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HomeMy WebLinkAboutCSD-13-109 - 2014 Community Grants - Complete REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: December 2, 2013 SUBMITTED BY: Michael May, Deputy CAO, Community Services PREPARED BY: Renate Willms, Supervisor, Administration (519-741-2200, ext. 7395); Kathleen Woodcock, Manager, Service Coordination & Improvement (519-741-2200, ext. 7597); Bob Cheyne, Supervisor, Athletics (519-741-2200, ext. 7689) WARD(S) INVOLVED: All DATE OF REPORT: November 21, 2013 REPORT NO.: CSD-13-109 SUBJECT: 2014 COMMUNITY GRANTS RECOMMENDATION: That, subject to final 2014 budget approval, the 2014 budget for Community Grants Tiers 1, 2 and 3, in kind facility grants and travel assistance grants be set at $2,027,404 and allocated as follows: That 2014 Community Grants Tier 1 in the amount of $1,573,470 as outlined in Appendix A to Report CSD-13-109 be approved for community groups. That 2014 Community Grants Tier 1 in the amount of $203,672 as outlined in Appendix B to Report CSD-13-109 be approved for minor sports organizations. That the 2014 budget for Community Grants Tier 2 be set at $175,595. That the 2014 budget for Community Grants Tier 3 be set at $10,980. That the 2014 budget for In Kind Facility Grants and Travel Assistance Grants be set at $7,687. That a 2014 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. 4 - 1 REPORT: This report provides a summary of the grant processes and makes recommendations with respect to 2014 grant allocations and budgets. 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 2013 grant amounts, 2014 grant requests and recommended grant allocations for 2014. Grant requests were reviewed by staff and the recommended increase is 1.25% 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: Kitchener Community Blues Inc. (Kitchener Blues Festival) This report recommends that Kitchener Community Blues Inc. receive a grant of $39,517 in 2014. Staff intends to make the grant payment to this organization as has been done in previous years, that being one cash payment after final budget approval in 2014. Staff is comfortable proceeding in this manner and is recommending in this report that this payment method continue as per the organization’s request, but would like to point out that there are some financial risks to the City with this payment method. The City’s standard practice of paying Tier 1 groups who receive grants for events held at City-operated facilities is to hold back a portion of the grant to cover City related costs, rather than the organization being billed after the event. This payment method reduces the financial risk to the City should the event be cancelled after the grant payment has been released and the group cannot repay the City. 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 2013 grant amounts, 2014 grant requests and recommended grant allocations for 2014. 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 recommended increase is 1.25% except for cases where an additional increase or decrease was deemed as justified and/or uncontrollable. 4 - 2 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. Staff would like to highlight the following change to minor sports grants. On May 13, 2013, Council approved a change to the Tier 1 minor sports grants process for affiliated ice groups (Kitchener Minor Hockey Association, Kitchener-Waterloo Skating Club and Kitchener Ringette). These organizations now receive a facility rental discount, which is included in the Aud/Arenas operating budget, instead of Tier 1 grant funding. The 2013 budgets have been restated to reflect the change within the Aud/Arenas and grant budgets. 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 2014 Tier 2 grants is Friday, December 6, 2013. A public information session was held on November 20, 2013 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 2014 funding, within the approved budget. These recommendations will be brought forward for consideration at the March 17, 2014 Community and Infrastructure Services Committee meeting. Staff would like to highlight the following change to the 2014 Tier 2 grant allocation. On December 3, 2012, Council approved a transfer of $24,692 from the Safe & Healthy Community Advisory Committee budget to the 2014 Tier 2 Community Grants budget. This transfer of funds is noted in the “financial implications” section of this report. 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. 4 - 3 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, to a maximum of $500. 