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HomeMy WebLinkAboutCSD-17-016 - 2017 Community Grants Tier 2 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: March 6, 2017 SUBMITTED BY: Michael May, Deputy CAO, Community Services (519-741-2200, ext. 7079) PREPARED BY: Renate Willms, Supervisor of Administration (519-741-2200, ext. 7395); Kathleen Woodcock, Manager, Service Coordination and Improvement (519-741-2200, ext. 7597) WARD(S) INVOLVED: All DATE OF REPORT: February 16, 2017 REPORT NO.: CSD-17-016 SUBJECT: 2017 COMMUNITY GRANTS TIER 2 ___________________________________________________________________ RECOMMENDATION: That 2017 Community Grants Tier 2 in the amount of $157,236 be approved as outlined in Appendix A attached to Community Services Department report CSD- 17-016; and, That the following organizations be approved to move to the Tier 1 grant process effective the 2018 grant year: Bring on the Sunshine; Chicopee Outreach Program (COPS); Inter Arts Matrix; K-W Poetry Slam; Strong Start Charitable Organization; WMB Church (The Dwelling Place); and further, That the outstanding balance of $29,318 remain in the account and be posted as a positive variance at the end of the year and then transferred into the tax stabilization reserve. BACKGROUND: Community Grants Tier 2 are intended to provide assistance to organizations/groups that provide not for profit services within the City of Kitchener for the common good of residents. Organizations/groups providing municipal services in the areas of arts and *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 7 - 1 culture, special events, sports and recreation, and community support and development will be considered for funding. Organizations/groups applying for funding to the City of Kitchener for the first time or those who have received a Tier 2 grant in previous years are eligible to apply. Tier 1 organizations are eligible to apply for Tier 2 funding only for one time special projects or events. A Peer and Staff Review Committee, comprised of three community representatives and six staff representing the arts and culture, special events, sport development and community development sections, reviews applications as per a variety of assessment categories such as community need, organizational need and capacity, partnership support and financial analysis. This Committee allocates resources within budget availability and makes recommendations to Council. REPORT: This report identifies organizations that have requested a 2017 Tier 2 grant, outlines the process used in assessing these requests and provides the Peer and Staff Review Committee’s recommendations for grant allocations. The process for 2017 Tier 2 grants included: a public information session held on November 16, 2016 an application deadline of 5:00 pm on December 2, 2016 a review and assessment of applications by a Peer and Staff Review Committee comprised of staff and community representatives, using the Grant Allocation Assessment Framework (Appendix B) grant recommendations made by the Peer and Staff Review Committee to allocate resources (Appendix A) notification to grant applicants that the Peer and Staff Review Committee’s recommendations are being brought forward to the Community and Infrastructure Services Committee for consideration on March 6, 2017 Staff received 59 Tier 2 grant applications, for a total request of $362,784in grant funding for 2017. The total amount of Tier 2 funding available for 2017 is $186,554. Members of the Peer and Staff Review Committee reviewed each grant application in detail and, using the Council approved Grant Allocation Assessment Framework, made decisions on grant allocations within budget availability. Appendix A outlines the grant applicants, the requested amounts, the Peer and Staff Review Committee’s grant recommendations, the guiding principles applied to each request and the committee’s comments. Committee members, both community volunteers and staff, spent considerable time and effort reviewing and assessing each application. Each member (volunteer and staff) spent approximately 20 to 25 hours reviewing the applications individually and the committee met twice for a total of six hours to make final recommendations. 7 - 2 The first and second assessment stages provided opportunity for a thorough review of each application based on criteria approved by Council. Only when an application passed the first and second assessment stages did the committee make decisions about the allocation of funds using the guiding principles outlined in the third assessment stage. The guiding principles include potential of other funding opportunities, the amount of the request and consideration of partial funding, partnership and volunteer support, demonstrated financial and organizational sustainability, level of inclusive public participation and alignment with sector strategic priorities. All applicants received the assessment framework and allocation criteria in their application package. The diversity of knowledge and expertise at the Peer and Staff Review Committee level, as well as the detailed review of each application package, ensures that each application is considered in context with all other applications when determining which grant requests should be recommended for funding. This report also recommends the transfer of several organizations from the Tier 2 to the Tier 1 grant process. The Council approved Community Investment Policy I-525 states that organizations/groups receiving Tier 2 funding can be considered for Tier 1 funding after having received support from the City of Kitchener for five years or more. In order to receive Tier 1 funding, the organizations must also be incorporated, or agree to become incorporated within a specific timeframe, as a not for profit corporation and must enter into a legal agreement with the City, from one to five years in length. The agreements outline the responsibilities of the City and the responsibilities of the grant recipient including details of services/events for which the grant is provided, financial reporting requirements, and insurance/indemnity requirements. The chart below provides a summary of the organizations eligible to transfer to the Tier 1 grant process for the 2018 funding year. If approved, these groups will move to Tier 1 in 2018 with a base grant amount equal to their 2017 Tier 2 grant. It is important to note that, as a result of this change, there will be a corresponding reduction in the amount of funding available for Tier 2 grants in 2018. 