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Home My WebLink AboutCSD-12-153 - 2013 Community GrantsREPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: December 10, 2012 SUBMITTED BY: Michael May, Deputy CAO, Community Services PREPARED BY: Renate Willms, Supervisor of Administration (519-741-2395) Kathleen Woodcock, Manager, Service Coordination & Improvement (519-741-2597) WARD(S) INVOLVED: All DATE OF REPORT: December 4, 2012 REPORT NO.: CSD-12-153 SUBJECT: 2013 COMMUNITY GRANTS RECOMMENDATION: That, subject to final 2013 budget approval, the 2013 budget for Community Grants Tiers 1, 2 and 3, in kind facility grants and travel assistance grants be set at $2,529,947 and allocated as follows: That 2013 Community Grants Tier 1 in the amount of $1,547,477 as outlined in Appendix A to Report CSD-12-153 be approved for community groups. That 2013 Community Grants Tier 1 in the amount of $757,244 as outlined in Appendix B to Report CSD-12-153 be approved for minor sports organizations. That the 2013 budget for Community Grants Tier 2 be set at $150,790. That the 2013 budget for Community Grants Tier 3 be set at $10,844. That the 2013 budget for In Kind Facility Grants and Travel Assistance Grants be set at $7,592. That a 2013 operating grant of $56,000 be approved to the Creative Enterprise Initiative. BACKGROUND: The community grants budget provides funding for Community Grants Tiers 1, 2 and 3, in kind facility grants and travel assistance grants. Tiers 1, 2 and 3 grant recommendations are brought forward annually for Council’s consideration. In kind facility and travel assistance grants are reviewed and processed by staff upon receipt. REPORT: This report provides a summary of these grant processes and makes recommendations with respect to 2013 grant allocations for Tier 1 organizations and 2013 budgets for Tiers 2 and 3, in kind facility and travel grants. í ó ï Community Grants Tier 1 Community Groups The City of Kitchener provides a variety of grants to a number of organizations providing municipal services in the areas of arts and culture, special events, sports and recreation, and community support and development. The attached Appendix A identifies those organizations and provides details including 2012 grant amounts, 2013 grant requests and recommended grant allocations for 2013. Grant requests were reviewed by staff and the increase recommended is a 1% increase except for cases where an additional increase or decrease was deemed as justified and/or uncontrollable. Tier 1 agreements are in place with each organization which set out City responsibilities, grantee responsibilities, terms of agreement and clauses regarding liability, contract termination and inclusivity/access. Agreements are in length from one to five years, with grant allocations subject to Council approval and budget availability annually. Staff would like to highlight the following Tier 1 grant where a change in process is being recommended in this report: Waterloo-Wellington Ontario Senior Games The Ontario Senior Games Association provides support to 40 districts that coordinate Senior Games across Ontario. Their mission is to provide older adults an opportunity to increase their social interaction with others, increase their physical and mental well-being, and maintain and enhance their psychological and physiological well-being through participation in recreational activities and sports. The Waterloo-Wellington Ontario Senior Games have been coordinated by District 26, covering seven communities: Kitchener, Waterloo, Cambridge, Guelph, Centre Wellington, Wilmot and Woolwich. Games are hosted on a rotating basis in each of the seven communities. The City of Kitchener currently provides a Tier 1 grant to District 26 for the Waterloo-Wellington Ontario Senior Games, with the funds held in trust and then forwarded annually to the community responsible for hosting the Games. These funds are to assist with operations, advertising, equipment, marketing and registration processes. Staff was advised this year that the District 26 organization is no longer in operation and will not be coordinating the Games in 2013. The Ontario Senior Games Association is currently working with volunteer board members to develop a new board that will oversee these Games for the upcoming years. There is hope that a new board will be formed representative of the seven municipalities/townships and that future Games will be offered. As such, the community hosting the Games will request