HomeMy WebLinkAboutCSD-07-011 - 2007 Annual Operating GrantsJ
Kl*NER REPORT
Community Services
Report To: Finance and Corporate Services Committee
Date of Meeting: February 5, 2007
Submitted By: Renate Willms, Supervisor of Administration
Prepared By: Renate Willms, Supervisor of Administration (Ext. 2395)
Ward(s) Involved: All
Date of Report: January 22, 2007
Report No.: CSD -07 -011
Subject: 2007 ANNUAL OPERATING GRANTS
RECOMMENDATION:
That, subject to final 2007 budget approval, annual operating grants in the amount of
$1,326,516 as outlined in Report No. CSD -07 -011 be approved for 2007.
REPORT:
The City of Kitchener provides a variety of grants to a number of organizations providing
cultural, recreational, environmental and other municipal services. This report identifies
organizations that have requested grants, outlines the process in evaluating these requests and
provides a staff recommendation.
The 2007 annual operating grant requests identified in this report were reviewed by an annual
operating grant review committee, which included representatives from the Arts & Culture
Advisory Committee, Mayor's Advisory Council for Seniors and Kitchener Youth Action Council.
All grant requests were reviewed to ensure compliance with grant criteria and to determine if a
need was identified, including a review of financial records.
Grant requests were reviewed and, where an increase was requested and determined valid, the
increase recommended is a 2% inflationary increase except for cases where an additional
increase was deemed as justified and /or uncontrollable. Further, where the required financial
information was not provided, the grants are generally recommended for approval but funding
will not be released pending receipt and review of these records.
As Council is aware, staff is in the process of developing a Community Investment Strategy.
The goal is to develop a broad range of coordinated funding opportunities which align the
expenditure of corporate resources to community groups to identified corporate strategic
directions. Expected outcomes of the Community Investment Strategy include:
Report No. CSD -07 -011 Page 2
• defined principles for investing in community
• clear definitions, roles and responsibilities for applicants, staff, committee members
• specific policy purposes
• conditions and contractual agreements
• assessment /evaluation measurements for specific strategic investments
• refined application and appeals process
• opportunities for community review and evaluation of grant program
The outcomes of the strategy will provide clarity regarding all grant criteria, including annual,
and the City's role in providing support.
Annual operating grants for 2007 were evaluated using the existing grant criteria. Grants are
generally provided to organizations that operate within the City of Kitchener providing municipal
services in the areas of recreation, arts and culture, community development, environment and
other municipally related programming. Currently, the grant policy does not recommend funding
for:
• organizations who are the responsibility of other levels of government (regional,
provincial, federal or educational) and /or have had their funding cut or reduced by these
levels of government
• grants for an educational institution, students of an educational institution or for health
care related or social programs (i.e. educational programs, housing, counseling, medical
services, etc.)
• capital projects
• churches /religion related requests
Further, the department will be undertaking the development of a Strategic Plan for the Special
Events Unit in 2007 to determine the City's role in special events and festivals and to develop
strategic directions to allow staff to make funding and other resource support decisions for
events. Until the Special Events Strategic Plan is completed, staff is not in a position to
recommend approval of funding for new events and festivals.
This report is broken down into two parts: annual operating grants for organizations and annual
operating grants for special events and festivals.
Annual Operating Grants for Organizations
This group includes organizations that have received annual operating grants in the 2006
budget year as well as three new requests.
The attached Chart A outlines the organizations, the requested amounts, the recommended
amounts by the review committee, the staff recommendations, the percentage
increases /decreases recommended, and comments specific to the grant request from the
review committee and staff.
Report No. CSD -07 -011 Page 3
Chart A - Annual Grants for Organizations (Current and New Requests)
2006 Approved: $1,249,046
2007 Requests: $1,526,846
2007 Grant Review Committee Recommendation: $1,205,417
2007 Staff Recommendation: $1,205,417
% Decrease Recommended by Staff: -3.5%
Details of new annual grant requests from organizations are summarized as follows:
Lost & Found Theatre
Request: $12,000
Staff Recommendation: $ 6,000
The organization, having attained incorporated, not for profit status in March 2006, is
requesting funding to assist with administrative expenses related to program growth to
support the artistic and educational outreach of the theatre company. The review
committee and staff recommend that a grant amount of $6,000 be approved. Arts and
culture support is a significant focus area for the City of Kitchener, as documented in
CulturePlan II. The recommended grant amount is in line with annual grants provided to
like organizations.
