3. Definitions
3.1. Partner/Community Group
A community-based volunteer Group on behalf of a not-for-profit, incorporated group or organization or an established community association or group.
3.2. Active Sports Fields
An active sports field is a park/field asset which is maintained to be used for a specific sport or activity on a regular basis, likely by multiple users.
3.2.1. Softball/Baseball Complex
A softball/baseball complex is considered to be an active field with at least one ball field and may include other passive park amenities.
3.2.2. Soccer Complex
A soccer complex is considered to be an active facility with at least one full soccer pitch and may include other half or mini-pitches.
3.3. Passive Sports Fields, Parks and Trails
A passive sports field or park is one which is maintained to a standard equal to that of a County-maintained passive park. There are no formal booking arrangements required and the field/park promotes general leisure, active play and recreational activities. Inspections of field/park assets will be undertaken by the Fields and Parks Management Group and County staff, in collaboration, in early spring and fall for potential repairs or major maintenance work. Trail is one which is maintained to a standard equal to that of a County-maintained trail. Promoted for general walking and cycling uses by residents and tourists.
3.4. Operating Grants
Operating grants refer to the approved funding levels for Fields and Parks Management activities conducted on County-owned land. There are two parts to the grant amount: (i) funding to support operating costs such as labour, utilities, gas, diesel, etc.; and, (ii) funding to support equipment costs related to the purchase, insurance, maintenance, repair and replacement of capital equipment for the appropriate care of the field/park.
The operating grant is based upon 35% of the cost for the County to operate and maintain the assets and amenities at the Field/Park (during a 26-week season) and 35% of the actual utility costs (based upon the previous year’s actual costs). The equipment funding is based upon an annualized percentage of the lifecycle and replacement cost of that piece of equipment. The grant calculation is approved annually by Council.
3.5. Capital Funding
Haldimand County uses the definition of Tangible Capital Assets from the Public Sector Accounting Board. As well, the County utilizes principles to determine when an item should be deemed a capital asset for financial reporting purposes.
3.6. Capital Funding for Maintenance Equipment
Grant funding for capital equipment to maintain the Fields/Parks is based upon the replacement cost of that item divided by its anticipated lifecycle.
3.7. Capital Funding for Structural Integrity
Haldimand County will be 100% responsible for the inspections, maintenance, repairs and replacement of items related to the structural integrity (e.g. foundations, roofs, HVAC, windows, etc.) of any field or park facility/asset as well as any legislated items (small drinking water systems, fire safety and suppression, etc.).
3.8. Capital Enhancements
Capital enhancements are assets or services which are not considered to be part of an operating standard or currently provided by Haldimand County. Fields and Parks Management Groups may apply for support for capital enhancements through the County’s Community Partnership Program (Policy 2011-01).
3.9. Insurance
Insurance is a contract—represented by a policy—in which an individual or entity receives, from an insurance company, financial protection or reimbursement against losses. Insurance policies are a ‘hedge’ against the risk of financial losses that may result from damage to the insured and/or their property or from liability for damage or injury caused to a third party. There are many types of insurance, including property, general liability, contents, etc.
3.10. Inspection and Maintenance Documentation
This is a key activity to assist in the management of County assets. Inspections ensure assets continue to comply with various Provincial legal codes and County standards (e.g. fire code, water quality, etc.). Maintenance is a more general term and can include inspection and work to keep assets in normal operating condition outside of strict code compliance requirements.
3.11. Partnership Parameters
The guiding principles by which Haldimand County determines eligibility of potential partners.
3.12. Partnership Criteria
The details by which Haldimand County assesses potential partners and their proposals.
3.13. Project Need or Benefit
Wide Scope of Interest - An initiative or asset which affects more than one user group or has identified value for tourism and/or economic development. This project would have a positive effect to the community-at-large or the County as a whole.
Narrow Scope of Interest - An initiative or asset which affects only the user group or proponent, or a specific segment of the community.
3.14. Project Proposal
A detailed outline of the proposed initiative or asset, including all required resources (financial and human, including volunteer time and equipment), timelines, implementation, sustainability and reconciliation. The Proposal should further address the community need or benefit in implementing the initiative/asset.
3.15. Project Review & Implementation:
Projects will be reviewed by the Community Partnership Program Staff Review Team with a view to helping the proponent group—as much as possible—succeed with its vision. While the County will use a rigorous evaluation and pre-consultation process to ensure the need, benefit and viability of the project, it will also help community groups identify and source relevant financial and other supports to maximize the success of the project.
3.16. Reporting/Reconciliation
All community groups which receive funding of any kind from Haldimand County (operating or capital) are required to provide financial reporting information related to the funding in a timely manner.
3.17. Appeals Process
The process through which community groups have an opportunity to appeal a decision recommended by County staff.
