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HomeMy WebLinkAboutCSD-09-023 - Eligibility of Service Clubs - 2009 Tier 2 Grant Request - Kiwanis Club of KW Charity Trust1 KjHENER REPORT Community Services Report rt T : Community Services Committee. Date of Fleeting: March 30, 2009 Submitted Eby: Kathleen Woodcock, Mana er, Departmental Planning, Research & Technical Support Prepared By: Kathleen Woodcock, Manager, Departmental Planning, Research & Technical Support ext. 2597); Renate Willm , Supervisor of Administration ext. 2395) Ward(s) Involved: All Date of Report: March 18, 2009 Report rt N .: CSD -g -923 Subject: KIII ANIS CLUB OF KITCHENER-WATERLOO 2009 TIED GRANT APPLICATION; ELIGIBILITY OF SERVICE CLUBS FOR COMMUNITY GRANTS FUNDING RECOMMENDATION: That the 2009 Tier 2 grant request from the Ki anis Club of Kitchener-Waterloo Charity Trust in the amount of $15,000, to assist with operating expenses for the Kiwanis Music Festival, be denied; and further, That section 2.2.5 of ' Coun it Policy 1 -525 (Community Investment ) be amended by replacing the existing clause with the following provision indicating that service clubs are not eligible for funding: "services provided by the o rgani ati o nlgr u. p for wh lic h funding is requested must be provided directly to the citizens of Kitchener, i.e. grants are for direct programs only. Grant applications from organizations, including service clubs, that themselves distribute grants to other organizations will not be nsidered." BACKGROUND: On February 23, 2009, the Community Services Committee deferred consideration of the 2009 Tier 2 funding request received from the Kiwanis Club of Kitchener-Waterloo Kitchener-Waterloo Charity Trust pending examination by staff of providing grant funding to service clubs. The Kiwanis Club of I - V is requesting a cash grant of $15,000 to assist with operational expenses related to hosting the annual Kiwanis Music Festival. Further details -f the grant request are provided in the attached application (Appendix A. REPORT: T: Eligibility of Service Clubs As directed by council, staff has investigated the issue of eligibility of service clubs to apply for community grants, in particular the issue of municipalities funding Kiwanis Music Festivals. An email survey received the following responses: Municipality Provide Funding to Kiwanis nis Musi Festival (or similar festival} Comments Waterloo no Request from Kiwanis Club denied; service clubs are ineligible for grant funding Cambridge (have not applied) Kiwanis Club has not applied for grant but funding bodies are ineligible for grant fundin Region of (have not applied) Do not have a policy /precedent on funding Waterloo Arts service clubs, but the Arts Fund will not Fund provide operating or capital grants; the fund typ_�cally directs its support t rojects Guelph yes $2,500 grant (2009 amount) provided to Kiwanis Music Festival of Guelph Oakville no Kiwanis Club has not applied for funding but would not be eligible; Oakville does not fund organizations with deficits and those who rvide cash awards London yes Kiwanis Music is Festival funded through London Arts Council Barrie no Mandate of granting program is to-build the capacity of arts in the community — Kiwani Music Festival is not eligible since it is supported by a service club and the audience is generally comprised of family and friends Peterborough (have not applied) Kiwanis Club has not applied for funding for its festival but would likely be considered eligible Ottawa yes Operating grant provided to Kiwanis Music Festival It is staff's recommendation that service clubs, whose purpose is to fundraise in order to provide grants to other organizations, should not be eligible for community grants funding. The City of Waterloo has also made a recent decision to deny this organization's grant request since they are a service club. Waterloo staff has advised that they will be adding service clubs to their list of groups ineligible for grant funding. Staff would like to rate that the City of Kitchener currently provides a Tier 1 grant to the Rotary r Club of Kitchener Grand Fiver to assist with expenses related to hosting their anneal Mudpuppy Chase in Downtown Kitchener. The in -kind grant of $2,601 (2009 amount ) is to cover road closure costs and was approved as an annual operating grant in 2006 to support an event intended to encourage residents to come to the downtown area. Kiwanis Club F eauest The purpose of the Kiwanis Club request is to assist with covering the costs of the Kiwanis Music Festival, an annual nstrumental, vocal and band competition. The Peer and Staff Review Committeee recommended that the request not proceed past the Stage 1 Assessment due to an incomplete application. As well, committee members were unsure as to whether the funds requested were intended to cover a deficit left from the 2008 or previous festival or to cover costs associated with the 2009 event. standard provision on all grant applications. indicates that failure to provid 'the required information may result in the grant request being rejected. This provision helps