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TES-001 - Community Grants Policy_2014Title: Community Grants Policy Subject: Community Grants Category: Transportation and Environment Services Policy No.: TES-001 M&C Report No.: Effective Date: October 27, 2014 Next Review Date: As required Area(s) this policy applies to: Transportation and Office Responsible for review of this Policy: Environment Services Transportation and Environment Services Related Instruments: Policy Sponsors: Commissioner of Transportation and Environment Services Document Pages: This document consists of 32 pages. Revision History: Common Clerk's Annotation for Official Record I certifythat the Operating Budget Policy was approved by Common Council on October 27, 2014 i Mav 18, 2018 Common Clerk Date Contact: Commissioner of Transportation and Environment, Michael Hugenholtz Telephone: 658-2896 Email: Michael.hugenholtz@saintjohn.ca TABLE OF CONTENTS 1. POLICY........................................................................................................................... 3 2. COUNCIL REPORT......................................................................................................... 19 Page 3 Attachment C — Community Grants Policy nity Grants City of Saint John October 2014 rill Page 4 The City of Saint John's Community Grants Program supports three types of grants: 1) Community Grants a. Organizational Support Grant b. Community Project Grant c. Special Event Grant Information on all three grant programs is provided within this document. All grants are managed and administered under the Growth & Community Development Service of the City of Saint John. Acknowledgements The City of Saint John wishes to acknowledge the Halifax Regional Municipal, Cities of Moncton, Fredericton, Victoria and Cornwall for providing referencing materials and information on their respective grant programs 71 Page 5 1) Grant Overview 2) Organizational Support Grant Guidelines 3) Community Project Grant Guidelines 4) Special Event Grant Guidelines S) Funding Agreement 6) Community Grants Evaluation Committee a. Overview of Community Grants Evaluation Committee b. Committee Skills Matrix Page 6 The information in this document focuses on the annual City of Saint John Community Grants Program, which is a component of the broader City of Saint John Municipal Grants Program. The document is divided into sections that describe the Community Grants - Special Event, Community Project and Organizational Support and application process for each. Only incorporated not-for-profit organizations or networks are eligible. Applicants must apply annually between the dates of December 1" to January 15th for funding and in- kind support for the coming fiscal year (January 1St to December 31St). The Special Event Grant has a second application period between June 1St and July 6th The Special Event, Community Project and Organizational Support grants will all be evaluated at the same time by the Community Grants Evaluation Committee which will include representation from City of Saint John Staff, the Saint John community and Common Council Funding distribution is contingent on the receipt of a signed Funding Agreement from successful applicants. Operating funding to assist with the general administrative expenses of the group Seed funding for the start-up of a pro,lect, or funds for a short.. -term undertaking with a start-up and completion date Support towards an event that is of cultural, sport, social or recreational significance to the community rKj Page 7 Purpose The Organizational Support Grant is designed to provide operational funding to assist with the general administrative expenditures of an incorporated not-for-profit organization or network. Objectives • Support the City of Saint John in its ongoing pursuit to be a community of choice and promote economic health to residents and visitors. • Enhance the ability of organizations that deliver important social, wellness and quality of life support to the residents of the City of Saint John. • Encourage innovation, sustainability and cooperation through the various organizations within the City of Saint John. • Uphold and advance the terms of Council Priorities, Plan SJ and/or Play SJ, Funding and Eligibility • The total distribution of all grants can change year-to-year • The allocation of each particular grant within Community Grants can change year-to-year. a Grant allocations are subject to change due to demand, Council Priorities, and/or municipal spending control • The City of Saint John Community Grants considers both monetary funding and in-kind support during the evaluation