K -W Arts Awards
Request: $14,500 ($10,000 annual, $4,500 one time)
Staff Recommendation: $10,000 (annual)
Funding for this event is currently provided through the City's operating budget ($6,600 -
$5,000 cash; $1,600 in kind). Staff support is also provided for this event. The
organization is in the process of applying for incorporation and not for profit status and
has requested $10,000 in annual operating funds as well as a one time grant of $4,500
to cover incorporation fees. The review committee and staff recommend an annual
grant of $10,000 and suggest that incorporation /not for profit application fees are taken
from this amount. The recommended increase from the $6,600 currently budgeted for
this event to $10,000 is intended to assist the organization become self- sufficient and
sustainable. Approval is contingent upon verification of incorporation and not for profit
status. If approved, the funds currently allocated in the City's operating budget for this
event will no longer be required.
The Healing of the Seven Generations
Request: $24,000
Staff Recommendation: $0
The organization is requesting funding to assist with community outreach /development
for Urban Aboriginal people. The services provided include information on housing,
detox centres, diabetic counseling and seniors' services for Aboriginal men, women and
children. The review committee and staff recommend that the grant not be approved
since the services provided by the organization are not a core municipal responsibility
Report No. CSD -07 -011 Page 4
(social services related). Further, the organization did not provide a detailed 2007 budget
and is requesting 100% funding for the program.
Annual Operating Grants for Special Events and Festivals
This group includes organizations that have received annual operating grants in the 2006
budget year as well as two new requests.
Staff have grouped all special event and festival operating grants in a separate category. This
was done to streamline the grant process for ongoing special events and festivals that are
supported by the City and to provide Committee with an overall cost implication of supporting
these events. The cost in this area includes all cash and in kind grants for the event. It does
not include direct special event staff costs of the City, which are included in the operating
budget of the department.
The attached Chart B outlines the organizations, the requested amounts, the recommended
amounts by the review committee, the staff recommendations, the percentage
increases /decreases recommended, and comments specific to the grant request from the
review committee and staff.
Chart B - Annual Grants for Special Events and Festivals
2006 Approved: $117,623
2007 Requests: $242,300
2007 Grant Review Committee Recommendation: $121,099
2007 Staff Recommendation: $121,099
% Increase Recommended by Staff: 3%
Details of new annual grant requests for special events are as follows:
African - Canadian Association of Waterloo Reaion and Area
Request: $5,300 ($5,000 cash; $300 in kind)
Staff Recommendation: $0
The organization is requesting annual funding of $5,000 cash and $300 in kind (facility
rental) to organize African Heritage Month celebrations in February. The review
committee and staff recommend that the grant not be approved since the organization
was approved a one time general provision grant in 2005 ($290 in kind) for this event. At
time of application in 2005, the organization was advised that one time grants are not
intended for annual funding.
Latitudes Storytellina Festival
Request: $42,000
Staff Recommendation: $0
The Latitudes Storytelling Festival participated in the 2006 Tapestry Festival and
received funding ($5,000) through the City's operating budget to assist with expenses for
the event. The group is requesting $42,000 from the City to host the event in 2007 (the
Report No. CSD -07 -011 Page 5
total event budget is $51,000). The committee recommends that this grant not be
approved since the organization is not an incorporated, not for profit group, but rather is
operating in affiliation with the Trinity United Church, and therefore does not meet the
grant criteria.
FINANCIAL IMPLICATIONS:
Pending final budget approval, the overall operating budget for annual grants for organizations
and special events /festivals for 2007, as recommended by the department, is $1,326,516,
representing a 3% decrease over the 2006 budget.