ensure that all of the requests are evaluated on a level playing field. Subsequent to the February 3 Community Services Comm-ittee meeting, the Kiwanis Club. has provided a budget for the 2009 festival (attached for reference as Appendix B). That budget. reflects a projected deficit of $4,242 for 20 09. In 2008, the actual deficit for the 2008 event was $141172.98. Should Council wish to consider service clubs eligible for funding, staff recommends that the application from the Kiwanis club of Kitchener-Waterloo be re- submitted to the Veer and Staff Review Committee for consideration. FINANCIAL IMPLICATIONS: The 2009 Tier 2 grant budget is $101,416, of which $1 01,200 has been spent, leaving a surplus of $216. Any additional grant amount approved will be a budget overexpenditure. COMMUNICATIONS: The Kiwanis Club of Kitchener - Waterloo Charity Trust has received has a copy of this report. CONCLUSION: Refinements to the community grants program will occur as the criteria, processes and procedures s continue to evolve over tune. A thoughtful approach to revisions of the policy will assist in ensuring that the integrity and logic of the grants program remain in tact. Kathleen Woodcock, Manager Departmental Planning, Research & Technical Support Renate Willms, supervisor Administration Att. Report rt I o. CSD -0 -023 — Appendix A � - I CITY of KITCHENERw COMMUNITY GRANTS TIES 2 OOMMUNfrY SERVICES 2009 APPLICATION SECTION I — CONTACT INFORMATION Name of organization/group: Kiwanis Club of Kftchener-Watefloo Charity gust Official address: City: Kitchener Postal code: l Telephone: Fax: Website address: fcwklwanis.or Failing address if different from above): city: Postal code: .contact name /title: James Barnett member Board of Directors Telephone: Fax: Email: = Alternate contact namettitle: Mrs. Ray Corsi n! Telephone. - Fax: Wa Email: SECTION 2 — GRANT REQUEST INFORMATION Request is made for: El M Z El Does your org ni a for gr up currently receive a Cash grant request: In-Wind facility* grant request: operating support project support special event support equipment purchase, repair, maintenance support capacity building/transition support (for grow storgani a t'ions currently receiving Tier 1 funding only) t Tier (foundational) rant from the City of Kitchener ? Yes No Amount: $15,000 Amount: nla Total grant request: Amount: $15,OW Community Grants Tier 2 — 2009 Application Page Trovlde details of in -kind facility grant request (reduction or waiving of rental fees at City facilities): Facility: ra Date(s) of Evert: nl Applications will be reviewed as per a variety of assessment areas such as community creed, organizational reed and capacity, partnership support and financial analysis. Please provide specific details about how the grant money will be used. Describe the programming, event: project and/or equipment needs including relevance benefit to Kitchener residents, location, number of participants, etc. Funds will be used to reduce event deficits. The annual T r ams Music Festival has been held for 60 years. It Involves 800 1000 local competitors in Instu mental, vocal and bond competition over a two week period. It is a major contributor and motivator to the development of music arts in the city. SECTION 3 — GROUP PROFILE Mandate/purpose of your organization /group (describe what services you provide to our community through your activities, projects and/or everts: Our mission statement is " serving the children of the world, one community at a time". Our club sponsors and completely runs the Music Festival. We aslo sponsor camp I I -WA -Y at paradise Lake which serves /Hundreds of local children each year and has since 1925. l iw nis louse for troubled youths was purchased by our club and stl l receives funds for capital expenses. Library Links for Life is a joint project with nthe Kitchener library that has volunteers reading to young people in schools to date a loge for reading. Year established: 1 0 If your organization/group operated in prior }rears without receiving City of Kitchener funding, describe what has prompted you to now request funding e.g. new programs, growth, funding from other sources cut or reduced, etc.): Our main activity for fund raising Is no longer viable and it will be some time before we can replace that revenue source. Costs to run the festi Community Grants Tier 2 — 2009 Application va Total 319 4000 Is your organization/group directed by an elected board of directors or executive committee? Yes No If yes, please attach a list of members. Does your or ani abon/group have a program in place to allow residents with low incomes to participate? El Yes No If yes, please describe: Not specifically but our dues are very modest and participation in events that cost extra money is totally discretionary. Are the services, programs and/or events provided accessible to persons with a disability's Z Yes E] No Please describe: Ye, we always use public venues that have proper wheel chair access. Nothing would preclude a disabled person from participating In the music festival. Does your organization/group have a current strategic