Revised Participatory Budgeting Revised Participatory Budgeting Revised Participatory Budgeting Revised Participatory Budgeting Process Process Process Process Final Review Final Review Final Review Final Review October October October October 12, 2017 12, 2017 12, 2017 12, 2017 Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58 Attachment 2
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Final Review Final Review Final Review Final Review October October October October 12, 201712, 201712, 201712, 2017
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58
Attachment 2
OverviewOverviewOverviewOverview
• Key Parameters of the Revised Process
• Items Eligible Under the Revised Process
• Revised Process
• Timeline/3-Year Cycle
• Phase 1 – Identify Local Needs
• Phase 2 – Decide on Projects
• Phase 3 – Implement Projects
• Summary of Process Documentation
• Outcomes of Revised Process
2
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58
Attachment 2
3
Key Parameters of the ProcessKey Parameters of the ProcessKey Parameters of the ProcessKey Parameters of the Process• Item Eligibility: Item Eligibility: Item Eligibility: Item Eligibility: Participatory Budgeting (PB) funds can only be spent on
o An allocation day will be held in each of the first 2 years to decide which communities receive funding
o Tenant delegates must decide on projects at an allocation day during the first 2 years. The standard is to decide through a ballot, but should tenants in an OU prefer another means, they can follow that as long as it is transparent
o All communities will receive funding in the 3rd year (amount received depends on total budget for PB), no allocation day will be held
• Timeline: Timeline: Timeline: Timeline:
o Projects must be completed by December 31st each year - funds cannot roll over to the next calendar year
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58
Attachment 2
4
Key Parameters of the Process Key Parameters of the Process Key Parameters of the Process Key Parameters of the Process
• Role of TCHC Staff:Role of TCHC Staff:Role of TCHC Staff:Role of TCHC Staff:
o Staff do not influence any decisions made by tenants
o Asset Management and RCS staff support tenants by providing information to help them make their own decisions –if the item is eligible for funding, if it meets building requirements (e.g., fire safety)
o RCS staff deliver engagement activities that encourage tenants to fully participate in the process – e.g., provide training to help tenants generate ideas, hold lobby intercepts to promote the process
• Oversight Oversight Oversight Oversight and Accountability:and Accountability:and Accountability:and Accountability: Monitoring Committees must be formed by region to monitor the status of projects
o A description of the item and estimated cost must be signed off by the building delegate (or the initiator) and staff using a project overview form
o Any required changes to items must have a change order form signed off by the building delegate and staff
o See Slide 17 for full list of documentation throughout the process
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58
Attachment 2
5
Item EligibilityItem EligibilityItem EligibilityItem EligibilityNonNonNonNon----Capital Items (part of Capital Items (part of Capital Items (part of Capital Items (part of the PB process)the PB process)the PB process)the PB process)
Programs are also eligible for funding as long as:Programs are also eligible for funding as long as:Programs are also eligible for funding as long as:Programs are also eligible for funding as long as:
• Funds provided through this process are start-up and one-time funding, or will be used supplies for a program that tenants will run
• Staff do not need to be hired to deliver program
Note this is not the full list of items, but examples of non-capital items voted on under the existing PB process
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58
Attachment 2
6
Item EligibilityItem EligibilityItem EligibilityItem EligibilityCapital & Maintenance Items (not eligible for the PB process)
• Accessibility Modifications
• Air Conditioning
• Appliances
• Balconies
• Cameras & Fobs
• Carpet/Flooring
• Common Area Renovations
• Doors
• Duct Cleaning
• Elevators
• Fences
• Heating & Boilers
• Garage Doors
• Lighting (interior & exterior)
• Painting
• Parking Lot Repaving
• Playground Upgrades
• Plumbing
• Roof Gutter Cleaning
• Roof Systems
• Sidewalks, Curbs & Walkways
• Splash Pads
• Stairwells
• Landscaping / Tree-trimming
• Wall & Ceiling Repairs
• Windows Replacement
• Window Cleaning
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58
Attachment 2
Revised PB Process
7
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58
Attachment 2
8
Draft Process TimelineDraft Process TimelineDraft Process TimelineDraft Process Timeline
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58
Attachment 2
9
Draft Process TimelineDraft Process TimelineDraft Process TimelineDraft Process Timeline
9
