REQUEST FOR DECISION
DATE: February 27, 2017 Report No. FIN-17-003
TO: Laurie Hurst, Chief Administrative Officer
FROM: Local Grant Committee
SUBJECT:
Title
2017 Local Grants Allocation
End
RECOMMENDATION:
Recommendation
That Council consider the allocation of local grants in the amount of $122,850 as set out in the schedule attached to Staff Report FIN-017-003.
Body
RELEVANT POLICY:
Council Policy No. ADMIN-32 Local Grants
Council Policy No. ADMIN-29 Local Grants - Esquimalt High School
Council Policy No. ADMIN-52 Local Grants - L’École Victor Brodeur
STRATEGIC RELEVANCE:
Continue with a vibrant and sustainable arts, culture and heritage community
BACKGROUND:
In accordance with Council Policy No. ADMIN-32 Local Grants, of which a copy has been attached for reference, funding for local grants is provided within the annual budget. Up to 90% of the annual budgeted amount may be allocated to applications submitted by the December 31 deadline, with the remaining funds available for potential distribution throughout the remainder of the year for future local grant applications.
During 2016, amendments to the Council Policy were approved by Council. In addition to communicating consistent reporting requirements for all organizations, other amendments included: (1) clarity regarding the treatment for established events within the community, (2) an increase the local grant account balance, (3) a change in the method for calculating the local grant balance each year, and (4) a revised timeline for application submission, Committee review and Council approval.
The amended Policy defines the criteria that must be met for established events. For any event satisfying these criteria, the organization is not required to appear before the Committee and is also eligible for in kind support from the Township. Additionally, the organization is required to provide a report to Council after completion of the event. This is to ensure accountability and the consistent treatment of all local grant recipients.
The Policy stipulates that the minimum balance in the local grant account will be adjusted to an amount equivalent of a .50% tax increase based on the previous year’s actual financial results. Based on 2016 results, a total of $136,500 has been included in in the local grants account within the draft 2017 Financial Plan.
ISSUES:
1. Rationale for Selected Option
The Local Grant Committee, consisting of Mayor Desjardins and Councillors Burton-Krahn and Brame, held a meeting on February 22, 2017. Representatives from each of the applicant organizations were allotted time to address the Committee and respond to any questions.
Attached to this report is the Local Grant Schedule which includes the complete list of applicant organizations, grant payments issued in 2015 and 2016, as well as the 2017 requests and Committee recommendations. As stated in the schedule, the total of all 2017 grant funding requests was $189,600 which exceeds the $136,500 included within the 2017 Financial Plan.
This year, there were a total of seven applications received for 2017 established events. A total amount of $71,000 was requested by these organizations which included $45,000 of in kind support. The cost of in kind support provided by Township departments is included in the Financial Plan and does not create any additional taxation requirements.
2. Organizational Implications
There are no organizational implications of this decision.
3. Financial Implications
The Committee recommends the distribution of $122,850 in local grants, as indicated in the attached schedule. This figure includes amounts for L’École Victor Brodeur and Esquimalt High School as specified under separate approved Council Policies. Any unallocated amounts would be available during the remainder of the year to fund future ad hoc grant requests.
4. Sustainability & Environmental Implications
There are no sustainability or environmental implications of this decision.
5. Communication & Engagement
All applicants will be formally notified of Council’s decision and those approved for cash funding will receive a cheque from the Township. Within the notification, organizations will be reminded of the reporting requirement as required by the Council Policy.
Internally, applicable municipal departments will be notified of those established events which were approved for in kind support during the 2017 year.
ALTERNATIVES:
1. That Council consider the allocation of local grants in the amount of $122,850 as set out in the schedule attached to Staff Report FIN-017-003.
2. That Council amend the schedule and approve an alternate allocation of 2017 local grant funds.