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Home My WebLink AboutCSD-09-011 - Community Grants Tier 1J KrTC~i ER Community Services Report To: Community Services Committee Date of Meeting: February 23, 2009 Submitted By: Pauline Houston, General Manager, Community Services Prepared By: Kathleen Woodcock, Manager, Departmental Planning, Research & Technical Support (x2597); Renate Willms, Supervisor of Administration (x2395) Ward(s) Involved: NIA Date of Report: February 10, 2009 Report No.: CSD-09-011 Subject: COMMUNITY GRANTS TIER 1-MULTI-YEAR AGREEMENTS FRAMEWORK RECOMMENDATION: For information. BACKGROUND: In 2008, staff brought several reports forward for Committee's consideration and approval regarding the new grants program. Council approved grant amounts for 2009 Tier 1 organizations (formerly annual operating grant groups) to equal their 2008 allocation plus 2%, unless another agreement is in place, subject to staff receiving and reviewing a letter of intent and the required financials. Staff has received the required documentation and Council approved 2009 grant allocations during final budget deliberations on January 12, 2009. Staff were also directed to work with Tier 1 organizations in 2009 to develop multi-year agreements for support beginning in 2010, such agreements to be subject to Council approval and budget availability in subsequent years. This report describes how the use of negotiated multi-year agreements will ensure that the Tier 1 grants process for 2010 and beyond continues to be clear and responsive to community needs. Multi-year agreements will set out City responsibilities, grantee responsibilities and terms of agreement, as well as clauses regarding liability, contract termination and inclusivitylaccessibility. Tier 1 grants, called foundational services, comprise services that are considered by the community to be essential to a healthy and vibrant community and are provided by longstanding, credible organizations. The bulk of the City's community grants funds are anticipated to be expended for Tier 1 services. Report No. CSD-09-011 Page 2 REPORT: The use of negotiated multi-year agreements is an integral piece of the Tier 1 grants process. The multi-year agreements will enable staff to learn about community needs, projected growth in members/users/participants and specifics of strategic and business plans. We will understand whether and how these organizations expect the City's community grants program to support these future plans. Multi-year agreements will include, but not be limited to, the following: - Term of Agreement (minimum 1 year to maximum 5 years) - Grant amounts (cash and/or in kind) (subject to annual budget approval) - Responsibilities of the City - Responsibilities of the Grant Recipient (including details of services/events for which grant is provided; financial reporting requirements, etc.) - Insurance/Indemnity Requirements It is anticipated that the agreements will be completed in 2009 and will take effect in 2010. Due to the number required (74), it is intended that Tier 1 multi-year agreements will be signed by the General Manager of Community Services. However, agreement details and grant amount allocations will be submitted to Council annually for approval prior to final budget deliberations. For the first term of the agreements, a recommendation to authorize the General Manager of Community Services to sign the agreements will be brought forward to Council for approval in conjunction with the 2010 budget approval. A list of the Tier 1 organizations for which agreements will be developed is appended to this report (Appendix A). Emerging Issue During the 2009 Tier 2 grant process, it became apparent that some Tier 1 organizations such as minor sports groups and festivals using City facilities have difficulty paying annual fee increases for City facilities while delivering their programs at an affordable rate. For the 2008 and 2009 Tier 1 (formerly annual grants) cycles, organizations received the previous year's amount plus 2%, unless another agreement was in place. As a result, for some groups, gaps have emerged between the facility costs and the annual increase in Tier 1 grant allotments. Staff believes that this trend will continue. Although the completion of the multi-year agreements will partially alleviate this issue, there may be instances when the parties cannot come to agreement and the gap remains or grows. At such times, staff will prepare a report for Council outlining the differences and recommending a solution on a case by case basis. FINANCIAL IMPLICATIONS: The Tier 1 agreements will contain grant amount recommendations for 2010 and beyond. Total annual grant allocations will be based on the following funding formula as approved by Council on September 15, 2008: Report No. CSD-09-011 Page 3 "That the proposed formula for increasing the funding pool for community grants (all Tiers) for 2010 and subsequent years be approved in principle, subject to annual budget deliberations, to include the following factors: ^ increased cost measured by Bank of Canada inflation target, plus ^ population growth measured by assessment base growth, plus ^ community complexity factor of approximately 1 %" COMMUNICATIONS: In previous reports to Council as well as during feedback sessions and via email, staff communicated the Tier 1 requirements for 2009 to all Tier 1 organizations. These communications included repeated reference to the development of multi-year agreements for Tier 1 organizations and the community has welcomed this significant change in process. At this time, we would also like to advise that the contact for information regarding Kitchener's community grant programs (funding source #14) has transitioned to Kathleen Woodcock, Manager of Departmental Planning, Research and Technical Support. Renate Willms will continue to provide support to the community grants program, as well as the development of the remaining funding sources #'s 1 to 13 outlined in