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TOWN OF NEWCASTLE
REPORT File #
Res. #
By -law #
MEETING: GENERAL PURPOSE AND ADMINISTRATION
DATE: JULY 23, 19 9 0
REPORT #: CS -29 -90
FILE #:
ACT' MUNICIPAL GRANT PROCESS - REVIEW
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose &
Administration Committee recommend to Council the following:-
1. That Report No. CS -29 -90 be received;
2. That Council endorse the revised Municipal Grant Policy as
outlined in Attachment #1 of Report CS -29 -90 to;
3. That Council endorse the revised Grant Application as outlined
in Attachment #2 of Report CS- 29 -90;
4. That Council endorse the revised list of Grant Categories
as outlined in Attachment #3 of Report CS- 29 -90;
5. That the $4.00 per capita contribution for Municipal Grants
be approved in principle and be subject to Council's
deliberation of the 1991 budget; and
6. That the N.C.S.A.B. be thanked for their assistance and
informed of action taken by Council.
1.0 BACKGROUND:
1.1 During 1990 Budget deliberations, direction was received
requesting Councillor Stapleton, the Chairman of the
N.C.S.A.B. and the Director of Community Services to
conduct a review of the Municipal Grant Process.
Subsequently, a sub - committee of the N.C.S.A.B. was
formed to meet with interest groups, Members of Council
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REPORT CS -29 -90 - 2 - JULY 23, 1990
and previous applicants in reviewing the current policy with
the intent of providing information and recommendations
regarding the Municipal Grants Process Review.
1.2 For the most part, the review involved four primary tasks
which have been addressed;
(a) Policy statement Attachment #1
(b) Revised Application Attachment #2
(c) Category Review Attachment #3
(d) Per Capital Contributions Attachment #4
2.0 POLICY STATEMENT:
2.1 The revised policy statement (attachment #1) is designed to
streamline the grant process giving Council, staff and the
N.C.S.A.B. specific guidelines to follow in dealing with grant
applications.
2.2 Revisions to the existing policy involve item 9 and 10 of the
revised Policy. Item #9 is recommending that any applicant
wishing to appeal a recommendation may do so to the N.C.S.A.B.
Previously, all appeals were made directly to Council.
2.3 Item #10 recommends that all late applications including
requests for funding at anytime be referred to the N.C.S.A.B.
for consideration and recommendation to Council. Previously,
late applications and requests for funding were dealt with by
Council.
3.0 GRANT APPLICATION:
3.1 The standard form used for the actual application has
been reviewed and minor modifications have been
incorporated. The changes reflect a clearer application
(Attachment #2) providing for more pertinent information
which will enable the N.C.S.A.B. to make more informed
recommendations.
4.0 CATEGORY REVIEW:
4.1 Currently, the Policy provides for four categories which
are eligible for funding and they are:
(a) Cultural (c) Civic
(b) Recreational (d) Service
REPORT CS -29 -90 - 3 - JULY 23, 1990
4.2 It is also noteworthy, that in addition to the above
categories, funding requests for Cemetery Boards, and the
Museums, have also been considered through the grant
process. It is recommended that these requests be dealt
with directly by staff and be included within the
municipal budget process.
4.3 In the past, a certain amount of confusion has taken
place with respect to which category a particular
application would fall within. With this in mind, an
expanded list of categories with clear definitions is
being recommended for Council Approval.
4.4 Two new categories, "Property" and "Hall Boards" have
been added to the original categories eligible for
funding. Definitions for these and the four original
categories are provided as attachment #3 for
consideration of Council.
5.0 PER CAPITA CONTRIBUTIONS
5.1 A review of the existing per capita contribution ($2.00
per capita) was conducted with the intent of providing
a more realistic base of reserve funds from which to work
with.
5.2 During the 1990 grant review process, the N.C.S.A.B.
reviewed a total of 57 requests for funding. These
applications totalled $483,287.00 in requested grants.
As a result of the Community Services Department's
Building Services program a large percentage of these
requests will not be received as capital dollars are now
being provided through the departments annual budget.
5.3 With this in mind, and having the experience offered by
the past few years, (supply not being able to meet
demand) it appears that the current $2.00 per capita
municipal contribution may not be sufficient to meet the
demand of various groups. As a result the sub - committee
recommends that the per capita contribution be increased
to $4.00. Further, the sub - committee also suggests that
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REPORT CS -29 -90 - 4 - JULY 23, 1990
each category be provided with a portion of the per capita
contribution. As a result, each category will have an upset
limit for funding allocation. Attachment #4 is provided as
a breakdown of the categories and recommended per capital
allocations.
6.0 COMMENTS:
6.1 With respect to the proposed increase of per capita
contribution, this would represent an additional municipal
expenditure of about $84,000. in 1991 and in subsequent years
with amount adjusted to reflect future population growth.
Although staff have no difficulty in recommending the proposed
increase, it is prudent that this matter be considered by
Council in its 1991 budget deliberation.
6.2 Both staff and members of the N.C.S.A.B. are confident
that with Council's approval, the recommended changes to
the grant process will allow for a clear, streamlined
approach to implementing the Municipal Grant Process.
6.3 The department is appreciative of the involvement of the
N.C.S.A.B. sub - committee, who took the time and effort
to conduct the research involved in making the
recommended changes to the Grant process and are to be
congratulated for their efforts.
6.4 The contents of this report have been reviewed with both
Councillor Stapleton and the Chairman of the N.C.S.A.B. who
concur with the recommendations submitted for consideration
of Council.
Respectfully submitted,
Recommended for presentation
to the Committee
DRAFT
GRANT POLICY
Introduction
ATTACHMENT #1
The Town of Newcastle is prepared to support financially, either
wholly or in part, those deserving organizations within the Town
through annual and interim municipal grants. Therefore, the
following policy has been established to rationalize the grant
process.