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 four years (2010 - $47,000; 2011 - $50,000; 2012 - $56,000, 2013 - $56,000). This report includes a 2014 grant allocation to the CEI in the amount of $56,000. Economic Development staff will provide a summary report to accompany this request (refer to Report CAO-13-030 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. FINANCIAL IMPLICATIONS: The 2014 budget recommended for Community Grants Tiers 1, 2 and 3, in kind facility and travel assistance grants is $2,027,404, representing a 1.34% increase over 2013.This report recommends that the budget be allocated as follows: 4 - 4 Community $1,550,477 ($1,049) 1 $1,549,428 $1,573,470 1.55% $24,042 Refer to Appendix A Grants Tier 1 for details. (Community Groups) Community $757,244 ($556,086) 2 $201,158 $203,672 1.25% $2,514 Refer to Appendix B Grants Tier 1 for details. (Minor Sports Organizations) Community $150,790 $24,692 3 $175,482 $175,595 0.05% $113 Tier 2 grant Grants Tier 2 allocation varies annually as amount allotted to this funding source is balance remaining after other grant sources have been allocated their amounts. 2014 Tier 2 grant recommendations will be brought forward at the March 17, 2014 CISC meeting. Community $10,844 $10,844 $10,980 1.25% $136 Programs/projects Grants Tier 3 sponsored by the City in partnership with other community funders; grant recommendation to be brought forward to CISC in 2014. In Kind Facility/ $7,592 $7,592 $7,687 1.25% $95 Grants are Travel evaluated and Assistanceprocessed by staff Grantsbased on established criteria approved by Council. Creative $56,000 $56,000 $56,000 0.00% $0 Refer to report CAO- Enterprise 13-030 for details. Initiative TOTAL $2,532,947 $(532,443) $2,000,504 $2,027,404 1.34% $26,900 Restatements: 1 Waterloo-Wellington Ontario Senior Games grant transferred to Community Programs & Services operating budget in 2013 (Council approved December 17, 2012). 2 Affiliated minor sport group ice grants transferred to Aud/Arenas operating budget in 2013 (Council approved May 13, 2013). 3 Transfer from the Safe & Healthy Community Advisory Committee budget to the Tier 2 grant budget (Council approved December 3, 2012). 4 - 5 COMMUNITY ENGAGEMENT: Tier 1 grant recipients were informed of the department’s recommendations for 2014 grant allocations and were given the opportunity to attend the December 2, 2013 Community and Infrastructure Services Committee meeting to speak to their grant requests. The Tier 2 grant process was advertised on the City’s website, on Facebook, on Twitter, in the City’s Leisure magazine, in Kitchener Post 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: 2014 Tier 1 Grants - Community Groups Appendix B: 2014 Tier 1 Grants - Minor Sports Organizations 4 - 6 NOTES RECOMMENDED DECREASE $ INCREASE/ RECOMMENDED DECREASE % INCREASE/ unless noted otherwise) RECOMMENDED (cash YPE OF GRANT 2014 T RECOMMENDATION RANT2014 G REQUESTED DECREASE $ INCREASE/ REQUESTED DECREASE % INCREASE/ noted otherwise) REQUEST (cash unless YPE OF GRANT 2014 T RANT REQUEST2014 G noted otherwise) APPROVED (cash unless YPE OF GRANT 2013 T RANT APPROVED2013 G ORGANIZATION 4 - 7 NOTES RECOMMENDED DECREASE $ INCREASE/ RECOMMENDED DECREASE % INCREASE/ unless noted otherwise) RECOMMENDED (cash YPE OF GRANT 2014 T RECOMMENDATION RANT2014 G REQUESTED DECREASE $ INCREASE/ REQUESTED DECREASE % INCREASE/ noted otherwise) REQUEST (cash unless YPE OF GRANT 2014 T RANT REQUEST2014 G noted otherwise) APPROVED (cash unless YPE OF GRANT 2013 T RANT APPROVED2013 G ORGANIZATION 4 - 8 NOTES RECOMMENDED DECREASE $ INCREASE/ RECOMMENDED DECREASE % INCREASE/ unless noted otherwise) RECOMMENDED (cash YPE OF GRANT 2014 T RECOMMENDATION RANT2014 G REQUESTED DECREASE $ INCREASE/ REQUESTED DECREASE % INCREASE/ noted otherwise) REQUEST (cash unless YPE OF GRANT 2014 T RANT REQUEST2014 G noted otherwise) APPROVED (cash unless YPE OF GRANT 2013 T RANT APPROVED2013 G ORGANIZATION 4 - 9 NOTES RECOMMENDED DECREASE $ INCREASE/ RECOMMENDED DECREASE % INCREASE/ unless noted otherwise) RECOMMENDED (cash YPE OF GRANT 2014 T RECOMMENDATION RANT2014 G REQUESTED DECREASE $ INCREASE/ REQUESTED DECREASE % INCREASE/ noted otherwise) REQUEST (cash unless YPE OF GRANT 2014 T RANT REQUEST2014 G noted otherwise) APPROVED (cash unless YPE OF GRANT 2013 T RANT APPROVED2013 G ORGANIZATION 4 - 10 NOTES RECOMMENDED DECREASE $ INCREASE/ RECOMMENDED DECREASE % INCREASE/ unless noted otherwise) RECOMMENDED (cash YPE OF GRANT 2014 T RECOMMENDATION RANT2014 G REQUESTED DECREASE $ INCREASE/ REQUESTED DECREASE % INCREASE/ noted otherwise) REQUEST (cash unless YPE OF GRANT 2014 T RANT REQUEST2014 G noted otherwise) APPROVED (cash unless YPE OF GRANT 2013 T RANT APPROVED2013 G ORGANIZATION 4 - 11 4 - 12