process • In -land support for the Organizational Support Grant could include the following: office space, ire -house support service from the City of Saint John (human resources, information technology, engineering, finance and administrative services, strategic planning), storage, parking, etc. • Each applicant for an Organizational Support Grant is eligible up to a maximum of $60,000/annually (without taking into account 'in-kind' support). • While applicants may submit a hand written application (using a printed copy of the online application form), it is strongly encouraged to use the online application tool to submit an application. • Applicants are eligible to apply and receive a maximum of one grant annually from each of the following grants: Special Event, Community Project and Organizational Support (totalling a maximum of three grants annually). Eligible funding activities under Organizational Support include: rent, utilities, human resources, office supplies, essential travel, fundraising activities and information technology upgrades. • The City's Community Grants Evaluation Committee and/or Common Council reserves the right to identify more targeted objectives deriving from Council Priorities to further focus the desired outcomes of Community Grants. rL! Page 8 • Special consideration will be placed on applications that seek to develop programming within the City of Saint John's five priority neighborhoods. • Only incorporated not-for-profit organizations/networks will be considered for grant funding. The following are ineligible for the City's Organizational Support Grant: • Individuals or corporations seeking funding. • Lobbying of federal, provincial and municipal governments. • Activities or initiatives outside of the City of Saint John. • Expenditures that occurred prior to the application. • Funding of deficits or debts. • Free or discounted tickets to an event. • Fellowships, scholarships or bursaries. All applicants will be required to demonstrate the fol,11,0,M.ef g, among others, through the online application form: • Names of members of the organization's Ord of Directors, employees and/or volunteer network. • Detailed annual budget, including line item expeQ,­ s well as all sources of revenue. • Minutes from organization's last Board,: of Directors ming. • Financial statements, business model and%gar year-end re � W. • Organization's strategic or development plan. • Description of servuiee,Ofidhr function tFie organization plays wr hin the Saint John community. • Highlight the ibership/64ence of the !:vrtaniiation as well as the number of City of Saint John residents it Acted by the.organization's programming. • Applicants will be a to prWfile feedback orl the long-term sustainability of the organization and the applicant's plan to rqach fman faj. Self-sufficiency. • Specific and detailed outcometo be achremW associated with requested funding/in-kind support from the City of Saint n. If the project is a component of a uiti-year initiative, applicants will be asked to report on the multi-year plan. Unless otherwise stated by the Community Grants Evaluation Committee, submissions' v,+ill be considered on a year-to-year basis, without a guarantee of multi-year municipal funding for an rxrganizat!on's multi-year project. Evaluation Process Applicants must apply annually between the dates of December 15t to January 15t" for funding and in-kind support for the coming fiscal year (January V5 to December 31st). The Special Event, Community Project and Organizational Support grants will all be evaluated at the same time by the Community Grants Evaluation Committee. Funding distribution is contingent on the receipt of a signed Funding Agreement from successful applicants. W Page 9 • The composition of the Community Grants Evaluation Committee will include three representatives from City of Saint John Staff, two community members -at -large and two Council Members. The Community Grants Evaluation Committee will assess applications according to a pre- established evaluation matrix, which will score the application on a variety of variables, including, but not limited to: o Innovation. o Likelihood of accomplishing stated outcomes. o Link to Council Priorities. o Long-term benefits/impacts. o Level of community/neighborhood support. o Ability to generate cooperation between cit�xen `OW other organizations. o Ability to acquire other sources of fundingAIA- Rind supe rt. o Sustainability of business plan or development plan. Monitoring and Reporting Requirements • Grant recipients must submit a brief mid-term progress report and a final rep 'A ithin 45 days of completion, outlining the outcomes`that have been achieved, (report template willbe provided to successful applicants). 