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CSD-15-024 - 2015 Community Grants Tier 2
Staff Report I rTC'.�► t .R Community Services Department wmkitchener.ca REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: March 30, 2015 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 17, 2015 REPORT NO.: CSD-15-024 SUBJECT: 2015 COMMUNITY GRANTS TIER 2 RECOMMENDATION: That 2015 Community Grants Tier 2 in the amount of $190,765 be approved as outlined in Report CSD-15-024, Appendix B. That the following organizations be approved to move to the Tier 1 grant process effective the 2016 grant year: • Ahmadiyya Muslim Jama'at (World Religions Conference) • Association des Francophones de Kitchener-Waterloo • Button Factory Arts • DaCapo Chamber Choir • Flush Ink Productions • India-Canada Association of Waterloo Region (Mela Festival) • Kiwanis Club of Kitchener-Waterloo (Kiwanis Music Festival) • Latitudes Storytelling Festival • LINK Picnic Festival • Neruda Arts • Our World Festival of Music • Waterloo Chamber Players 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 ***This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 5 - 1 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 four community representatives and six 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 2015 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 2015 Tier 2 grants included: ➢ a public information session held November 13, 2014 ➢ an application deadline of December 5, 2014 ➢ 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 30, 2015 Staff received 61 Tier 2 grant applications, for a total request of $422,425 in grant funding for 2015. 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. This year staff implemented a pilot online application process for the Tier 2 program. While some applicants expressed minor difficulties with the online system, overall, moving to a paperless application resulted in efficiencies of time and resources for applicants and the review committee. Staff plan to utilize an online application process next year. 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 5 - 2 volunteers and staff, spent considerable time and effort reviewing and assessing each application. Each member spent approximately 20 to 25 hours reviewing the applications and the committee met twice for a total of seven hours to make final recommendations. 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 1-525 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 2016 funding year. If approved, these groups will move to Tier 1 in 2016 with a base grant amount equal to their 2015 Tier 2 grant, and there will be a corresponding reduction in the amount available for Tier 2 grants in 2016. 2015 Grant 2015 Type of Grant Previous Years Organization Recommendation Recommendation Funded Ahmadiyya Muslim Jama'at $200 cash 2005, 2007-2010, World Religions Conference 2014 Association des Francophones $1,975 $1,000 cash; $975 in 2010-2014 de Kitchener-Waterloo (Franco- kind Fete) Button Factory Arts $2,000 cash 2010-2014 DaCapo Chamber Choir $6,000 cash 2009-2014 Flush Ink Productions $3,000 cash 2007, 2009-2014 5 - 3 2015 Grant 2015 Type of Grant Previous Years Organization Recommendation Recommendation Funded India-Canada Association of $6,000 $3,000 cash; $3,000 2010-2014 Waterloo Region (Mela Festival) in kind Kiwanis Club of Kitchener- $5,500 $5,000 cash; $500 in 2009-2012, 2014 Waterloo (Kiwanis Music kind Festival) Latitudes Storytelling Festival $3,000 $2,000 cash; $1,000 2009-2014 in kind LINK Picnic Festival $7,500 $2,500 cash; $5,000 2009-2014 in kind Neruda Arts $15,000 $11,000 cash; $4,000 2003, 2006, 2009, in kind 2011, 2013-2014 Our World Festival of Music $5,500 $1,500 cash; $4,000 2009-2011, 2013- in kind 2014 Waterloo Chamber Players $800 cash 2010-2014 TOTAL $56,475 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The Community Grants Tier 2 program supports multiple strategic priorities in the City of Kitchener's strategic plan, namely, quality of life, leadership and community engagement, diversity and dynamic downtown. 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 2015 Community Grants Tier 2 is $192,868. The Peer and Staff Review Committee is recommending a total allocation of $190,765. The cost to place an advertisement in Kitchener Post was $634, leaving a balance of$1,469 unallocated. If Council approves additional Tier 2 grant amounts above the budgeted amount of $192,868, 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 2015. 