Chart A and B -Total Annual Operating Grants (Organizations and Special Events)
2006 Approved: $1,366,669
2007 Requests: $1,769,146
2007 Grant Review Committee Recommendation: $1,326,516
2007 Staff Recommendation: $1,326,516
% Decrease Recommended by Staff: -3%
Further, the general provision grant budget for 2007 is $100,000. Of this amount, $18,500 has
been pre- committed, leaving a balance of $81,500 for general provision grants in 2007. Details
of pre- committed grants are provided below:
Royal Canadian Legion (taxes) $ 9,700 (estimate)
Army, Navy and Airforce (taxes) 8,800 (estimate)
Total Pre - Committed Grants: $18,500 (estimate)
If approved, the total budget for annual operating and general provision grants for 2007 is
$1,426,516.
COMMUNICATIONS:
Groups and organizations were sent application packages in July, which were due on October
6, 2006. Organizations were given notice of the department's recommendation and advised
that they may appear as a delegation at the Finance and Corporate Services Committee
meeting of February 5, 2007.
Organizations have been informed that they will be advised of their final 2007 grant amounts
after final budget approval.
Renate Willms, Supervisor
Administration
Att.
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2007 Annual Operating Grants
Grant Appeal
Applicant: Business & Education Partnership of Waterloo Region
2006 Grant Approved by Council: $5,750
($5,000 cash; $750 in kind)
2007 Grant Requested: $7,500 (cash)
Increase Requested: 30%
Grant Committee /Staff Recommendation:
Comments:
The Business & Education Partnership of Waterloo Region is requesting a grant to expand the
delivery of existing programs and provide new programs to youth to ensure a more informed
and prepared emerging workforce. Programs include The Speakers Bureau, Career
Education for Parents, and the Business Visitation Program, among others.
The grant committee and staff recommend that the grant not be approved since the services
provided are education related and therefore not a core municipal responsibility.
2007 Annual Operating Grants
Grant Appeal
Applicant: Latitudes Storytelling Festival
2006 Grant Approved by Council: new
2007 Grant Requested: $42,000
Grant Committee /Staff Recommendation:
Comments:
Latitudes Storytelling Festival was held at the Trinity United Church on June 10, 2006, as part
of the Tapestry series. Events included a literacy marketplace, providing creative ways to
teach literacy to children and adults, the Persian Project (myths told in Persian), a global
coffeehouse with storytellers and musicians, and a short - story -in -a -day contest, among others.
The organization received funding ($5,000) through the City's operating budget to assist with
expenses for the event.
The group is requesting $42,000 from the City to host the event in 2007 (the total event budget
is $51,000).
The grant review committee and staff recommend that this grant not be approved since the
organization is not an incorporated, not for profit group, but rather is operating in affiliation with
the Trinity United Church, and therefore does not meet the grant criteria.
Special Events staff will continue to work with this organization to host an event in 2007 during
Tapestry Festival.
2007 Annual Operating Grants
Grant Appeal
Applicant: Leadership Waterloo Region
2006 Grant Approved by Council: $7,500
2007 Grant Requested: $7,500
Increase Requested: 0%
Grant Committee /Staff Recommendation:
Comments:
Leadership Waterloo Region is requesting a grant to support the delivery of their community
leadership program.
The committee and staff recommend that the grant not be approved since the services
provided are education related and therefore not a core municipal responsibility.
The City will continue to support the program by encouraging staff to register for the leadership
course.
2007 Annual Operating Grants
Grant Appeal
Applicant: C.A.F.K.A. (Contemporary Art Forum Kitchener and Area)
2006 Grant Approved by Council:
$19,000
($15,000 cash; $4,000 in kind)
2007 Grant Requested:
$45,000
($25,000 cash, $25,000 in kind)
Increase Requested:
137%
Grant Committee /Staff Recommendation:
$19,380
($9,000 cash, $10,380 in kind)
Increase Recommended:
2%
Comments:
During the 2006 annual grant process, CAFKA presented a proposal to Council to hold their
event every other year instead of annually. They also advised that they would be requesting a
2007 annual grant of $40,000 ($25,000 cash, $15,000 in kind) for the event to be held in
September 2007.
There was no motion approved by Council during the 2006 grant process approving the
requested increase for the expanded program and therefore the grant committee and staff
recommend a 2% inflationary increase.
Should the City's 2009 Cultural Capitals application be approved (decision expected in April
2007), $135,750 has been allocated to CAFKA through this program for expansion and /or
enhancement of their event in 2009.
