May 10, 1999
To:Strategic Policies and Priorities Committee
From:City Clerk
Subject:1999 Recommended Grants Contingency Budget
Recommendation:
The Municipal Grants Review Committee on May 10, 1999, recommended to the Strategic Policies and Priorities
Committee the adoption of the attached report (April 30, 1999) from the Commissioner of Community and Neighbourhood
Services respecting the 1999 recommended Grants Contingency budget.
City Clerk
R. Dyers/tl
Item No. 6
(Report dated April 30, 1999, addressed to the
Municipal Grants Review Committee from the
Commissioner of Community and Neighbourhood Services)
Purpose:
To clearly establish criteria for the processing and approval of 1999 requests for Grant Contingency funding.
Funding Sources, Financial Implications and Impact Statement:
Grant Contingency funding of $150.0 thousand has been incorporated into the 1999 Recommended Operating Budget. As
requests may originate from various sources, criteria have been established to assist in determining which organizations
qualify for Grants Contingency funding.
Recommendations:
It is recommended that:
(1)the allocation criteria as defined in this report be applied for the 1999 Consolidated Grants Budget to all ad hoc
requests presented for funding; and
(2)the appropriate City officials be authorized and directed to take the necessary action to give effect thereto.
Council Reference/Background/History:
As a part of the 1998 consolidation process for the Grants Program, a "grants contingency" line item for $200.0 thousand
was created to deal with in-year ad hoc grant requests, which met the City's mandate and for needs arising from transition.
During 1998, $115.7 thousand was distributed from this account, of which only $36.6 thousand related to transitional
issues.
On May 4, 1998, the Municipal Grants Review Committee approved a report, titled "Ad Hoc Requests for City Grants",
which recommended that all ad hoc requests be referred to staff for review and comment before being considered by the
Committee.
During the 1999 Operating Budget review process, it was recommended that the Grants Contingency remain in the 1999
Operating Budget, but at a reduced level of $150.0 thousand, to accommodate any further adjustments related to
transitional items.
Further, at the April 13, 1999, Council meeting, it was approved that $83.8 thousand be provided to the 761 Community
Development Corporation from the following grant service areas: Economic Development, Community Services, Housing
through the Homeless Initiative, and Grants Contingency. This pre-committed amount could constitute up to $43.8
thousand of the available Grants Contingency.
Effective June 1, 1999 the Municipal Grants Review Committee will be dissolved with the Grant requests flowing through
to the newly established sub-committee of the Policy and Finance Committee.
Comments and/or Discussion and/or Justification:
Given the new political structure and with this being the second year of amalgamation, the Corporate Grants Team felt it
worthy to review the criteria for the Contingency Grant funds to ensure their validity into 1999.
Criteria No. (1) and (5) have been slightly modified to reflect the clarification of the exclusions under the Grants
Contingency (specifically, donations, gifts, capital expenditures, and the purchase of fundraising tickets), and the revised
review process which reflects the development of the Corporate Grants Team.
(1)City Mandate:
The first consideration of all requests for support is to determine whether or not the activity or program for which funding
is requested falls within the mandate and priorities as set out by City Council.
If the proposed activity does not fall within the mandate of the City, the activity should not be considered for support.
If funding requests for purposes clearly fall within the mandate of another existing City program, the activity should not be
funded from Grants Contingency, but rather from the related program area.
Items requesting donations, gifts, capital expenditure funding or the purchase of fundraising tickets will not be funded from
Grants Contingency, but may be eligible to seek other sources of funding.
(2)One-Time Requests:
Only requests which are for one-time activities or programs should be considered. An on-going activity or program may be
considered for funding where it is clear that another source of support will be available for the initiative during the year
2000 Operating Budget. Any funding provided from the Grants Contingency must be clearly identified as one-time and the
recipient organizations appropriately informed.
(3)Needs Arising from Amalgamation Transition:
Although efforts have been made during 1999 to evaluate and restructure the Grants Program to meet the current needs of
the City, there may be instances where a need arises as a delayed result of amalgamation or reorganization of the program.
Consideration may be given to organizations previously funded which, through no action of their own, have been
inadvertently impacted as a result of the changes.
(4)Required Submission of Financial Information:
Each potential recipient of Grants Contingency funding will be required to submit financial information and meet any
conditions attached to specific funding recommendations before funds are released.
(5)Review Process:
The review and monitoring of all Grants Contingency fund requests will be undertaken by the Corporate Grants Team.
All requests for grants funding, subsequent to approval of the 1999 Operating Budget, shall be referred to the Corporate
Grants Team Chair. These requests may originate from the Committee Chair, the Committee Clerk, Councillors, or the
Mayor's Office.
The Corporate Grants Team will determine if the request meets the basic criteria for Contingency Funding and, if so, will
forward the request to the most appropriate grant service area for review and comment. Those requests which do not fall
within a specific service area will be reviewed by the Corporate Grants Team.
Funding requests which appear to meet the established basic criteria, will be provided with a standard contingency grant
application form and a copy of the criteria. Upon review of the completed application by the appropriate staff, allocation
recommendations will be developed for the consideration of Committee.
Conclusions:
The above criteria and processes are intended to assist Committee members and staff in effectively utilizing the limited
$150.0 thousand available in Grants Contingency for 1999.
Contact Names:
Susan Bury
Tel: 392-8351
Chris Brillinger
Tel: 392-8608