HomeMy WebLinkAboutCSD-18-021 - 2018 Community Grants Tier 2REPORT TO: Community and Infrastructure Services Committee
DATE OF MEETING:March 5, 2018
SUBMITTED BY:Michael May, Deputy CAO, Community Services (519-741-2200,
ext. 7079)
PREPARED BY:Kathleen Woodcock, Manager, Service Coordination and
Improvement (519-741-2200, ext. 7597); Carrie Kozlowski,
Executive Assistant, Community Services (519-741-2200, ext.
7395)
WARD(S) INVOLVED:All
DATE OF REPORT:February 12, 2018
REPORT NO.:CSD-18-021
SUBJECT:2018 COMMUNITY GRANTS TIER 2
___________________________________________________________________
RECOMMENDATION:
That 2018 Community Grants Tier 2 in the amount of $179,134be approved as
outlined in Appendix A attached to Community Services Department report CSD-
18-021; and,
That the following organizations be approved to move to the Tier 1 grant process
effective the 2019 grant year:
1.Coalition of Muslim Women
2.KW Children’s Drama Workshop (actOUT)
3.Noteworthy Singers
4.Ray of Hope-Youth Addiction Services
5.Southwest Kitchener Optimist Club; and further
That the outstanding balance of $604 remain in the account and be posted as a
positive variance at the end of the year and then transferred into the tax
stabilization reserve.
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
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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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 three community representatives
and seven staff representing arts and culture, special events, sport development,
community development and neighbourhood development, 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 2018Tier 2 grant, outlines the
process used in assessing these requests and provides the Peer and Staff Review
Committee’srecommendations for grant allocations. The process for 2018 Tier 2 grants
included:
a public information session held on November 15, 2017
an application deadline of 5:00 pm on November 28, 2017
a review and assessment of applications by a Peer and StaffReview Committee
using the Grant Allocation Assessment Framework (Appendix B)
grant recommendations made by the Peer and Staff Review Committee to
allocate resources (Appendix A)
an appeal submission deadline of 12:00 pm on February 12, 2018
a meeting ofthe staff appeal panel on February 20, 2018 to review appeals (as
directed by City Council on August 28, 2017)
a notification to grant applicants of the Peer and Staff Review Committee’s
recommendations
Staff received 54 Tier 2 grant applications, for atotal request of $336,512in grant
funding for 2018. The total amount of Tier 2 funding available for 2018 is $179,738.
Members of the Peer and Staff Review Committee reviewed each grant application in
detail and, using the Grant Allocation AssessmentFramework, made decisions on grant
allocations within budget availability.
Committee members, both community volunteers and staff, spent considerable time and
effort reviewing and assessing each application. Each member spent approximately 20
to 25 hours reviewing the applications individually and the committee met three times
for a total of eight hours to make final recommendations. 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.
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Appendix A outlines the grant applicants, the requested amountsand the final grant
recommendations.
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 I-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. 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 whichthe 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 2019 funding year. If approved, these groups will move with a
base grant amount equal to their 2018 Tier 2 grant. Note that as a result of this change,
there will be a corresponding reduction in the amount of funding available for Tier 2
grants in 2019.
Previous
2018Grant
OrganizationType of GrantYears
Recommendation
Funded
Coalition of Muslim Women of $7,000cash2013-2017
Kitchener Waterloo
KW Children’s Drama Workshop $2,000cash2013-2017
(actOUT)
Noteworthy Singers$2,000cash2013-2017
Ray of Hope –Youth Addiction $5,000 in kind2013-2017
Services
Southwest Kitchener Optimist $1,250in kind2013-2017
Club
TOTAL$17,250
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city’s strategic
vision through the delivery of core service.
FINANCIAL IMPLICATIONS:
The budget for 2018 Community Grants Tier 2 is $179,738. The Peer and Staff Review
Committee recommends a total allocation of $179,134 leaving a balance of $604
unallocated.
The Peer and Staff Review Committee made recommendations for 2018Tier 2 grants
based on the validity and completeness of applications received.For this grant cycle,
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the financial information submitted by groups requesting amounts of $10,000 or greater
were reviewed by the Director of Revenue. This review provides additional subject
matter expertise for the financial analysis of grant requests of significant amounts.
There is no impact to the 2018 Tier 2 community grant budget as a result of the appeal
process.
The following chart 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.
