The URL can be used to link to this page

Home My WebLink AboutCSD-13-021 - 2013 Community Grants Tier 2 REPORT TO:Community and Infrastructure Services Committee DATE OF MEETING: March 18, 2013 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: March 6, 2013 REPORT NO.: CSD-13-021 SUBJECT: 2013 COMMUNITY GRANTS TIER 2 RECOMMENDATION: That 2013 Community Grants Tier 2 in the amount of $147,526 be approved as outlined in Report CSD-13-021, Appendix B. 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 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 community representatives and staff representing the arts and culture, special events, athletics 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 2013 Tier 2 grant, outlines the process used in assessing these requests and provides the Peer and Staff Review Committee recommendations for grant allocations. The process for 2013 Tier 2 grants included: a public information session held November 14, 2012 an application deadline of December 7, 2012 6 - 1 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 are being brought forward to the Community and Infrastructure Services Committee for consideration on March 18, 2013 Staff received forty-six Tier 2 applications, for a total request of $326,206 in grant funding for 2013. During a series of four 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 B 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. The first and second assessment stages provide opportunity for a thorough review of each application based on criteria approved by Council. Only when an application has passed the first and second assessment stages does the committee make decisions about the allocation of funds using the guiding principles outlined in the third assessment stage. All applicants receive the assessment and allocation criteria in their application package, thus they are well aware of how their application will be evaluated. 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. 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. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: This report supports the Strategic Directions outlined in the following table. Community Priority Strategic Priority Strategic Direction Quality of Our shared vision is for Kitchener to be a All voices matter Lifecommunity that invests in maintaining basic A city where everyone has a place services, in addition to amenities such as Nurture a sense of pride and community centres, museums, theatres, art community galleries, and leisure facilities, even if it means A focus on vitality paying higher taxes. Community programs and facilities 6 - 2 Community Priority Strategic Priority Strategic Direction Leadership & Our shared vision is for Kitchener to be a Promote informed decisions that Community community in which the residents are engaged last Engagement and active in decision-making about local Make it easy to get involved issues. E-engagement is here to stay Cultivate local leadership Hand it to the youth Diversity Our shared vision is for Kitchener to be a Offer ample opportunities for community where all residents have equitable inclusion access to, and meaningful inclusion in, the Be a leader social, economic and cultural fabric of civic life. Development Our shared vision is for Kitchener to be a Creative people live in creative community that has carefully planned its communities neighbourhoods and growth by trying to attract specific types of growth, even if it means restricting some new developments. Dynamic Our shared vision is for Kitchener to be a Stay on the path Downtown community that has built a vital and lively Downtown as a place to live downtown which provides all residents with a unique mix of exciting big-city amenities and diverse services. The Community Grants Tier 2 program helps the City achieve many of the community priorities contained in the Strategic Plan. The program supports new and existing community organizations to contribute to building our community vision of “…an innovative, caring and vibrant Kitchener with safe and thriving neighbourhoods” through supporting a variety of activities in special events/arts and culture, community development and support, and sports and recreation. FINANCIAL IMPLICATIONS: The budget for 2013 Community Grants Tier 2 is $147,790. The Peer and Staff Review Committee is recommending a total allocation of $147,526, leaving a balance of $264 unallocated. If Council approves additional Tier 2 grant amounts above the budgeted amount of $147,790, 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 2013. The following chart, provided for information purposes, 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 (Tiers 1 and 3, in kind facility and travel assistance grants) are approved during the annual budget process. 6 - 3 Peer and Staff Tier 2 Tier 2 Tier 2 Review Committee Grants Grant Grant Tier 2 Grant Approved by Year Budget Requests RecommendationsCouncilNotes 2012 $134,216 $306,823 $132,328$135,216Overexpenditure due to Council approval of one appeal (Cherry Park NA) 2011 $144,340 $450,882 $139,946$149,659Overexpenditure due to Council approval of three appeals (Neruda Productions, CU Expo Conference, Mennonite Coalition for Refugee Support) 2010 $137,558 $421,880 $122,620$125,620Approved amount higher than staff recommendation due to Council approval of two appeals (Chestnut Hall Camerata, World Religions Conference) 2009 $101,416 $507,187 $101,200$105,700Overexpenditure due to Council approval of one appeal (Kiwanis Club) COMMUNITY ENGAGEMENT: The process for 2013 Tier 2 grants was advertised on the City’s website, in the Leisure magazine and in the September/October 2012 issue of Your Kitchener. Previous Tier 2 grant recipients were also sent information regarding the 2013 grant process, as were all Tier 1 grant recipients. All grant applicants were informed of the Peer and Staff Review Committee’s grant recommendations and were invited to attend the March 18, 2013 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. ACKNOWLEDGED BY: Michael May, Deputy CAO, Community Services Appendix A: Community Grants Tier 2 - Grant Allocation Assessment Framework Appendix B: 2013 Community Grants Tier 2 Recommendations 6 - 4 Report CSD-13-021 – 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, leadership and 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. 