funding support from each of the seven communities. In the absence of a board to manage the funds, a host committee will be formed to manage all of the Games’ operations and processes. Each community hosting the Games will draw upon their own resources and have varying needs for additional funds. The financial support may vary year to year. Since there is no formal organization in place to receive the grant, staff is recommending that the funding for the Games ($1,050 in 2013) be transferred to an operating account, with payment authorized by staff and made annually to the hosting community committee. í ó î Minor Sports Organizations The City of Kitchener provides grants to minor, non profit sports organizations who provide instructional, intramural, recreational, inter-city (competitive) programs and/or opportunities to Kitchener residents who are 18 years of age or younger. The attached Appendix B identifies those organizations and provides details including 2012 grant amounts and recommended grant allocations for 2013. Minor sport organizations that receive Tier 1 funding from the City of Kitchener have applied for and met the criteria for affiliation under the City of Kitchener’s Minor Sports Affiliation Policy I- 471. Each organization is reviewed annually by staff to ensure that these criteria are being met. Grant requests were reviewed by staff and the increase recommended is a 1% increase. Tier 1 agreements are in place with each organization which set out City responsibilities, grantee responsibilities, terms of agreement and clauses regarding liability, contract termination and inclusivity/access. Agreements are in length from one to three years, with grant allocations subject to Council approval and budget availability annually. Community Grants Tier 2 Community Grants Tier 2 are intended to provide assistance to not for profit organizations/groups that provide 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 are 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 Community Grants Tier 2 Peer and Staff Review Committee, comprised of community representatives and staff, reviews applications as per a variety of assessment areas such as community need, organizational capacity, partnership support and financial analysis. This committee allocates resources within budget availability and makes recommendations to Council. The application deadline for 2013 Tier 2 grants is Friday, December 7, 2012. A public information session was held on November 14, 2012 to provide organizations an opportunity to become familiar with the grant process and procedures. The Peer and Staff Review Committee will review applications and make recommendations for 2013 funding, within the approved budget. These recommendations will be brought forward for consideration at the March 18, 2013 Community and Infrastructure Services Committee meeting. As outlined in the “Financial Implications” section of this report, staff is recommending a 12.3% increase ($16,574) for a total of $150,790 for the 2013 Tier 2 grant allocation. This increase is being recommended to ensure that a reasonable amount of funding is available for Tier 2 grants in 2013 and future years. Funding available for Tier 2 grants will decrease annually as groups become eligible to move from the Tier 2 to the Tier 1 process (upon Council approval), as the grant amounts are also transferred from the Tier 2 to the Tier 1 allocation in these instances. (Groups are eligible to move to the Tier 1 process after receiving five years of funding through the Tier 2 or former general provision grant processes.) This will leave fewer funds each year í ó í for distribution through the Tier 2 grant process, affecting new and emerging projects, events and activities provided by not for profit organizations to residents of Kitchener. If the requested Tier 2 grant increase does not occur, staff may have to seek additional Tier 2 funding within the next few years to ensure that adequate funding is available for Tier 2 grant requests in the future. Community Grants Tier 3 Also known as the “Community Services Innovation Investment Fund”, Tier 3 programs and projects are sponsored by the City of Kitchener in partnership with other community funders. As a result of periodic meetings among funders in the community (e.g. United Ways, community foundations, private foundations, other municipalities and other levels of government), staff will investigate opportunities to collaborate on innovative projects with other funders