HomeMy WebLinkAboutCSD-2021-2 - 2021 Community Grants (Tier 2)
REPORT TO: Community and Infrastructure Services Committee
DATE OF MEETING: April 19, 2021
SUBMITTED BY: Michael May, Deputy Chief Administrative Officer, ext. 7079
PREPARED BY: Carrie Kozlowski, Executive Assistant, ext. 7395
WARD (S) INVOLVED: All Ward(s)
DATE OF REPORT: March 26, 2021
REPORT NO.: CSD-2021-2
SUBJECT: 2021 Community Grants (Tier 2)
___________________________________________________________________________
RECOMMENDATION:
That 2021 community grants (Tier 2) in the amount of $141,659 be approved as outlined
in Appendix A attached to Community Services Department report CSD-2021-2; and
That the following organizations be approved to move to the Tier 1 grant process for the
2022 grant cycle:
1. Age of Majority Singers
2. Cycle Waterloo Group
3. Green Light Arts
4. SPECTRUM ; and further,
That the outstanding community grants balance of $71,733 be reallocated to fund a
variety of City and community-led initiatives intended to restore community connections
with one another and commemorate our collective COVID-19 experience once public
health restrictions allow these activities to take place.
BACKGROUND:
Tier 2 community grants assist organizations/groups providing not for profit services intended
for the common good of residents within the City of Kitchener. Tier 2 grants typically fund new
or emerging community organizations, events, and/or initiatives. Organizations providing
municipal services in the following sectors are eligible for funding:
arts and culture
special events
sports and recreation
community support and development
Both previously funded organizations and new applicant groups may apply for Tier 2 community
grants. Tier 1 organizations are only eligible for Tier 2 funding for one-time special projects or
events. Tier 2 grant allocations typically range in amount from $500 to $10,000.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
A Peer and Staff Review Committee (PSRC) composed of three community volunteers and six
staff (from arts/creative industries, special events, sport development, community development
and neighbourhood development) reviews applications against the eligibility criteria set out in
the Council-approved Community Investment policy (FIN-GRA-525). This committee allocates
resources within budget availability and makes funding recommendations to Council.
In November 2018 (CSD-18-088), Council delegated the consideration of appeals to a panel of
staff composed of:
Director, Neighbourhood Programs and Services
Director, Sport
Executive Director, Economic Development
REPORT:
This report outlines the process used to assess the applications, recommends the transfer of
several organizations from Tier 2 to the Tier 1 grant process, lists the organizations/groups that
applied for a 2021 Tier 2 grant, provides the amount of each funding request and details the
PSRCed grant allocations (see Appendix A).
For 2021, staff received 41 Tier 2 grant applications ($236,338 in requested funding). The total
amount of Tier 2 funding available is $213,392. The PSRC recommended funding 33 groups
($141,459). Subsequently, one group declined its recommended grant allocation of $1,800,
reducing the recommended allocation to $139,659 (32 groups). The appeal panel ultimately
recommends funding 32 groups ($141,659, as outlined in Appendix A).
Highlights of the 2021 Tier 2 grant process include:
Information sharing: a new online presentation that was
site introduced applicants to the Tier 2 process and provided tips about how to submit a
strong application: https://youtu.be/b2pApT7AaDA
Extended application deadline: December 16, 2020. Given the uncertainties resulting
from COVID-19, this deadline (2 weeks later than usual) allowed community groups more
time to plan their 2021 proposed activities.
Thorough review of applications: PSRC members completed an independent
review/assessment of the applications against the grant criteria. Then the committee
participated in three virtual sessions (February 2, 3 and 4, 2021) to develop funding
recommendations using an online decision-making platform.
Opportunity for appeals: Applicant organizations have the option to appeal their
recommended funding allocation. The appeal deadline was March 1, 2021, and the
appeal panel met virtually to make funding recommendations regarding the appeal
requests on March 8, 2021.
Communication: applicants were notified of the outcomes of the PSRC/
deliberations (as applicable).
Assessment process
PSRC members, both community volunteers and staff, dedicated considerable time and effort
to reviewing/assessing the applications. Each member spent approximately 20 hours
independently reviewing the applications. Then the committee met virtually three times for a total
of six hours to make funding recommendations as a group. The diversity of knowledge
and expertise, in combination with the detailed review process whereby applications are
considered against the Council-approved eligibility criteria ensures that funding
recommendations are made responsibly, in the context of all the applications received and within
budget availability.
