HomeMy Public PortalAbout2016-06-16_Council Meeting_Grants_Memo to Council
MUNICIPALITY OF THE
DISTRICT OF CHESTER
REQUEST FOR DECISION
REPORT TO Warden & Council
SUBMITTED BY Chad Haughn, Recreation & Parks Director
DATE June 16, 2016
SUBJECT Grants
ORIGIN Annual Council Grants
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CURRENT SITUATION:
The first Council / Tourism grants deadline for the 2016-2017 fiscal year was May 31, 2016.
Applications have been received and the next step of the process is for Council to review the
submissions and make decisions on how the grants budget will be allocated. In addition, the Major
Project applications that were previously submitted need to be reviewed as do the other budgeted
grants.
BACKGROUND:
Over the past year, Council took time to review and restructure the entire grants program. Among the
changes was the development of new guidelines, clarification of criteria, changes to application forms
and a new grant category was added for major projects. The community was made aware of the new
program and its implementation started during the 2016-2017 budget deliberations.
ITEMS FOR CONSIDERATION:
1. Two Deadlines
As part of the new grants program, Council decided to have two intake dates or deadlines for
the Council/Tourism grants (May 31st and October 31st each year). It was also decided that
there would be some flexibility with the deadlines for the accommodation of special requests
and consideration for the timing of projects and events.
2. Grants Budget
2.1 Retain Funds For October
Given that there are two deadlines, Council must retain a portion of the grants budget for
requests that are submitted in October.
2.2 Council Grants
The total Council Grants budget for the current fiscal year is $72,000.
Total Council Grants requested to date is $104,049.
Total amount previously approved by Council is $6,000.
Total amount remaining for both the May and October deadlines is $66,000.
2.3 Tourism Grants
The total Tourism Grants budget for the current fiscal year is $43,000.
Total Tourism Grants requested to date is $41,474.
Total amount previously approved by Council is $29,324.
Total amount remaining for both the May and October deadlines is $13,676.
2.4 Major Project Grants
Council accepted applications in the new Major Projects category which had a deadline of
March 31, 2016. Two applications were received and require a funding decision. Two other
projects are included in this category but have already received approval.
Total amount of funds requested and budgeted is $148,421.
Total amount previously approved by Council is $115,000.
2.5 Budgeted Grants
As part of the review of the grants program, Council requested that specific annual grants be
considered as part of budget deliberations and that they be included in the Recreation & Parks
budget.
Total amount of budgeted grants is $67,968.
Total amount previously approved by Council is $57,968.
3. Application Budgets
It should be noted that as part of the application submissions, some organizations included the
total budget for their organization and others included a specific project budget.
4. Churches
It should also be noted that the Council Grant criteria states that Council does not fund churches,
however, exceptions can be made as long as the funds are not for general operating or capital
projects and they are the only organization in the area providing the service. There are 3
applications from churches this year, all of which are special circumstances.
ATTACHEMENTS
1. Grants Spreadsheet
Attached is a grants spreadsheet showing the grant requests as well as the amount the group
received last year, if applicable. The groups highlighted in green have already received funding
approval from Council this fiscal year.
2. Grant Applications
All of the original grant applications are attached for your reference.
Prepared BY Chad Haughn Date June 16, 2016
Reviewed BY Date
Authorized BY Date