4 >. • Common Council will receive an annua ksuritr tyy of the previous year's grant allocation, its impact on the community and link to Council Pit*rities. • Funding to applicants rnust'b.e spent witfil t.t,he idents i fiscal year and must be spent on the identified expenditures identifier within the',�R Oed appTrathn. • Recipients that are unable to fulfill stated outcomes, timelines and/or those who do not submit a final report will jeopardise their future eligibility -the City of Saint John's Municipal Grants Program • Ruts that are fogad to use false informaation .in either the application or the final report will jeoRA.Mize their future bility to the City of Saint John's Municipal Grants Program. • The C6rmunity Grants Eva!T-gation Committee reserves the right to withhold or sequence the release of funlds. Publicity Grant recipients of the 0 anal Support Grant give the City of Saint John permission to use photos, articles, quotes, etc, of their organization for promotional purposes and/or related publications. WQ Page 10 Purpose The Community Project Grant is designed to distribute seed funding for the start-up of projects, and/or funds for a short-term undertaking with a clear start and completion date. Only incorporated not-for- profit organizations or networks are eligible. Objectives Support the City of Saint John in its ongoing pursuit to be a community of choice for residents and visitors. • Enhance the ability of organizations that deliver important social, wellness and quality of life support to the residents of the City of Saint John • Encourage innovation, sustainability and cooperation in the delivery of Community Projects in the City of Saint John. • Uphold and advance the terms of Council Priorities, Plan SJ and/or Play Si. Funding and Eligibility The total distribution of all grants can change year-to-year • The allocation of each particular grant within Community Grants can change year-to-year. • Grant allocations are subject to change due to demand, Council Priorities, and/or municipal spending control • The City of Saint John Community Grants considers both monetary funding and in-kind support during the evaluation process • In-kind support for the Community Project Grant could include the following: in-house support service from the City of Saint John (human resources, information technology, engineering, finance and administrative services, strategic planning), storage, parking, etc. * Each applicant for Community Project Grant may be eligible up to a maximum of $40,000/annually (without taking into account 'in-kind' support). • While applicants may submit a hand written application (using a printed copy of the online application form), it is strongly encouraged to use the online application tool to submit an application. • Applicants are eligible to apply and receive a maximum of one grant annually from each of the following grants: Special Event, Community Project and Organizational Support (totalling a maximum of three grants annually). • The City's Community Grants Evaluation Committee and/or Common Council reserves the right to identify more targeted objectives deriving from Council Priorities to further focus the desired outcomes of Community Grants. • Special consideration will be placed on applications that seek to develop programming within the City of Saint John's five priority neighborhoods. Only incorporated not-for-profit organizations/networks will be considered for grant funding. MA Page 11 The following are ineligible for the City's Community Project Grant: Individuals or corporations seeking funding. • Lobbying of federal, provincial and municipal governments. • Activities or initiatives outside of the City of Saint John. + Expenditures that occurred prior to the application. • Funding of deficits or debts. • Free or discounted tickets to an event. Fundraising events. Fellowships, scholarships or bursaries. • Conferences or professional development. All applicants will be required to demonstrate the fol louv ng, among others, through the online application form: • Names of members of the organization's-B�i•d of Directors, employees and/or volunteer network. • Fundralsin and community partnership. g YP p• • The number of residents/visitors impacted by the J • Mow the Community Project resppnds to.interest from- broader community. • Specific outcomes to be achieved. ; e,k • Projected budget rncluOirig sources and. use of furds/in-kind 4,port. • Timelines for iMple �r tofr n of the proJert. • If applicable, a l*"nts will be Asked to provide feedback on the