2007 Annual Operating Grants
Grant Appeal
Applicant: K -W Arts Awards
2006 Grant Approved by Council: new (transfer from operating budget)
2007 Grant Requested: $14,500
($10,000 annual, $4,500 one time)
Grant Committee /Staff Recommendation: $10,000 (annual)
Comments:
The K -W Arts Awards recognizes and honours artists and their supporters who have made a
significant contribution to cultural life in the Region. In its 19" year, the K -W Arts Awards is
reforming and reconstituting to move toward not for profit incorporation. Funding for this event
is currently provided through the City's operating budget (5,000 cash, 1,600 in kind). City staff
support is also provided for this event.
The organization is in the process of applying for incorporation and not for profit status and
has requested $10,000 in annual operating funds as well as a one time grant of $4,500 to
cover incorporation fees.
The grant review committee and staff recommend that the organization receive a base grant of
$10,000 and that costs for incorporation are covered through this amount. The increase in the
annual amount is intended to assist the organization become self- sufficient and sustainable.
Approval is contingent upon verification of incorporation and non profit status.
2007 Annual Operating Grants
Grant Appeal
Applicant: Kitchener - Waterloo Art Gallery
2006 Grant Approved by Council:
$163,781
($88,271 cash, $75,510 in kind)
2007 Grant Requested:
$228,000
($144,000 cash, $84,000 in kind)
Increase Requested:
39%
Grant Committee /Staff Recommendation:
$170,940
($90,036 cash, 80,904 in kind)
Increase Recommended:
4.4%
Comments:
On March 29, 2004, Council approved a general provision grant of $162,000 for
implementation of the K -W Art Gallery's strategic plan, as follows:
"That additional funding for the Kitchener - Waterloo Art Gallery be approved at $54,000
per year for 2004, 2005 and 2006; and further,
That the Kitchener - Waterloo Art Gallery continue to pursue funding to implement the
Strategic Plan, from their other funding partners."
The K -W Art Gallery is requesting that the grant amount of $54,000 be added to their base
budget and continued permanently.
The financial statement submitted with the application indicates net assets of $248,753 at the
end of December 31, 2005.
The committee and staff recommend a 2% inflationary increase for the cash portion of the
grant and an in kind grant increase to cover actual facility rental costs.
2007 Annual Operating Grants
Grant Appeal
Applicant: House of Friendship, Kingsdale Community Program
2006 Grant Approved by Council: $58,290
2007 Grant Requested: $61,800
Increase Requested: 6%
Grant Committee /Staff Recommendation: $52,009
Decrease Recommended: -11%
Comments:
The City currently funds 50% of the wages of a FTE position (Program Coordinator) and 20
hours per week for PT Community Centre Assistants. In the 2007 grant application submitted
in October 2006, the House of Friendship requested a funding increase in core staffing hours
for PT Community Centre Assistants from 20 to 30 hours per week. The grant committee and
staff recommended funding for PT Community Centre Assistants as approved in previous
years (20 hours per week), with an inflationary increase as requested, since there has been no
corresponding increase in services to justify an increase in staff hours.
The centre cleaning will now be done by Facilities Management staff and the grant amount
was recommended to be reduced accordingly.
On January 17, 2007, the House of Friendship advised that they are appealing the
department's grant recommendation for the Kingsdale Community Program. However, they
are changing their request for an additional 10 hours per week for PT Community Centre
Assistants to an additional 16 hours per week for PT Facility Attendants. This is based on
their experience over the past several months that much of the demand for increased
programming is in the evenings and weekends and the use of Facility Attendants, instead of
Community Centre Assistants, would allow for additional programming in the evenings and
weekends.
Staff has reviewed the request for additional PT Facility Attendants and recognizes that the
use of part -time staff during evening programs and on weekends is consistent with the staffing
model used at other City of Kitchener community resource centres. Currently, the House of
Friendship relies on instructors and volunteers to open and close the facilities in the evenings.
