cps-16-2017 council grants...

Staff Report

Meeting Date: March 22, 2017

Submitted by: Tiffany Farrell

Number: CPS-16-2017

Subject: Council Grants Program 2017

Recommendation:

THAT the request from the Ilderton Agricultural Society be approved in the amount of $1,500.00 in accordance with the Council Grants Policy; and

FURTHER THAT the request from the Ilderton & Area Business Association be approved in the amount of $2,800.00 in accordance with the Council Grants Policy; and

FURTHER THAT the request from Del-Ko-Brydge Canada Day be approved in the amount of $2,000.00 in accordance with the Council Grants Policy; and

FURTHER THAT the request from Poplar Hill Picnic be approved in the amount of $1,200.00 in accordance with the Council Grants Policy; and

FURTHER THAT the request from Optimist Club of Bryanston-Birr Inc. be approved in the amount of $1,500.00 in accordance with the Council Grants Policy; and

FURTHER THAT that staff be directed to prepare correspondence and issue payment to the above noted organizations.

Purpose:

To make recommendation to Council regarding the requests for grants for financial assistance to groups within Middlesex Centre.

Background:

As Council is aware, the Council Grants Policy for grant requests was revised and approved November 16, 2016.

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The purpose of this program is to provide municipal funds or other forms of assistance, in limited amounts, to Community groups and organizations that warrant municipal support. This program exists to recognize the value of these groups to the well-being and growth of the community and in helping the municipality to retain a strong community focus.

Analysis:

Please refer to the attached applications.

Please refer to the attached policy.

The following is used for evaluating the applications:

1. Ensure the grant falls into one of the six specified categories. a. Tourism/Economic Development b. Community c. The Arts d. Cultural and Heritage e. Environmental Awareness f. Other

2. A maximum of $20,000 will be included in the budget each year. 3. A maximum of $5,000 per organization has been established for financial

contributions. 4. A maximum of $2,000 per organization has been established for in-kind services.

At this time the Municipality has received 11 applications totalling $26,000. Six of the applications were reviewed and funding granted during the March 8, 2017 council meeting. The total funding granted was $11,000.

The final 5 applications are for the following organizations:

Del-Ko Brydge Canada Day requested $2,000 in financial assistance (to assist in paying the insurance and fireworks permit), in addition to the financial request, the following are the costs for in-kind contributions:

waiving of the facility fee and the use of the ball and soccer fields valued at $1,160. Staff support for a day valued at $349.57 Minimal supply of equipment and materials (such as road barricades and extra

garbage and recycling containers) minimal cost insurance coverage (they pay for this at a cost of $810, organized through

Community Services). Total in-kind contribution is $1,509.57.

Poplar Hill Picnic requested $1,200 in financial assistance, in addition to the financial request the following are the costs for in-kind contributions:

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waiving of the rental of the park for the day and pavilions and ball diamonds valued at $720.00.

insurance coverage (they pay for this at a cost of $270, organized through Community Services).

Total in-kind contribution is $720.00.

Optimist Club of Bryanston Birr requested $1,500 in financial assistance, in addition to the financial request the following are the costs for in-kind contributions:

waiving of the rental of the park for the day, the fields and Community Centre valued at $530.00.

Total in-kind contribution is $530.00.

Ilderton Agricultural Society requested $1,500 in financial assistance. No additional in-kind requests as these items are outlined in the Ilderton Agricultural Society lease dated December 5, 2007. As included in the lease, the following are the in-kind contributions the municipality provides for a $1.

Use of the Ilderton Arena for 5 days $11,382 in lost ice rental revenue Employee labor to install floor approximate cost $775.63 waiving of the facility fee for 5 days for the curling club $2,650 waiving of the facility fee for 5 days for the Community Centre $2,000 Minimal supply of equipment and materials (such as road barricades and extra

garbage and recycling containers) minimal cost Total in-kind contribution is $16,807.63.

Ilderton & Area Business Association requested $5,000 in financial assistance. No additional assistance requested.

All applications were reviewed by the Director of Corporate Services and the Director of Community Services and all submitted meet the criteria for funding as per the policy approved by Council November 16, 2016. The amounts requested may not be what is recommended for funding, due to many factors such as; the completion of information, the maximum funding amount allowed per application, the total overall funding amount for the year, consistency among similar applications, to ensure sufficient funding for other programs.

The total grant request was $11,200, total grant recommended is $9,000.

All recipients of the council grants program are to submit a written report on how the money was spent and results of the event.

Financial Implications:

$9,000 expense, no funding remaining for 2017.

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Strategic Plan:

Financial – Manage Costs

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March 22, 2017 of 25

cps-16-2017 council grants...

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