the Community Investment Strategy Framework of Funding Sources, attached for reference (Appendix B). CONCLUSION: Community Grants are one important way that the City uses to invest in our community. Significant opportunities exist to build a stronger not for profit community and enhanced services for citizens. Evolving the grants program into a cohesive and accountable Community Investment Strategy has been done in a step wise fashion. The use of negotiated multi-year agreements is one step in balancing community need with affordability, responsibility and transparency. Kathleen Woodcock, Manager Departmental Planning, Research & Technical Support Renate Willms, Supervisor of Administration Att. Report No. CSD-09-011- Appendix A 2009 Tier 1 Grant Recipients 1. Central Ontario Developmental Riding Program 2. Christkindl Market 3. Christmas Fantasy in Victoria Park 4. Community Support Connections (formerly RAISE) 5. Contemporary Art Forum Kitchener & Area (CAFKA) 6. EyeGO to the Arts 7. Grand Philharmonic Choir 8. Homer Watson House & Gallery 9. House of Friendship -Chandler-Mowat Community Program 10. House of Friendship - Kingsdale Community Program 11. Kitchener Blues Festival 12. Kitchener Horticultural Society 13. Kitchener Musical Society 14. Kitchener's Festival of Neighbourhoods 15. K-W Art Gallery Association 16. K-W Arts Awards 17. K-W Chamber Orchestra 18. K-W Chess Club 19. K-W Community Orchestra Association 20. K-W Drum Corps Association 21. K-W Little Theatre 22. K-W Multicultural Festival 23. K-W Oktoberfest Inc. 24. K-W Symphony Orchestra Association 25. K-W Weavers and Spinners 26. K-W Woodworking and Craft Club 27. Leadership Waterloo Region 28. Lost & Found Theatre 29. New Hamburg Mennonite Relief Sale 30. Open Ears Festival 31. Opportunities Waterloo Region 32. Our Place (Family Resource Centre) 33. Rotary Club of Kitchener Grand River (Mudpuppy Chase) 34. Social Planning Council of K-W 35. Take Back the Night March 36. Tamil Cultural Association (Annual Cultural Nite) 37. The Multicultural Theatre Space (The MT Space) 38. The Renaissance Singers 39. The Working Centre 40. tri-Pride Festival 41. Volunteer Action Centre of K-W & Area 42. Waterloo Regional Arts Council 43. Waterloo Regional Children's Museum 44. Waterloo Regional React 45. Waterloo-Wellington Ontario Senior Games 46. Wellington Winds Inc. 2009 Tier 1 Grant Recipients Page 2 Minor Sports Organizations 1. Baseball, Kitchener Minor 2. Basketball, Youth K-W 3. Boxing, Waterloo Regional 4. Diving, K-W 5. Fencing, Excelsior 6. Football, Tackle Twin Cities 7. Gymnastics, K-W 8. Hockey, Kitchener Minor 9. Inline Hockey, K-W 10. Judo, K-W Asahi 11. Karate, Tsuruoka Kai 12. Lacrosse, K-W Minor 13. Olympic Hockey, K-W 14. Nordic Sports, Region of Waterloo 15. Ringette, Kitchener 16. Rowing, K-W 17. Sailing School (Conestoga) 18. Skating, K-W 19. Ski School (Track 3) 20. Soccer, Kitchener 21. Softball, Kit. Minor Boys 22. Softball, Kit. Minor Girls 23. Special Olympics, K-W District 24. Speed Skating, K-W Sertoma 25. Swim, Region of Waterloo 26. Synch ro, K-W Youth 27. Track & Field, K-W 28. Waterpolo, K-W Report No. CSD-09-011- Appendix B Community Investment Strateav Framework of Fundina Sources Source and Program for Type of Request Staff Responsibility Funding and Governance Next Steps 1. Is this a Youth, Community Programs & Community Programs & Neighbourhood Inclusion, Neighbourhood Services Division Services Division operating Development Association or New CDIP relevant program budget Strategy (CDIP and request? manager N.A.'s) 2. Is this a Community Operations Division Operations Division operating Revise process to Garden or Playground relevant program budget staff approval only Equipment request? manager 3. Is this request from a Enterprise Division Relevant operating budget e.g. Special Events special event group that relevant program Special Events, Strategic Plan has not received CIS Tier manager Auditorium/Arenas, etc. 2 funding? 4. Is this a request fora Finance Department Finance Department handles Finance to confirm grant in lieu of taxes? grants in lieu of taxes process 5. Is this a request for To be determined Perhaps the Community Loan CIS Project Team to capital funding for a non Fund - to be determined work with Finance City owned asset? 6. Is this a request for To be determined To be determined CIS Project Team to funding from a City owned work with Finance building, e.g. Centre in the Square, Children's Museum, Homer Watson House, Registry Theatre? 7. Is this a request from a Operating department Purchase of Service Agreement Purchasing policy for profit supplier to a with relevant operating budget applies special event or project? owner 8. Is this a request for Aquatics & Athletics - Aquatics & Athletics budget Allocate funds from minor sports travel Athletics Coordinator general provision - assistance? process to be reviewed 9. Is this an `in year' Finance Department Council emergency budget Finance and Council request that does not fit to determine process any other funding envelope that could not be planned for during the annual budget that Council wishes to support, e.g. local crisis or nationallinternational emergency? 10. Is this a request from a Economic Development Purchase of Service Agreement Current process supplier for services Division with Economic Development related to economic Division, e.g. CTT, development? Communitech, Small Business 11. Is this an in kind facility Community Services Department in kind facility grant Allocate funds from request? Department -Grants budget general provision - Coordinator process to be reviewed 12. Is this an Development & Department operating budget Current process environmental grant? Technical Services De artment 13. Is this an economic Economic Development Department operating budget Current process develo ment rant? Division 14. Is this a Community Community Services Community grants budget CIS Work Plan Grant Tier 1, 2 or 3 funding Department -Grants re uest? Coordinator