In the third year of the cycle there will not be an allocation day. Each building that has identified a non-capital need will receive funds (amount received will be based on the overall PB budget available that year)
Year 1 (2018):
Brainstorming
Building Meeting
Allocation Day
Implementation
Year 2 (2019):
Brainstorming
Building Meeting
Allocation Day
Implementation
Year 3 (2020):
Brainstorming
Building Meeting
Implementation
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58
Attachment 2
10
Example of 3Example of 3Example of 3Example of 3----Year Cycle for PBYear Cycle for PBYear Cycle for PBYear Cycle for PB
10
2018:2018:2018:2018:
2019:2019:2019:2019:
2020:2020:2020:2020:
���� ����
���� ����
���� ���� ����
����
����
A B CCommunityCommunityCommunityCommunity CommunityCommunityCommunityCommunity CommunityCommunityCommunityCommunity
Legend:Legend:Legend:Legend: ���� ����= community= community= community= community = received = received = received = received fundingfundingfundingfunding
= no funding= no funding= no funding= no fundingreceivedreceivedreceivedreceived
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58
Attachment 2
1111
• Meetings will be held to educate tenants on the new process and to encourage them to participate
• Resident and Community Services staff, tenant reps and tenant leaders will reach out to tenants to generate ideas
• Staff (building staff and CSCs) will support tenants in scoping out their ideas by providing information on pricing, item availability and item eligibility
• At the end of phase one, staff will post the list of items identified by tenants in the community
Phase One: Identify Local Phase One: Identify Local Phase One: Identify Local Phase One: Identify Local Needs Needs Needs Needs
Example: Model MLB460W Wood Bench by Maglin Site Furniture – approved by Toronto Fire Safety
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58
Attachment 2
12
Local decision-making
• The community decides which non-capital item(s) will go forward to allocation day
o Multiple items from a community can go forward to allocation day as long as they are all related (i.e., enhancing the common area’s fitness equipment may need more than one item – treadmill and elliptical)
o Multiple items can be submitted as long as the total project cost does not exceed the OU budget for the year
• Staff notify and consult with delegate or alternate on any changes required to item and have them sign change order form
• If change requires additional funding, then the Monitoring Committee must approve the change
• Delegates sign form to confirm once the item is delivered and installed (project is complete)
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58
Attachment 2
17
Summary of Process Documentation Summary of Process Documentation Summary of Process Documentation Summary of Process Documentation
Phase 1 Phase 1 Phase 1 Phase 1 –––– Identify Local NeedsIdentify Local NeedsIdentify Local NeedsIdentify Local Needs• List of available items for tenants to choose from (e.g., catalogue with item descriptions, costs,
etc.)• Signed project overview form for every item identified with description and estimated cost • List of items brainstormed by tenants posted in the community
Phase 2 Phase 2 Phase 2 Phase 2 –––– DecideDecideDecideDecide• Building meeting minutes, with list of items going to allocation day posted in communities• Information sheet for all delegates which shows past allocation day funding decisions including
costs, description of items being presented, overall budget, how communities will benefit• Building poster/email informing tenants of decision at allocation day
Phase 3 Phase 3 Phase 3 Phase 3 –––– Implement DecisionImplement DecisionImplement DecisionImplement Decision• Role and responsibilities of PB Monitoring Committees • Change order form (if required)• Completion form signed by delegate and staff • Tracking sheet template of how funds are being used• Template for project status notices at major milestones
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58
Attachment 2
18
Outcomes of New ProcessOutcomes of New ProcessOutcomes of New ProcessOutcomes of New Process
year to support tenants in brainstorming ideas and scoping items before
allocation day and to encourage participation in the process
• Increased Accountability:Increased Accountability:Increased Accountability:Increased Accountability: More documentation of item costs and descriptions,
and any required item changes to ensure projects delivered as decided on
• Increased Equity:Increased Equity:Increased Equity:Increased Equity: All communities with needs identified will receive funding at
least once every three years
• Increased Communication:Increased Communication:Increased Communication:Increased Communication: Information on meeting dates, needs identified at
building meetings and results of allocation day will be posted in each
community
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58
Attachment 2
The EndThe EndThe EndThe End
Item 4B - Participatory Budget Update – Community Investments November 13, 2017 RSC Public Meeting Report: RSC:2017-58