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Home My WebLink AboutCSD-11-038 - 2011 Community Grants TierREPORT TO:Community and Infrastructure Services Committee DATE OF MEETING: March 21, 2011 SUBMITTED BY: Jeff Willmer, Deputy CAO, Community Services PREPARED BY: Kathleen Woodcock, Manager, Service Coordination & Improvement (ext. 2597); Renate Willms, Supervisor of Administration (ext. 2395) WARD(S) INVOLVED: All DATE OF REPORT: March 15, 2011 REPORT NO.: CSD-11-038 SUBJECT: 2011 COMMUNITY GRANTS TIER 2 RECOMMENDATION: That 2011 Community Grants Tier 2 in the amount of $139,946 be approved as outlined in Report No. CSD-11-038. That the grant request for the Downtown East Ya Gotta Luv It Project (DEYGLI) be approved to transfer to the Community Grants Tier 1 process effective the 2012 funding year. BACKGROUND: Since June 2007 a Steering Committee and staff project team have been developing a “Community Investment Strategy” (CIS) that will ensure future municipal support of community groups is optimally aligned with the community’s overall goals and the City’s strategic priorities. The CIS Framework of Funding Sources developed during the process contained fourteen funding sources, one of which is Community Grants Tiers 1, 2 and 3. 2011 Tier 1 grants were considered at the February 7, 2011 Community and Infrastructure Services Committee and subsequently approved by Council on February 14, 2011. Recommendations for 2011 Tier 3 grant funding will be brought forward for Council’s consideration at a later date this year. This report brings forward recommendations for 2011 Tier 2 grants. 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. Only organizations/groups providing municipal services in the areas of arts and 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. ê ó ï A Peer and Staff Review Committee, comprised of community representatives and staff representing the arts and culture, special events, athletics and community development sections, reviews applications as per a variety of assessment areas 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 2011 Tier 2 grant, outlines the process used in evaluating these requests and provides the Peer and Staff Review Committee recommendations for grant allocations. The process for 2011 Tier 2 grants included: a public information session held October 20, 2010 an application deadline of November 5, 2010 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 A) grant recommendations made by the Peer and Staff Review Committee to allocate resources (Appendix B) notification to grant applicants that the Peer and Staff Review Committee’s recommendations were being brought forward to the Community and Infrastructure Services Committee for consideration on March 21, 2011 and an invitation to attend the meeting Staff received forty-one (41) Tier 2 applications, for a total request of $450,882 in grant funding for 2011. During a series of five meetings, members of the Peer and Staff Review Committee reviewed each grant application in detail and, using the Grant Allocation Assessment Framework, made decisions on grant allocations within budget availability. Appendix 2 outlines the grant applicants, the requested amounts, the Peer and Staff Review Committee’s grant recommendations and the guiding principles applied to each request, as well as the committee’s comments specific to each grant request. The Peer and Staff Review Committee is also recommending that the Downtown East Ya Gotta Luv It Project (DEYGLI) grant request be transferred from the Tier 2 to the Tier 1 grant process effective the 2012 funding year. The Community Grants Tier 1 criteria states that organizations who have received funding from the City of Kitchener for five or more years are eligible to be considered for Tier 1 funding. This project has received funding from the City since 2004 and has proven its ability to provide a relevant service in and adjacent to our downtown. The City’s By-law Enforcement Division has developed a relationship with the DEYGLI Project with regard to looking at specific and/or general neighbourhood concerns within the Downtown East area. This relationship has proved productive in terms of establishing a level of engagement and understanding between the neighbourhood and the division. An analysis of statistics relating to by-law complaints and violations indicates a measureable decrease in the number of property related by-law violations found in the Cedar Hill neighbourhood. A copy of DEYGLI’s 2011 Tier 2 grant application is provided for reference (Appendix C - circulated under separate cover). ê ó î ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Community grants align with many strategic directions in the City of Kitchener strategic plan. Alignments for each specific grant included in this report are indicated in the following table: Relevant Strategic Type of Community Investment Applicable Community Priority Direction Community Grants Tier 2 Quality of Life #3, #4 Leadership and Community Engagement #9 Diversity#2,#3 Dynamic Downtown #1, #4 FINANCIAL IMPLICATIONS: The budget for 2011 Community Grants Tier 2 is $194,340. Of this amount, $50,000 has been set aside for the Prosperity Council’s Enabling Organization, as approved by Council on February 1, 2010 as part of a 3-year agreement (2010 - $47,000, 2011 - $50,000, 2012 - $56,000). This leaves a balance of $144,340 to be allocated for 2011 Tier 2 grants. The Peer and Staff Review Committee is recommending a total allocation of 2011 Community Grants Tier 2 in the amount of $139,946, leaving a balance of $4,394. 