2007 Annual Operating Grants
Grant Appeal
Applicant: Homer Watson House and Gallery
2006 Grant Approved by Council: $164,200
2007 Grant Requested: $196,400
Increase Requested: 20%
Grant Committee /Staff Recommendation: $167,484
Increase Recommended: 2%
Comments:
The Homer Watson House & Gallery (HWHG) is requesting a 20% grant increase for wage
increases in 2007. The increase is part of a five -year phase -in plan (2004 — 2008) to achieve
wage equity.
Council has approved the following annual operating grant increases to cover wage increases
for the HWHG:
2003: $102,087
2004: $104,129 ( 2 %)
2005: $132,000 (27 %)
2006: $164,200 (24 %)
The grant review committee and staff recommend a 2% inflationary increase to assist with
wage increases.
2007 Annual Operating Grants
Grant Appeal
Applicant: Kitchener Blues Festival
2006 Grant Approved by Council: $10,200
($5,100 cash, $5,100 in kind)
2007 Grant Requested: $35,000
($20,000 cash, $15,000 in kind)
Increase Requested: 243%
Grant Committee /Staff Recommendation: $10,404
($5,202 cash, $5,202 in kind)
Increase Recommended: 2%
Comments:
The Kitchener Blues Festival will be held in Downtown Kitchener August 10 to 12, 2007. The
event is a free entertainment festival for residents and visitors to Kitchener, providing music,
food and children's activities.
The organization has requested that the City contribute an annual grant amount of 10% of the
festival's budget. There was no motion approved by Council during the 2006 grant process
approving this funding model. The grant committee and staff recommend a 2% inflationary
increase.
In April 2006, Council approved an additional $20,000 ($10,000 cash, $10,000 in kind) for the
2006 Kitchener Blues Festival (over expenditure in the Special Events operating budget).
2007 Annual Operating Grants
Grant Appeal
Applicant: K -W Chess Club
2006 Grant Approved by Council:
$8,300
($5,000 cash, $3,300 in kind)
2007 Grant Requested:
$28,400
($25,000 cash, $3,400 in kind)
Increase Requested:
242%
Grant Committee /Staff Recommendation:
$8,400
($5,000 cash, $3,400 in kind)
Increase Recommended:
1.2%
Comments:
The K -W Chess Club is requesting an additional $20,000 cash grant to host an annual
Kitchener Chess Festival based on the success of 2006 Canadian Open Chess
Championships held in Kitchener. (In November 2005, Council approved a $20,000 general
provision grant for this event.)
The committee and staff recommend that the grant request of $8,400 to operate the Civic
Square Chess Program be approved.
The Community Services Department will be undertaking the development of a Strategic Plan
for the Special Events Unit in 2007 to determine the City's role in special events and festivals
and to develop strategic directions to allow staff to make funding and other resource support
decisions for events. Until this is completed, staff is not in a position to recommend funding
approval for a new festival at this time.
2007 Annual Operating Grants
Grant Appeal
Applicant: Skills Canada Ontario
2006 Grant Approved by Council: $650 (in kind)
2007 Grant Requested: $10,000 (cash)
Increase Requested: 1438%
Grant Committee /Staff Recommendation:
Comments:
Skills Canada Ontario's mandate is to promote the skilled trades and technologies as viable,
first choice career options to Ontario Youth. The organization is requesting $10,000 to support
the "Think Skills ... Think Future" Young Women's Conferences.
The grant review committee and staff recommend that the grant not be approved. The
services provided are education related and therefore not a core municipal responsibility.
Council approved an in kind grant only for 2006; the cash grant was denied. The organization
did not apply for an in kind grant for 2007.
2007 Annual Operating Grants
Grant Appeal
Applicant: Tamil Cultural Association of Waterloo Region
2006 Grant Approved by Council: $800
2007 Grant Requested: $2,000
Increase Requested: 150%
Grant Committee /Staff Recommendation: $816
Increase Recommended: 2%
Comments:
The City provides an annual operating grant to the Tamil Cultural Association of Waterloo
Region to assist with expenses related to their "Annual Cultural Nite ". The 2007 event will
again be held at the University of Waterloo Humanities Theatre in the fall.
The purpose of the event is to promote and contribute Tamil arts and culture to Waterloo
Region residents through dance, music and drama presentations. The grant request is to
assist with the University of Waterloo Humanities Theatre rental expenses, insurance, security
charges, decorations, costumes and other related costs.