long-term feasibility of the Community Proje <and the a icant's plariAd build a sustainable business plan. If the project is a corgi i aerft#rr lti-year initiative, applicants will be asked to report on the molt year {lar Unless 6t. ise stats ley the Community Grants Evaluation Committee, submissions will"fie considered on a year -toter basis, without a guarantee of multi-year municipal funding foc an orgarii n's multi-year project. Evaluation Process Applicants must apply annually between the dates of December 13t to January 15th for funding and in-kind support for the coming fiscal year (January 1St to December 31St) • The Special Event, Community Project and Organizational Support grants will all be evaluated at the same time by the Community Grants Evaluation Committee. • The composition of the Community Grants Evaluation Committee will include three representatives from City of Saint John Staff, two community members -at -large and two Council Members. • Funding distribution is contingent on the receipt of a signed Funding Agreement from successful applicants. K-11 Page 12 • The Community Grants Evaluation Committee will assess applications according to a pre- established evaluation matrix, which will score the application on a variety of variables, including, but not limited to: o Innovation. o Likelihood of accomplishing stated outcomes. o Link to Council Priorities. o Long-term benefits/impacts. o Level of community/neighborhood support. o Ability to generate cooperation between citizens and other organizations. o Ability to acquire other sources of funding/in-kind Wsport. Monitoring and Reporting Requirements • Grant recipients must submit a brief mid-term progress,'rleport'i a final report within 45 days of completion, outlining the outcomes that have beers achieved (repdr 1mplate will be provided to successful applicants). Common Council will receive an annual summary of the previous year's gr4 allocation, its impact on the community and link to Council Priorities. • Funding to applicants must be spe4t truithin the identified timeframe and must be, ent on the identified expenditures within the'4rbyo�, application: In the event a recipient does not use all there funding within the identified tini"Oram04--recipients wrfl.promptly return any unspent portion of the grant to the City of Saint John. • Recipients that are uriabl,e to fulfill stated"6 comes I Ones and/or those who do not submit a final report will Jeopardize their -future eligilia .y to City t$ nt John's Municipal Grants Program. Recipients that are found to use false information in either the application or the final report will jeopard e.:t eir fm.ture eligibdity to the City of Saint.John's Municipal Grants Program. • The Community Gr .,Evaluation Committee n�serves the right to withhold or sequence the rele�a=of funds. Publicity Grant recipients of" Community Project Grant give the City of Saint John permission to use photos, articles, quotes, etc, f oM their'Cemmunity Project' for promotional purposes and/or related publications. Page 13 Purpose The Special Event Grant is designed to support events that are of cultural, sport, social or recreational significance to the Saint John community. Only incorporated not-for-profit organizations or networks are eligible. Objectives • Support the City of Saint John in its ongoing pursuit to be a community of choice for residents and visitors. • Support events that result in important cultural, environmental, heritage, sport, recreational, educational and financial returns for the City of Saint John. • Encourage innovation, sustainability and cooperation in the delivery of Special Event in the City of Saint John. • Uphold and advance the terms of Council Priorities, Alan SJ and/or Play Si. Funding and Eligibility + The total distribution of all grants can change year-to-year The allocation of each particular grant within Community Grants can change year-to-year. • Grant allocations are subject to change due to demand, Council Priorities, and/or municipal spending control. • The City of Saint John Community Grants considers both monetary funding and in-kind support during the evaluation process • In-kind support for the Special Event Grant could include the following: in-house support service from the City of Saint John (human resources, information technology, engineering, finance and administrative services, strategic planning, traffic support), temporary storage, parking, etc. • Each applicant for the Special Event Grant may be eligible up to a maximum of $20,000/annually (without taking into account 'in-kind' support). • While applicants may submit a hand written application (using