and will provide recommendations to Council for support. In Kind Facility/Travel Assistance Grants The City offers in kind (non cash) facility grants to groups and organizations providing a specific event to the general public, intended for the common good of Kitchener residents, in the areas of arts and culture, minor sports and recreation, and community support and development. In kind facility grants are not intended for ongoing facility rentals for meetings or programming, but rather for one time special events. The purpose of in kind facility grants is to waive facility rental fees for events held at City of Kitchener facilities. Grants are intended to cover rental and staff costs for a basic set-up. The travel assistance grant applies to residents of the City of Kitchener, 18 years of age or under, involved in non profit minor sports or cultural activities, who have qualified to compete in sport championships/cultural events. Grants are intended to assist with the cost of travel to and from the event location only, where round trip travel exceeds 500 kilometers. In kind facility and travel assistance grant requests are received by staff and processed upon receipt based on established criteria approved by Council. Creative Enterprise Initiative (CEI) The Creative Enterprise Initiative has received operating funding from the City of Kitchener from the community grants budget for the last three years (2010 - $47,000; 2011 - $50,000; $2012 - $56,000). This report includes a 2013 grant allocation to the CEI in the amount of $56,000. To support that recommendation, a presentation will be provided by representatives of the CEI at the December 10, 2012 Community and Infrastructure Services Committee meeting. Economic Development staff will provide a summary report to accompany that presentation (refer to Report CAO-12-052 for further details). ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Community grants support multiple strategic priorities in the City of Kitchener’s strategic plan, namely, quality of life, leadership and community engagement, diversity and dynamic downtown. í ó ì FINANCIAL IMPLICATIONS: The 2013 budget recommended for Community Grants Tiers 1, 2 and 3, in kind facility and travel assistance grants is $2,529,947, representing a 1.7% increase over 2012.This report recommends that the budget be allocated as follows: 2012 Grant 2013 Grant %$ Grant Type AllocationAllocationIncreaseIncreaseNotes Community Grants $1,529,440 $1,547,4771.2%$18,037Refer to Appendix A for Tier 1 (community details. groups) Community Grants $749,747 $757,2441.0%$7,497Refer to Appendix B for Tier 1 (minor sports details. organizations) Community Grants $134,216 $150,79012.3%$16,574The Tier 2 grant allocation Tier 2 varies annually as the amount allotted to this funding source is the balance remaining after the other grant sources included in this report have been allocated their amounts. 2013 Tier 2 grant recommendations will be brought forward at the March 18, 2013 CISC meeting. Community Grants $10,737 $10,8441.0%$107Programs/projects sponsored Tier 3 by the City in partnership with other community funders; grant recommendation to be brought forward to CISC in 2013. In Kind Facility/ $7,517$7,5921.0%$75Grants are evaluated and Travel Assistance processed by staff based on Grants established criteria approved by Council. Creative Enterprise $56,000 $56,0000%$0Refer to Report CAO-12-052 Initiativefor details. TOTAL$2,487,657$2,529,9471.7%$42,290 COMMUNITY ENGAGEMENT: Tier 1 grant recipients were informed of the department’s recommendations for 2013 grant allocations and were given the opportunity to attend the December 10, 2012 Community and Infrastructure Services Committee meeting to speak to their grant requests. The Tier 2 grant process was advertised on the City’s website, Leisure magazine and in the fall issue of Your Kitchener. Previous Tier 2 grant recipients were also sent information regarding the Tier 2 grant process, as were all Tier 1 grant groups. ACKNOWLEDGED BY: Michael May, Deputy CAO, Community Services Department Attachments: Appendix A: 2013 Community Grants Tier 1 - Community Groups Appendix B: 2013 Community Grants Tier 1 - Minor Sports Organizations í ó ë NOTES RECOMMENDED $ INCREASE RECOMMENDED % INCREASE unless noted otherwise) RECOMMENDED (cash 2013 TYPE OF GRANT RECOMMENDATION 2013 GRANT REQUESTED $ INCREASE REQUESTED % INCREASE noted otherwise) REQUEST (cash unless 2013 TYPE OF GRANT 2013 GRANT REQUEST unless noted