2017 Grant Previous Organization RecommendationType of Grant Years Funded Bring on the Sunshine $3,200$1,500 cash; 2012-2016 $1,700 in kind Chicopee Outreach Program $10,000cash 2012-2016 (COPS) Inter Arts Matrix $7,000cash 2012-2016 K-W Poetry Slam $3,000$2,500 cash; $500 2012-2016 in kind Strong Start Charitable Organization$2,000cash 2012-2016 WMB Church (The Dwelling Place) $7,500cash 2011-2015 TOTAL $32,700 7 - 3 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city’s strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: The budget for 2017 Community Grants Tier 2 is $186,554. The Peer and Staff Review Committee is recommending a total allocation of $157,236, leaving a balance of $29,318 unallocated. A large portion of this unallocated balance is as a result of a one- time transfer of $26,000 to the Tier 2 budget from Economic Development, due to the discontinuation of the Creative Enterprise Initiative operating grant, approved by Council on January 23, 2017. The Peer and Staff Review Committee made recommendations for 2017 Tier 2 grants based on the validity and completeness of applications received. Committee members were not willing to recommend higher grant amounts simply to use up these unallocated funds as this is not sustainable in future years and could create a false expectation for future funding. If Council approves additional Tier 2 grant amounts above the budgeted amount of $186,554, alternative funding sources will need to be identified, other Tier 2 grants will need to be reduced by a corresponding amount, or the City will run a deficit in grant funding for 2017. For information purposes, the following chart provides a history of Tier 2 grant funding. Tier 2 grant budgets vary annually as the amount allotted to this funding source is the balance remaining after other grant sources (Tier 1, in kind facility and travel assistance grants) are approved during the annual budget process. Peer and Staff Tier 2 # of Tier 2 Review Committee Tier 2 Grants GrantApplications GrantTier 2 Grant Approved by Year Budget Received Requests Recommendations Council Notes 2017 $186,554 59 $362,784$157,236TBD Tier 2 budget is $186,554, leaving a balance of $29,318 unallocated 2016 $156,509 67 $360,554$155,720$164,147 Overexpenditure due to Council approval of appeals ($7,638) 2015 $192,868 61 $422,425$190,765$192,165 Approved amount higher than staff recommendation due to Council approval of appeals and grant re- allocations ($1,400) 7 - 4 Peer and Staff Tier 2 # of Tier 2 Review Committee Tier 2 Grants GrantApplications GrantTier 2 Grant Approved by Year Budget Received Requests Recommendations Council Notes 2014 $175,595 67 $579,057$173,566$181,766 Overexpenditure due to Council approval of appeals ($6,171) 2013 $147,790 46 $326,206$147,526$158,908 Overexpenditure due to Council approval of appeals ($11,118) 2012 $134,216 48 $306,823$132,328$135,216 Overexpenditure due to Council approval of appeals ($1,000) 2011 $144,340 41 $450,882$139,946$149,659 Overexpenditure due to Council approval of appeals ($5,319) 2010 $137,558 40 $421,880$122,620$125,620 Approved amount higher than staff recommendation due to Council approval of appeals ($3,000) 2009 $101,416 38 $507,187$101,200$105,700 Overexpenditure due to Council approval of appeals ($4,284) Grant Appeals In late January, staff notified all Tier 2 grant applicants of the Peer and Staff Review Committee’s recommendations for Tier 2 grant allocations and advised them of their opportunity to appeal. Staff received appeals from seven organizations who will speak to their grant request at the March 6 CISC meeting. Those appeals are as follows: 2017Grant Amount 2017Grant Amount Organization Requested Recommended Appeal Amount Royal Medieval Faire $5,000$0 $5,000 ($4,400 cash; $600 in kind) For Hungarians in Canada Association $7,500$0 $7,500 ($5,000 cash; $2,500 in kind) Night\\Shift Placehacking Festival $7,500$7,500 $0 ($5,000 cash; ($4,000 cash; (appealing the $2,500 in kind)$3,500 in kind) cash/in kind split) Sexual Assault Support Centre of $7,500$0 $7,500 Waterloo Region Irish Real Life Festival $10,000$0 $10,000 The Healing of the 7 Generations $10,000$1,000 $9,000 The Multicultural Theatre Space $15,000$0 $15,000 (in kind) Total Value of Appeals $54,000 The Peer and Staff Review Committee would like to highlight the process and procedures that are in place for the Tier 2 grant program. To ensure fairness and equity 7 - 5 for all community groups late applications are not accepted. The deadline date and time are firm and communicated frequently in correspondence and documents to all community groups; it was also emphasized at the public information meeting. Similarly, applications that are not fully completed, with all required documents included, are not considered, i.e. the mandatory budget template and/or financials not provided. Without this important information, the committee is unable to determine the need for a grant, as well as the amount of funding to allocate. Approving grant requests submitted after the deadline, or that are incomplete, would be unfair to other applicants who have met the requirements of the Council approved application process. The Peer and Staff Review Committee would also like to note a concern with grant appeals where additional, revised and/or new information is submitted directly to the Community and Infrastructure Services Committee, thereby circumventing the application requirements and deadlines other community groups are asked to follow. In the opinion of the review