TOWNSHIP OF ESQUIMALT STAFF REPORT
MEETING DATE: February 10, 2025 Report No. ADM-25-002
TO: Committee of the Whole
FROM: Terése Finegan, Manager of Economic Development
SUBJECT: Review of Local Grant Funding and Policy Options
RECOMMENDATION:
Recommendation
That the Committee of the Whole recommend that Council approve the Local Grant Guidelines and the amendments to ADM-83 Local Grant policy (formerly FIN-20) as attached to Staff Report No. ADM-25-002.
Body
EXECUTIVE SUMMARY:
Council directed staff to prepare an amended FIN-20-Local Grants Policy (Appendix 1) for consideration based on the proposed Local Grant Guidelines (Appendix 2) included in Staff Report ADM-24-074 November 25, 2024.
This report indicates revisions to FIN-20-Local Grants Policy, renumbered to ADM-83 (Appendix 3) incorporating the proposed changes outlined in the Local Grant Guidelines. The revisions aim to align the policy with Council’s strategic priorities and enhance transparency, accessibility, and effectiveness of the Local Grants Funding Program. Approval of the updated policy will ensure equitable and sustainable distribution of Township resources.
BACKGROUND:
The Local Grants Funding Program is a key mechanism through which the Township supports community organizations and initiatives. The program’s objectives include fostering community well-being, enhancing cultural vibrancy, and promoting sustainability. Previous iterations of FIN-20 have been revised periodically to reflect evolving priorities and best practices.
Chronology:
2021: FIN-20 underwent amendments to streamline application processes.
2023: Council identified the need to update the policy to better align with strategic priorities.
2024: Draft Local Grant Guidelines were developed and presented to Council.
ANALYSIS:
The revised Local Grants Policy reflects the new guidelines emphasizing inclusivity, environmental sustainability, and alignment with Council’s strategic priorities. Key updates include:
1. Revised Application Process:
• Two annual application rounds to increase accessibility.
• Mandatory online submissions for efficiency and transparency.
2. Enhanced Evaluation Criteria:
• Weighted criteria to ensure alignment with strategic priorities and equitable assessment.
3. Improved Reporting Requirements:
• Clear expectations for recipients to demonstrate accountability and impact.
4. Expanded Funding Opportunities:
• Inclusion of innovative project funding and partnerships.
5. Environmental Impact:
• The updated policy supports climate resilience by encouraging projects that promote sustainability and environmental stewardship.
OPTIONS:
Option 1: That the Committee of the Whole recommend that Council approve the Local Grant Guidelines and the amendments to ADM-83 Local Grant policy (formerly FIN-20) as attached to Staff Report No. ADM-25-002.
Option 2: That the Committee of the Whole recommend that Council request further revisions to the proposed guidelines and policy.
Proposed motion: "That the Committee of the Whole recommend that Council further revise the Local Grant Guidelines, [and/or] ADM-83 Local Grant Policy and approve them as amended."
Option 3: That the Committee of the Whole recommend that Council retain the current FIN-20 Local Grant policy without changes, except to renumber the policy to ADM-083.
Proposed motion:
“That the Committee of the Whole recommend that Council:
• approve the renumbering of FIN-20 Local Grant policy to ADM-083; and,
• receive Staff Report ADM-25-002 for information.
COUNCIL PRIORITY:
Good Governance & Organizational Excellence
Climate Resilience & Environmental Stewardship
Engaged & Healthy Community
FINANCIAL IMPACT:
Unless changes are recommended to the annual funding levels, there are no direct financial implications. The proposed policy sets an annual funding cap of $160,000, subject to approval in the Township’s Financial Plan
COMMUNICATIONS/ENGAGEMENT:
Staff will update the Township website with new application forms and guidelines and conduct outreach to inform community organizations of the revised policy.
TIMELINES & NEXT STEPS:
Final approval and implementation.
Launch of the updated Local Grants Funding Program for the next application cycle which will open October 1, 2025.
REPORT REVIEWED BY:
1. Ian Irvine, Director of Finance, Reviewed
2. Sarah Holloway, Manager of Corporate Services, Reviewed
3. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
Appendix 1: FIN-20 Local Grant Policy
Appendix 2: Local Grant Guidelines
Appendix 3: ADM-83 Local Grant Policy