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HomeMy WebLinkAboutCSD-10-014 - 2010 Tier 2 Community GrantsREPORT REPORT TO: Community Services Committee DATE OF MEETING: March 8, 2010 SUBMITTED BY: Pauline Houston, General Manager, Community Services PREPARED BY: Kathleen Woodcock, Manager, Departmental Planning, Research and Technical Support (Ext. 2597); Renate Willms, Supervisor of Administration (Ext. 2395) WARD(S) INVOLVED: All DATE OF REPORT: February 24, 2010 REPORT NO.: CSD-10-014 SUBJECT: 2010 COMMUNITY GRANTS TIER 2 RECOMMENDATION: That 2010 Community Grants Tier 2 in the amount of $122,620 be approved as outlined in Report No. CSD-10-014. BACKGROUND: Since June 2007 a Steering Committee and staff project team have been developing a “Community Investment Strategy” (CIS) that will ensure future municipal support of community groups is optimally aligned with the community’s overall goals and the City’s strategic priorities. The CIS Framework of Funding Sources developed during the process contains fourteen funding sources, one of which is Community Grants. On November 16, 2009, Community Services Committee considered 2010 Community Grants Tier 1 requests (formerly annual operating grants). Final grant amounts were approved by Council on January 18, 2010. Community Grants Tier 2 requests (formerly general provision grants) for 2010 are being brought forward today through this report for Committee’s consideration. REPORT: This report identifies organizations that have requested a 2010 Tier 2 grant, outlines the process used in evaluating these requests and provides the Peer and Staff Review Committee recommendations for grant allocations. The process for 2010 Tier 2 grants included: a public information session held October 21, 2009 î ó ï an application deadline of November 6, 2009 a review and assessment of applications by a Peer and Staff Review Committee comprised of staff and community representatives, using the Grant Allocation Assessment Framework (attached as Appendix 1) grant recommendations made by the Peer and Staff Review Committee to allocate resources (attached as Appendix 2) notification to grant applicants that the Peer and Staff Review Committee’s recommendations were being brought forward to Community Services Committee for consideration on March 8, 2010 and an invitation to attend the meeting Staff received forty (40) Tier 2 applications, for a total request of $421,880 in grant funding for 2010. During a series of five meetings, members of the Peer and Staff Review Committee reviewed each grant application in detail and, using the Grant Allocation Assessment Framework, made decisions on grant allocations within budget availability. The attached chart (Appendix 2) outlines the grant applicants, the requested amounts, the Peer and Staff Review Committee’s grant recommendations and the guiding principles applied to each request, as well as the committee’s comments specific to each grant request. FINANCIAL IMPLICATIONS: The budget for 2010 Community Grants Tier 2 is $137,558. The Peer and Staff Review Committee is recommending a total allocation of 2010 Community Grants Tier 2 in the amount of $122,620, leaving a balance of $14,938. 2010 Tier 2 2010 Tier 2 Grant Grant Amounts 2010 Tier 2 Amounts Sector RequestedGrant BudgetRecommended Balance Arts & Culture/Special Events $245,995$89,800 Community Support & $94,740$23,290 Development Sports & Recreation $81,145$9,530 Totals $421,880$137,558$122,620 $14,938 COMMUNICATIONS: All grant applicants were informed of the Peer and Staff Review Committee’s grant recommendations and were invited to attend today’s Community Services Committee meeting to speak to their grant request. Staff would like to thank the community representatives of the Peer and Staff Review Committee for their time and the invaluable expertise they provided throughout the process. Their commitment and dedication are very much appreciated. î ó î CONCLUSION: The evolving processes inherent in the redeveloped community grants program have ensured that support is provided in such a way that it aligns community goals with the City’s strategic priorities. ACKNOWLEDGED BY: Pauline Houston, General Manager, Community Services î ó í Report No. CSD-10-014 – Appendix 1 City of Kitchener Community Grants Tier 2 Grant Allocation Assessment Framework 1.Stage 1 Assessment – Primary Criteria Applications are reviewed using the primary criteria noted below. If the Peer and Staff Review Committee members are satisfied that the application meets all of these criteria, the grant application moves to the second stage assessment. 1. The grant applicant must submit a fully completed application form, current financial statement, detailed budget, 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: quality of life, diversity, community engagement, development, dynamic downtown. 3. Services provided by the organization/group for which funding is 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 eligible to 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. î ó ì 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 . 2.Stage 2 Assessment – Secondary Criteria Applications proceeding to the second stage assessment are reviewed using the secondary criteria noted below. If the Peer and Staff Review Committee members are satisfied 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 strategic plan or articulated by staff? (e.g. quality of life, leadership and community engagement, diversity, downtown, CulturePlan II, Special Events strategic plan) 2. Organizational Capacity: Does the sponsoring group or organization have the capacity to deliver the proposed project or service? 3. Financial Analysis: 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 and organizational sustainability? Budgets must not show an excess of revenue over expenses. Applicants must demonstrate the capability to manage and govern the program or project, usually evidenced by the existence of an executive committee or coordinating board. 3.Stage 3 Assessment – Guiding Principles Applications proceeding to the third stage assessment are reviewed by the Peer and Staff Review Committee, using the guiding principles noted below, to determine grant allocations. Deemed Lower Priority for Funding: 1. Grant requests from organizations where other funding opportunities exist are generally deemed a lower priority (e.g. there may be a potential of funding from one of the other funding sources in the “Community Investment Strategy Framework of Funding Sources”, and/or funding from other levels of government, private sponsorships, etc.). î ó ë 2. Grant requests for the City of Kitchener to fund 100% of the program, project or event costs are generally deemed a lower priority. Organizations must have investigated alternate sources of funding; organizations that operate in more than one municipality are strongly encouraged to approach all other relevant municipalities for funding. 3. Grant 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 where deemed appropriate may be considered if by doing so there is no or little impact on the program, project or event. Deemed Higher Priority for Funding: 4. Organizational need: grant requests from organizations providing a service, project or event that fits with the demonstrated need of the organization are generally deemed a higher priority. 5. Partnership support: grant requests from organizations showing tangible evidence of support from other funders and/or partners, including volunteers, are generally deemed a higher priority. 6. Grant requests from organizations that demonstrate financial and organizational sustainability are generally deemed a higher priority. 7. Grant requests from organizations providing a service, project or event which is available to residents with low incomes are generally deemed a higher priority (e.g. fee assistance program is available). 8. Grant requests from organizations that are 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 charge or no admission charge whenever possible). 9. Grant requests that align with sector strategic plans (available upon request) are generally deemed a higher priority. General: 10. Grant requests from organizations providing similar projects, programming and/or special events are grouped together where possible and considered to receive a similar amount of funding. 11. Grant amounts are to be allocated to achieve a reasonable balance between established and new organizations. September 2009 î ó ê î ó é î ó è î ó ç î ó ïð î ó ïï î ó ïî î ó ïí î ó ïì îß ó ï îß ó î îß ó í îß ó ì îß ó ë îß ó ê îß ó é îß ó è îß ó ç îß ó ïð îß ó ïï îÞ ó ï îÞ ó î îÞ ó í îÞ ó ì îÞ ó ë îÞ ó ê îÞ ó é îÞ ó è îÞ ó ç îÞ ó ïð îÞ ó ïï îÞ ó ïî îÞ ó ïí îÞ ó ïì