committee, applicants should not be permitted to submit revised requests or additional documentation directly to CISC which was not provided to the review committee. Allowing new or additional information to be submitted after the deadline provides an unfair advantage to these groups over other applicants. COMMUNITY ENGAGEMENT: The process for 2017 Community Grants Tier 2 grants was advertised on the City’s website and in publications of Leisure and Your Kitchener. Previous Tier 2 grant recipients were also sent information regarding the 2017 grant process, as were all Tier 1 grant recipients. These groups were also invited to attend a public information session on November 16, 2016 to obtain information regarding the community grants Tier 2 process and meet sector staff. All grant applicants were informed of the Peer and Staff Review Committee’s grant recommendations and were invited to attend the March 6, 2017 Community and Infrastructure Services Committee meeting. Staff would like to thank the community representatives of the Peer and Staff Review Committee for their time and the invaluable expertise they provided throughout the process. Their commitment and dedication are very much appreciated. INFORM – This report has been posted to the City’s website with the agenda in advance of the council/committee meeting. ACKNOWLEDGED BY: Michael May, Deputy CAO, Community Services Appendix A: Community Grants Tier 2 - 2017 Recommendations Appendix B: Community Grants Tier 2 - Grant Allocation Assessment Framework 7 - 6 SingersAge of Majority ConferenceStudent Leadership2017 Canadian (RCACC)Cadet Corps Canadian Army 1596 RHFC Royal Organization Name 2017 Tier 1 Grant (if applicable) $4,200in kind$5,320in kind$5,320in kindTo cover the costs of new$15,000$0Educational conference new$2,500$1,000To provide cadets in the 2016 Grant Approved 2016 Type of Grant Approved (cash unless noted otherwise) 2017 Grant Request 2017 Type of Grant Request (cash unless noted otherwise) 2017 Grant Recommendation 2017 Type of Grant Recommended (cash unless noted otherwise) Report CSD-17-016 - Community Grants Tier 2 - Appendix A Rockway Centrecommunity choir at space for the audition and rehearsal skillsleadership tools and students to develop for secondary school presentationsceremonialtraining for parade and band program musical Funds Requested For… directions#8 aligns with sector strategic place#7 fee assistance program in sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support too high#4 amount of funding requested existfunding/other funding opportunities#1 seek other municipal #7 event is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support Guiding Principle(s) Applied to Request facility rental coststo cover estimated Increase recommended Kitchener fundingbalanced without for a grant; budget was demonstrate the need the organization did not Not recommended as Notes 7 - 7 ASPACE$5,000$3,000 cash; AssociationRomanianARTA The Operative GalleryArt District Co- Organization Name 2017 Tier 1 Grant (if applicable) new$2,200$1,000 cash; new$5,000$0To assist with rental 2016 Grant Approved $2,000 in kind 2016 Type of Grant Approved (cash unless noted otherwise) $7,108in kind$7,108in kindTo cover rental fees at 2017 Grant Request kind$1,200 in 2017 Type of Grant Request (cash unless noted otherwise) $1,200in kindTo host Romanian 2017 Grant Recommendation 2017 Type of Grant Recommended (cash unless noted otherwise) outings and activitiestogether for social Functioning Autism Asperger's or High students with bring high school Community Centre to the Downtown June 10, 2017Kitchener City Hall on Canadian Day at workexhibition and sale of providing space for endeavours by supporting artistic artist-run cooperative costs for the gallery, an Funds Requested For… directions#8 aligns with sector strategic #7 participation is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support directions#8 aligns with sector strategic #7 event is free of chargeneed#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support n/aNot recommended as Guiding Principle(s) Applied to Request facility rental coststo cover estimated Increase recommended this timeKitchener location at not moving to a changed its plan and is the organization Notes 7 - 8 Button Factory Arts$2,040$5,000$0To fund the Views/150 SunshineBring on the RegionSisters of Waterloo Big Brothers Big Organization Name 2017 Tier 1 Grant (if applicable) $3,000$1,300 cash; $5,000$5,313$5,000 cash; 2016 Grant Approved $1,700 in kind 2016 Type of Grant Approved (cash unless noted otherwise) $4,200$2,500 cash; 2017 Grant Request kind$1,700 in $313 in kind 2017 Type of Grant Request (cash unless noted otherwise) $3,200$1,500 cash; $5,313$5,000 cash; 2017 Grant Recommendation kind$1,700 in $313 in kind 2017 Type of Grant Recommended (cash unless noted otherwise) artistsfeaturing work by local Window Project virtual choir and The project, including a February 2018Hall on Family Day in festival at Kitchener City Bring on the Sunshine Doon Pioneer Park CCsummer carnival at rental to host annual programming; facility through group mentoring support recreational based Big Bunch Program - Funds Requested For… exist#1 other funding opportunities directions#8 aligns with sector strategic #7 event is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support directions#8 aligns with sector strategic #7 participation is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support Guiding Principle(s) Applied to Request moving forwardconcern with the project committee noted a municipal grants; were solely from the revenue sources Not recommended as 1 processEligible to move to Tier Notes 7 - 9 (Cherry Festival)AssociationNeighbourhoodCherry Park Porch PartyHohner Avenue Association - NeighbourhoodCentral Frederick Canted Pictures Organization Name 2017 Tier 1 Grant (if applicable) $2,000in kind$3,000in kind$2,650in kindTo host the annual $1,500$2,625$1,500Musical festival to be new 2016 Grant Approved 2016 Type of Grant Approved (cash unless noted otherwise) $1,220$1,170 cash; 