a printed copy of the online application form), it is strongly encouraged to use the online application tool to submit an application. • Only applications received through the online application process will be evaluated by the Community Grants Evaluation Committee of Special Event, Community Project and Organizational Support grants. • Applicants are eligible to apply and receive a maximum of one grant annually from each of the following grants: Special Event, Community Project and Organizational Support (totalling a maximum of three grants annually). • The project funded through the Special Event Grant must be publicly accessible (although not necessarily free). • The City's Community Grants Evaluation Committee and/or Common Council reserves the right to identify more targeted objectives deriving from Council Priorities to further focus the desired outcomes of Community Grants. E:ii] Page 14 • Special consideration will be placed on applications that seek to develop programming within the City of Saint John's five priority neighborhoods. • Only incorporated not-for-profit organizations/networks will be considered for grant funding. The following are ineligible for the City's Special Event Grant: • Individuals or corporations seeking funding. • Lobbying of federal, provincial and municipal governments. • Activities or initiatives outside of the City of Saint John. • Expenditures that occurred prior to the application. • Funding of deficits or debts. • Free or discounted tickets to an event. • Fellowships, scholarships or bursaries. • Conferences or professional development. All applicants will be required to demonstrate the,fblWlkiwing, among others ( rough the online application form: Names of members of the organization's Boalro-" f.pirect employees ani%pr volunteer network. • Fundraising and community partaners#if • The number of residents/visitors impacted by the projet • How the Special Event responds to interest friarri. the broader`:'tommunity. • Specific outcomestotie,ochieved. • Projected buft,k.,-mcluding*0urces and use offu support. 6 Timelines for im*mentatiorj:­c f the project 0 If applicable, applici will beto provide feedback on the long-term feasibility of the Spe- fel Evpnta:nd the applicant's pilan-156, build a sustainable business plan. • if the project is a componertr. of,a multi -y iirvitiative, applicants will be asked to report on the rpulti-year plan. Unless othervnie-stated by the Community Grants Evaluation Committee, submissions will be considered oma year-to-year basis, without a guarantee of multi-year municipal funding for an organization's multi-year project. Evaluation Process • Applicants must apply annually between the dates of December 1st to January 15th (Phase One) or lune 1st to July 6th Wtvase Two) for funding and in-kind support for the coming fiscal year (January 1$t to December 31st) • The Special Event, Community Project and Organizational Support grants will all be evaluated at the same time by the Community Grants Evaluation Committee. • Funding distribution is contingent on the receipt of a signed Funding Agreement from successful applicants. • The composition of the Community Grants Evaluation Committee will include three representatives from City of Saint John Staff, two community members -at -large and two Council Members. E:1iI Page 15 The Community Grants Evaluation Committee will assess applications according to a pre- established evaluation matrix, which will score the application on a variety of variables, including, but not limited to: o Innovation. o Likelihood of accomplishing stated outcomes. o Link to Council Priorities, Plan SJ, Play SJ. o Long-term benefits/impacts. o Level of community/neighborhood support. o Ability to generate cooperation between citizens and other organizations. o Ability to acquire other sources of funding/in-kind, ort. Monitoring and Reporting Requirements 10 Grant recipients must submit a brief mid-term progre. ihbport �iW, final report within 45 days of completion, outlining the outcomes that have been achieved (repcA,,' mplate will be provided to successful applicants). • Common Council will receive an annual summary of the previous year's gr-rtsallocation, its impact on the community and link to Council Priorities. • Funding to applicants must be spec within the identified timeframe and must bei ent on the identified expenditures within the V,,OrviJ application: In the event a recipient does not use all there funding within the identified tiifrare'ecipients will, promptly return any unspent portion h f_ of the grant to the City of Saint John. • Recipients that are unable to fulfill stated btcomes; tftes