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 (Tier 1, in kind facility and travel assistance grants) are approved during the annual budget process. Staff note that the 2015 Tier 2 budget is almost double the Tier 2 funding available in 2009. 5 - 4 Peer and Staff Tier 2 Tier 2 #of Tier 2 Review Committee Grants Grant Applications Grant Tier 2 Grant Approved Year Budget Received Requests Recommendations by Council Notes 2015 $192,868 61 $422,425 $190,765 TBD Tier 2 budget is $192,868, less $634 spent on advertising, leaving a balance of $1,469 unallocated 2014 $175,595 67 $579,057 $173,566 $181,766 Overexpenditure due to Council approval of three appeals (Neruda Arts, Pakistan Canada Association, World Religions Conference) 2013 $147,790 46 $326,206 $147,526 $158,908 Overexpenditure due to Council approval of two appeals (Cherry Park NA, Neruda Productions) 2012 $134,216 48 $306,823 $132,328 $135,216 Overexpenditure due to Council approval of one appeal (Cherry Park NA) 2011 $144,340 41 $450,882 $139,946 $149,659 Overexpenditure due to Council approval of three appeals (Neruda Productions, CU Expo Conference, Mennonite Coalition for Refugee Support) 2010 $137,558 40 $421,880 $122,620 $125,620 Approved amount higher than staff recommendation due to Council approval of two appeals (Chestnut Hall Camerata, World Religions Conference 2009 $101,416 38 $507,187 $101,200 $105,700 Overexpenditure due to Council approval of one a eal Kiwanis Club COMMUNITY ENGAGEMENT: The process for 2015 Community Grants Tier 2 grants was advertised on the City's website and in publications of Leisure and Kitchener Post. Previous Tier 2 grant recipients were also sent information regarding the 2015 grant process, as were all Tier 1 grant recipients. These groups were also invited to attend a public information session on November 13, 2014 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 5 - 5 Committee's grant recommendations and were invited to attend the March 30, 2015 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 - Grant Allocation Assessment Framework Appendix B: Community Grants Tier 2 - 2015 Recommendations 5 - 6 Report CSD-15-024—Appendix A 1 I s .Hr_. F COMMUNITY SERVICES 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: 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. 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. 5 - 7 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 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 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. 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R A Y o � 0- ° o a) o cu.o C) in a�'i 2 0 2 1 o c a0oi z a) E ca c Q .� o o CU cu c cu o a 0- c c ao j pa;sanba�spun j Y o � o a O Q o Cn m � o o 0 (eswuay;o pa;ou ssalun yse3) oo °o papuewwo3a-d;ueag;o ads i gLOZ� c uol;epuaumao3a'd;ueao 9W o0 0 0 0 0 co 0 0 C14 ti o CD (aswuay;o pa;ou ssalun °o 00 yse3);senba'd;ueag;o ads i g�OZ-f cu — Y ;sanba'd;ueag S60Z °o °o_ °o_ N v cR N cR N cr (eswuay;o pa;ou ssalun yse3)panoiddd;ueaE);o ads i VLOZ panoaddd;ueag ti60Z °o oo Lo o C14 co (elge3lldde j!) o ;ueao 6 aall 9 60Z co U o E _0) 0 L Cl) 0 U C p cu U Y � U U fn C/) 0 c O O � 2 .6 J U E auaeN uogezlue6ap o Q c 5 - 26 2016 Community Grants Tier 2 Grant Appeal Grant Applicant: Somali Canadian Association of Waterloo Region 2015 Grant Request: $17,000' (cash) Peer & Staff Review Committee Recommendation: $3,000 (cash) *Original grant request included in Report CSD-15-024 was$15,000; the request was subsequently increased to $17,000. Grant History: New applicant. ° Grant Purpose: The Somali Canadian Association of Waterloo Region is a non-profit community association "whose mandate is to enhance the lives of Somali Canadians and immigrants living in Waterloo Region by enhancing their participation in education, sports, civic engagement and helping them integrate well into the wider Canadian community while at the same time preserving their cultural heritage". The organization is requesting a grant of$17,000 to assist with expenses to run the following youth programs: • after school homework program at A.R. Kaufman and Laurentian public schools • youth sports and recreational programs (soccer and basketball for approximately 100 youth) • annual and seasonal soccer tournament Peer & Staff Review Committee Comments: in 2014, the organization received a Community Development Infrastructure Program grant of$10,000 from the City of Kitchener, as well as a $3,000 grant from KW Counselling and United Way. This grant funding was used to pay the wages for homework site supervisors, purchase a computer, equipment and supplies, transportation costs, soccer tournament and other related expenses as noted in their financial statement. The organization also received an in kind facility grant in the amount of$445 to assist with rental costs to hold their Heritage and Graduation Ceremony at the Chandler Mowat Community Centre on August 23, 2014. 