TOWNSHIP OF ESQUIMALT STAFF REPORT
MEETING DATE: December 1, 2025 Report No. ADM-25-047
TO: Council
FROM: Terése Finegan, Manager of Economic Development
SUBJECT: Review of Local Grant Funding and Policy Options
RECOMMENDATION:
Recommendation
That Council rescind Council Policy No. FIN-20 Local Grants Policy and approve Council Policy No. ADMIN-83 Local Grants Policy and the Local Grant Guidelines as attached to Staff Report No. ADM-25-047.
Body
EXECUTIVE SUMMARY:
Council directed staff to prepare amendments for consideration to FIN-20-Local Grants Policy (Appendix 1) based on the proposed Local Grant Guidelines (Appendix 2) discussed in Staff Report ADM-24-074 from November 25, 2024.
This report proposes revisions to the FIN-20 Local Grants Policy, renumbered as ADM-83 (Appendix 3), which incorporate the changes outlined in the proposed Local Grant Guidelines (Appendix 2). The revisions align the policy with Council’s strategic priorities while improving transparency, accessibility, and overall program effectiveness.
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.
Recent 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.
• 2025: The Local Grant Committee engaged in further discussion regarding the guidelines (Appendix 4 - Minutes of the Local Grant Committee meeting held on April 17, 2025)
Staff Report FIN-24-007 (April 15, 2024) provides an in-depth overview of past reviews and discussions dating back to February 2016.
ANALYSIS:
The revised Local Grants Policy reflects the new guidelines emphasizing inclusivity, environmental sustainability, and alignment with Council’s strategic priorities. The updated policy supports climate resilience by encouraging projects that promote sustainability and environmental stewardship.
Key updates include:
1. Simplified Application Process:
• Two annual application rounds to increase accessibility.
• Mandatory online submissions for efficiency and transparency.
2. Fair and Accountable Evaluation:
• Weighted criteria to ensure alignment with strategic priorities and equitable assessment.
• Clear expectations for recipients demonstrate accountability and impact.
3. Expanded Funding Opportunities:
• Inclusion of innovative project funding and partnerships.
4. Environmental Impact:
• Encourages applications that promote environmental stewardship, climate resilience, and sustainable practices in project design and delivery.
ANNUAL TIMING:
If approved, the revised Local Grants Funding Program will have two rounds per year.
Round One will open on October 1 and close on November 30, with 90% of funding allocated for use during the following financial year. Funds must be fully expended and reported on by the end of the following year.
Round Two, which will have 10% allocated of the total funding, will open on the following May 1 and close on June 30.
Funds must be expended and reported on before applying again for either Round One or Round Two.
There are several multi-year grants that exist and if the local grant account balance does not change, the amount of available funding for other applications in 2026 is $21,500. This could open a funding round in May 2026
OPTIONS:
Option 1: That Council rescind Council Policy No. FIN-20 Local Grants Policy; and approve Council Policy No. ADMIN-83 Local Grants Policy, and the Local Grant Guidelines as attached to Staff Report No. ADM-25-047.
Proposed motion: "That Council rescind Council Policy No. FIN-20 Local Grants Policy and approve Council Policy No. ADMIN-83 Local Grants Policy and the Local Grant Guidelines as attached to Staff Report No. ADM-25-047”.
Option 2: That Council rescind Council Policy No. FIN-20 Local Grants Policy and request further revisions to the proposed guidelines and policy.
Proposed motion: "That Council rescind Council Policy No. FIN-20 Local Grants Policy Council and further revise the Local Grant Guidelines, [and/or] ADMIN-83 Local Grant Policy and approve them as amended."
Option 3: That Council retains the current FIN-20 Local Grant policy without changes.
Proposed motion: “That Council receive Staff Report ADM-25-047 for information and retain Council Policy FIN-20.
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. Updates will include promotion via the Township website, social media, and direct outreach to prior applicants.
TIMELINES & NEXT STEPS:
Final approval and implementation
REPORT REVIEWED BY:
1. Ian Irvine, Director of Finance, Reviewed
2. Deb Hopkins, Director of Corporate Services, Reviewed
3. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
Appendix 1: FIN-20 Local Grant Policy
Appendix 2: Draft Local Grant Guidelines
Appendix 3: ADM-83 Local Grant Policy
Appendix 4: Minutes of the Local Grant Committee meeting held on April 17, 2025