• 4.2. The Appropriate Department Head, or designate, (as determined by the City Clerk) is responsible to:

  • 4.2.1. Determine whether the request meets the eligibility criteria contained within this policy.

  • 4.2.2. Obtain input from the Legal Department concerning any legal implications associated with the request.

  • 4.2.3. Obtain input from the appropriate city/regional department(s) that can knowledgably evaluate the community, social, or economic benefits that are associated with the request for the grant or waiver of fees.

  • 4.2.4. Obtain input from the Finance Department concerning the financial implications of the request.

  • 4.2.5. Prepare a report with a recommendation (where applicable) relative to the grant or waiver of fees request.

• 4.3. The Chief Financial Officer(CFO)/City Treasurer, or designate, is responsible to:

  • 4.3.1. Provide financial information as it relates to the grant or waiver of fees request.

  • 4.3.2. Recommend, through the annual operating budget, the amount of funds to be allocated to the waiver / grant request.

  • 4.3.3. Report operating budget variances, relative to grants and/or waivers of fees funding approvals under this policy, as part of the regular operating budget variance report.

  • 4.3.4. Direct the review of this policy when necessary, but at a minimum every five (5) years, and recommend updates as necessary.

• 4.4. The Chief Administrative Officer (CAO), or designate, is responsible to:

  • 4.4.1. Review and consider the Departmental report as per section 4.2.5.

  • 4.4.2. Render a decision for waiver of fee requests consistent with criteria outlined within this

    Policy and by delegation of authority as granted by Council.

• 4.5. City Council is responsible to:
  
  
  • 4.5.1. Review and consider the Departmental report as per section 4.2.5.
    
    
  • 4.5.2. Render a decision on the request using the overall criteria in this policy as a general guideline.
    
    
  • 4.5.3. Approve and make changes (additions and removals) as needed to the permanent event/project list outlined in Section 5.6. The permanent list should be reviewed at a minimum every five (5) years or upon the recommendation of the CAO, City Clerk or CFO & City Treasurer.

5. GOVERNING RULES AND REGULATIONS

• 5.1. This policy is intended to consider the provision of grant and/or waiver of fees funding under exceptional circumstances only. It is not intended to cover regular and/or on-going financial support issues which should be dealt with as part of the annual operating budget.

• 5.2. The general intent of the eligibility guidelines is to consider only requests from non-profit or not-for-profit organizations that provide broadly based and valuable services to Windsor residents, the responsibility for which does not normally rest with other levels of government.