and/or those who do not submit a final report will jeopardize theur future eligibiJy til a City dif$pint John's Municipal Grants Program. • Recipients that are found to use 'false informatio ,jo either the application or the final report wily jeopar4 - rr futore eIig bdity to the. of Sairg$john's Municipal Grants Program. • The C mmunity G*OnU,,Evaluation, Committee reserves the right to withhold or sequence the rel' of funds. Publicity Grant recipients ofd Special Eve4 Grant give the City of Saint John permission to use photos, articles, quotes, etc, from th&r ecial Event' for promotional purposes and/or related publications. E:3► Page 16 Community Grants Funding Agreement The undersigned organization ("Recipient") hereby acknowledges receipt of a City of Saint John Community Grants in the amount of $ Recipient agrees to use the grant solely in accordance with the Recipient's Application (the "Project") approved by the City of Saint John ("City"), a copy of which is attached hereto as Schedule "A", and in accordance with the Grant Guidelines Recipient agrees to provide a written report to the City of Saint John on the outcome, including all revenues and expenditures, of the Project within 45 days of completion. Recipient will promptly return any unspent portion of the grant to the City. Recipient that is unable to fulfill stated outcomes, timelines and/or those who do not submit a final report will jeopardize their future eligibility to the City of Saint John's Municipal Grants Program. Recipient that is found to use false information in either the application or the final report will jeopardize their future eligibility to the City of Saint John's Municipal Grants Program. Recipient will acknowledge the support of the City of Saint John in Project written materials, and through other appropriate and tasteful means Recipient will also display signage or a notice acknowledging the support of the City of Saint John at Recipient's principal location(s) and its significant public events (including Recipient's anneal meeting) Recipient gives the City of Saint John permission to use photos, articles, quotes, etc, of their organization and/or project for promotional purposes and/or related publications Recipient agrees to immediately report to the City of Saint John any change in circumstances or events that materially affect the Project as described in Recipient's approved Application, Dated this day of February, 2015. Recipient By: ...................................................... Name: Title: E:ic3 Page 17 a. Overview of Community Grants Evaluation Committee The City of Saint John Community Grants Evaluation Committee makes recommendations for Common Council approval of the following grants: Organizational Support Grant, Community Project Grant, and Special Event Grant. The Committee is tasked with conducting an annual review of the three grants and their respective guidelines, including eligibility requirements, categories of assistance, policy and procedures for programs and service delivery. The City of Saint John Community Grants Evaluation Committee is a standing committee of three City staff, two community members -at -large and two Common Council Members. Committee representation of City Staff shall include a representative from Finance and Administrative Services and two representatives from Growth & Community Development Services. As part of the review process, City Staff from various service areas may be consulted as content experts regarding specific grant applications. The two community members -at -large shall be appointed by Common Council and serve a two-year term Where there is a vested or conflict of interest of a committee member they shall remove themselves from the process of the Municipal Grants Program Ideal candidates shall have the knowledge, experience, and understanding of the City of Saint John, which is highlighted through the Committee's skills matrix (see below) Applicants may be requested to make a presentation to the Community Grants Evaluation Committee when deemed necessary. (Disclaimer- The 6­ieritage and Arts & Culture Grants are reviewed through a separate process). E:i! Page 18 b. Committee Skills Matrix E:16'7 Compulsory Supportive Committee Civic Unbiased Budgeting Case Non-profit Develop Members engagement Skills Management experiente and Skill�s SkIlls Manager of x x x x Involvement X x x Recreation Programming/ Neighbourhood Improvement Service (Chair) Finance and x x x x x Admin. Services Rep Growth and x x x x X x Community Dev. Rep Member -at -Large Member -at -Large Common Council Member Common Council Member E:16'7 October 23, 2014 His Worship Mayor