Appeal process
All Tier 2 grant applicants are notified of the PSRCed funding allocations and
advised of the option to appeal the recommended grant allocation via an online appeal form.
Four organizations (Canadian Helpers Society, Caribbean Dreams Concert, Kind Minds Family
Wellness and nmydesign) appealed their allocation for 2021. The total value of the appeal
requests was $27,458. Upon review of the appeal submissions, the appeal panel upheld the
Kind Minds Family Wellness an additional $2,000.
Transfers to Tier 1
FIN-GRA-525 outlines that organizations receiving Tier 2 funding for five or more years may be
considered for Tier 1 funding. To be eligible for Tier 1, organizations must:
be incorporated as a not for profit entity or agree to become incorporated within an agreed
upon timeframe (12 months, for example),
enter into a legal agreement with the City, from one to five years in length. The agreement
outlines the responsibilities of the City and the responsibilities of organization, including
details of services/events for which the grant is provided, financial reporting requirements,
and insurance/indemnity requirements.
The chart below summarizes the organizations recommended to transfer to the Tier 1 grant
process for the 2022 grant cycle. If approved, these groups will move with a base grant amount
equal to their 2021 Tier 2 grant. As a result of this transfer, there will be a corresponding
reduction of $23,900 in available funding for Tier 2 grants in 2022.
previous Tier 2
organization 2021 grant recommendation
funding
Age of Majority Singers $5,900 2016 - 2020
($1,900 cash, $4,000 in kind)
Cycle Waterloo Group $5,000 (in kind) 2014 - 2020
Green Light Arts $8,000 2016 - 2020
($7,000 cash, $1,000 in kind)
SPECTRUM - $5,000 201 - 2020
Rainbow Community Space ($3,500 cash, $1,500 in kind)
Total $23,900
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
the delivery of core service.
FINANCIAL IMPLICATIONS:
The budget for 2021 Tier 2 community grants is $213,392.
The PSRC (with subsequent revisions recommended by the appeal panel and accounting for
o), recommends a total 2021 Tier 2 allocation of $141,659
Thus, $71,733 of the Tier 2 grants budget for 2021 remains unallocated.
Explanation of variance
This very rare positive variance is the result of the following factors:
Tier 1 grant allocations (funded from the same source as Tier 2 grants), were down for
2021. Due to the pandemic, some Tier 1 organizations scaled back their planned activities
and corresponding funding requests, while others felt it fiscally responsible to reduce their
funding requests in recognition of the financial impact the pandemic has placed on the
municipality. The reduction in Tier 1 allocations led to a subsequent increase in available
funding for the 2021 Tier 2 grants program.
2021 Tier 2 grant applications are down by 38% year-over-year for several reasons:
o Many activities typically funded through the Tier 2 grants program are ill-advised
due to current COVID-related public health restrictions on gathering.
o The uncertainty surrounding future permissibility to gather made it challenging for
organizations/groups to plan community events for 2021.
o Some organizations in receipt of 2020 Tier 2 funding were forced to amend or
postpone their activities due to the pandemic. As these groups may still be in the
process of delivering their previously planned activities using the 2020 funds, they
have neither the capacity to deliver additional programming nor the need for
additional funding in 2021.
The PSRC carefully considers all applications against the eligibility criteria outlined in the
Council-approved Community Investment policy. Despite that available funding for the
Tier 2 program was higher and the number of applications was lower than usual, the
committee upheld the eligibility criteria and made responsible funding recommendations
in keeping with the intent of the policy. The committee was unwilling to allocate funds to
projects that neither adequately met the grant criteria nor demonstrated need.
Recommendation for the variance
The positive variance is a pandemic-related anomaly. Once the pandemic has passed, staff
believe that many residents will have a strong desire to embrace opportunities to restore
connections with one another and to commemorate our COVID-19 experience as part of the
collective healing process. Examples of these opportunities could include City and community-
led festivals and celebrations, public art installations, and special initiatives to support community
groups as they struggle to return to normalcy following COVID-19.
The City currently has no funding in place to support these initiatives. Therefore, staff propose
that the remaining $71,733 in the 2021 community grants budget be allocated to support the
delivery of future post-pandemic programs and events related to restarting, celebrating and
commemorating as a community.