5 - 27 The committee reviewed the 2015 grant request and recommended that a grant of $3,000 be approved to assist with expenses related to the organization's sports programs. The committee noted a concern with the lacy of funding from any other source, as the group's 2015 projected budget includes no revenues other than the grant requested from the City of Kitchener. The organization is relying on 100% funding from the City of Kitchener to run its programs, which is not sustainable for the long term. The organization needs to seek funding from other sources to supplement the City's grant contribution (e.g. sponsorships, donations). A copy of the grant application is attached for information. Since the review committee's recommendation, the Somali Canadian Association has updated their request to $17,000 to include an additional $2,000 to cover the cost of school supplies and snacks for the homework program; a copy of this request is also attached for reference. 5 - 28 February 27, 2015 2015 Community Grants Tier 2 New Information for DELEGATION PROCESS Two items that were not included in our submitted grant application budget: 1-School supplies for the homework program: Stationaries, books, math games, word games for the students. Estimated annual cost: 500 2-Snacks for the Homework program; We have noticed some kids do not come with snacks for their breaks while others do bring with them some light food or snacks. Some parents may not afford to regularly provide snacks for their children (especially parents with more children). We feel provision of some snacks at the programming sites would make tutoring participation smoother and easier for some families. Estimated annual cost: 1500 Thanks Mohamed Mursal Vice President Somali Canadian Association of Waterloo Region 5 - 29 Date Received: 2014-12-05 14:31:28 Submission Data: .... ... . .. Field Value Name of Organization/Group Somali Canadian Association of Waterloo Region Website SCAWR.CA Organization/Group Address Kitchener ON N2G 4K5 Telephone Fax --- Mailing Address (if different from above): i Name Aden Matan Title President ......... . . Telephone Extension (if applicable) E Email { r Alternate Contact Name Mohamed Mursal --._... . .... .-. ......-..._._ ..._ - - . . ._...... .._. ... --, Alternate Contact Title i Board executive/Vice-President -...._ _..._._..... � I Alternate Contact Telephone _........ _..........:........:......_................ - ................_.............. Alternate Contact Extension (if applicable) j Alternate Contact`Email .................... :....._._...:...._.: _._.... . _ ._ ........._-..-..... - _..:_ Type of service/activity Community Support and Development provided by your organization/group. _._..__...... .. _........ ..... . ........... Does your organization/group No,our organization does not currently receive a Tier 1 grant from the City currently receive a Tier I grant i of Kitchener. from the City of Kitchener? ......... . ..... Select the option that best f Project Support describes your request. If you selected`Special Event/Festival',provide date(s). If you selected 'Special Event/Festival'provide the location. Cash Grant Amount 15000 Requested In Kind(Non-Cash) Grant 0 Amount Requested Total Grant Amount 15000 Requested (Cash Grant Amount+In Kind Grant Amount) If applicable, list the type(s) of in kind (non cash) goods or services AND related costs below. (e.g. facility rentals, F road closures,printing, etc.) i Provide a description of the Program,Project or Event Description: Somali Canadian Association of services,programming, Waterloo Region is currently running three youth programs:A: After event/festival, and/or school homework program for elementary and high school students The equipment needs. i homework program runs every Tuesday and Thursday at A.R.Kaufman and Laurentian Public School. The organization is in partnership with i several other organizations to allocate volunteers to help with this program. j I We are also in a partnership with the Waterloo District School Board to run' 3 an ESL program at A.R Kaufman Public School for the parents of the ' newcomer youth who attend the homework support program.,It's a program that'assists both youth and parents 3: Youth Sports and recreational programs The organization runs soccer and basketball program: Basketball programs run at A R Kaufman Public School on a weekly This program is, .., 1 supervisedcominumty volunteer coordinator and"parents supervise the children under the age of 12. The soccer program runs every Friday at f Bechtel Park and every Saturday evenings at W T Towns en Pubhc _.._._... 