1. Definition of Capital
The BIA Capital Cost-Sharing Program is to include the following streetscaping elements that assist BIAs to enhance their physical environment and "brand" their business area:
all permanent streetscaping elements such as decorative sidewalk treatments (beyond City standard treatments), underground conduits/infrastructure, in-ground planters, trees and shrubs
all fastened, anchored or affixed streetscaping elements such as pedestrian lights, street tree lights, benches, planters, banner poles, special street signage and directory kiosks
all reusable streetscaping elements such as banners, hanging planter baskets, supporting brackets/hardware.
Items excluded from the BIA Capital Cost-Sharing Program include:
annual/perennial flowers, potting soil, maintenance equipment and conceptual streetscaping plans
any equipment, signage, banners or decoration associated with a specific festival or special event
Conceptual landscaping drawings will not be funded under the BIA Capital Cost-Sharing Program, but will instead be prepared by BIA Office staff, where resources permit, or by a consultant hired and paid for by the BIA.
City staff will produce working drawings for streetscaping projects that require civil or electrical engineering approval. In the case that City staff are unable to produce the necessary drawings within project deadlines, cost-share funding will be provided. The program will also cover project-related surveying and inspection costs.
2. Program Eligibility
In order for a BIA to be eligible to participate in the BIA Capital Cost-Sharing Program, the BIA must:
have in place the BIA portion (50%) of the estimated project cost (see "BIA Share of Funding" section)
have in place a Board of Management approved by the current Council
agree to assume all project maintenance and operating costs
have an operating budget, adopted at a general meeting of the BIA and approved by Council, for the year the project is to be implemented
be in good standing with the City Auditor and the City's Finance Department with respect to the preparation and audit of the BIA annual financial statements.
3. BIA Share of Funding
To be eligible for the Capital Cost-Share Program, the BIA must demonstrate that they have their 50% of the project costs in place. In projects being phased in over a period of years, the BIA must demonstrate that their share of funding is in place prior to making each request.
The BIA is allowed to include capital funding to be budgeted for the year in which the capital project is to take place. For example, a BIA has $50,000 in the bank in 2007 and wants to make a 2008 capital cost-sharing request for a project with a gross cost of $150,000 ($75,000 City / $75,000 BIA). To be considered, the BIA must have committed the outstanding $25,000 for capital funding in its 2008 budget.
4. Maximum Annual Request
The maximum annual cost-sharing request from an individual BIA is not to exceed $600,000 gross. However, staff may bring forward for Council's consideration, through the City's budget approval process, capital cost-sharing requests that exceed $600,000.
5. Capital Request and Application Process
The BIA Capital Cost-Sharing Program will consist of a two-step submission process that provides greater detail regarding project description, cost and accumulated funding.
The two steps are as follows:
Cost-Sharing Request - A completed capital cost-sharing request project information form (supplied by the City) shall be submitted by the BIA in accordance with a submission deadline established by the City. The submission deadlines take into account the City's capital budget approval process. The capital request must take into consideration the Technical and Transportation Services Divisions' capital program, as well as the capital programs of Parks, Forestry and Recreation, TTC and Toronto Hydro.
Cost-Sharing Application - If Council approves the BIA's capital cost-sharing request, a completed capital cost-sharing project application form (supplied by the City) must be submitted within the year for which the cost-share request was approved. This form will require greater project detail (such as a project description and cost estimates). For projects requiring civil or electrical engineering approvals, preliminary meetings with City staff will be required (to discuss project timing, design issues etc.) prior to application submission.
Since the BIA Capital Cost-Sharing Program is a partnership initiative, all applications considered must be signed by the BIA office. Projects that involve civil or electrical engineering work must also include signatures from the Technical Services and Transportation Services Divisions.
6. Capital Request Evaluation/Prioritization
City staff shall evaluate capital cost-sharing requests based on the ranking criteria listed below.
"A" Rank:
projects to be implemented in concert with the Technical and Transportation Services Divisions, Toronto Hydro, Parks, Forestry and Recreation, or TTC capital projects that affect right-of-way
second phase (or greater) of multi-phase projects
minor projects with a gross cost of no greater than $10,000 (no more than one "A"-rank minor project per BIA per year)
"B" Rank:
projects which implement, at least in part, a multi-year, comprehensive streetscaping program developed and adopted by the BIA
"C" Rank:
new projects not covered by "A" or "B"
7. Project Tendering/Purchasing Responsibilities
City
The City is responsible for all purchasing and tendering associated with BIA Capital Cost-Sharing projects.
Should a BIA purchase goods or services instead of proceeding through proper City purchasing/tendering channels, the costs associated with that good or service purchased directly by the BIA shall not be eligible for capital cost-sharing.
The City has purchasing/tendering policies that must be followed for all capital cost-sharing projects. By following the City guidelines, the applications will have sufficient detail and specifications to ensure the final product is consistent with the vision of the BIA. City staff will work to ensure that the goods and services procured are delivered in accordance with project timelines, and guaranteed for a reasonable period.
8. Project Responsibilities
The project application form identifies both the BIA representative and the BIA Office staff assigned to the project.
City
The BIA Office representative will take the lead in communicating project status to the BIA, liaise with staff from other involved Departments, and address BIA issues/concerns during implementation.
For complex projects, the BIA Office representative will be responsible for organizing staff/BIA meetings where appropriate and necessary.
9. Maintenance Responsibilities
Once installation is complete, the capital project must be maintained to continue its desired effect on the neighbourhood.
BIA
The BIA is responsible for all maintenenace and operating costs of streetscaping and streetscaping infrastructure developed as a result of the Capital Cost-Sharing Program.
The City will consider formalizing this responsibility either by having the BIA acknowledge it in the project application form or by issuing a blanket contract that will cover all streetscaping and infrastructure initiatives.
It is recommended that the BIA keep a maintenance schedule of all streetscaping done in its area. See sample maintenance schedule below.
City
The City will provide the BIA with written confirmation that all civil and electrical work that has been undertaken has been inspected and that the work meets all City standards and requirements.
As part of the Capital Cost-Share program, the City enters into agreements with suppliers of selected goods and services on your BIA's behalf. When purchases are made through the BIA Office, all by-laws, policies and guidelines set out by the City must be followed.
