Guide CB – Bo Gdynia

Guide CB

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Schedule

Civic Budget 2022 starts on 24 January and will run until 23 September, when the results of the vote for projects will be announced.

SCHEDULE:

  • 24 January – 21 February:  submission of district and city projects
  • 22 February to 24 June: verification and additions to projects
  • to 22 April: workshops to refine city projects
  • 9 March to 29 June: appeals against negative evaluations
  • 5 – 19 September: voting on the projects
  • to 23 September: announcement of the results of the vote

Pool of funds

This year, as part of the Civic Budget, the inhabitants of Gdynia can decide on what to allocate a total of PLN 11,054,272.

The amount of PLN 2,094,548 was earmarked for CITY PROJECTS submitted under a special thematic scope entitled Climate Budget. The cost of one project may not exceed PLN 1 million.

The amount of PLN 8,959,724 was allocated for DISTRICT PROJECTS – small (up to PLN 15 thousand) and large (up to 90% of the amount per district).

Scope of projects

Submitted projects must fit into the catalogue of own tasks of the municipality and the district and be in line with the rules of the CB 2022 process, as defined in resolutions of the City Council and the Mayor’s order. The residents’ ideas may concern investments as well as so-called “soft” activities, e.g. events or classes.

The conditions that projects must fulfil

1. Public availability

Civic Budget projects should be accessible to all interested residents so that they can benefit from the initiative implemented within the framework of the CB. In practice this means:

  • in the case of investments (e.g. sports, cultural or leisure), access for interested residents for at least 6 hours a day from Monday to Friday (8:00 a.m. to 10:00 p.m.) and for 10 hours a day on Saturday and Sunday (8:00 a.m. to 10:00 p.m.);
  • in case of purchase of equipment for an institution/entity acting for the benefit of residents, possibility of using this equipment by all interested residents during the working hours of this entity, and outside working hours – according to the rules determined by the entity;
  • in the case of projects concerning the organisation of events, classes, etc. – enabling all interested Gdynia inhabitants to use the results of the project within a specific target group of the project (e.g. youth, seniors) or – in the case of a limited number of places – open recruitment of participants.

The hours of renting/lending to businesses, NGOs and sports clubs are not considered as providing access to residents.

In case of doubt as to whether a project is open to the public, the final decision as to whether to allow it to be voted on is taken by the Mayor after consultation with the Civic Budget Board.


2. Universal design

Projects submitted to the Civic Budget should take into account universal design, i.e. enable also residents with special needs, e.g. with mobility impairments. In practice, this means that:

  • when building new leisure and sports facilities (e.g. playgrounds, gyms, sports facilities) one should:

– include equipment adapted to the needs of people with mobility or sensory disabilities (intellectual, visual and auditory) and the needs of carers of people with mobility disabilities,

– take into account accessibility of the site for people with special needs and free access to the site via a barrier-free route;

  • when planning the modernisation of existing leisure and sports facilities, consideration should be given to improving accessibility and supplementing them with facilities accessible to all;
  • when planning the organisation of activities, events, etc., try to choose venues that comply with the accessibility principles or provide alternative access (e.g. assuming the costs of renting/purchasing devices that ensure accessibility) and include measures to ensure that people with special needs can participate.

3. Purposefulness and economy

The activities proposed in the project must lead to the objectives set, and the resources allocated for implementation should be proportional to the planned effects. Projects must not duplicate existing activities or infrastructure, except where existing activities do not meet the needs of local residents.


4. Compatibility with the principles of social coexistence

The scope of the projects should respect generally accepted good manners and social norms related to the functioning of different groups of inhabitants in the common urban space. The project description must not contain content that is widely regarded as obscene, offensive, vulgar or which may be perceived as socially reprehensible.


5. Completeness

The scope of the projects must also constitute a complete investment or action, i.e. guarantee that residents will be able to fully benefit from the effects of the implementation of the application submitted under CB.