5 - 31 School. In addition to the regularly scheduled soccer programs, the organization also runs an annual and seasonal soccer tournament that we welcome over a seven teams to participate. The aim of this tournament is to build the relationship between the youth and communities. Due to the lack of financial support, The Somali Canadian Association of Waterloo Region might not be able to continue running these sports programs without paid program coordinators and funds for sports supplies. i' Describe the relevance to These sports programs give Kitchener youth space to build healthy Kitchener residents. networks,horn their social and leadership skills and builds stronger inter community and intra community friendship while at the same time installing a sense of belonging in our youth. Provide the anticipated In total we serve more than 100 youth. There Basketball program at A. R number of participants/target Kaufman serves about 60 youth between 10 and 16 years old and the W. T audience and brief description. soccer program serves over 40 youth between the ages of 14 and IS (inclusive). Provide the membership We are sewing about 400 families statistics of the organization(if applicable). j List any partnership support 1- Kitchener City Hall -Funder 2-United Way of Kitchener Waterloo and )(e.g. sponsorships, volunteers, Area(Funder-2013114, and partner)3-Muslim Association of Waterloo etc.). Kitchener Masjid-Partner 4-The Kitchener and Waterloo Community Foundation-Partner 5- Waterloo Region District School Boars-Partner 6- Frontier College-Partner Describe your organizational we have board who have to approve all project expenses. There are capacity to deliver the committees such as sports committee who are headed by one of the board proposed service, project, or of directors. This special committee submits plans of action and projected event. expenses to the board. The board evaluates and assess the request. If approved, all expenses must be accounted for. There is a high standard of j Accountability and transparency. money cannot be withdrawn with out board approval and the signatures of at least three executives are needed to f 1 make any withdrawal from the bank. { Provide any other Relevant Information. Is there a charge to participate 1 No, there is no charge to participate in the service,program or event for which you are requesting a grant? ' - -- j If yes,what is the charges i ...................... : . ...._:. -_ ...__. - ...... .... 5 - 32 If there is a fee assistance No Charge program, describe this program. Are the services,programs Yes, our services,programs and/or events are accessible to persons with a and/or events provided ' disability accessible to persons with a disability? If no, explain. If you are not successful in It will really be difficult if not impossible to keep running all these receiving City of Kitchener programs without external funds. We got some funds for the homework grant funds, or receive an programs last year and that really improved the quality of the program amount less than requested, service and also significantly increased the number of students who access what will be the effect on the the program. We expect similar positive impact of we get this money service,program, project or festival/special event for which the funding is being requested? Describe what services you To educate the youth of our community, assist them by providing a youth provide to our community leaders. Somali Canadian Association of Waterloo Region is currently through your activities, running three youth programs: A: After school homework program for projects and/or events: elementary and high school students The homework program runs every Tuesday and Thursday at A.R. Kaufman and Laurentian Public School. The organization is in partnership with several other organizations to allocate volunteers to help with this program. We are also in a partnership with the Waterloo District School Board to run an ESL program at A.R Kaufman Public School for the parents of the newcomer youth who attend the homework support program. It's a program that assists both youth and parents. B: Youth Spoils and recreational programs The organization runs soccer and basketball program. Basketball programs run at Queensmount Public School on a weekly. This program is supervised community volunteer coordinator and parents supervise the children under the age of 12. The soccer program runs every Friday at Bechtel Park and every Saturday at Laurentian Public School. In addition to the regularly scheduled soccer programs, the organization also runs an annual and seasonal soccer tournament that we welcome over a 7 teams to participate. The aim of this j tournament is to build the relationship between the youth and communities. 