HomeMy WebLinkAboutCSD-024-08Leading the Way
~~~~~~ REPORT
COMMUNITY SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE a / Q~
Date: December 1, 2008 .Resolution #: ~~f 1 ~b~g~~C~
Report #: CSD-024-08 File
By-law
Subject: MUNICIPAL GRANT REVIEW
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. That Report CSD-024-08 be received;
2. That the revised Community Grant Policy (Attachment #1) and Community Grant
Application Form (Attachment #2) be approved;
3. That funding requests historically received through the Municipal Grant Program from
the Newcastle Community Hall, Community Care Durham-Clarington and the Clarington
Older Adult Associa>lion be re-directed to the Municipal budget process;
4. That funding of the fytunicipal Grant Program of $1 per capita be preserved; and
5. That requests from community Organizations for financial assistance or for the waiving
of fees for Municipal', Recreation Facilities received by the Clerks Department be
forwarded directly to the Community Services Department for an eligibility review and
report to the General Purpose and Administration Committee.
Submitted by:
of Community Services
Reviewed by: ' ~"°"v~--' " -"
Franklin Wu
Chief Administrative Officer
JPC/SM/SC/wg
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-5506
REPORT NO.: CSD-024-08
PAGE 2
1.0 BACKGROUND
1.1 For many years the Municipality of Clarington has provided a grant program for
local organizations and groups who provide direct programs and services to the
residents of Clarington.
1.2 The current Municipal Grant Program is funded by the Municipality on a $1 per
capita basis. In 2008, the available grant fund totalled $80,000.
1.3 In September 2007, a staff report recommended revisions to the current program
in the area of eligibility. Several changes were recommended and subsequently
approved in report CSD-014-07. As indicated in the report, staff identified that
the current grant program would evolve over time to address the needs of a
growing community. It was noted that the grant program would be reviewed with
modifications being recommended on an on-going basis.
1.4 During the previous grant cycle Members of Couhcil requested a review and
recommendations pertaining to the following;
• organizations receiving funding from the Municipal Grant Program and
the municipal budget process
• processing of requests received after the deadline
• requests from individuals
• Rotary Club, Canada Day Fireworks
Staff has considered these items and is proposing some changes as a result of
the review.
2.0 SUMMARY OF PROPOSED CHANGES EFFECTIVE 2009 GRANT PROCESS:
2.1 Applicants Currently Receiving Greater than $5,000 Funding from the
Municipality of Clarington
2.1.1 The current criteria states that grant requests to the Municipal Grant Program
must not exceed $5,000; however, there is a historical exception in practice
pertaining to particular groups with funding in excess of $5,000 that are
transferred directly through to the municipal budget process.
2.1.2 Currently there are three organizations, Newcastle Community Hall, Community
Care Durham-Clarington and the Clarington Older Adult Association who apply
through the Municipal Grant Program for the initial $5,000 of their request and
receive the balance of their request through the municipal budget process.
2.1.3 For 2009, staff recommends that the Municipal Grant Program be limited to
$5,000 with no other source of municipal funding and the three applicants
(Newcastle Community Hall, Community Care Durham-Clarington and the
REPORT NO.: CSD-024-08
PAGE 3
Clarington Older Adult Association) be removed from the Municipal Grant
Program and funded solely through the municipal budget process. This change
would provide a consistent process for Organizations receiving greater than
$5,000 in annual funding from the Municipality. There are presently several
organizations who receive municipal funding in excess of $5,000 who do not go
through the Municipal Grant Program but where consideration is given directly
through the budget process. (Firehouse Youth Centre, Visual Arts Centre and
Clarington Museums and Archives)
2.2 Applications Received after the Deadline
2.2.1 Traditionally applications for the Municipal Grant Program are available toward
the latter part of the year for the upcoming year. Annually an application
deadline is established after which staff completes a review of requests received
and prepares a report for Council's consideration. It has been the past practice
of Council not to allocate the full funding amount on the initial requests, but to
hold back a portion of the overall amount to be allocated on requests that are
received throughout that calendar year.