Projects that cannot be submitted in CB:

  • which assume the execution of design documentation only,
  • concerning the construction, extension, reconstruction, superstructure or renovation of buildings, with the exception of solutions to improve accessibility to buildings for people with disabilities,
  • the predominant part of which is the construction, extension, reconstruction or renovation of car parking spaces, with the exception of those reserved exclusively for persons with disabilities,
  • which are contrary to measures previously financed from the city budget,
  • contrary to applicable municipal plans, strategies and programmes or other applicable legislation,
  • with the characteristics of State aid,
  • requiring, at the stage of project assessment, in-depth analyses related to the assessment of the effects of the proposed solutions on traffic on public and internal roads,
  • infringing the rights of third parties, in particular property rights and/or copyright,
  • combining investment tasks with soft projects concerning the organisation of events, activities, etc., unless the soft activities are closely linked to the planned investment,
  • involving the carrying out of an investment in more than one location if it has different purposes,
  • duplicating existing activities or infrastructure, except where existing projects do not meet residents’ needs.

Types of projects

DISTRICT PROJECTS

A. Project scopes and amounts

Project proposals may fall into areas such as:

  • education (for example, workshops, prevention activities, regional education, educational campaigns, purchase of books, games, teaching aids for institutions),
  • communication and traffic organisation (e.g. cycle paths, pavements, roadway repairs, traffic calming measures such as speed bumps, elevated crossings/pedestrian crossings),
  • culture (for example, festivals, concerts, art classes, film screenings, theatre performances, exhibitions),
  • public space (e.g. small architecture [such as benches, waste bins, bicycle racks], decorative elements in the space, lighting, development of squares and plazas)
  • sport and recreation (for example, playgrounds, dog runs, outdoor gyms, sports competitions and activities),
  • health and social policy (for example, preventive screening, health education, installation of defibrillators, social inclusion measures),
  • greenery and environmental protection (e.g. tree and shrub planting, landscaping of parks, flower meadows, installation of air quality meters, solar panels, rainwater management).

At the district level, it is possible to submit small projects (up to PLN 15 000) and large projects (the value of which does not exceed 90% of the pool allocated to a given district). Each project must be supported by a certain number of people per district.

CB in individual districts:

Gdynia districtFunding pool
for large projects*
Funding pool
for small projects
Number of signatures
of support required
Babie Doły       235 825 pln       26 203 pln1
Chwarzno-Wiczlino       713 289 pln       79 254 pln13
Chylonia       561 009 pln       62 334 pln21
Cisowa       453 403 pln       50 378 pln11
Dąbrowa       467 670 pln       51 963 pln13
Działki Leśne       331 135 pln       36 793 pln7
Grabówek       286 276 pln       31 808 pln8
Kamienna Góra       216 198 pln       24 022 pln3
Karwiny       276 904 pln       30 767 pln10
Leszczynki       274 507 pln       30 501 pln7
Mały Kack       403 933 pln       44 881 pln9
Obłuże       467 522 pln       51 947 pln18
Oksywie       538 241 pln       59 805 pln14
Orłowo       394 651 pln       43 850 pln6
Pogórze       347 363 pln       38 596 pln12
Pustki Cisowskie-Demptowo       270 468 pln       30 052 pln8
Redłowo       285 968 pln       31 774 pln8
Śródmieście       361 774 pln       40 197 pln11
Wielki Kack       466 388 pln       51 821 pln11
Witomino       393 405 pln       43 712 pln16
Wzgórze św. Maksymiliana       317 822 pln       35 314 pln10

* maximum cost of a large project

B. Submission of applications

For an idea to make a difference in a district or city to be considered, it must be described in an application form and submitted with the necessary attachments between 24 January and 21 February 2022.

In the project, both the purpose of the project, responding to a specific perceived need, and the activities necessary to achieve that purpose, appropriately priced, shall be described. If the idea is an investment, its location should be additionally indicated (plot number), which the Gdynia Map Portal helps with. When the chosen location is not a city plot, a statement must be included in which the property owner agrees to the development if the project wins.

The application must be accompanied by a list of signatures of support from the residents of the district for which the project is submitted. The list is delivered by the author (in person or by post) to the headquarters of the Social Innovation Lab or the reception desk of the Przystań Śmidowicza 49 Neighbourhood Centre by 21 February 2022 at the latest. The letters of support are accompanied by a GDPR clause, the first part of which is filled in by the author.