3 i I If your organization/group When we started these programs four years ago;we had small number of operated in previous years participants and we used to get small donations fiom the community' j .without receiving City of members.The programs participants have very significantly increased and Kitchener funding, describe 11 we.-expanded the programs. Also small donations from parents is really what has.prompted you to'now I very,cumbersome to execute and also not sustainable and reliable: Our � request funding'.' unding ! programs are also now open to all Kitchener residents For instance last ... ...._. - ........_ .. ... .... . ..._:::_.... .. ....._......._.-........: year soccer tournament at Bud park involved teams from other Kitchener community group. So more program financial demands and more open and larger participation necessitated seeking external funds from the city ....................... .. ........ . ... . Year the organization group 2011 was established ....... .................... ... .............................. ... ... .................................................................... Is your organization/group No, our organization/group is not incorporated incorporated? .... ... ... . .. .. ............................ ......... ...... ...... . ............ Provide the number of staff Program/project Staff- Basketball Supervisor Soccer Supervisor Two and estimated hours worked Homework p rogram Supervisors Volunteers Basketball : 8 volunteers annually for each type of staff Soccer: 9 volunteers Homework: 18 volunteers Mother literacy class listed. volunteers 5 Demonstrate your ability to The association has an elaborate structure and clear line of tasks/ initiate and follow through on responsibilities delegations. The board helps all supervisors plan and projects, events and/or submit actions plans and projected expenses. All project/event initiatives operations. Describe how your and expenses must be approved by the board of directors. A committed is organization/group will be normally created to handle or run a particular project: for instance,there is accountable for the grant sports committee,homework committee etc. Normally each of this funds. committee is lead by a board director who reports to the association board of directors. Everyone is held to a high standard of accountability and efficiency. ..................... ...... ................... ...... ..... . Does your organization/group Yes, our group/organization has a current strategic plan. have a current strategic plan? . .............. ... ................. ... ....... Are your services only No, our services are not only available to Kitchener residents. provided for Kitchener residents? . .... ........ ............................ . . .. .... . ........................................................... J For the City of Kitchener, City Kitchener 85% Waterloo 15% of Waterloo, City of A Cambridge and any other municipalities, list the % of 1 total participants in each. Use the format provided above. .............. .................. .......... .. If your organization/group is We have attached our statement and will drop our bank statement at your -unable.to provide a financial office if needed statement or balance sheet, explain why .............I............. ......................... ............. .)From your most current financial statement, state your organization/group's surplus .............. ........... ...................................... .......................................... J 5 - 34 (if applicable). _- . _. ... ............. .. If your financial statement indicates a surplus,provide a brief statement of its intended use. From your most current financial statement, state your organization/group's deficit (if applicable). If your financial statement indicates a deficit, provide a brief statement on how you will fund it. Enter the amount requested and amount approved for any grants from the Region of j Waterloo. Enter the amount requested and amount approved for any grants from the Cijy of Waterloo. Enter the amount requested and amount approved for any grants from the Cily of Cambridge. Enter the amount requested and amount approved for any grants from any other municipality. (1) ...................._..... ..... ._........... ......... ............................................... Enter the amount requested and amount approved for any grants from any other .1 municipality. (2) i Provide a Iist of funding E None sources (other than the municipalities noted above)to which you applied for a grant./ } sponsorship and were i l .._.. .... E.. .:... _ _ .:.. _..... 