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Home My WebLink AboutCS-30-89TOWN OF NEWCASTLE REPORT File Res. # MEETING: GENERAL PURPOSE & ADMINISTRATION COMMITTEE DATE: September 18 , 1989 REPORT CS-30-89 FILE #: 61 011IM" PROPOSED MUNICIPAL GRANT POLICY REVISION RECOMMENDATIONS: By-Law # It is respectfully recommended that the General Purpose & Administration Committee recommend to Council the following:- 1. That Report No. CS-30-89 be received; 2. That the revised policy and application form as outlined in Schedule II of this Report be endorsed; and 3. That the Newcastle Community Services Advisory Board be thanked for their contribution to revising the Municipal Grant Process and be forwarded a copy of Report CS-30-89 advising of action taken by Council. 1.0 BACKGROUND: 1.1 In February of 1987, Council endorsed a grant policy and application form (as outlined in Schedule I) which provided a process for the review and approval of municipal funding for certain organizations operating within the Town. This policy and form has been utilized by the Newcastle Community Services Advisory Board since that time to assist in determining recommendations for municipal grant allocations and also to assist staff in the processing of grant applications. WE REPORT CS -30 -89 - 2 - September 18, 1989 1.2 Since the grant policy was approved, both the Newcastle Community Services Advisory Board and staff, have experienced some difficulties in processing grant applications due to different interpretations of the form by organizations as well as the timing of the grant application deadline. As a result a sub - committee of the Newcastle Community Services Advisory Board with assistance from staff was formed to review and revise the Municipal Grant Process for consideration of Council. 2.0 PROPOSED REVISIONS: 2.1 To deal with these difficulties in interpretation and timing as well as some semantic and process clarification, a number of changes are proposed (see Schedule II for revised policy and application form). 2.2 The major revisions to the policy itself include the following: a) Clarification of the process for grant requests including those for Museum and Library Boards; (At present the Library and Museum Boards apply for funding through the annual budget process, directly to the Treasury Department.) b) Referral of requests of a capital nature to the Community Services Department to avoid duplication in the Department's Capital Budget; c) Clarification of the process for disbursement of grants and notification of Council's direction to the grant applicants and the Newcastle Community Services Advisory Board; and d) Deletion of the statement suggesting local chapters of National or Provincial are not eligible. e) Any interim or subsequent requests for grants be referred to the Newcastle Community Services. Advisory Board for recommendation as they are received by Council throughout the year. ../3 906 REPORT CS- 30°-89 - 3 - September 18, 1989 2.3 Changes to the 'Application for Grant' form include the following: a) Addition of an 'alternate contact person' to assist the Newcastle Community Services Advisory Board in attaining additional information; b) Breakdown of grant request in the areas of 'capital' and 'operating' in order to clarify the applicant's request; c) Definitions of 'capital' and 'operating' requests is included on the form to clarify these terms to the applicant; and d) The application deadline has been moved up to the last Friday in November to provide time for the Newcastle Community Services Advisory Board members to review applications prior to grant applicant delegations attending the Newcastle Community Services Advisory Board's December meeting (first Wednesday in December). 3.0 SUMMARY: 3.1 It is anticipated that the revised grant policy and application form proposed in the Report will clarify the process for the applying organizations, the Newcastle Community Services Advisory Board and staff. It is further intended that the Newcastle Community Services Advisory Board and the Community Services Department will offer a Workshop in November to volunteer organizations operating in the Town to inform them of the revisions to the grant policy. Respectfully submitted, T1 P. iruana, Director )f immunity Services t` Robert W. Allen, Chairman Newcastle Community Services Advisory Board JC:JL:RA:sa 907 SCHEDULE I CORPORATION OF THE TOWN OF NEWCASTLE I I POLICY I DATE: January 13, 1987 I I DEPARTMENT: Community Services I . SECTION: Newcastle Community Services Advisory Board I SECTION #: PAGE 1 OF 2 I I SUBJECT: GRANT POLICY I _I I Introduction i I In as much as the Town wishes to financially support certain organizations within I the Town the following policy has been established to give continuity to the I Grant process. I Statement of Policy I I Only groups within the boundaries of the Town of Newcastle are eligible to apply I for a Town grant(s). I I Local chapters of National or Provincial groups do not qualify for Town i grant(s). I Responsibilities I The NCSAB shall be