and transparency, equity and inclusion, and support for historically under-represented segments of the Ottawa population”, and also help to minimize the City-imposed burden of insurance costs on these community-based groups.
WHEREAS staff propose the reallocation of existing CPIP funding to the Community Funding Framework which includes the Civic Events Grant. The Civic Events Grant provides support for local not-for-profit organizations, such as community groups and associations to apply for up to $3,000 to deliver family-friendly events in Ottawa communities and neighbourhoods.
WHEREAS some community groups benefit from the City’s Civic Event Grant to host community events but there is a limited access to this funding for community groups to only the successful applicants through the limited funding stream with the Civic Event Grant or an alternative CFF funding source. Additionally, groups will now need to apply for funding for both event related expenses in addition to insurance support from the same program, with no proposed increase to the maximum eligibility amount. Finally, for groups that have been grandfathered in under the existing CPIP program, this will mean less access to City funding overall.
WHEREAS staff have proposed that City-funded Commercial and General Liability Insurance should be expanded to include groups with a formal written service agreement associated with the delivery of recreational, cultural or community services provided on behalf of, or in partnership with the City.
WHEREAS community groups that have entered into formal written services agreements with the City of Ottawa may also have increased access to additional revenue streams, such as profits from community building rentals.
THEREFORE, BE IT RESOLVED that the reallocation of the CPIP funding be increased to $350,000 and reallocated to the Community Funding Framework; AND,
BE IT FURTHER RESOLVED that the following eligibility criteria be considered in the report as follows:
- Operate within the City of Ottawa as a not-for-profit group; AND
- Meet the definition of a partner, community group or community association as defined by the City of Ottawa; AND
- Have been in existence for at least 2 years; AND
- Demonstrates financial viability and be in Good Standing with the City of Ottawa; AND
- Be located in Ottawa and serve the residents of Ottawa and their local catchment areas as a community group / association; AND
- Be governed by a democratically elected Board of Directors or Committee; AND
- Demonstrate good governance practices by holding an Annual General Meeting, have a Board approved Constitution, hold a minimum of 9 monthly meetings, and post meeting minutes and financial statements that are available to the public; AND
- Hold a minimum of 3 free events/programming (with a minimum expenditure of $500 per event/programming) and/or activities for the community a year.
BE IT FURTHER RESOLVED THAT the $350,000 in funding be separate from the Civics Events Grant and be a dedicated funding stream / program, so that the current level of funding is preserved, and groups are not forced to choose between purchasing insurance and being able to host vitally important community events.
BE IT FURTHER RESOLVED THAT the funding should be prioritized for community groups which do not have current service delivery agreements, access management agreements, or contribution agreements with the City of Ottawa, as these groups should have access to City-funded Commercial and General Liability Insurance.
BE IT FURTHER RESOLVED staff conduct a comprehensive review as outline in point 3 of the report, “That staff be directed to review the terms of the City’s community grant funding and service agreements with community-based organizations to minimize the insurance burden imposed by these agreements on community organizations, without exposing the City to unreasonable risk” in conjunction with the staff reviews that are already being conducted on other volunteer run endeavours including community gardens & beautification gardens in the right-of-way.
BE IT FURTHER RESOLVED that staff determine what financial support through the 2024 Budget Process is required and present the revised Community Partners Insurance Program and recommendations for implementation to the next Finance Corporate Services Committee by Tuesday, December 5, 2023.