2017 Grant Request $50 in kind 2017 Type of Grant Request (cash unless noted otherwise) 2017 Grant $0 Recommendation 2017 Type of Grant Recommended (cash unless noted otherwise) 2017Cherry Park on July 8, Cherry Festival in on Hohner Avenue held on May 27, 2017 Librarythe Kitchener Public September 22, 2017 at filmmaking event on host a micro-budget To assist with costs to Funds Requested For… directions#8 aligns with sector strategic #7 event is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated #3 partnership support directions#8 aligns with sector strategic #7 event is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support exist#1 other funding opportunities existfunding/other funding opportunities#1 seek other municipal Guiding Principle(s) Applied to Request kind chargesto cover additional in Increase recommended other sources additional funding from the group seeks funding and suggested recommended partial Committeecostscover almost 100% of requesting the City to organization is public and the targeted to the general the project is notNot recommended as Notes 7 - 10 ConcernsImmigrantRefugee and Coalition on CommunityKitchener-WaterlooWomen of Coalition of Muslim WaterlooCKMS - Radio Organization Name 2017 Tier 1 Grant (if applicable) $2,500$1,500 cash; $3,000$1,000 cash; $1,000$2,000$2,000Funds to assist with 2016 Grant Approved $1,000 in kind$2,000 in kind 2016 Type of Grant Approved (cash unless noted otherwise) $3,500$2,500 cash; $3,000$1,500 cash; 2017 Grant Request kind$1,000 in kind$1,500 in 2017 Type of Grant Request (cash unless noted otherwise) $2,500$1,500 cash; $3,000$1,000 cash; 2017 Grant Recommendation kind$1,000 in kind$2,000 in 2017 Type of Grant Recommended (cash unless noted otherwise) (June 24, 2017)a Stronger Canada Walk with Refugees for (June 20, 2017), and and Awards Ceremony Refugee Day Concert (June 1, 2017), World Refugee Day Launch To host the World Pavilion2017 at Victoria Park Festival on June 12, Muslim Women's To host the annual new station frequencychanging all media to a Funds Requested For… directions#8 aligns with sector strategic #7 event is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated #3 partnership support existfunding/other funding opportunities#1 seek other municipal directions#8 aligns with sector strategic #7 event is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support directions#8 aligns with sector strategic #7 program is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support Guiding Principle(s) Applied to Request Notes 7 - 11 ProductionsCrossroadsAssociation)CommunityChicopeeCOPS (Centreville Network)Lines Education Region (Lyrical School of Waterloo Community Music Organization Name 2017 Tier 1 Grant (if applicable) $1,200$1,000 cash; $8,000$10,000$10,000Chicopee Outreach $6,000$10,000$8,000Operating support for a 2016 Grant Approved $200 in kind 2016 Type of Grant Approved (cash unless noted otherwise) $3,600$3,000 cash; 2017 Grant Request $600 in kind 2017 Type of Grant Request (cash unless noted otherwise) $1,600$1,000 cash; 2017 Grant Recommendation $600 in kind 2017 Type of Grant Recommended (cash unless noted otherwise) Arts CentreMusical Productions to 17, 2017 at the KW Woodside" from June 8 To present "Secret at youth camp program Program (COPS) - musiciansrelationships with local fostering mentoring to making music by socioeconomic barriers youth facing program to engage Funds Requested For… directions#8 aligns with sector strategic sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support directions#8 aligns with sector strategic place#7 fee assistance program in sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support directions#8 aligns with sector strategic #7 services are free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support Guiding Principle(s) Applied to Request Canada's 150thcommemorateproduction to to assist with a larger Increase recommended transportation coststo cover increased Increase recommended currently on wait-listchildren and youth needs and reach more to meet increasing for program expansion Increase recommended Notes 7 - 12 Festival)(HungarianAssociationCanadaFor Hungarians in TournamentFCS Hot Shots GroupCycle Waterloo Organization Name 2017 Tier 1 Grant (if applicable) $11,000$4,000 cash; $1,000in kind$7,500$5,000 cash; $2,200in kind$4,303in kind$2,200in kindTo cover rental fees for 2016 Grant Approved $7,000 in kind 2016 Type of Grant Approved (cash unless noted otherwise) $25,500$12,000 2017 Grant Request kind$13,500 in cash; kind$2,500 in 2017 Type of Grant Request (cash unless noted otherwise) $13,500in kindTo host the Kitchener 2017 Grant $0To host a Hungarian Recommendation 2017 Type of Grant Recommended (cash unless noted otherwise) July 10, 2017Festival from June 28 to summer camptheir clients to attend Foundation to allow and Children's Services organized by Family hockey tournament The Aud to host a ball 2017Victoria Park on July 28,Twilight Grand Prix in Funds Requested For… n/aNot recommended as a #7 event is free of charsustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support exist#1 other funding opportunities directions#8 aligns with sector strategic #7 event is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational recommendedtoo high/partial funding #4 amount of funding requested demonstrated#3 partnership support exist#1 other funding opportunities Guiding Principle(s) Applied to Request g e pKitchener were not event to be held in program details for an budget and specific sourcesthrough other funding should be covered used for prizes, which as it is intended to be grant not recommended estimated costs; cash recommended to cover In kind increase rovided Notes 7 - 13 ClubInvictus Athletics Inter Arts MatrixGreen Light Arts Organization Name 2017 Tier 1 Grant (if applicable) $7,000$4,000 new 2016 Grant Approved 2016 Type of Grant Approved (cash unless noted otherwise) $10,000$10,000 $3,354 2017 Grant Request 2017 Type of Grant Request (cash unless noted otherwise) $7,000$6,000 2017 Grant $0 Recommendation 