REQUEST FOR DECISION
DATE: February 19, 2018 Report No. FIN-18-004
TO: Laurie Hurst, Chief Administrative Officer
FROM: Local Grant Committee
SUBJECT:
Title
2018 Local Grant Allocations
End
RECOMMENDATION:
Recommendation
That Council:
a. consider the allocation of local grants in the amount of $116,225 as set out in the schedule attached to Staff Report FIN-18-004
b. write a letter to the Victoria Restorative Justice Society explaining the decision to deny their application was based on indirect funding already provided by Esquimalt through the Victoria Police Department budget
c. write a letter to the City of Victoria in support of the grant application for the Victoria West Community Association with regards to its Guys Only program at Rockheights Middle School.
Body
RELEVANT POLICY:
Council Policy No. ADMIN-29 Local Grants Esquimalt High School
Council Policy No. ADMIN-32 Local Grants
Council Policy No. ADMIN-52 Local Grants L’Ecole 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 Financial Plan. Up to 90% of the annual budgeted amount may be allocated to applications which satisfy the submission requirements, with the remaining funds being available for potential distribution throughout the remainder of the year for other local grant applications.
Recently the Policy was amended to provide a mechanism for increasing the annual amount available. This calculation results in the local grant account balance being adjusted to an amount equivalent of a .50% tax increase based on the previous year’s actual financial results. Based on 2017 results, a total of $140,000 has been included in in the local grants account within the draft 2018 Financial Plan.
ISSUES:
1. Rationale for Selected Option
The Local Grant Committee, consisting of Mayor Desjardins and Councillors Brame and Morrison, held a meeting on February 13, 2018. Representatives from each of the applicant organizations were allotted time to address the Committee and respond to any questions. Those applicants that satisfied the established event criteria were not required to attend.
Attached to this report is the Local Grant Schedule which includes the complete list of applicant organizations, grant payments issued in 2016 and 2017, as well as the 2018 requests and Committee recommendations. As outlined in the schedule, the total of all 2018 local grant funding requests was $201,105 which well exceeded the $140,000 account balance.
This year, six applications were received from organizations proposing established events. A total amount of $54,500, consisting of $5,500 in cash payments and $49,000 of in kind Township services, was requested. The costs of all in kind support provided will be tracked and recorded by Township departments and will be funded from the local grant account.
2. Organizational Implications
There are no organizational implications of this decision.
3. Financial Implications
The Committee recommends the distribution of $116,225 in local grants, as indicated in the attached schedule. This figure includes amounts for L’École Victor Brodeur and Esquimalt High School as outlined within their respective Council Policies. The remaining balance in the account after this allocation would be $23,775 and 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 payment from the Township. Within the notification, approved organizations will be reminded of the Council Policy’s annual reporting requirement.
Internally, applicable municipal departments will be notified of those established events which were approved for in kind support during the 2018 year so that the costs can be tracked and recorded appropriately.
ALTERNATIVES:
1. That Council:
a. consider the allocation of local grants in the amount of $116,225 as set out in the schedule attached to Staff Report FIN-18-004
b. write a letter to the Victoria Restorative Justice Society explaining the decision to deny their application was based on indirect funding already provided by Esquimalt through the Victoria Police Department budget
c. write a letter to the City of Victoria in support of the grant application for the Victoria West Community Association with regards to its Guys Only program at Rockheights Middle School.
2. That Council revise and approve an amended schedule and any related communication.