Mel Norton and Members of Common Council Your Worship and Councillors: SUBJECT: NEW MUNICIPAL GRANTS PROGRAM City of Saint John BACKGROUND On March 37720-14, Common Council adopted the terms of the Sustainable Service Review, including the following: "With the exception of the grants and contributions approved in the City of Saint John's 2014 operating budget, there will be no new annual grants approved by the City of Saint John until such time as common Council approves a new external Grant Policy that recognizes Council's Priorities and the City's current and future fiscal capacity. " Since this time, a team of 15 City Staff and various contributors, including other municipalities as well as past City of Saint John grant recipients, have worked to redesign the City's grant distribution process. ANALYSIS In order to respond to Council's March 3'd, 2014 resolution, there was first a need to investigate all the types of community funding that the City of Saint John distributes. Through the examination of the City's past community funding (see Attachment A), Staff were able to identify three broad categories of community funding: 1. Annual grants; 2. Operational allocations; 3. Service agreements, legislated responsibilities, contracts and commitments. The third category of community funding are all obligations, with varying degrees of funding envelops and timeframes. The second category incorporates the funding envelops that are discretionary in nature, and tend to support specific facets of the City's operations. This category of funding does not traditionally require annual applications from the community, as funding tends to be distributed according to operational need. The annual grants category of community funding on the other hand, tends to be characterized by annual funding applications and distribution. While there are certainly areas of improvement within the second and third categories of community funding in order to further recognize "Council's Priorities and the 67� Page 20_ current and future fiscal capacity," this report will focus on improvements to the first category — annual grants. It is the category of annual grants that is most amendable to "Council's priorities" and "fiscal capacity," as the nature of the funding distribution requires an annual evaluation of desired outcome originating from the Saint John community. New Municipal Grants Program In redesigning the City's grant distribution process, Staff discovered that the traditional process of receiving, evaluating, distributing and reporting on municipal grants differed considerably from one grant envelop to another. In addition, it was discovered that it was difficult to prevent duplication between grant submissions from community applications. Staff were fortunate to receive extremely valuable feedback from past recipients of the City's grant distribution process during a feedback session in May 2014, as well as `best practices' from the municipal grants programs of other municipalities, including: • City of Moncton; • City of Fredericton; a Halifax Regional Municipality; • City of Cornwall; • City of Victoria. Based on the feedback received during Staff's investigation, it was determined that a new City of Saint John grant program should have the following characteristics: 0 Periodic and clear application timelines; o Online application through website; • Reporting requirements; • Common Council to receive annual summary; • Clear guidelines; • Grant allocations are subject to change; • Evaluating `in-kind' support; • Common Council can identify more targeted objectives. The City's new Municipal Grants Program will maintain the existing processes for the Saint John Community Arts Funding Program as well as the Heritage Conservation Grant. After examining the guidelines and governance of these two grants, it was determined that they upheld a strong level of rigour, and as such, did not require re-examination at this time. The new Program will also include three new grant categories identified under the umbrella of Community Grants - Special Event, Community Project and Organizational Support, which will replace four existing grant programs: Neighborhood Development Stimulation, Recreation Association Facility Assistance, Arts, Culture and Sport, and finally, Community Development. The new Program will be defined by the following descriptions: 57 W r k w+ E E O LJ FINANCIAL CONSIDERATIONS Page 21 -3 SUppa r tc,r rdsaA e,wR thar. SG!:UTLM Sput smC R'or ecre'8!•cm' sgn'.,.araere:tteccr:5rnun:l j Seed'und,ns Viar the sian-up-' a prge-.t,. cr lmds'or astxrr-te•9 undvlak-ng r.