6 - 5 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: 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 submit a completed “Previous Tier 2 Funding” form, providing a financial accounting and quantitative/qualitative measures of success? 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. 6 - 6 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. 6 - 7 Organization 2012 Grant Approved 2012 Type of Grant Approved (cash unless noted otherwise) 2013 Grant Request 2013 Type of Grant Request (cash unless noted otherwise) 2013 Grant Recommendation 2013 Type of Grant Recommendation (cash unless noted otherwise) Funds Requested For Guiding Principle(s) Applied to Request Notes 6 - 8 Organization 2012 Grant Approved 2012 Type of Grant Approved (cash unless noted otherwise) 2013 Grant Request 2013 Type of Grant Request (cash unless noted otherwise) 2013 Grant Recommendation 2013 Type of Grant Recommendation (cash unless noted otherwise) Funds Requested For Guiding Principle(s) Applied to Request Notes 6 - 9 Organization 2012 Grant Approved 2012 Type of Grant Approved (cash unless noted otherwise) 2013 Grant Request 2013 Type of Grant Request (cash unless noted otherwise) 2013 Grant Recommendation 2013 Type of Grant Recommendation (cash unless noted otherwise) Funds Requested For Guiding Principle(s) Applied to Request Notes 6 - 10 Organization 2012 Grant Approved 2012 Type of Grant Approved (cash unless noted otherwise) 2013 Grant Request 2013 Type of Grant Request (cash unless noted otherwise) 2013 Grant Recommendation 2013 Type of Grant Recommendation (cash unless noted otherwise) Funds Requested For Guiding Principle(s) Applied to Request Notes 6 - 11 Organization 2012 Grant Approved 2012 Type of Grant Approved (cash unless noted otherwise) 2013 Grant Request 2013 Type of Grant Request (cash unless noted otherwise) 2013 Grant Recommendation 2013 Type of Grant Recommendation (cash unless noted otherwise) Funds Requested For Guiding Principle(s) Applied to Request Notes 6 - 12 Organization 2012 Grant Approved 2012 Type of Grant Approved (cash unless noted otherwise) 2013 Grant Request 2013 Type of Grant Request (cash unless noted otherwise) 2013 Grant Recommendation 2013 Type of Grant Recommendation (cash unless noted otherwise) Funds Requested For Guiding Principle(s) Applied to Request Notes 6 - 13 Organization 2012 Grant Approved 2012 Type of Grant Approved (cash unless noted otherwise) 2013 Grant Request 2013 Type of Grant Request (cash unless noted otherwise) 2013 Grant Recommendation 2013 Type of Grant Recommendation (cash unless noted otherwise) Funds Requested For Guiding Principle(s) Applied to Request Notes 6 - 14 Organization 2012 Grant Approved 2012 Type of Grant Approved (cash unless noted otherwise) 2013 Grant Request 2013 Type of Grant Request (cash unless noted otherwise) 2013 Grant Recommendation 2013 Type of Grant Recommendation (cash unless noted otherwise) Funds Requested For Guiding Principle(s) Applied to Request Notes 6 - 15 Organization 2012 Grant Approved 2012 Type of Grant Approved (cash unless noted otherwise) 2013 Grant Request 2013 Type of Grant Request (cash unless noted otherwise) 2013 Grant Recommendation 2013 Type of Grant Recommendation (cash unless noted otherwise) Funds Requested For Guiding Principle(s) Applied to Request Notes 6 - 16 Organization 2012 Grant Approved 2012 Type of Grant Approved (cash unless noted otherwise) 2013 Grant Request 2013 Type of Grant Request (cash unless noted otherwise) 2013 Grant Recommendation 2013 Type of Grant Recommendation (cash unless noted otherwise) Funds Requested For Guiding Principle(s) Applied to Request Notes 6 - 17 Organization 2012 Grant Approved 2012 Type of Grant Approved (cash unless noted otherwise) 2013 Grant Request 2013 Type of Grant Request (cash unless noted otherwise) 2013 Grant Recommendation 2013 Type of Grant Recommendation (cash unless noted otherwise) Funds Requested For Guiding Principle(s) Applied to Request Notes 6 - 18 Organization 2012 Grant Approved 2012 Type of Grant Approved (cash unless noted otherwise) 2013 Grant Request 2013 Type of Grant Request (cash unless noted otherwise) 2013 Grant Recommendation 2013 Type of Grant Recommendation (cash unless noted otherwise) Funds Requested For Guiding Principle(s) Applied to Request Notes 6 - 19 Organization 2012 Grant Approved 2012 Type of Grant Approved (cash unless noted otherwise) 2013 Grant Request 2013 Type of Grant Request (cash unless noted otherwise) 2013 Grant Recommendation 2013 Type of Grant Recommendation (cash unless noted otherwise) Funds Requested For Guiding Principle(s) Applied to Request Notes 6 - 20 6 - 21 6 - 22 6 - 23 6 - 24 6 - 25 6 - 26 6 - 27 6 - 28 6 - 29 6 - 30 6 - 31 6 - 32 6 - 33 6 - 34 6 - 35 6 - 36 6 - 37 6 - 38 6 - 39 6 - 40 6 - 41 6 - 42 6 - 43 6 - 44 6 - 45 6 - 46 6 - 47 6 - 48 6 - 49 6 - 50 6 - 51 6 - 52 6 - 53 6 - 54 6 - 55 6 - 56 6 - 57 6 - 58 6 - 59 6 - 60 6 - 61 6 - 62 6 - 63 6 - 64 6 - 65 6 - 66 6 - 67 6 - 68 6 - 69 6 - 70 6 - 71 6 - 72 6 - 73 6 - 74 6 - 75 6 - 76 6 - 77 6 - 78 6 - 79 6 - 80 6 - 81 6 - 82 6 - 83 6 - 84 6 - 85 6 - 86 6 - 87 6 - 88 6 - 89 6 - 90 6 - 91 6 - 92 6 - 93 6 - 94 6 - 95 6 - 96