3 5 - 35 unsuccessful. i . ... .... ....... .. ......... .. . . . . .. Describe the benefits provided to the community by the services,project or event for which you received a grant. .. ..... . . .................................. - Provide the number of participants and/or audience statistics. From what you have learned, is there anything that you will do differently next year? i Year- Tier 2 grant#1 (e.g. 2014) Grant amount- Tier 2 grant#1 (e.g. Grant Amount— $1000) For this grant,please provide a brief description of what was funded (1) Year - Tier 2 grant#2 (e.g. 2013) Grant amount- Tier 2 grant#2 (e..g. Grant Amount= $1000) For this grant,please provide a brief description of what was funded (2) Year- Tier 2 grant#3 (e.g. 2012) - ... . . .. .. . Grant amount - Tier 2 grant#3 3 (e.g. Grant Amount—$1000) f f For this grant, please provide a i brief description of what was funded(3) I Year Tier 2 grant#4 (e.g. 2011) - .................... 5 - 36 Grant amount- Tier 2 grant 44 " (e.g. Grant Amount =$1000) ........ ........ .......... ....................... ..... ......... _.. _......... For this grant, please provide a brief description of what was funded (4) Year - Tier 2 grant#5 (e.g. 2010) Grant amount- Tier 2 grant#5 (e.g. Grant Amount— $1000) For this grant,please provide a brief description of what was funded (5) Year - Tier 2 grant#6 (e.g. 2009) i Grant amount- Tier 2 grant#6 (e.g. Grant Amount=$1000) For this grant, please provide a brief description of what was funded(6) By submitting this form,T Yes, I agree acknowledge that I have read, understood, and agreed with all the statements and information provided to the City of Kitchener in this grant application. Tell us how you learned about City Staff this grant application process. If'Other'selected above, please specify. - - 5 - 37 Projected Expense for next year Sports (Soccer/Basketball) Indoor Soccer Tournament $2,449.57 Equipment& Supplies (balls, Jerseys, nets, Signs, etc.) $400.00 Food & Drinks - Events (8 events) $1,350.00 Youth leadership Program plus recognition awards plus referees $1,965.00 Youth Sports Coordinator Salary (2 Coordinators X 4 hours a week $4,800.00 * $25) Closing Ceremony- Pizza/Water $420.50 Somali Herritage and Graduation Ceremony $1,571.00 Transpoi-tation $800.00 Homework Program Homework Program coordinator(2 coordinators X 4 hours a week* $4,800.00 $25) Annual youth talent & Cultural event(cost based on experience) $1,600.00 Other Expenses Summar community BBQ and Musicals $1,100.00 Election night ( May/june 2015) $300.00 Miscellenous $200.00 Total Projected Expense; $21,756.07 Less current balance $4,882.90 Defeci.t $16,873.17 5 - 38 2014/15 Income and Expenses Total Revenue Kitchenere City Hall (CDIP) $10,000.00 K-W counselling and United Way $3,000.00 Membersship fee $100.00 Community Donations $200.00 Total Income $13,300.00 Current Total Expenses -2014 (paid so far) i Heritage T-Shirts $400.00 Homework Site Supervisor: Rashid Maawiye $1,300.00 Homework Site Supervisor: Rashid Maawiye $405.00 Homework Site Supervisor: Aden Ahmed Gedi $1,300.00 Homework Site Supervisor: Aden Ahmed Gedi $405.00 Organization Computer 524.7 Soccer Tournament 1434.24 i Equipment& Supplies (balls, Jerseys, nets, Signs, referees etc.) 791.06 Media(Graduation and Cultural night was aired on Somali Nationa rv) $500.00 Website and Postal office fees $ 210.75 Transportation and Iftarfor Players $420.00 Space Rental Fees and Charges $524.00 Food and refreshments for Sports and closing ceremonies/equipment $202.35 Total Paid Expenses $8,417.10 Net balance $4,882.90 5 - 39 k f City of Kitchener Community Grants Tier 2 2015 December 2014 5 - 40 I. Organizational Structure of the Association Community Members Board of Directors F_f Council of Elders Somali-Canadian Association of Waterloo Region (SCAWR)) is a non-profit j community association whose mandate is to enhance the lives of Somali Canadians and immigrants in Waterloo Region by enhancing their participation in education, sports, civic engagement and helping them integrate well into the wider Canadian community while at the same time preserving their cultural heritage. SCAWR structurally consists of three levels of administration: A. Board of