• *h a srar•up wd-onp�et zn dale isW5*49'Uri-r4 r-a<�Swaththegerraa: sn5Zr VveexpensescF the 6'= Er agep op" mmrusrC rYeetthe sC r'' and WwR e the&ortlGrr I,e0l:;ge CcruL'Na*Ii.r b -ns By -,ow proidesprgetsrpnt"s,v`arrtat=0 s. wshn¢to-Of e� alp_U'V SIS eZtp,.f;esanarrads: sp!rYe-V,-the +eat'i,'ealsN'4hmrhei1'F Based on 2014 budget allocation, the Saint John. Community Arts Funding Program received $35,000/annually, and the the Heritage Conservation Grant received $90,000/annually. Based on 2014 budget allocation, Staff have identified a total of $443,508 that would fall under the umbrella of Special Event, Community Project and Organizational Support grants. The funding envelop of $443,508 was determined by filtering through the City's 2014 grant distribution and identifying those recipients that would fall into the three new grants (Special Event, Community Project, and Organizational Support) (see Attachment B). ATTACHED DOCUMENTATION In order to appreciate the scope of the new Community Grants (i.e. Special Event, Community Project, and Organizational Support grants), City Staff have assembled a Community Grants Policy (see Attachment C), which includes the following information: • Special Event Grant Guidelines; • Community Project Grant Guidelines; • Organizational Support Grant Guidelines; • Funding Agreement Template; • Information on Community Grants Evaluation Committee. The decision of Common Council to adopt the recommendations below will initiate some immediate next steps, including the need to communicate the new Municipal Grants Program to the Saint John community, develop an online presence as well as the translation of documents. 6'1:3 Page 22 -4- RECOMMENDATIONS Staff recommends that Common Council: I. Direct the City Manager to include ;i funding envelop for consideration in the 2015 Operating Budget in order to accommodate for the new Municipal Grants Program; 2. Approve and direct the City Manager to implement the terms of the new Community Grants Policy; 3. Approve the creation of Community Grants Evaluation Committee; 4. Direct the Common Clerk to post two vacancies for the Community Grants Evaluation Committee; 5. Direct the Nominating Committee to report back to Common Council with recommended appointments to the Community Grants Evaluation Committee by December 2014. Respectfully submitted, Kevin Watson Manager of Recreation Programming/ Neighbourhood Improvement Service Phil Ouellette, MA Executive Director L �- J. atrick Woods, CGA City Manager 59 N M 0 0 O 0 O m ry)Ln cD O O Ln M 01 O OO � O O 4 N41 p O O O t0 m O O O N O1 Ln O 3 Lr�N Lr M N M p O O Ln Ln � m n! l0 O It It Ln fQ rN-I M qt C H N O (3)- N N M 0 O 0 O m ry)Ln cD O O Ln M a ON OO LMOna m Ln 07 Ln d' M Ln M —q N m Ln N O L of C r' N M p p N Q r> (3)- a = LL 0 ._ ra CL o O o a � v C O a1 () C+ O � p m ui r+ i` V I y ±0 C Q c N L C- p i a U fa C y t7 Q c m O w c +n Y O U L- O U Q c C a E CL rn * c r O U L a 4 . aci E .4-J aa) O a 0 G7 c' L +' C a� 'p i' O N a. N o U a O O t U a c ra cn O H a ❑ � ❑ m aa G +v o O O m a7 � L U) L. O C o c o L C:6 O C 3 U C m Q O c V3 g n ate+ o C � C s� r, C Y L E a Q1 li! 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E_ p 4) % ? m w m ¥ o % /& k v rl� 13 � f m = mm 2 m $ ■ Oco m cq E4 14 � k / \ k R % R � © � ° G J ON m 2 2 M C ® w a 2 2Ln f / m 2 § 2 2 e Lf) co � Fri 2 @ § ' CL \ m 2 _ ± 2 � u y £ $ ro0 \(A$ u \cu _ \ d � 4) U /Ln\ C ® CL CL § < \ / / \ 2 / & % / § = 2 / » ■ 2 c 2 \ E o 2 / c 0 / L / © 2 § R - \ 0 C d C \. (D Q) N N S / � a m m u � 2 § ' CL \ m 2 _ ± 2 � u y £ $ ro0 \(A$ u \cu _ \ d � 4) U /Ln\ C ® CL CL § < \ / / \ 2 / & % / § = 2 / ƒ b / \ a ■ 2 c 2 \ E o 2 / c 0 / L / © 2 § R - \ 0 C d C \. 07 � C1 Ln 9 C 7 N M N W co 0 N d u m Q Page 32 Attachment B — 2014 Grant Recipients and Community Grants Recipients 2014 Distribution Totals 443,508 C:3'] Total Community Grants Allocation Pavilion Cup 2,500 Cherry Brook Zoo 60,000 Senior Citizen Centre (Market) 41,000 Human Development Council 51,000 PRUDE 52,000 Seafarer's Mission 11000 Senior Resource Centre 3,000 Ability Advisory Committee 1,523 Waterloo Village (NDSG) 22,000 Around the Block Newspaper (VC) (NDSG) 24,000 One Change inc (NDSG) 23,250 PULSE (NDSG) 22,000 Crescent Valley Resource Centre (NDSG) 25,000 Teen Resource Centre (NDSG) 24,000 Westside PACT (NDSG) 12,000 Latimore Lake Community Centre 4,700 Lorneville Community Centre 3,900 KBM Association 4,730 Martinon Community Centre 4,600 Milford Community Centre 4,800 Denis Morris Community Centre 4,600 HOPE Centre 3,120 Fundy Fringe Festival 5,000 Jazz and Blues Festival - Salty Jam 20,000 Saint John Theater Arts 10,000 Festivale de is Baie 4,000 NB Historical Society 10,000 Totals 443,508 C:3']