plan? if yes, please mach a copy. El Yes Z No SECTION — FINANCIAL INFORMATION Organizations /groups applying for a Tier 2 grant do not need to be -incorporated as riot- for - profit corporations. However, budgets and subsequent accounting rust not show an excess of revenue over expenses. Is your organization/group incorporated? Z Yes [] No Please attach a copy of your rgani ationtgroup's most recent financial statement showing a statement of income and expenses and a balance sheet showing assets and liabilities. If a financial statement and balance sheet is not available for your org ni ationtgroup, please explain why: For operating funding requests: Please attach your organization/ group's detailed bum for the following fiscal year, outlining all anticipated revenues and expenses (cash and in-kind). For other funding requests; Please attach detailed bud-got for the special gent, program r project, outlining all anticipated revenues and e�cp ns s {oasis and Irr- kind). Service area- of the organization: Please p rovide a reasonable estimate of participation of residents from Kitchener and other municipalities in the services: programs, projects and/or special events for which funding is requested: El Services are only provided for Kitchener residents; or 0 Percentage of residents from Kitchener and other municipalities participating: Community Grants Tier 2 — 200$ ARefication Pag e Munici a1' % of Partici ants City of Kitchener 45% M of Waterloo % Waterloo region 15% If your organization/group provides services to residents outside the City Of Kitchener, have icu made grant applications to other municipalities? Yes No If yes, ghat are the results: Municipalitv Grant Amount Approved Grant Denied IM If not why have you not applied? Will be applying to the city of Waterloo as well within 30 days. If you are not successful in receiving City of Kitchener grant funds, Or receive an amount less than requested, what will be the effect on the services, programs, projects and/or special events for which the funding is being requested? Entry fees will have to rise keeping some students from competing and the quality of the adjudication could suffer. SECTION 5 — APPLICATION VERIFICATION By signing this form, I acknowledge that 1 have read, understood and agreed with all statements and information provided to the City of Kitchener in this grant application. Date: Oct 20,208 Signature of Applies Please ensure that 12 copies of the foll in rents are submitted by the application deadline: ■ fully completed application form • detailed budget a current financial statement a list of board of directors or executive Comm ttee if applicable) ■ strategic plan if applicable) Failure to provide the required information may result in your grant requed being ineligible, dela bud or rejected. late Communl y Grants Fier 2 — 2009 Application applications will not be accepted. 19 For more information regarding the grants process, please refer to the "City of Kitchener Community Grants Tier 2 Criteria, Process and Procedures" document. Please submit your applicatlon to: Cathleen Woodcock Manager, Departmental Planning, Research & Technical Support Community Services Department City of Kitchener, Cfty Hall 200 ling Street West, 7th Floor P.O. Box 1118 Kitchener ON N2G 4G7 Tel: 1 -74 1 -2897 TTY: 519-741-2385 Fax: 519-741-2723 Email: l athleen.woodcocl l rtchener.ca Submission deadline for 2009 funding: Friday, November 7, 2008 (5:00 rn }' '.fi• U.. ter_ � -;y= :�'- • {. � `�"`.� -a - F..'. -: _ � . ��.., +�Y3' - _ - - - :���.y. _ •� <, _ — _ ,do-,: . f i. j4 l`-a•'' .�<:" �7 }_ " :t - - - .a .X. i i �. 0=61 ■ # �� - ��r - - ' C '}c" - ICY �'L• '�. y -�- - September 2008 Kwanis Music Festival Comparative Income Statement (Cash basis) REVENUE Revenue Advertising Entry Fees Interest income Program Sales KIwanis Club Support Interest Revenue Trillium Grant Miscellaneous Revenue Donations Total Revenue EXPENSE Expenses Adjudicators Adjudicators Expenses Advertising costs Awards Bank Charges Capital Expenditures Hall Rentals NSF Cheques Office Ontario music Assocation Fees Cdn Music Festival Federation Fees MFA Provincials Other Expenses Postage Printing Programs - Music Festival Promotional Items Telephone Web site Piano Tuning Piano Moving Volunteer Lunch Wages - Secretary Wages - Assistants Finale Concert Expenses Miscellaneous expense Total Expenses NET INCOME 10/1/2007 to 9/1/2008 10/1/2006 to 9130/2007 11221.00 i 38, 209, 58 41, 023.84 i 79500.00 20,100.00 3,360,00 2,500.00 48,930.58 06,983.84 11,750-00 10,481.00 2,047.95 21109.66 100.87 5,035,50 1,775.53 1,815-55 i w 450,00 8,889.71 395.59 420.00 11412,50 870.47 12,000.00 _ .{ 1,824.3'1 1,223.82 03,209.08 {161278.48' 11, 750.00 9,488.55 433.33 409.42 3,380.00 6:600.00 '801.41 2 006.5 30.00 241.80 388.01 9,555,48 i 207.50 19094.40 i 12,000,00 911.68 1,68'1.7 i 81,079.80 8,904.04 U) +'1 w lu U. 0 LU w LLi w'_ 0 0 01 1 -1 V • Q r 'ry'r _ - _- };. i'i, �}YS -`r +i i V_3 +'- '1+� '. _ i} _ 112 s *i'ii} f Al 4r- _�i fr{y .`E__ �,i 7,` "�'.'�;��'�: i. 4..'P. �, i.� �'►r!�', f 4 ���_ yam... 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