2.2.2 Currently requests for funding received after the established "deadline" have
been sent directly to Council and are generally referred back to staff for review
and a report. For 2009, staff is recommending that all requests for funding
regardless of when they are received require an application and be sent directly
to Community Services for review and a report to Council. By having requests
sent directly to Community Services, staff expects this change will expedite the
process from the current timeline.
2.3 Boards of Council and Hall Boards
2.3.1 Presently there are 15 Boards that are recognized by the Municipality. Staff has
reviewed the funding history of the various Boards. Some Boards annually
request/receive funding and others that have not requested any funding in the
recent past.
2.3.2 While it was suggested that there may be a way of funding Hall Boards in a more
consistent fashion, staff have determined that by creating a annual consistent
formula for funding Hall Boards we would be funding groups that may not need
support in a particular year and therefore have less resources to fund
Organizations who require funding in a given year.
2.3.3 Staff recommend that the present process of reviewing each application,
including Boards of Council and Hall Boards requesting less than $5,000
annually on its own merits, continues.
REPORT NO.: CSD-024-08
2.4 Requests from Individuals
PAGE. 4
2.4.1 In 2008, three requests were received from individuals seeking financial support
from the Grant Program. Two were for events that were singular in nature and
did not benefit the community in general and one request from an individual for a
community fundraising event as a result of a local disaster.
2.4.2 The current objective of the Municipal Grant Policy is geared to established
Organizations as opposed to individuals or informal groups. Staff recommends
this requirement continue as this is in line with the intent and "purpose" of the
policy and ensures that funds granted have a wider impact and positive result for
the community.
2.5 Rotary Club Fireworks, Canada Day in Clarington
2.5.1 From 1998 to 2002 the Municipality, through the Communications and Marketing
Division, provided a community fireworks display at Mosport Speedway on the
May 24th weekend, in conjunction with the Backyard Festival. This event was
discontinued in 2003.
2.5.2 In 2005, the Rotary Club of Courtice received funding to offset the costs of the
initial "Canada Day in Clarington" event, which included a fireworks display, at
the Garnet B. Rickard Recreation Complex. Funding through the Municipal
Grant Program was extended annually up to and including 2008.
2.5.3 While Canada Day Celebrations have historically been well received and attend
by residents, under the current funding criteria the Rotary Club are ineligible to
receive funding through the Municipal Grant Program as they are a Service Club.
2.5.4 Staff has reviewed the criteria in regard in service club eligibility and it is
recommended that the criteria remain unchanged in order to maintain the
integrity of the grant program.
3.0 CONCLUSION
3.1 .The Municipal Grant Program is in place to support the many volunteer and
not-for-profit community organizations and associations based in Clarington. Al
this time Staff recommends the title of this program be changed to better reflect
the target audience; in future, staff will be referring to this program as the
"Community Grant Program".
3.2 The Municipal Grant Program has proven to be an effective vehicle which allows
Council to acknowledge and support the efforts of our local volunteer community
and not-for-profit agencies that provide services, events or projects which benefit
the community.
REPORT NO.: CSD-024-08
PAGE 5
3.3 The revisions presented in this report and the acknowledgement that the policy
must continue to evolve as our community grows will ensure that the Municipal
Grant program will provide the much needed support to the community into the
future, in a fiscally responsible manner.
4.0 INPUT FROM OTHER SOURCES
4.1 This report has been reviewed for recommendation by the Recreation Services
Manager, with the appropriate departments and circulated as follows for:
Concurrence: Director of Finance
Attachment #1 -Community Grant Policy
Attachment #2 -Community Grant Application Form
Attachment # 1
to CSD-024-08
Lea~lrr~ tJxe tYe~
COMMUNITY GRANT POLICY
I. PURPOSE:
The Municipality of Clazington acknowledges the efforts of our local volunteer
community and believes that many services, events or projects are best provided
through the volunteer efforts of local community organizations. Community Grant
funding demonstrates Council's commitment to working with community organizations
without eroding their strength and independence and encourages organizations to work
toward financial self sufficiency. The Community Grant program provides financial
assistance to not-for-profit, volunteer community organizations to provide direct
services, events or programs to the benefit of the residents of Clarington.