COMMUNITY ENGAGEMENT:
INFORM The 2021 Tier 2 community grant program was advertised on the c website, on
social media and in Kitchener Life. Previous Tier 2 grant recipients were informed of the 2021
application process. The new virtual presentation about Tier 2 grants allowed applicants to learn
about the program at their convenience and in the safety of their own location.
All grant applicants were informed of the PSRCed grant allocations and were
given the opportunity to appeal their allocation via an online form.
This report has been posted to the c
council/committee meeting.
CONSULT The PSRC provided invaluable expertise throughout the assessment process.
Their commitment and dedication are very much appreciated.
ACKNOWLEDGED BY: Michael May, Deputy CAO, Community Services Department
PREVIOUS REPORTS/AUTHORITIES:
CSD-18-088 Community Grants Appeal Process Update
FIN-GRA-525 Community Investment Policy
ATTACHMENTS: CSD-2021-2 Appendix A
Appendix A: CSD-2021-2
2021 Community Grants (Tier 2)
final grant
type of grant recommendation type of final grant
organization namegrant request
request(after appeal recommendation
process)
Age of Majority Singers$5,900($1,900 cash, $5,900($1,900 cash,
$4,000 in kind)$4,000 in kind)
Arts4All$7,000$7,000
(Afterschool Art Program)
Arts4All (Young@rt) $3,000$3,000
Belmont Village Bestival$7,000($5,000 cash, $7,000($5,000 cash,
$2,000 in kind)$2,000 in kind)
Bulgarian Folk Dance School $2,500(in kind)$2,500(in kind)
(Hopa-Tropa, Eha-Ha)
Café Philo (Kitchener)$5,700($5,200 cash, $2,500($2,000 cash,
$500 in kind)$500 in kind)
Canadian Helpers Society$5,916($5,000 cash, $0
$916 in kind)
Caribbean Dreams Concert$11,500($10,000 cash, $5,000($3,500 cash,
$1,500 in kind)$1,500 in kind)
Community Cooking $1,800$0
Collective
Crossroads Productions$1,600($1,000 cash, $1,600($1,000 cash,
$600 in kind)$600 in kind)
Cycle Waterloo Group$5,000(in kind)$5,000(in kind)
Fierce N Fit Special Needs $10,000$0
Boxing Incorporated
Frontier College$5,000$0
Globe Studios (K-W)$5,000$0
Grand River Film Festival$3,500$3,500
Green Light Arts$8,000($7,000 cash, $8,000($7,000 cash,
$1,000 in kind)$1,000 in kind)
Gujarati Cultural Association $3,000$3,000
of the Golden Triangle
HopeSpring Cancer Support $15,000($5,000 cash, $10,000(in kind)
Centre$10,000 in kind)
Independent Living Centre of $2,986$2,986
Waterloo Region (Kids on
the Block program)
Irish Real Life Festival$5,000$4,000
JM Drama Alumni$10,000$10,000
Kind Minds Family Wellness$15,000$9,000
Kitchener Waterloo $5,000$0
Gymnastics Club
Kitchener Waterloo Little $3,213$3,213
Theatre
K-W Musical Productions$5,000$5,000
LAUNCH Waterloo$7,500$0
Levant$14,000$4,000
Mada Theatre Collective$10,000$5,000
Midtown Radio$6,500$4,000
nmydesign$7,042($6,276 cash, $0
$766 in kind)
NoteWorthy Singers$2,000$2,000
Optimist Club of Southwest $1,250(in kind)$1,250(in kind)
Kitchener
Appendix A: CSD-2021-2
2021 Community Grants (Tier 2)
final grant
type of grant recommendation type of final grant
organization namegrant request
request(after appeal recommendation
process)
Personal Community Project$1,800$0
Radio Waterloo Inc.$2,000$2,000
Rainbow Reels Queer and $2,800($2,000 cash, $2,800($2,000 cash,
Trans Film Festival$800 in kind)$800 in kind)
Red Maple Senior Club$1,500$1,500
Region of Waterloo $10,000$7,250
Association of
Cameroonians
Schneider Creek Porch Party$4,731($3,371 cash, $4,360($3,000 cash,
$1,360 in kind)$1,360 in kind)
SPECTRUM - Waterloo $5,000($3,500 cash, $5,000($3,500 cash,
Region's Rainbow $1,500 in kind)$1,500 in kind)
Community Space
Unwrap Theatre$3,000$2,000
Waterloo Organization of $4,600(in kind)$2,300(in kind)
Disc Sports
Totals$236,338$141,659