2017 Type of Grant Recommended (cash unless noted otherwise) aged 10 and above.field training for athletes provide elite track and Operating funds to dance, music, media)(visual, literary, theatre, interdisciplinary art work in the field of develop and create new Operating funds to theatre productionthe contemporary Operating support for Funds Requested For… n/adirections#8 aligns with sector strategic place#7 fee assistance program in sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support directions#8 aligns with sector strategic place#7 fee assistance program in sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support Guiding Principle(s) Applied to Request funded through Tier 1organization currently provided by an a duplication of services criteria; the services are meet the primary the request does not Not recommended as Tier 1 processEligible to transfer to baseaudience and donor and expand their increase programming to assist with costs to Increase recommended Notes 7 - 14 (actOUT)Drama Workshop K-W Children's K-W Art Gallery$305,565$1,000$2,500$2,500To host the "The Big FestivalIrish Real Life Organization Name 2017 Tier 1 Grant (if applicable) $2,000$4,000$2,000Operating support for new$10,000$0To host an Irish Festival 2016 Grant Approved 2016 Type of Grant Approved (cash unless noted otherwise) 2017 Grant Request 2017 Type of Grant Request (cash unless noted otherwise) 2017 Grant Recommendation 2017 Type of Grant Recommended (cash unless noted otherwise) 3 to 17for children/youth ages classes and productions workshops, camps, activities)interactive art making culinary creations, installation, live music, 2017 (commissioned art Bang Event" on April 7, Kitchener-Waterloo.March 11-18, 2017 in Funds Requested For… directions#8 aligns with sector strategic place#7/fee assistance program in sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support directions#8 aligns with sector strategic sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support n/aNot recommended as Guiding Principle(s) Applied to Request were not clearto be held in Kitchener related costs for events specific details and Notes 7 - 15 K-W Poetry Slam$3,000$2,500 cash; ProductionsK-W Musical GroupK-W Comicon Organization Name 2017 Tier 1 Grant (if applicable) $4,000$3,000 cash; $2,000in kind$7,184in kind$2,000in kindTo present Kitchener 2016 Grant Approved $500 in kind$1,000 in kind 2016 Type of Grant Approved (cash unless noted otherwise) $3,000$2,500 cash; $5,000$4,000 cash; 2017 Grant Request $500 in kindkind$1,000 in 2017 Type of Grant Request (cash unless noted otherwise) $3,000$2,500 cash; $5,000$4,000 cash; 2017 Grant Recommendation $500 in kindkind$1,000 in 2017 Type of Grant Recommended (cash unless noted otherwise) reading circlesshowcase, workshops, competitions,Operating support for theatreproduction of musical the development and Operating support for 2, 2017City Hall from April 1 to ComicCon at Kitchener Funds Requested For… directions#8 aligns with sector strategic place#7 fee assistance program in sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support directions#8 aligns with sector strategic place#7 fee assistance program in sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support directions#8 aligns with sector strategic #7 event is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support Guiding Principle(s) Applied to Request 1 processEligible to move to Tier and performancesrentals for rehearsals costs to attract more to assist with marketing Increase recommended Notes 7 - 16 Neruda Arts$15,302$8,000$5,000To commemorate Theatre Inc.Lost & Found ProjectK-W Princess Organization Name $6,961$2,000$2,000To host a theatrical 2017 Tier 1 Grant (if applicable) $500$300 cash; 2016 Grant Approved $200 in kind 2016 Type of Grant Approved (cash unless noted otherwise) $500$300 cash; 2017 Grant Request $200 in kind 2017 Type of Grant Request (cash unless noted otherwise) $500$300 cash; 2017 Grant Recommendation $200 in kind 2017 Type of Grant Recommended (cash unless noted otherwise) and Canadian identifyimmigration, Indigeneity the theme of a large scale mural on Canada's 150th, create adults.issues concerning older 2017, focusing on Initiatives in March Community Justice presentation with graduationsthese) for proms and otherwise cannot afford school aged girls (who dresses/accessories to provide free Host dress days to Funds Requested For… directions#8 aligns with sector strategic sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support directions#8 aligns with sector strategic #7 event is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support #7 services are free of charsustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support Guiding Principle(s) Applied to Request g e with material costsspecifically to assist Grant recommended Notes 7 - 17 NUMUS$2,000$5,000$2,500Operating funds to SingersNoteWorthyFestivalPlacehackingNight\\Shift Organization Name 2017 Tier 1 Grant (if applicable) $1,000$2,000$1,000Operating funds to $7,500$4,000 cash; 2016 Grant Approved $3,500 in kind 2016 Type of Grant Approved (cash unless noted otherwise) $7,500$5,000 cash; 2017 Grant Request kind$2,500 in 2017 Type of Grant Request (cash unless noted otherwise) $7,500$4,000 cash; 2017 Grant Recommendation kind$3,500 in 2017 Type of Grant Recommended (cash unless noted otherwise) concertscontemporary music produce and present based 55+ choirsupport a community November 4, 2017downtown Kitchener onoutdoor venues in between indoor and creativity spread and participatory Festival of art, culture Funds Requested For… directions#8 aligns with sector strategic place#7 fee assistance program in sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support directions#8 aligns with sector strategic sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support exist#1 other funding opportunities directions#8 aligns with sector strategic #7 event is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support Guiding Principle(s) Applied to Request to expand programmingIncrease