2010 Tier 2 2011 Tier 2 2011 Tier 2 Grants Grant 2011 Tier 2 Grants SectorApproved RequestsGrant BudgetRecommended Balance Arts and Culture/Special $92,800 $321,477$101,777 Events Community Support and $23,290 $99,568$29,702 Development Sports and $9,530$29,837$8,467 Recreation Totals$125,620 $450,882$144,340$139,946 $4,394 COMMUNITY ENGAGEMENT: The process for 2011 Tier 2 grants was advertised on the City’s website, Leisure magazine and in the September/October 2010 issue of Your Kitchener. Previous Tier 2 grant recipients were also sent information regarding the 2011 Tier 2 grant process, as were all Tier 1 grant groups. All grant applicants were informed of the Peer and Staff Review Committee’s grant recommendations and were invited to attend the March 21, 2011 Community and Infrastructure Services Committee meeting to speak to their grant request. ê ó í 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. Jeff Willmer, Deputy CAO, Community Services Department ACKNOWLEDGED BY: : Attachments Appendix A: Grant Allocation Assessment Framework Appendix B: 2011 Community Grants Tier 2 Recommendations Appendix C: 2011 Tier 2 Grant Application – Downtown East Ya Gotta Luv It Project ê ó ì Report No. CSD-11-038 – Appendix A City of Kitchener COMMUNITY GRANTS TIER 2 Grant Allocation Assessment Framework 1.Stage 1 Assessment – Primary Criteria Applications are reviewed using the primary criteria noted below. If the Peer and Staff Review Committee members are satisfied that the application meets all of these criteria, the grant application moves to the second stage assessment. 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: quality of life, diversity, community engagement, development, dynamic downtown. 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. ê ó ë 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. 2.Stage 2 Assessment – Secondary Criteria Applications proceeding to the second stage assessment are reviewed using the secondary criteria noted below. If the Peer and Staff 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: Applicants do not need to be incorporated as not for profit corporations; however, they should operate as a non profit organization/group where their budgets and subsequent financial accounting do 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? 3.Stage 3 Assessment – Guiding Principles for Grant Allocations Applications proceeding to the third stage assessment are reviewed by the Peer and Staff Review Committee, using the guiding principles noted below, to determine grant allocations. ê ó ê 1. Grant requests from organizations where other funding opportunities exist are generally deemed a lower priority (e.g. there may be a potential of funding from one of the other funding sources in the “Community Investment Strategy Framework of Funding Sources”, and/or funding from other levels of government, private sponsorships, etc.). 2. Grant requests for the City of Kitchener to fund 100% of the program, project or event costs are generally deemed a lower priority. Organizations must have investigated alternate sources of funding; organizations that operate in more than one municipality are strongly encouraged to approach all other relevant municipalities for funding. 3. Grant 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 where deemed appropriate may be considered if by doing so there is no or little impact on the program, project or event. 4. Organizational need: grant requests from organizations providing a service, project or event that fits with the demonstrated need of the organization are generally deemed a higher priority. 5. Partnership support: grant requests from organizations showing tangible evidence of support from other funders and/or partners, including volunteers, are generally deemed a higher priority. 6. Grant requests from organizations that demonstrate financial and organizational sustainability are generally deemed a higher priority. 7. Grant requests from organizations providing a service, project or event which is available to residents with low incomes are generally deemed a higher priority (e.g. fee assistance program is available). 8. Grant requests from organizations that are 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 charge or no admission charge whenever possible). 9. Grant requests that align with sector strategic plans and documents are generally deemed a higher priority. 10. Grant requests from organizations providing similar projects, programming and/or special events are grouped together where possible and considered to receive a similar amount of funding. 11. 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Founded in 2001, the organization has successfully produced a range of programming that caters to the community”. The organization is requesting cash and in kind grants to assist with the following projects: Kites of Joy and Freedom BE (Artists Belonging and Empowered) Training Project Global Café Cabarets Further details are provided in the grant application (circulated under separate cover). Peer & Staff Review Committee Comments : The Committee recommended that partial funding in the amount of $6,000 be approved, $3,000 to assist with expenses related to the Kites of Joy and Freedom Festival (part of Kitchener's Tapestry Festival and open to all at no charge) and $3,000 to assist with expenses for the remaining projects. Additional funding was not recommended as it could not be accommodated within the community grants budget. ê ó ïé 2011 Community Grant Tier 2 Grant Applicant: Mennonite Coalition for Refugee Support 2011 Tier 2 Grant Request: $5,280 ($5,000 cash; $280 in kind) Peer & Staff Review Committee Recommendation: $0 Grant History: New applicant. Grant Purpose: The Mennonite Coalition for Refugee Support (MCRS) is a non profit organization whose mission is to “create a more just, welcoming and supportive environment for refugee claimants in our community through the provision of orientation and advocacy throughout the refugee claim process, settlement support, and through the building of a community of mutual support”. MCRS is requesting operating funds to provide support to refugee claimants in