Directors: - There are a total of nine elected boards of directors; Four of those are the administration 1- President : Aden Matan 2. Vice-president: Mohamed Mursal 3. Secretary : Idris Hassan 4. Treasure : Sarah Khalif The other five are Directors: Bashir Abdi, Qamar Yusuf, Geni and Abdirisaq Nur 5 - 41 B. Council of Elders:- We also have a council of elders in the organization and those are the retired professionals from the community, who act as bedrock support for the organization and sometimes come to supervise/observe some of the activities the association runs in the community. In addition, these elders are also to support the organization if there is any major conflict within the board of directors. C. General Members: - Those are the registered members who are registered; this is open to anyone who is interested in being part of the organization. As a member you pay your membership fee of ($20.00) every two years. This is normally happens when the board of directors is elected. II. Key Contact Names Aden Matan Board executive/ President Mohamed Mursa! Board executive/ Vice-president Sarah Khalif Board executive/ Treasurer Idris Hassan Board executive/ Secretary 5 - 42 �3 E 3 ' Cgi of Wmvrloo 'R 011 City of t e r Community Grants Tier 2 207 December 2014 5 - 43 Program, Project or Event Description Somali Canadian Association of Waterloo Region is currently running three youth programs. A: After school homework program for elementary and high school students The homework program runs every Tuesday and Thursday of A.R. Kaufman and Laurentian Public School. The organization is in partnership with several other organizations to allocate volunteers to help with this program. We are also in a partnership with the Waterloo District School Board to run an ESL program at A.R Kaufman Public School for the parents of the newcomer youth who attend the homework support program. It's a program that assists both youth and parents. Due to the lack of financial support, The Somali Canadian Association of Waterloo Region might not be able to continue running this program without a paid program coordinator. j B: Youth Sports and recreational programs The organization runs soccer and basketball program. Basketball programs run at A. R Kaufman Public School on a weekly. This program is supervised community volunteer coordinator and parents supervise the children under the age of 12. The soccer program runs every Friday at Bechtel Park and every Saturday evenings at W.T. Townshend Public School. In addition to the regularly scheduled soccer programs, the organization also runs an annual and seasonal soccer tournament that we welcome over a seven teams to participate. The aim of this tournament is to build the relationship between the youth and communities. Implementation plan and schedule 5 - 44 Education/Homework To maintain andcenhance A.R. Kaufman Public School Program the current active Tuesday 6:30pm - 8:30pm homework support program Thursday 6:30pm - by hiring a paid coordinator 8:30pm who can recruit more volunteers Laurentian Public School Tuesday 6:30pm - 8:30pm Thursday 6:30pm - 8:30pm Basketball Program To secure a facility and A.R. Kaufman Public School coordinators maintain and Saturday 6:00pm - run the 60 + youth that 10:00pm participate this program can continue coming to take advantage and build their skills of playing soccer, establishing healthy networks and being active in the community Soccer Program To secure suitable soccer Bechtel Park facility for weekly and Friday 10:00pm - 12:00pm seasonal games and widen the seasonal tournament to W.T. Townshend Public other communities School Saturday 6:00pm - 10:00pm Youth Leadership To facilitate a youth Muslim Association Of Training leadership seminars so the Canada (MAC) local youth can foster a Kitchener Masjid mutual understanding self respect and responsibility. By weekly Youth Meeting/Leadership training Volunteering To organize more Arrange a monthly general volunteering information information session about sessions for our community available resources in the 5 - 45 members to understand the community for youth and importance of volunteering. parents. To recruit and encourage the youth, to fulfill the available volunteer opportunities. Mentoring To manage different We arrange the mentoring opportunities for youth to sessions through other learn from one-another, programs and service that and grow personally and we provide to youth- professionally Identify academic To hold a wide youth weakness through the experience exchange homework program and session arrange one-on-one tutoring services 5 - 46