recommended Notes 7 - 18 ProductionsPage 1 of MusicOur World Festival Associationand Snooker Ontario Billiards Organization Name $5,611$3,000$2,000To host a Canada 150 2017 Tier 1 Grant (if applicable) $1,500$5,000$1,500To host OutFest, an new$5,000$0To assist with costs to 2016 Grant Approved 2016 Type of Grant Approved (cash unless noted otherwise) 2017 Grant Request 2017 Type of Grant Request (cash unless noted otherwise) 2017 Grant Recommendation 2017 Type of Grant Recommended (cash unless noted otherwise) Theatre2017 at The Registry September 14 to 16, diversity, from festival celebrating annual LGBTQ+artists Library.Kitchener Public in October 2017 at the Lecture on Citizenship 2017Kitchener on May 6, championships in host the provincial Funds Requested For… directions#8 aligns with sector strategic #7 event is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated #3 partnership support directions#8 aligns with sector strategic #7 event is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support exist#1 other funding opportunities n/aNot recommended as Guiding Principle(s) Applied to Request additional costssources to cover funding from other organization seeks recommended the Committeeincompleteapplication was Notes 7 - 19 Rainbow ReelsPlan B Co-op KW Organization Name 2017 Tier 1 Grant (if applicable) newnew 2016 Grant Approved 2016 Type of Grant Approved (cash unless noted otherwise) $10,000$8,500 cash; $3,070$2,670 cash; 2017 Grant Request $400 in kind kind$1,500 in 2017 Type of Grant Request (cash unless noted otherwise) $1,600 $1,200 cash; 2017 Grant $0 Recommendation $400 in kind 2017 Type of Grant Recommended (cash unless noted otherwise) 2017 - Apollo Cinema)2017 - KPL, October 15,Boathouse, October 14, (July 14, 2017 - and Trans Film Festival Rainbow Reels Queer space, events)garments, storage purchasing new (administration fees, Garment Drive To foster the QT2SI+ Funds Requested For… directions#8 aligns with sector strategic place for otherscharge/fee assistance program in #7 some events are free of sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support n/a Guiding Principle(s) Applied to Request cover 100% of the costsrequesting the City to statements and is submit financial organization did not community grants; the meet the criteria for the request does not Not recommended as Notes 7 - 20 Waterloo RegionSupport Centre of Sexual Assault WaterlooAssociation in Saudi Students FaireRoyal Medieval Ray of Hope Organization Name 2017 Tier 1 Grant (if applicable) $1,500$1,000 cash; $4,000in kind$9,000$4,000 cash; new$7,500$0To assist with costs for new 2016 Grant Approved $500 in kind 2016 Type of Grant Approved (cash unless noted otherwise) $10,000in kind $5,000$4,400 cash; 2017 Grant Request $600 in kindkind$5,000 in 2017 Type of Grant Request (cash unless noted otherwise) $5,000in kindIn kind grant to cover 2017 Grant $0$0 Recommendation 2017 Type of Grant Recommended (cash unless noted otherwise) engage men and boysviolence program to a strengths-based anti-the Male Allies program,tournamentsweekly volleyball at Victoria Hills CC for To cover the gym costs Waterloo ParkSeptember 16, 2017 in Medieval Faire on To host the Royal youthCrossFit program for of facility and coach for cash grant to cover cost play hockey and skate; Sportsplex for youth to ice rental fees at Activa Funds Requested For… n/aNot recommended as City#2 100% funding requested from existfunding/other funding opportunities#1 seek other municipal n/adirections#8 aligns with sector strategic #7 services are free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendedCity#2 100% funding requested from exist#1 other funding opportunities Guiding Principle(s) Applied to Request criteriameet the primary grant responsibility and do notdirect municipal are not considered a the services provided pdetails or financials of costs; no budget the City to cover 100% the group is requesting Not recommended as incompletethe application was Not recommended as related costsprogram details and did not outline specific application and budget recommended as the fees; cash grant not estimated facility rental recommended to cover In kind grant increase rovided Notes 7 - 21 Community SpaceRainbowWaterloo Region's SPECTRUM - ClubKitchener Optimist Southwest Organization Name 2017 Tier 1 Grant (if applicable) $4,750$3,500 cash; $1,250in kind$1,250in kind$1,250in kindTo cover sportsfield 2016 Grant Approved $1,250 in kind 2016 Type of Grant Approved (cash unless noted otherwise) $5,000$3,500 cash; 2017 Grant Request kind$1,500 in 2017 Type of Grant Request (cash unless noted otherwise) $5,000$3,500 cash; 2017 Grant Recommendation kind$1,500 in 2017 Type of Grant Recommended (cash unless noted otherwise) communityof the local LGBTQ programs to members Support to provide to 16 years of ageprogram for children 4 to Play Baseball rental fees for the Learn Funds Requested For… directions#8 aligns with sector strategic place#7 fee assistance program in sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support directions#8 aligns with sector strategic place#7 fee assistance program in sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support Guiding Principle(s) Applied to Request Notes 7 - 22 FestivalSummer Lights FoundationCharitableStrong Start Inc.Spiritus Ensemble Organization Name 2017 Tier 1 Grant (if applicable) $8,000$3,000 cash; $2,000$7,000$2,000Operating funds and $3,000$5,000$3,000Operating support for a 2016 Grant Approved $5,000 in kind 2016 Type of Grant Approved (cash unless noted otherwise) $16,500$10,000 2017 Grant Request in kindcash; $6,500 2017 Type of Grant Request (cash unless noted otherwise) $5,000in kindTo host the Summer 2017 Grant Recommendation 2017 Type of Grant Recommended (cash unless noted otherwise) June 17, 2017downtown Kitchener on Lights Festival in preschoolersprogram for Ready for School" facility space for "Get contemporariesJ.S. Bach and his to the performance of and players dedicated community of singers Funds Requested For… directions#8 aligns with sector