This policy establishes. eligibility requirements and the application process. Applicants
are further encouraged to pursue other opportunities for financial support.
2. ELIGIBILTY CRITERIA:
The following maybe eligible for a Municipality of Clarington Community Grant:
1) Not-for-profit or volunteer based organizations within the Municipality of
Clarington or the Region of Durham delivering programs, events or services to the
residents of Clazington. Regionally based organizations must provide details
demonstrating how their service will directly benefit the residents of Clarington.
3. FUNDING CATAGORIE3:
1) Recreation/Leisure
• is defined as those organizations offering athletic or leisure opportunities not
offered by the Municipality
2) Civic
• is defined as those organizations providing events or services promoting the
Municipality of Clarington which could be expected to bring economic
and/or public relations benefit to the Municipality
Community Services Department CSD-024-08
3) Social
• is defined as those organizations offering a specific service (other than
recreationaUleisure) to residents of the Municipality, which is not
considered to be the responsibility of another level of government
4) Boards of Council and Hall Boards
• is defined as a group of individuals appointed by Council who manage and
maintain a municipally owned facility. (Please note; grants will be
considered for operational expenses only. Capital requests must be referred
to the appropriate municipal representative for consideration during the
annual municipal budget process)
4. PURPOSE OF GRANT:
Grants may be provided to eligible applicants as defined above, for:
General operating and capital expenses (with the exception of Hall Boards
who may only apply for general operating) up to a $5,000 maximum
Activities/events generally occurring within municipal boundaries; or
For programs, activities and events addressing a community need or
contributing to the positive image of the municipality
The Community Grant Program is not intended to provide funding:
• In excess of $5,000
• To organizations with a political mandate, such as citizen ratepayers
associations
• To individuals
• To organizations that provide services or programs that aze the
responsibility of another level of government
• To organizations not in good financial standing with the Municipality of
Clarington
• To organizations that make donations; or
• For debt repayment
5. COMMUNITY GRANT APPLICATION:
Applications aze available from the Municipal Administrative Centre or the
Municipality's website as of November 1st each year. Completed applications aze due
by early December or as outlined in the public notice published annually. Late
submissions will be accepted pending the availability of funds.
1) Applications will be accepted only from organizations with an elected
executive and one of the following:
Community Services Department CSD-024-08
• A constitution, a mission statement, or a statement of purpose
2) All requests for funding must be accompanied by a fully completed
"Community Grant Application" and must be forwarded to the Community
Services Department.
3) Applications must be legible, completed in full, signed and include all
required documentation.
4) Successful applicants maybe required to submit a year end accounting
of all grant dollars received from the Municipality.
Community Services Department CSD-024-08
Attachment # 2
to CSD-024-08
Address
Province I Postal code
Position ~ Telephone
rtnanctat Hsstsrance rcequesrea
2009 Request (insert dollar figure) 2008 Receipt, if applicable (insert dollar
figure)
~errtncarton
We certify that, to the best of our knowledge, the information provided in this Application for a
Community Grant is accurate and complete, and endorsed by the organization which we represent.
Name Position with Date
Organization/Association
me
,_, .,.,.,.,..~ , W~,..y t,+s d
Position with
Organ ization/Association
1 CSD-024-08
Char!
Lepding eke WUy
COMMUNITY GRANT APPLICATION -ORGANIZATION
Leading the Way
COMMUNITY GRANT APPLICATION -ORGANIZATION
Instructions for the Use of this Form
Summarize and list operating expenditures by major object of expenditure classification
for your organization's fiscal year (12 month operation) as follows:
(a) Personnel Costs
Costs for regular full-time, part-time and overtime salaries as well as the cost for all benefits paid
(Unemployment Insurance, Canada Pension Plan, Employer Health Tax, etc.).
(b) Office Supplies
Cost for office supplies, printing and reproduction, books, subscriptions, postage.