responsible for the review of grant requests and shall submit its recommendations to Council. I The NCSAB secretary shall advise grant applicants of the Boards recommendations I prior to Council consideration of said recommendations. I I Responsibility of overseeing grants that have been approved by Council, be that I of the Community Services Department and said department will notify all grant I applicants of Council's decision with copies to the NCSAB. I The Community Services Department will also "authorize payment" of approved capital grants, only upon receipt of invoice. I I The definition of a capital expenditure is "addition to or replacement of" (major I facilities). In areas of question the NCSAB will reach a consensus. I Grant Form i The attached grant form shall be used for the purpose of this policy. (page 2) i 908 CORPORATION OF THE TOWN OF NEWCASTLE APPLICATION FOR GRANT NAME OF ORGANIZATION ADDRESS SCHEDULE I POSTAL CODE CONTACT PERSON FOR THIS APPLICATION: NAME TELEPHONE OFFICE f Briefly describe the type of service provided by your organization: Briefly describe your grant request: AMOUNT $ Previous FINANCIAL SUMMARY OF ATTACHED STATEMENTS Municipal Grants Year Income Expenditure Balance NOTE: Applications will not be considered unless the following information is provided: 1) most recently completed fiscal financial statement 2) your projected budget for the current and next fiscal years 3) full disclosure of all - investments or bank accounts Application deadline: December 1st yearly Please return this application to: Community Services Director Town of Newcastle 40 Temperance Street Bowmanville L1C 3A6 (for information phone Community Services Director 623 -3379 ext. 246) Completed by Signature Official Title Dated 909 PROPOSED GRANT POLICY SCHEDULE II CORPORATION OF THE TOWN OF NEWCASTLE POLICY DATE: September 18, 1989 DEPARTMENT: Community Services Department it • . SECTION: Newcastle Community Services Advisory Board SUBJECT: GRANT POLICY PAGE 1 OF 2 Introduction In as much as the Town wishes to financially support certain organizations within the Town the following policy has been established to give continuity to the Grant process. Statement of Policy Only groups operating within the boundaries of the Town of Newcastle may be eligible to apply for a Town grant(s). Responsibilities The NCSAB shall be responsible for the review and comment of all municipal annual and interim grant requests in the categories of: i) Cultural iii) Civic ii) Recreational iv) Service and shall submit its recommendations to Council. These grant requests shall be operating only in nature and further these grant requests will include all library and museum board applications for the Board's information, review and comments only to Council. The NCSAB secretary shall advise grant applicants of the Boards recommendations prior to Council consideration of said recommendations. The NCSAB will refer all grants capital in nature to the Community Services Department to evaluate and include in the appropriate budget, if applicable. Further, the Board will communicate the disposition of these capital and other requests to the applicant. The definition of a capital expenditure is "addition to or replacement of" (major facilities). In areas of question the NCSAB will reach a consensus. Responsibility of overseeing grants that have been approved by Council be that of the Community Services Department with the assistance of the Treasury Department will notify all grant applicants of Council's decision with copies to the NCSAB and the Community Services Department. Treasurer to advise the NCSAB of the disposition of all disbursements as soon as possible after Council approval and at budget time a list of all final disbursements. The Community Services Department will advise organizations with capital project approval of the process and also "authorize payment" of approved capital grants, only upon receipt of invoice. Grant Form The attached grant form shall be used for the purpose of this policy. 9 1 0 (page 2) ADDRESS POSTAL CODE CONTACT PERSON FOR THIS APPLICATION: NAME TELEPHONE ( ) ALTERNATE CONTACT: DEFINITION OF: CAPITAL - These items would include those purchases of a "one- time" nature or projects which would "add on or replace" a major facility. OPERATING- Where grant money would be utilized to operate, 'run' or maintain a facility, program or event on an on -going basis. FINANCIAL SUMMARY OF ATTACHED STATEMENTS Previous Grants Year Income Expenditure Balance NOTE: Applications will not be considered unless the following information is provided: 1) most recently completed fiscal financial statement 2) your projected budget for the current and next fiscal years 3) full disclosure of all investments or bank accounts Application Deadline: LAST FRIDAY IN NOVEMBER Please return this application to: Treasurer Town of Newcastle 40 Temperance Street Bowmanville L1C 3A6 (for information phone the Treasurer 623 -3379 Ext. 237) Completed by Official Title (Revised 1989) (DN- FORMS.11) Signature Dated Q1 I