A clear photo/scan of the letter can also be attached to an electronically submitted application. In this case, the original letters of support must be kept by the author until the date on which the list of projects qualified for the vote is announced (i.e. 13 July 2022) and presented in the event of a summons. By storing the lists, the author is obliged to comply with the provisions of GDPR.

If the author is not in a position to collect signatures, he/she can ask neighbours and friends from the district the project concerns to send a clear photo/scan of the signed letter of support to the Social Innovation Lab using the ePUAP box.

The application may be submitted:

  • electronically – by filling it in in the system, to which the bo.gdynia.pl website refers on the indicated date,
  • in person:
    1) at the headquarters of the Social Innovation Lab (SIL) at ul. Żeromskiego 31,
    2) at the reception desk of the Przystań Śmidowicza 49 Neighbourhood Centre, during the working hours of these institutions.
  • via traditional mail to the address Social Innovation Lab, ul. Żeromskiego 31, 81-346 Gdynia, with the annotation “Project – Civic Budget”,
  • via the ePUAP application form: /LISGdynia/SkrytkaESP/ – via the form “General letter to a public body”.

REMEMBER! The date of delivery of the application shall be the date on which it is submitted within the deadline.

Paper application forms can be downloaded at:

• SIL – main office at ul. Żeromskiego 31 (Downtown)

• the reception of Przystań Śmidowicza 49 Neighbourhood Centre at ul. Śmidowicza 49 (Gdynia Oksywie)

Every citizen of Gdynia can submit any number of projects for any district within CB – not only the one they live in. In the case of similar or complementary projects, officials may suggest that applicants combine their ideas. This will only happen if all authors agree to it.


CITY PROJECTS

A. Project scopes and amounts

This year, city projects can only be submitted under the special category “Climate Civic Budget” (CCB).

The value of a city project cannot exceed PLN 1 million.

Under the CCB, projects may be submitted with the aim of:

  • increasing the amount of greenery in the city (e.g. pocket parks, care of mature trees, planting trees and other greenery, increasing biodiversity – including flower meadows),
  • rainwater and snowmelt management (e.g. rain gardens and other forms of small retention, permeable surfaces, precipitation measurement points),
  • and educational, cultural and information activities in these areas and on municipal waste management.

B. Submission and development of projects

City projects are submitted at the same time and under similar conditions as district projects, but city projects must:

  • address the needs of residents in different districts;
  • be important for the whole city or a significant part of it;
  • be submitted by a minimum of 3 persons;
  • get the support on the lists of at least 30 people living in the City of Gdynia.

The submitted city projects will undergo formal and preliminary substantive evaluation, and will be further developed during workshops with the participation of authors, officials and interested residents. As a result of the workshop work, the submitted city projects will be able to be combined or significantly changed with the consent of their authors. Information on the number and form of workshops will be published on the Civic Budget website and communicated to project authors.

Support in filling in applications

The specific project idea can be consulted with representatives of city units who will participate in the verification process. Contact details can be found at bo.gdynia.pl. You can always ask for support from the Social Innovation Lab staff as well. Contact can be found >> here.

Verification of applications

Before a project is put to a vote, it has to be checked in detail by officials. The idea is to allow residents to choose only from among those ideas that will be feasible to implement.

The examination of applications involves two mainstages:

  • general verification,
  • substantive verification (location analysis for investment projects and technical and financial analysis).

During the verification process it may turn out that the project is not feasible in the form described. If it can be modified, the reviewing officer will contact the author and propose the necessary corrections to be made to the project. These may include, for example, the need to reduce the scope of the project if the proposed investment exceeds the quota in the district. Or a change of location if the plot indicated in the project has been allocated for other purposes. The author will be able to improve the proposal according to the suggestions of the officials within 5 calendar days. If author fails to do so, the application will be rejected and will not be put to the vote.