Kitchener and surrounding areas including assistance in navigating the refugee claim process and settlement support to help claimants access community resources such as housing, education and health care. An in kind grant is requested to cover costs of the Victoria Park Pavilion to hold a picnic in July. Further details are provided in the grant application (circulated under separate cover). Peer & Staff Review Committee Comments : The Committee recommended that this grant not be approved as the services provided are not considered a municipal responsibility, but rather Regional (social services). It was determined that the grant request did not meet the following grant criteria: “Services provided by the organization/group for which funding is requested must be considered a municipal responsibility and not be the responsibility of other levels of government; services such as health care, social services, training and education are not eligible.” ê ó ïè 2011 Community Grant Tier 2 Grant Applicant: World Religions Conference (Ahmadiyya Muslim Jama’at) 2011 Tier 2 Grant Request: $1,500 Peer & Staff Review Committee Recommendation: $0 Grant History: 2010 - $1,000 (Tier 2) 2009 - $1,000 (Tier 2) 2008 - $1,000 (general provision) 2007 - $4,000 (general provision) 2005 - $5,000 (general provision) Grant Purpose: Funding is requested to offset the facility rental costs of the Humanities Theatre at the University of Waterloo to host the annual World Religions Conference in October 2011. The objective of the World Religions Conference is to promote mutual understanding and respect between the followers of all faiths and philosophical traditions. The conference is open to the general public at no charge. Further details are provided in the grant application (circulated under separate cover). Peer & Staff Review Committee Comments : The Committee recommended that this grant not be approved as there is an opportunity to generate additional revenues by charging participants a nominal entry fee to cover the costs of lunch, dinner and refreshments currently provided at no charge. Note: states that organizations who have received Council Policy I-525-Community Investment continuous support from the City of Kitchener for five years or more are eligible to be considered for Community Grants Tier 1 funding. Should Council approve a 2011 Tier 2 grant for the World Religions Conference, this grant request is eligible to be moved to the Tier 1 grant process effective the 2012 funding year. ê ó ïç 2011 Community Grant Tier 2 Grant Applicant: Steckle Heritage Farm 2011 Tier 2 Grant Request: $15,852 ($15,000 cash; $852 in kind) Peer & Staff Review Committee Recommendation: $852 (in kind) Grant History: New applicant. Grant Purpose: Steckle Heritage Farm, a designated Kitchener heritage site, is a working farm and education centre dedicated to providing a combination of hands-on farm experience and educational programming to children and their families. The organization is requesting operating funds to enable Steckle Heritage Farm to be open to the public during the growing season and an in kind grant to cover the cost of placing articles in the City’s Leisure magazine. Further details are provided in the grant application (circulated under separate cover). Peer & Staff Review Committee Comments : The Committee recommended that an in kind grant be approved to assist with costs related to placing ads in the City’s Leisure magazine. The Committee could not recommend the cash grant request for approval as many of the services provided are not considered a municipal responsibility, but rather are education related. It was determined that the grant request did not meet the following grant criteria: “Services provided by the organization/group for which funding is requested must be considered a municipal responsibility and not be the responsibility of other levels of government; services such as health care, social services, training and education are not eligible.” Further, while the application did not provide specific information on the service area of the organization, the services provided by Steckle Heritage Farm are available to residents throughout the Region, but the organization has not approached other local municipalities for funding. ê ó îð 2011 Community Grant Tier 2 Grant Applicant: Centre for Community Based Research (CU Expo 2011) 2011 Tier 2 Grant Request: $5,000* ($3,500 cash; $1,500 in kind) *grant request revised from original request of $8,000 ($2,450 cash; $5,550 in kind) as included in Report CSD-11-038 Peer & Staff Review Committee Recommendation: $0 Grant History: New applicant. Grant Purpose: The Centre for Community Based Research (CCBR) is “focused on strengthening communities through social research”. CU Expo 2011 is being hosted by the communities of Waterloo Region with CCBR as the lead organization. CU Expo 2011 is a conference designed to “showcase the exemplars in community-university partnerships worldwide and together to introduce creative ways of strengthening our local communities”. The conference is expected to draw 800 delegates from Canada and around the world. As part of the conference, on May 12 “A Night in the Park” event is planned for conference delegates and members of the community. Funding is requested to assist with expenses related to this event. Further details are provided in the grant application (circulated under separate cover). Peer & Staff Review Committee Comments : The Committee recommended that this grant request not be approved. From the information provided, it was the Committee’s opinion that the event is intended mainly for conference delegates and not the general public, even though it was recognized that the event will open to the general public. Therefore this request was deemed a lower priority for funding and could not be accommodated within the community grants budget. ê ó îï