Revised Participatory Budgeting ProcessPPrroocceessssProcess

Revised Participatory Budgeting Revised Participatory Budgeting Revised Participatory Budgeting Revised Participatory Budgeting ProcessProcessProcessProcess

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

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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


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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

non-capital items for community improvement

• DecisionDecisionDecisionDecision----Making: Making: Making: Making:

o The process operates on a 3-year cycle

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


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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

• Documentation:Documentation:Documentation:Documentation:

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


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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)

• Barbeque

• Benches

• Bike Racks

• Bingo Machine

• Exercise Equipment

• Garden Plots (that tenants manage)

• Gazebos (pre-fabricated)

• New Blinds in Common Area

• Picnic Tables

• Piano

• Planters

• Pool Table / Table Tennis

• Sporting Equipment

• Television

• Recreation Room Furniture (chairs, tables, sofas, lounges)

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


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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


Attachment 2

Revised PB Process

7


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8

Draft Process TimelineDraft Process TimelineDraft Process TimelineDraft Process Timeline

8

~3 months~3 months~3 months~3 monthsPhase one: Identify

local needs

~4 months~4 months~4 months~4 monthsPhase two: Decide

Buildings meetings take place over two months

Allocation day take place over two months

~5 months~5 months~5 months~5 monthsPhase three:

Implement Decision


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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


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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


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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


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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

Phase Two: DecidePhase Two: DecidePhase Two: DecidePhase Two: Decide

• Decisions will be made at building meetings. Notice about building meetings are posted at least two weeks in advance.

o Staff will conduct lobby intercepts within 3 days before the building meeting is scheduled to encourage tenants to attend and participate


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Allocation Day (Year one & two)Allocation Day (Year one & two)Allocation Day (Year one & two)Allocation Day (Year one & two)

• One voting delegate and an alternate will volunteer to attend allocation day

• Allocation days held across Operating Units (OU); all tenants may attend

• Staff provide information to delegates about past funding decisions and and descriptions of items being presented, including:

o Overall budget to be allocated

o Full descriptions and project costs, how communities will benefit

o Information on costs and projects allocated in the past



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Allocation Day (Year one & two)Allocation Day (Year one & two)Allocation Day (Year one & two)Allocation Day (Year one & two)

• Delegates from each community present the needs of their communitieso Displays are allowed, maximum 5 minutes for each presentation

• Delegates cast a voting ballot to put all ideas in priority order until all funding for the OU has been allocated

• Communities are informed of decisions within 30 days of allocation day


• Monitoring Committees are formed ( East, West, Central and Seniors)o Any tenant who attended allocation day will be eligible to join the

Monitoring Community

o No limit on the number of tenants who can join the Monitoring Committee


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In ScopeIn ScopeIn ScopeIn Scope Not in ScopeNot in ScopeNot in ScopeNot in Scope

Work with staff to resolve any issues that arise during Phase Three (Project Implementation)

Signing off on items in communities where they are are not the delegate

Track how funds are spent and determine how to allocate any underspending

Ensure that projects are completed as voted on Directing vendors on how to install/deliver items

Ensure tenants are informed about project statuses

Assess funding requests for projects that require additional funding

Allocation Day (Year one & two only)Allocation Day (Year one & two only)Allocation Day (Year one & two only)Allocation Day (Year one & two only)

• Roles and responsibilities of Monitoring Committee (MC) are communicated to MC members and tenants

MC Roles and Responsibilities:



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• Staff begin the process of ordering items

• Monitoring Committees meet monthly until all projects are signed off by delegates

• The Monitoring Committees meet at the end of the year to assess how the process worked or did not work and suggest changes and or improvements

Phase Three: Implement Phase Three: Implement Phase Three: Implement Phase Three: Implement DecisionDecisionDecisionDecision

• 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)


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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


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Outcomes of New ProcessOutcomes of New ProcessOutcomes of New ProcessOutcomes of New Process

• Increased Tenant Engagement & Collaboration: Increased Tenant Engagement & Collaboration: Increased Tenant Engagement & Collaboration: Increased Tenant Engagement & Collaboration: Longer timeline during the

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


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The EndThe EndThe EndThe End


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Documents

Revised Participatory Budgeting ProcessPPrroocceessssProcess