Within 3 business days of receiving information about the negative verification of the project, the author will be able to appeal against this decision. The appeal can be submitted on paper at the offices of SIL (ul. Żeromskiego 31) or electronically to bo@gdynia.pl or via ePUAP. In the body of the appeal, one should describe objections to the verification and its results and give reasons for opinion.

The verification of city projects will differ slightly from the verification procedure of district projects. Both types of projects will undergo formal and preliminary substantive verification, but the urban project will be further refined during workshops with the participation of authors, officials and interested citizens. Information on the number and form of workshops to refine municipal projects will be published on the Civic Budget website and communicated to project authors.

The final substantive analysis of the urban projects will be completed at the same time as the district projects, i.e. by 24 June 2022.

As in the case of district projects, the inhabitants will be able to follow the progress of project preparation via the electronic project management system, which will be available through the bo.gdynia.pl website.

The final list of all projects put to the vote will be announced on the bo.gdynia.pl website by 23 July 2022.

Voting

Every inhabitant of Gdynia, regardless of age or citizenship, can take part in the vote within the framework of the Civic Budget 2022. A person wishing to vote who lives in Gdynia, but is not registered here, has not previously registered to vote and does not have a Resident’s Card, may only submit a written declaration that he/she lives in Gdynia. This also applies to foreigners living in Gdynia. A model statement is available here.

As part of the vote it will be possible to vote for:

  • a maximum of 3 small district projects,
  • a maximum of 3 large district projects,
  • a maximum of 3 city projects within the framework of the Climate Civic Budget (CCB).

REMEMBER! District projects are selected in one freely chosen district (not necessarily the one where you live).

Voting for the Civic Budget projects will take place between 5 and 19 September 2022. Votes can only be cast electronically via the bo.gdynia.pl website. Before casting your vote, you will be asked to prove your identity by providing identification data – your PESEL number and mother’s name or your resident card number and name.

Each nominated project will receive one point (vote). The city CCB projects and those in individual districts (large and small) that receive the most votes will go through to implementation. The identification of projects to be implemented in each districts starts with small projects. The funds remaining after the deduction of the amount allocated to the winning small projects are allocated to the remaining projects according to their valuation until the funds allocated to the respective district are exhausted.

In the case of projects that receive the same number of votes and there is not enough money to implement both, the winning project will be the one that falls within the remaining amount in the district or will be selected by drawing lots by the Civic Budget Board. The draw protocol will be published on the bo.gdynia.pl portal.

Importantly, at least 1,000 people must vote for a city project to be put forward for implementation. For district projects, the minimum threshold of support is 50 people.

REMEMBER!
Funds not used in a given district will be added to the pool for that district in the next edition of CB. Exceptions are provided: the relevant district council can decide to allocate funds from its budget to a small or large project with the highest support, which is just “below the line”. A private donor may also decide to subsidise such a project.

In the case of district projects, if the next-best project cannot be fully implemented with CB funds, the remaining funds increase the city pool of the Civic Budget in the next edition. The exceptions are when the City Council submits a resolution to the Mayor with a commitment to allocate the missing funds to the “first under the line” project or the missing amount for the project is provided by a donor.

The results of voting for projects in this year’s CB will be announced by 23 September 2022. The list containing the number of votes obtained by all the projects will be published on the bo.gdynia.pl website and the City of Gdynia website www.gdynia.pl.

+1 Project

Being active in voting for projects can have an added benefit!
In the district of Gdynia with the highest voter turnout, one additional large project will be implemented from among those submitted as part of the CB. This will be the “first initiative under the line” – with the highest number of votes among those for which there are no funds in the CB pool for the district. In the districts that rank second and third in terms of turnout, additional small projects will be implemented – also “first below the line”. These projects will be implemented with other city funds, outside the Civic Budget pool. This is an additional form of appreciation of the residents’ activities.

Implementation of projects

The implementation of projects selected in 2022 can start from January 2023, i.e. after the adoption of the city budget for the following year. Before that, in October 2022, the Mayor will announce the cells and units responsible for implementing the winning projects. 

Information on the status of each project is updated on a regular basis and published on the website under >>Projects under implementation.