Policy Procedure
1. The Newcastle Community Services Advisory Board
(N.C.S.A.B.) will be responsible for the review of all
municipal annual and interim grant requests and will
submit its recommendations to Council. Grant requests
are considered from six categories: Cultural,
Leisure /Recreation, Property, Civic, Hall Boards and
Social Service. The N.C.S.A.B. will review only those
grant requests which are operational in nature:
Definition of Grants:
Operating Where grant money would be used to operate
programs or events on an ongoing basis
Capital These items would include such things as capital
purchases of a one -time nature or additions to,
or enhancement of, a major facility.
2. The N.C.S.A.B. will refer all capital grant requests to
the Community Services Department (CSD) to evaluate and
include in the appropriate budget if applicable.
3. The N.C.S.A.B. will advise each grant applicant of the
Board's recommendation prior to the Town Council's
consideration and finalization of the recommendation.
4. The CSD will advise N.C.S.A.B. of the Council's decision
with respect to each of the grant recommendations
submitted by the N.C.S.A.B.
5. The CSD will be responsible for overseeing the
disbursement of grants that have been approved by
Council.
6. The CSD will instruct organizations, who received capital
project approval, where applicable to the procedures to
be followed in obtaining their funds (payment on receipt
of invoice only).
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7. The attached Grant Form should be used by applicants for
the purse of this policy.
8. All Grant Request must be circulated to the N.C.S.A.B.
for review and recommendation.
9. All appeals with respect to recommended funding will be
reviewed by the N.C.S.A.B.
10. Late applications will be referred to the N.C.S.A.B. for
recommendation to Council.
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ATTACHMENT #2
APPLICATION FOR GRANT
NAME OF ORGANIZATION ................ ...............................
ADDRESS .............. .........................POSTAL CODE..........
CONTACT PERSON FOR THIS APPLICATION
NAME . ............................... ..........TELEPHONE............
ALTERNATE CONTACT PERSON
NAME . ............................... ..........TELEPHONE............
FINANCIAL SUMMARY OF ATTACHED STATEMENTS
PREVIOUS MUNC.
GRANTS YEAR INCOME EXPENDITURE BALANCE
............ .......... .......... ............. .........
NOTE: APPLICATIONS WILL NOT BE CONSIDERED UNLESS THE FOLLOWING
INFORMATION IS PROVIDED:
1 Your most recently completed financial statement
including disclosure of all investments and bank
accounts.
2 Your projected budget for the current and next fiscal
year.
3 Statement outlining all other sources of financial
support already received in the last fiscal year or
currently requested.
4 Please ensure that your application reflects the past
three years grant allocation and their amounts.
Briefly describe your grant request and indicate the total amount
requested.
A) Capital Amount $ ............... for.......................
B) Operating Amount $ ............. for.......................
C) Total Grant Requested $ ....... ...............................
D) Description:
APPLICATION MUST BE RECEIVED BY COMMUNITY SERVICES DEPARTMENT
PRIOR TO (date)
ATTACHMENT #3
CORPORATION OF THE TOWN OF NEWCASTLE
MUNICIPAL GRANT
FUNDING CATEGORIES /CRITERIA
A)
Culture
B)
Property
C)
Leisure /Recreation
D)
Social Services
E)
Civic
F)
Hall Boards
CULTURE:
Funding in this category is limited to the approved percentage
increase allowed through the budget process. For example, if a
municipal department receives a 5% increase over the previous
year's budget this will also be extended to cultural applicants.
Requests in this category will be submitted directly to Municipal
staff.
However, if a group determines that they would like to provide new
programs in upcoming fiscal years, an application requesting an
increase in their "base rate" with justification must be received
by the NCSAB. If deemed appropriate a one time or seed grant will
be considered.
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At present, funds that are expended in this category have been
referred to the Community Services Department for consideration in
the departments Building Services programme. This process should
continue, however, in the event where a request is received that
does not fall within the criteria of the Building Services Program
consideration should be provided by the NCSAB. These grants may
be recommended as matching contributions from the applicant
depending on the financial well being of each group. These types
of recommendations will be for projects which enhance the facility
by keeping it more functionally competitive.
LEISURE /RECREATION
This category will be considered by the NCSAB. Some applications
may incorporate a phasing out of municipal contributions over a
period of time, others may not depending on the group applying.
This category will consider grants of a sporting nature, athletic
associations and park associations etc.
SOCIAL SERVICES
This category has caused considerable concern in the past. It is
agreed that there is a moral and municipal responsibility in this
area consequently a minimal allocation of funds is required. The
NCSAB will continue to review applications submitted within this
category.
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It is further recommended that these groups must be municipally
based indicating what percentage of their cliental is from the
Town, grants may then be appropriately prorated to reflect impact
directly to the community.
CIVIC
This category traditionally dealt with organizations such as the
Horticultural Societies, the Bowmanville Santa Claus Parade, YWCA
etc. It is recommended that this area continue to be addressed as
in the past, by the NCSAB.
HALL BOARDS
The Hall Boards for the most part will no longer require capital
funding as a result of the Department's Building Services Program.
However, operational grants will still be required and addressed
through this new category. The NCSAB will continue to review
applications within this category.
Q 1 �)
CORPORATION OF THE TOWN OF NEWCASTLE
MUNICIPAL GRANTS
PER CAPITAL DISTRIBUTION
Property /Hall Boards
Culture /Leisure /Recreation /Civic
Social Services
91 1
ATTACHMENT #4
DISTRIBUTION
$1.00 per capita
$2.00 per capita
$1.00 per capita