The grant committee and staff recommend a 2% inflationary increase for this event.
2007 Annual Operating Grants
Grant Appeal
Applicant: K -W Performing Arts Association /Theatre & Company
2004 Grant Approved by Council:
$6,500
($2,500 cash, $4,000 in kind)
2005 Grant Approved by Council:
$54,200*
($50,000 cash, $4,200 in kind)
* additional $47,700
cash grant was approved for one year only
2006 Grant Approved by Council:
$54,200*
($50,000 cash, $4,200 in kind)
* additional $47,700
cash grant was approved for one year only
2007 Grant Requested:
$82,875
($75,000 cash, $7,875 in kind)
Increase Requested:
53% (over 2006 grant amount)
Grant Committee /Staff Recommendation: $6,630
($2,550 cash, $4,080 in kind)
Increase Recommended: 2% (over 2004 grant amount)
Comments:
The organization is requesting that their base annual grant be increased to $82,875 to assist
"King Street Theatre Centre's role in the revitalization of the downtown core ".
The 2004 base grant approved for Theatre & Company was $6,500 ($2,500 cash, $4,000 in
kind). Additional one time funding of $47,700 each year was approved for 2005 and 2006
only, to assist with the organization's deficit reduction plan.
The grant committee and staff recommend that the 2007 grant return to the 2004 base amount
(with a 2% inflationary increase for 2007) and that the additional grant request in the amount of
$76,245 not be approved.
The June 30, 2005 financial statement submitted with the application indicates a fund balance
of $232,760. A current financial statement as at June 30, 2006, submitted with the grant
appeal, indicates a fund balance of $177,239.
The service areas of the organization, as noted on the application form, include Kitchener
(45 %), Waterloo (38 %), Cambridge (14 %) and others outside the Region (3 %). In their grant
application, Theatre & Company indicated that they intend to apply for 2007 grant funding from
the Cities of Waterloo and Cambridge. In follow up discussions, Theatre & Company advised
that they did not apply to these municipalities for a 2007 grant.
2007 Annual Operating Grants
Grant Appeal
Applicant: Kitchener - Waterloo Weavers and Spinners Guild
2006 Grant Approved by Council: $482
2007 Grant Requested: $1,200
Increase Requested: 149%
Grant Committee /Staff Recommendation: $492
Increase Recommended: 2%
Comments:
The K -W Weavers and Spinners Guild's mandate is to preserve the heritage skills and textile
traditions of handweaving and handspinning in Waterloo Region.
The City provides an annual grant to assist with operating expenses such as rent, insurance
and telephone costs. The organization is requesting an increase from the City to cover one
month of occupancy and equipment maintenance costs (estimated at $1,200).
The grant committee and staff recommend a 2% inflationary increase.
The financial statements submitted with the application indicate a deficit of $4,677 for the
period ending December 31, 2005.
2007 Annual Operating Grants
Grant Appeal
Applicant: The MT (Multicultural Theatre) Space
2006 Grant Approved by Council: $6,000
2007 Grant Requested: $12,000
Increase Requested: 100%
Grant Committee /Staff Recommendation: $6,120
Increase Recommended: 2%
Comments:
The MT Space is a not for profit arts and cultural organization founded in 2004 to "explore
cultural experience between people, their histories, and their forms of expression in
performance ". The organization is requesting an increase to "support the high quality work
being presented" and to bring the City's support "in line with the significance and impact of the
organization's influence in the arts and culture community ".
The service areas of the organization, as noted on the application form, include Kitchener
(60 %), Waterloo (25 %), Cambridge (5 %) and other areas outside the Region (10 %). In their
grant application, The MT Space has indicated that they intend to apply for 2007 grant funding
from the Cities of Waterloo and Cambridge.
The financial statement submitted with the grant request indicates an accumulated surplus of
$20,999 as at June 30, 2006.
The grant committee and staff recommend a 2% inflationary increase.
Should the City's 2009 Cultural Capitals application be approved (decision expected in April
2007), $38,750 has been allocated through this program to The MT Space for expansion
and /or enhancement of their programming in 2009.