otherwise) APPROVED (cash 2012 TYPE OF GRANT APPROVED 2012 GRANT ORGANIZATION í ó ê NOTES RECOMMENDED $ INCREASE RECOMMENDED % INCREASE unless noted otherwise) RECOMMENDED (cash 2013 TYPE OF GRANT RECOMMENDATION 2013 GRANT REQUESTED $ INCREASE REQUESTED % INCREASE noted otherwise) REQUEST (cash unless 2013 TYPE OF GRANT 2013 GRANT REQUEST unless noted otherwise) APPROVED (cash 2012 TYPE OF GRANT APPROVED 2012 GRANT ORGANIZATION í ó é NOTES RECOMMENDED $ INCREASE RECOMMENDED % INCREASE unless noted otherwise) RECOMMENDED (cash 2013 TYPE OF GRANT RECOMMENDATION 2013 GRANT REQUESTED $ INCREASE REQUESTED % INCREASE noted otherwise) REQUEST (cash unless 2013 TYPE OF GRANT 2013 GRANT REQUEST unless noted otherwise) APPROVED (cash 2012 TYPE OF GRANT APPROVED 2012 GRANT ORGANIZATION í ó è NOTES RECOMMENDED $ INCREASE RECOMMENDED % INCREASE unless noted otherwise) RECOMMENDED (cash 2013 TYPE OF GRANT RECOMMENDATION 2013 GRANT REQUESTED $ INCREASE REQUESTED % INCREASE noted otherwise) REQUEST (cash unless 2013 TYPE OF GRANT 2013 GRANT REQUEST unless noted otherwise) APPROVED (cash 2012 TYPE OF GRANT APPROVED 2012 GRANT ORGANIZATION í ó ç NOTES RECOMMENDED $ INCREASE RECOMMENDED % INCREASE unless noted otherwise) RECOMMENDED (cash 2013 TYPE OF GRANT RECOMMENDATION 2013 GRANT REQUESTED $ INCREASE REQUESTED % INCREASE noted otherwise) REQUEST (cash unless 2013 TYPE OF GRANT 2013 GRANT REQUEST unless noted otherwise) APPROVED (cash 2012 TYPE OF GRANT APPROVED 2012 GRANT ORGANIZATION í ó ïð í ó ïï 2013 Community Grants Tier 1 Applicant: The Multicultural Theatre Space Inc. (The MT Space) 2012 Grant Approved by Council: $12,730 2013 Grant Recommendation: $12,857 % Increase Recommended: 1% 2013 Grant Request: $30,000 % Increase Requested: 136% Founded in 2004, The MT Space is an arts organization dedicated to creating, presenting and producing contemporary theatre. The City provides a Tier 1 grant to The MT Space to assist with general operating expenses as well as costs related to their biennial IMPACT festival. The MT Space is requesting a grant of $30,000 for 2013, an increase of $17,270 over last year’s grant. The organization is requesting an increased level of municipal funding to match their growth and increased activities, as well as to cover their $20,000 gap in municipal funding due to discontinued funding from the Region of Waterloo’s Arts Fund. Further details are provided in the attached grant application. Unless funded from another source, any additional grant amounts approved for Tier 1 organizations from the community grants budget will reduce the 2013 Tier 2 grant allocation accordingly. í ó ïî í ó ïí í ó ïì í ó ïë í ó ïê í ó ïé í ó ïè í ó ïç í ó îð í ó îï í ó îî í ó îí í ó îì í ó îë í ó îê í ó îé í ó îè í ó îç í ó íð í ó íï í ó íî í ó íí í ó íì í ó íë í ó íê í ó íé í ó íè í ó íç í ó ìð í ó ìï í ó ìî í ó ìí í ó ìì í ó ìë í ó ìê í ó ìé í ó ìè í ó ìç í ó ëð í ó ëï í ó ëî í ó ëí í ó ëì í ó ëë í ó ëê í ó ëé í ó ëè í ó ëç í ó êð í ó êï í ó êî í ó êí í ó êì í ó êë í ó êê í ó êé í ó êè 2013 Community Grants Tier 1 Applicant: tri-Pride Community Association Inc. (tri-Pride Festival) 2012 Grant Approved by Council: $1,126 2013 Grant Recommendation: $1,137 % Increase Recommended: 1% 2013 Grant Request: $8,700 ($5,000 in kind; $3,700 cash) $ Increase Requested: $7,574 % Increase Requested: 673% The City provides a Tier 1 grant to the tri-Pride Community Association to assist with expenses related to hosting their annual tri-Pride festival in downtown Kitchener in June. Tri-Pride is requesting a grant of $8,700 ($5,000 in kind, $3,700 cash) for their 2013 festival, an increase of $7,574 over last year’s grant. When tri-Pride initially submitted their 2013 Tier 1 grant request in October, their request was $25,000 ($15,000 in kind; $10,000 cash). As a result of a recent application to Heritage Canada for a $10,000 grant, they have reduced the grant amount they are requesting from the City. A revised budget is attached to reflect the changes. The organization is requesting the increase to grow the festival by adding new programs and higher quality features to attract more participants. Most of the estimated cost increases are related to entertainment and production. Further details are provided in the attached grant application. Unless funded from another source, any additional grant amounts approved for Tier 1 organizations from the community grants budget will reduce the 2013 Tier 2 grant allocation accordingly. í ó êç í ó éð í ó éï í ó éî í ó éí í ó éì í ó éë í ó éê