strategic #7 event is free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated #3 partnership support #7 services are free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support directions#8 aligns with sector strategic placecharge/fee assistance program in #7 some events are free of sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support Guiding Principle(s) Applied to Request statementsubmit a financial organization did not recommended as the Cash grant not Tier 1 processEligible to transfer to Notes 7 - 23 Seven GenerationsThe Healing of the Waterloo and AreaKitchener,Cambridge,Committee of The AIDS Waterloo RegionAssociation of Tamil Cultural Organization Name $1,576$5,000$3,000 cash; 2017 Tier 1 Grant (if applicable) $3,527$1,100 cash; new$10,000$1,000Operating support for 2016 Grant Approved $2,427 in kind 2016 Type of Grant Approved (cash unless noted otherwise) $11,987$9,650 cash; 2017 Grant Request kind$2,337 in kind$2,000 in 2017 Type of Grant Request (cash unless noted otherwise) $1,245in kindOperating support; in 2017 Grant $0To host 150th Recommendation 2017 Type of Grant Recommended (cash unless noted otherwise) Persons' food bankand an Indigenous events, medical devices Indigenous seniors' day annual general meetingtheir annual BBQ and facility rental fees for kind grant to cover 2017celebrations on July 8, anniversary Funds Requested For… #7 services are free of chargeneed#5 demonstrated organizational #4 partial funding recommendedexistfunding/other funding opportunities#1 seek other municipal #7 services are free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support n/aNot recommended as Guiding Principle(s) Applied to Request primary grant criteriaand do not meet the municipal responsibility considered a direct services are not recommended as these medical devices is not food bank and purchase funding to operate a seniors' day programs; with supplies for the recommended to assist Partial grant criteriameet the primary grant responsibility and do notdirect municipal are not considered a the services provided not recommended as permit fees; cash grant facility rental and park recommended to cover In kind grant submittedbudget was not incomplete; event the application was Notes 7 - 24 CollectiveUprooted Media Literary SocietyThe New Quarterly Theatre SpaceThe Multicultural Organization Name $23,546$0$15,000in kind$0To host IMPACT 2017 Tier 1 Grant (if applicable) $1,500$2,500$1,500To host Wild Writers new$2,550$2,000 cash; 2016 Grant Approved 2016 Type of Grant Approved (cash unless noted otherwise) 2017 Grant Request $550 in kind 2017 Type of Grant Request (cash unless noted otherwise) $1,550$1,000 cash; 2017 Grant Recommendation $550 in kind 2017 Type of Grant Recommended (cash unless noted otherwise) the LGBTQ community13 to 18 who are part of collective for youth ages Youth-led filmmaking Waterlooin Kitchener and November 3 to 5, 2017 Literary Festival from Kitchenervarious venues in October 1, 2017 at September 26 to Festival from Funds Requested For… directions#8 aligns with sector strategic #7 services are free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstr ated#3 partnership support existfunding/other funding opportunities#1 seek other municipal directions#8 aligns with sector strategic placecharge/fee assistance program in #7 some events are free of sustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support n/aNot recommended as Guiding Principle(s) Applied to Request for this eventreceives Tier 1 funding the organization Notes 7 - 25 TOTALS$362,784$157,236WMB Church$7,500$7,500Funds for the Learn Boxing AcademyWaterloo Regional AssociationBasketballWaterloo Region Organization Name 2017 Tier 1 Grant (if applicable) new$5,000$2,000To provide equipment $0$3,000$0Operating support to 2016 Grant Approved 2016 Type of Grant Approved (cash unless noted otherwise) 2017 Grant Request 2017 Type of Grant Request (cash unless noted otherwise) 2017 Grant Recommendation 2017 Type of Grant Recommended (cash unless noted otherwise) CCprogram at Victoria Hills English, Make Friends boxing instructionfor fitness training and establish a websiteequipment and purchase program Funds Requested For… directions#8 aligns with sector strategic #7 services are free of chargesustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational demonstrated#3 partnership support directions#8 aligns with sector strategic #7 fee assistance programsustainabilityfinancial/organizational#6 demonstrated need#5 demonstrated organizational #4 partial funding recommendeddemonstrated#3 partnership support exist#1 other funding opportunities n/aNot recommended as Guiding Principle(s) Applied to Request move to Tier 1 processCanadians; eligible to number of new needs of the increasing capacity) to meet the (currently at more than expand the program recommended to Grant increase funded throughTier 1organization currently provided by an a duplication of services criteria; the services are meet the primary the request does not Notes 7 - 26 Report CSD-17-016 - Community Grants Tier 2 - Appendix B City of Kitchener Community Grants Tier 2 Grant Allocation Assessment Framework Community Grants Tier 2 are reviewed using a three stage assessment process. All grant applications are reviewed by a Peer & Staff Review Committee, composed of staff and community volunteers. Once the review committee members are satisfied that an application meets the criteria, it will make recommendations to Council as to which grants applications should be approved. 1. Stage 1 Assessment – Primary Criteria Applications are first reviewed using the primary criteria noted below. Applications will only proceed to the second stage once the review committee members are satisfied the following criteria are met. 1.The grant applicant must submit a fully completed application form, current financial statement, detailed budget(s), and any other information relevant to the grant request. 