Peer and Staff
Tier 2 #of Tier 2
Tier 2 Grants
Review Committee
YearGrant Applications Grant
Approved by Notes
Tier 2 Grant
BudgetReceivedRequestsCouncil
Recommendations
2018179,73854$336,512$179,134TBDTier 2 budget is
$179,738, leaving a
balance of $604
unallocated
2017$186,55459$362,784$157,236$161,736$24,818 transferred on
a one time basis to the
Special Events
Division to assist with
the City’s Canada 150
Celebration event
2016$156,50967$360,554$155,720$164,147Over expenditure due
to Council approval of
appeals ($7,638)
2015$192,86861$422,425$190,765$192,165Approved amount
higher than staff
recommendation due
to Council approval of
appeals and grant re-
allocations ($1,400)
2014$175,59567$579,057$173,566$181,766Over expenditure due
to Council approval of
appeals ($6,171)
2013$147,79046$326,206$147,526$158,908Over expenditure due
to Council approval of
appeals ($11,118)
Grant Appeals
As City Council directed through its August 28, 2017 motion, a change to the appeal
process was introduced for the 2018 community grants cycle. This year, a panel of staff
(CAO, DCAO for Community Services and the Executive Director to the CAO)
considered and made decisions on all Tier 1 and Tier 2 appeals.
In late January, staff notified all Tier 2 grant applicants of the Peer and Staff Review
Committee’s recommendations for Tier 2 grant allocations and advised them of their
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opportunity to submit a written appeal. Staff received appeals from three organizations
as follows:
Organization2018 Grant Amount 2018 Grant Amount Appeal
RequestedRecommendedAmount
Najda Now$6,500 $0$6,500
($6,000 cash,
$500 in kind)
Summer Lights Festival$12,620 $7,000 (in kind)$5,620
($7,000 cash,
$5,620 in kind)
Summer Night Movies$3,800 (in kind)$0$3,800
Total Value of Appeals$15,920
The staff appeal panel considered the written appeal submissions, and upheld the Peer
and Staff Review Committee’s recommendation to deny all three appeals. Appellant groups
received correspondence indicating the appeal decision on February 23, 2018.
COMMUNITY ENGAGEMENT:
INFORM – The process for 2018 Community Grants Tier 2 grants was advertised on
the City’swebsite and in publications of Active Kitchener and Kitchener Life. Previous
Tier 2 grant recipients were also sent information regarding the 2018 grant process, as
were all Tier 1 grant recipients. These groups were also invited to attend a public
information session on November 15, 2017to obtain information regarding the
community grants Tier 2 process and meet sector staff.
All grant applicants were informed of the Peer and Staff Review Committee’s grant
recommendations and were invited to submit written appeals for consideration by the
staff appeal panel.
This report has been posted to the City’s website with the agenda in advance of the
council/committee meeting.
CONSULT – The Peer and Staff Review Committee provided invaluable expertise
throughout the assessment process.Their commitment and dedication are very much
appreciated.
A
CKNOWLEDGED BY: Michael May, Deputy CAO, Community Services
Appendix A: Community Grants Tier 2 - 2018Recommendations
Appendix B: Community Grants Tier 2 - Grant Allocation Assessment Framework
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Report CSD-18-021- Community Grants Tier 2 - Appendix A
2018 Type of
2018 Final GrantGrant
Recommendation
Recommended
2018 Grant2018 Type of (after appeals(after appeals
Organization NameRequestGrant Requestprocess)process)
Age of Majority Singers$5,500in kind$5,500in kind
ArtsBuild Ontario$3,000$0
Belmont Village Bestival$15,339$11,593 cash; $5,200$4,000 cash,
$3,746$1,200 in kind
Big Brothers Big Sisters of Waterloo Region$5,313$5,000 cash; $5,313$5,000 cash;
$313 in kind$313 in kind
Button Factory Arts$5,000$0
Canadian Clay and Glass Gallery$5,000$3,000
Caribbean Dreams Concert Inc. $3,200$2,000 cash; $3,200$2,000 cash;
$1,200 in kind$1,200 in kind
Central Frederick Neighbourhood Association $3,000$3,000
-Hohner Avenue Porch Party
$2,650in kind$2,650in kind
Cherry Park Neighbourhood Association
(Cherry Festival)
CKMS - Radio Waterloo$4,000$2,000
Coalition of Muslim Women of Kitchener-$7,000$7,000
Waterloo
Community Coalition on Refugee and $3,500$2,500 cash; $3,500$2,500 cash;
Immigrant Concerns$1,000 in kind$1,000 in kind
Community Kitchen Co-operative Kitchener $15,000$0
Waterloo Inc.