(c) Building/Equipment Supplies
Cost for janitorial materials and supplies, paint, hardware and small tools, automobile parts and
accessories, gas, oil and propane.
(d) Professional Services
Advertising, communications, insurance, meals, travel, educational charges, consultant's fees
and other services.
(e) Maintenance and Repair
Maintenance, rental and repair of buildings, vehicles and equipment.
(f) Utilities
Heat, hydro, sewer and water.
(g) Ca it~al
Cost for acquisition of all items of equipment, furniture, land, buildings and major improvements.
(h) Contributions and Financial Charges
Costs for contributions/donations made to others, interest and principal payments of debt,
provision for reserves for future purchases, bank, collection charges, etc.
List all sources of revenue received:
(a) Grants -Provincial, Federal, United Way, Lottery, etc. (excluding granfs from the Municipality of
Clarington)
(b) Sales of Goods or Services
(c) Membership Fees
(d) Donations
(e) Other Revenue
(f) Previous Year's Surplus or (Deficit)
ran s
Enter your net (deficit) or surplus ~1) minus (2).
Part 4
_Enter grants from the Municipality of Clarington.
Part 5
Enter vour net (deficitl or surplus: (31 plus or minus (4).
CSD-024-08
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COMMUNITY GRANT APPLICATION -ORGANIZATION
Statement of Estimated Revenues 8 Expenditures (to nearest dollar)
Organization Name
Fiscal Year (month to month for 12 months)
1 Expenditures 2007
Actual
$ 2008
Forecast
$ 2009
Estimate
$
a) Personnel Costs
b) Office Supplies
c) Building/Equipment Supplies
d) Professional Services
e) Maintenance and Repair
f) Utilities
g) Capital
h) Contributions and Financial Charges
Total Gross Expenditures
(2) Revenue
a) Grants
b) Sales of Goods or Services
c) Membership Fees
d) Donations
e) Other Revenue
f) Previous Year's (Deficit)/Surplus
Total Revenue
(3} Net (Deficit)/Surplus Before
Grants from the Municipality of
Clarington
1 minus 2
(4) Grants from the Municipality
(5) Total Net (Deficit)/Surplus
Name Position with Date
Organ ization/Association
I
CSD-024-08
lar~ngto~
Leading the Way
COMMUNITY GRANT APPLICATION -ORGANIZATION
Declaration and Acce tance of Conditions
4)r;ganiaa'ftcrn Name. i!'
Address:
In the event that the funds allocated are not used for the services, event orproject as
described in the application, or if there are misrepresentations in the application, the full
amount of the financial assistance may be payable forthwith to the Municipality.
2. If there are any changes in the funding of the services, event orproject from that contemplated
in the application, the Municipality will be notified of such changes through the Community
Services Department.
3. The applicant will make or continue to make attempts to secure funding from other sources.
4. The applicant will keep proper books of accounts of all receipts and expenditures, relating to
the services, event or project described in the application.
5. The applicant will retain and make available for inspection by the Municipality or its auditors all
records and books of accounts of the Organization upon request from the Municipality, (which
may be made within two years of the grant award).
6. If the services, event or program proposed in the applicant's application are not commenced,
or are not completed and there remain municipal funds on hand, or if the services, event or
project are completed without requiring the full use of the municipal funds, such funds will be
returned to the Municipality.
7. The applicant agrees that the services, event or project shall not be represented as a
Municipal service, event or program, and that the applicant does not have the authority to act
as an agency of the Municipality in any way, the only relationship being that the Municipality
has approved and granted financial assistance to the applicant.
8. The applicant agrees to provide the Municipality a year end summary confirming the financial
assistance provided by the Municipality was used for the services, event or project as
described in their application. Failure to provide such documentation will rule them ineligible
for further financial assistance under this program.
We certify that, to the best of our knowledge, the inforrnation provided herein is accurate and
complete and is endorsed by the Organization, which we represent.
Title:
Name:
Signatu
Date:
Title:
Signature:
This application must be singed by two (2) Members of the Executive.
CSD-024-08