2.Services provided by the organization/group for which funding is requested must be intended for the common good of the residents of Kitchener and demonstrably meet Council’s strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents. 3.Services provided by the organization/group for which funding is requested must be considered a municipal responsibility (arts and culture/special events, sports and recreation, community support and development) and not be the responsibility of other levels of government; services such as health care, social services, training and education are not eligible. 4.Services provided by the organization/group for which funding is requested must not be precluded under the Municipal Act, e.g. religious services. 5.Services provided by the organization/group for which funding is requested must not already be provided by the City or by other groups funded by the City of Kitchener; requests from organizations/ groups that provide similar services as provided by the municipality must be assessed as to whether there is a duplication of services; the municipality will not issue grants for services that conflict with or are in direct competition with programs operated internally. 6.Services provided by the organization/group for which funding is requested must be provided directly to the citizens of Kitchener, i.e. grants are for direct programs only. Grant applications from organizations that themselves distribute grants to other organizations will not be considered, i.e. fundraising events are not eligible. Service clubs are eligible to apply for funding if the purpose of the event they are sponsoring is deemed to be a municipal responsibility and the event is city- wide, targeted toward a broad cross-section of the community. 7.Grant applications submitted by individuals or ‘part groups’ of an organization/group will not be considered. 8.Volunteer organizations/groups planning an event to raise funds to support an organization/group that is receiving a City of Kitchener grant will be not considered for Tier 2 funding. 9.Grant requests of a ‘capital’ nature are ineligible for funding. ‘Capital’ is defined as the acquisition of an infrastructure or asset having a lifespan of three years or greater. 10.Any organization/group applying for funds will give regard to the inclusion and accommodation of persons with a disability. 11.Any organization/group applying for funds that is in arrears and/or in litigation with the City of Kitchener is ineligible. 7 - 27 2. Stage 2 Assessment – Secondary Criteria Applications proceeding to the second stage assessment are reviewed using the criteria noted below. If the review committee members are satisfied that the application meets all of these criteria, the grant application moves to the third stage assessment. 1.Community Need: Does the proposed project or service provided by the organization align with community priorities as stated in the strategic plan or articulated by staff? (e.g. quality of life, leadership and community engagement, diversity, downtown, CulturePlan II, Special Events strategic plan) 2.Organizational Capacity: Applicants must demonstrate an ability to initiate and follow through on projects, events and/or operations, usually evidenced by having an organizational structure in place to lead and manage the activities. Does the sponsoring group or organization have the capacity to deliver the proposed project or service? 3.Financial Analysis: Organizations/ groups do not need to be incorporated as not for profit corporations; however, budgets and subsequent accounting must not show an excess of revenue over expenses. Applicants must demonstrate how they will be accountable for grant funds, usually evidenced by the existence of an executive committee or coordinating board. Can the organization demonstrate that it (and the proposed project or service) operates according to sound management principles and is financially sound? Can it demonstrate financial accountability and organizational sustainability? 4.Previous Tier 2 Funding (if applicable): Did the organization provide a financial accounting and quantitative/qualitative measures of success for the most recent Tier 2 grant received? 3. Stage 3 Assessment – Guiding Principles for Grant Allocations Applications proceeding to the third stage assessment are reviewed by committee members using the guiding principles noted below to recommend grant allocations. 1.Requests from organizations where other funding opportunities exist are generally deemed a lower priority (e.g. potential of funding from other levels of government, private sponsorships/donors, other area municipalities if services provided are available to residents of those municipalities, etc.). 2.Requests for the City of Kitchener to fund 100% of the program, project or event costs are generally deemed a lower priority. 3.Requests from organizations demonstrating support from other funders, donors and/or partners are generally deemed a higher priority (e.g. large volunteer base, in kind (non cash) contributions, private donations, other municipal funding, etc.). 4.Requests for a significant amount of funding that cannot be accommodated within the existing Tier 2 budget allocation are deemed a lower priority; partial funding may be considered if by doing so there is little or no impact on the program, project or event. 5.Requests from organizations providing a service, project or event that fits with the demonstrated need of the organization are generally deemed a higher priority. 6.Requests from organizations that demonstrate financial and organizational sustainability are generally deemed a higher priority (e.g. organizing committee or board of directors is in place to ensure accountability). 7.Requests from organizations providing a service, project or event that ensures as much inclusive public participation and access as possible are generally deemed a higher priority (e.g. minimum or no admission charge; fee assistance program in place). 8.Requests that align with sector strategic plans and documents are generally deemed a higher priority. 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