Community Music School of Waterloo Region $10,000$8,000
(Lyrical Lines Education Network)
Cosmic Fishing Theatre$6,000$5,000 cash, $1,000in kind
$1,000 in kind
Country Hills Recreation Association (Cinema$1,936($715 cash; $1,936$715 cash;
Under the Stars)$1,221 in kind)$1,221 in kind
Crossroads Productions$1,600$1,000 cash; $1,600$1,000 cash;
$600 in kind$600 in kind
Cycle Waterloo Group$13,500in kind$10,000in kind
Extend-A-Family Waterloo Region$6,725$5,000 cash; $4,500$2,500 cash,
$1,725 in kind$2,000 in kind
FIRST Robotics Canada$5,000$3,000
For Hungarians in Canada Association (Euro $17,000$10,000 cash; $0
Sport Fest 2018 Multicultural Festival)$7,000 in kind
Global Youth Volunteer Network - $13,682$3,000$2,000 cash,
Wasahkotewinokwak$1,000 in kind
Grand River Voices$10,000$5,000 cash, $3,000$1,500 cash,
$5,000 in kind$1,500 in kind
Green Light Arts$10,000$9,000 cash; $8,000$7,000 cash,
$1,000 in kind$1,000 in kind
$3,000$0
India Canada Association of Waterloo Region
(Mela Festival)
Irish Real Life Festival$5,000$4,000
JM Drama Alumni/The Registry Theatre$10,000$10,000
1
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Report CSD-18-021- Community Grants Tier 2 - Appendix A
2018 Type of
2018 Final GrantGrant
Recommendation
Recommended
2018 Grant2018 Type of (after appeals(after appeals
Organization NameRequestGrant Requestprocess)process)
KW Art Gallery$2,500$2,500
KW Children's Drama Workshop(actOUT)$4,000$2,000
p$5,275in kind$5,275in kind
KW Comicon Grou
KW Musical Productions$6,500$5,000 cash; $6,500$5,000 cash;
$1,500 in kind$1,500 in kind
KW Oktoberfest$10,000$10,000
KW Taiwanese Cultural Association$1,080in kind$1,080in kind
Movies in the Park$4,500$3,500 cash; $0
$1,000 in kind
Naja Now$6,500$6,000 cash; $0
$500 in kind
NoteWorthy Singers$2,000$2,000
NUMUS$5,000$4,000
Page 1 Entertainment (formerly Page 1 $6,000$1,500
Productions)
Project Uprooted (formerly Uprooted Media $9,500$7,615 cash; $2,885$1,000 cash,
Collective)$1,885 in kind$1,885 in kind
Rainbow Reels (Queer and Trans Film $1,800$1,200 cash; $1,800$1,200 cash;
Festival)$600 in kind$600 in kind
Ray of Hope - Youth Addiction Services$5,000in kind$5,000in kind
ple Senior Club$3,000$1,000
Red Ma
Royal Medieval Faire$3,000$2,000
Schneider Creek Porch Party$10,116$9,606 cash; $2,400$2,000 cash,
$510 in kind$400 in kind
ptimist Club$1,250in kind$1,250in kind
Southwest Kitchener O
SPECTRUM - Waterloo Region's Rainbow $5,000$3,500 cash; $5,000$3,500 cash;
Community Space$1,500 in kind$1,500 in kind
Spiritus Ensemble Inc.$4,500$3,500
Starlight Presents Festival for Youth$4,000$2,800$2,500 cash,
$300 in kind
Summer Lights Festival$12,620$7,000 cash; $7,000in kind
$5,620 in kind
ght Movies$3,800in kind$0
Summer Ni
The AIDS Committee of Cambridge, $10,200$9,650 cash; $1,245in kind
Kitchener, Waterloo and Area$550 in kind
The Healing of the Seven Generations$7,400$5,000
$4,650$2,000
The New Quarterly Literary Society (Wild
Writers Literary Festival)
$3,000
Young@rt c/o Arts4All$6,376($6,048 cash;
$328 in kind)
TOTALS$336,512$179,134
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CSD-18-021 –Community Grants Tier 2 –Appendix B
City of KitchenerCommunity Grants Tier 2
Grant Allocation Assessment Framework
Community Grants Tier 2 are reviewed usinga three stageassessment process. All grant applications are reviewed by a Peer & Staff
Review Committee, composed of staff and community volunteers.Oncethereview committeemembers are satisfied that an
application meets the criteria, it willmake recommendationsto Council as to which grantsapplications should be approved.
1.Stage 1 Assessment –Primary Criteria
Applications arefirstreviewed using the primary criteria noted below. Applications will only proceed to the second stageonce
the review committeemembers 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.
3.Services provided by the organization/group for which fundingis 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 eligibleto 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.
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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 aresatisfied 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 strategicplan or articulated by staff?
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 accountablefor 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 provide afinancial accounting and quantitative/qualitative
measures of successfor the most recentTier 2 grantreceived?
3. Stage 3 Assessment –Guiding Principlesfor Grant Allocations
Applications proceeding to the third stage assessment are reviewed by committee membersusing theguiding 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.Requests that align with sector strategic plans and documents are generally deemed a higher priority.
October 2016
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