HomeMy WebLinkAboutCSD-012-19 Clarington
Staff Report
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Report To: General Government Committee Report Number: CSD-012-19
Date of Meeting: November 25, 2019 By-law Number:
Submitted By: George Acorn, Acting Director of Community Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: [If applicable, enter File Number]
Report Subject: Community Grant and Event Sponsorship Programs Review
Recommendations:
1. That Report CSD-012-19 be received;
2. That the changes to the Community Grant Program and Community Event
Sponsorship Program included in Report CSD-012-19 be approved;
3. That the revised By-law regarding the Orono Business Improvement Area (BIA),
Attachment 1 to CSD-012-19, be approved;
4. That staff be directed to conduct a comprehensive review of the two programs and
report back during Fall 2020 for a 2021 implementation; and
5. That the Orono BIA and any delegations be advised of Council's decision.
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Report CSD-012-19
Report Overview
The Community Grant and Community Event Sponsorship Programs provide Council an
opportunity to support the various efforts of community agencies and organizations for the
overall betterment of the community.
In an effort to make continuous improvements to these programs, Council has regularly
provided feedback for consideration that would both assist the awarding of funds process
and more importantly assist in providing the needed funds in the areas that would be most
beneficial for the community. The recommended changes to these programs include the
most recent requests from Council.
Both of these valuable programs have been in place for a number of years, therefore staff
are also recommending a comprehensive review be undertaken with a report back to
Council in Fall 2020.
1 . Background
1.1 Both the Community Grant and Community Event Sponsorship Programs provide
funding to support various Clarington volunteer and non-profit initiatives. This happens
by providing funds that support programs, services and initiatives that add to the quality
of life for our residents.
1.2 The Community Grant Program sees one intake of applications each year. The
application period is opened each January with a spring deadline. The Community
Event Sponsorship Program sees two intakes per year, with deadlines on April 1 and
October 1.
1.3 At the May 6, 2019 General Government Committee Meeting, Council passed the
following two resolutions referring to requested changes to the Grant Program.
Resolution #GG-290-19 stated "That the Community Grants be requested in increments
of $500.00" and Resolution # GG-293-19 stated "That Staff report on a review of the
Community Grant process to include, but not be limited to, the following:
a) That, once a Community Grant applicant has received $10,000.00 in aggregate over
a number of years, any future applications be required to provide a balance sheet,
regardless of the amount applied for;
b) Whether Hall Boards should be removed from the Community Grant process and
considered in the Budget process; and
c) Consideration of applicants with large surpluses."
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Report CSD-012-19
1.4 In response to this direction from Council, staff reviewed both programs and are
proposing changes for the next round of intakes. These recommendations for Council
consideration are outlined in the proposed changes below.
2. Proposed Changes — Community Grant Program
2.1 Organizations must have less than two years' equivalent operating budget in
unreserved cash. This will help to prioritize funding to be awarded to applicants with
smaller operating surpluses.
2.2 Organizations that receive any funding from Regional, Provincial or Federal government
not be eligible. Organizations that represent programs and services that are considered
the responsibility of another level of government will continue to be ineligible. Project
based grants would not disqualify potential applicants, however operating grants or
regular funding from another level of government would cause ineligibility.
2.3 Religious organizations will be eligible if the funding request is for a program or service
that benefits the broader community and does not involve religious teachings and/or is
not generating revenue for the organization. An eligible example would be a request to
support a breakfast program.
2.4 Groups will now be required to request grants in increments of $500. If approved, this
amendment would require any requests greater than $2,500 to provide a balance sheet
with their application. This will eliminate the occurrence of applicants requesting $2,999
to avoid the balance sheet requirement.
2.5 It should be noted the amendment to the Orono BIA By-law will not make them eligible
to receive funding under this program. This is consistent with other BIAs.
2.6 If approved, these changes will become effective January 2020 and will be
communicated to the public through the launch of the 2020 Grant Program.
3. Proposed Changes — Community Event Sponsorship Program
3.1 Organizations must have less than two years' equivalent operating budget in
unreserved cash. This information will be collected through the application process.
3.2 Religious organizations will be eligible if the funding request is for a program or service
that benefits the broader community and does not involve religious teachings and/or is
not generating revenue for the organization. An eligible example would be a request to
support a community gathering.
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Report CSD-012-19
3.3 In order to provide consistency in eligibility for BIAs under this program, an amendment
to the current Orono BIA By-law was required. Subject to approval, the Orono BIA
would now become eligible to apply for and receive approval under this program.
3.4 If approved, these changes will become effective for the Spring 2020 intake. The
changes to the Community Event Sponsorship Program will be communicated to the
public through a variety of means including our website and social media.
4. Comprehensive Detailed Program Review
4.1 As previously identified, in order to fully address some of Council's requests, staff want
to take a deeper look at some of the challenges with our current programs. This
comprehensive review will take into consideration all outstanding requests from Council,
namely dealing with a group's aggregate funding and hall boards being considered
outside of the Community Grant Program, amongst others.
4.2 This review will include research and benchmarking with municipal comparators,
engagement with community groups, impacted staff teams, Mayor and Members of
Council. As a result, staff will propose a revised program for Council's consideration.
5. Concurrence
5.1 This report has been reviewed by the Municipal Solicitor who concurs with the By-law
amendment recommendations.
6. Conclusion
6.1 It is respectfully recommended that Council consider the immediate proposed changes
to the Community Grant and Community Event Sponsorship Programs recommended in
this report, and further that a detailed review of both programs be undertaken by staff
with a report due back to Council in Fall 2020.
Staff Contact: Lee-Ann Reck, Manager, Client Services, 905-623-3379 ext 2508 or
Ireck(cD_clarington.net.
Attachments:
Attachment 1 — Draft By-law to Amend By-law 2016-029
Interested Parties:
Orono Business Improvement Area
Attachment 1 to CSD-012-19
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Coordinator at 905-623-3379 ext. 2131.
The Corporation of the Municipality of Clarington
By-law 2019-XXX
Being a By-law to amend By-law 2016-029
WHEREAS By-law 2016-029 is a by-law to establish the Orono Business Improvement
Area and its Board of Management pursuant to subsection 204(1) of the Municipal Act,
2001, S.O. 2001 , c. 25;
NOW THEREFORE, the Council of The Corporation of the Municipality of Clarington
hereby enacts as follows:
1. Section 28 of By-law 2016-029 is repealed and replaced with the following:
"Nothing in this By-law disqualifies the BIA from eligibility for the Municipality's
Community Event Sponsorship Program."
2. This by-law shall come into force and take effect on the day it is enacted by
Council.
Passed in Open Session this XX day of XXXXXXXXX, 2019
Mayor Adrian Foster
C. Anne Greentree
Municipal Clerk