Agenda Index City of Vancouver

ADMINISTRATIVE REPORT

TO:

Standing Committee on City Services and Budgets

FROM:

Directors of Social Planning and the Office of Cultural Affairs

SUBJECT:

2001 Capital Grant Allocations - Report 1 of 2

 

RECOMMENDATION

THAT Council approve 10 capital grants, totalling $116,800, as listed in Appendix C, including conditions on the grants, where noted; with the source of funding to be provided from the 2001 Capital Budget.

GENERAL MANAGER'S COMMENTS

The General Manager of Community Services RECOMMENDS approval.

COUNCIL POLICY

The 2000-2002 Capital Plan included provision for a Capital Grant program for social service and cultural projects in facilities which are not owned by the City.

In 1987, City Council adopted "Criteria and Guidelines for Capital Grants". Included in these was the stipulation that the City grant for a project is not to exceed one-third of the total project cost.

Approval of grants requires eight affirmative votes.

PURPOSE

This report seeks Council's approval of recommended allocations for 2001 Capital grants.

BACKGROUND

For many years, the City has provided support for cultural and social service facilities through a number of mechanisms including: direct provision of facilities like Carnegie and the Vancouver Civic Theatres, capital budget allocations to organizations operating out of City-owned facilities (i.e. Mt. Pleasant Neighbourhood House, Fireball Theatre), and, since 1975, capital grants to organizations located in their own (or leased) premises.

Capital grants to non-profit social service and cultural organizations are for facility purchase, renovation and refurbishment of facilities not owned by the City. By policy, grants cannot exceed one-third of the total project cost -- the balance of the funds must be secured by the non-profit organization through public and private sector fund raising.

This Capital Grant program is an example of one of the ways in which the City works with non-profit organizations to maintain and improve the cultural and social service infrastructure in Vancouver. Of particular significance is the cost-sharing nature of these grants which ensures that the projects are developed on a partnership basis, leveraging significant support from senior levels of government and the private sector.

The program supports the City's objectives of accessible, community-based services, the development and maintenance of strong communities, and the creation and strengthening of "complete" neighbourhoods.

DISCUSSION

Council approved an allocation of $500,000 for Capital Grants in the 2000-2001 Capital Plan. On May 10, 2001 Council approved an allocation of $150,000 in the Capital Budget for this year's Capital Grants Program.

Capital Grants Process:
City Council adopted criteria and guidelines for Capital Grants in 1987. These were amended in 1994 to reflect recent changes in the program (i.e. grants are only for facilities not owned by the City; only social service and cultural facilities are eligible). Revised criteria and guidelines are attached to this report as Appendix "A".

In May, a preliminary application form along with a copy of the criteria and guidelines, was sent to Community Service and Cultural grant applicants who own or lease spaces, as well as other community groups who had expressed an interest in the Capital Grants program. A total of 20 organizations returned completed preliminary applications. Full application forms were then sent to those who met the basic eligibility criteria. A total of 12 applications, with combined project budgets of $1,005,314, requesting a total of $210,987in capital grants were submitted and reviewed by staff from Social Planning, Cultural Affairs and Facilities Development. Copies of the front pages of the application are attached as Appendix "B").

Staff evaluated the balance of the applications first on basis of the basic criteria, and then in terms of the following priorities:

1. Appropriateness, public benefits, effectiveness, quality and potential improvement of services;
2. Financial need;
3. Cost of service;
4. Accessibility for the broad community; and
5. Confirmed financial support from other sources.

The review process culminated in the recommended grant allocations attached as Appendix "C". The rationale for each recommendation is included in this report as Appendix "D".

Accountability and Recognition:
To facilitate the payment of grants, the disbursement procedure established in 1994 will be continued. One-half of the grant will be paid at the start of the project, subject to:

· any conditions attached to the grant recommendations being met;
· confirmation of the receipt of funds necessary to complete the project; and
· receipt of any necessary development approvals.

The remaining half of the grant is paid when the work has been completed, as determined by the Director of Social Planning or Director, Office of Cultural Affairs.

To ensure that the funds are used as proposed, all grant recipients will be required to submit a final report within 60 days of completion of the project, outlining project revenues and expenditures and noting specifically how the City grant was spent. As in previous years, staff are recommending that grant recipients be required to acknowledge the City contribution in any situation where project funding is officially recognized by the organization (i.e. in annual reports, brochures, plaques etc.).

CONCLUSION

Staff recommend approval of ten capital grants, totalling $116,800, as outlined in this report. The City's grants provide important contribution and leverage in securing the balance of the funds necessary to maintain and improve the cultural and social service infrastructure in Vancouver. Approval of the recommended capital grants will help to ensure thatapproximately $825,000 worth of renovations, upgrading, and new construction of cultural and social service facilities will happen in 2001.

* * * * *

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Appendix "A"
Page 1 of 2

2001 CAPITAL GRANTS

Guidelines and Criteria

A. ELIGIBILITY

Registered non-profit societies which are based in the City and provide social or cultural services (including childcare) to Vancouver residents are eligible to apply for Capital Grants. Societies must be in good standing with the Registrar of Companies and be financially stable with sound administration and have a proven track record of public service.

Non-profit organizations whose primary purpose or activity is the provision of heath care, educational, sport, recreational or religious programs and services are not eligible. Nor are projects involving City-owned facilities.

The organization shall have an independent, active governing body composed of volunteers. Its main responsibility shall be program and policy development and fund raising. The Board must be responsible for the effectiveness of services and programs provided and the financial accountability of funds received from all sources. Voting members of the Board of Directors of a society receiving funds from the City may not concurrently hold a paid staff position or be remunerated for services to the society. They may be reimbursed for expenses.

The organization must extend its services to the general public in the City of Vancouver, and may not exclude anyone by reason of race, religion, or ethnic background.

In summary, for an application to be considered, the applicant organization must demonstrate it has:
· registered Society status under the Provincial Societies Act;
· an active volunteer board of directors;
· an inclusive demonstrated history of public service;
· at least two years of successful facility operations;
· a viable, sustainable, long-term operating plan which does not rely on additional City resources.

B. ALLOWABLE EXPENSES FOR CAPITAL GRANTS

Capital grants are for major capital projects located in the City of Vancouver, involving facility purchase, construction, renovation or expansion. Capital grants may not be used to cover deficits or to pay for furniture, equipment and other depreciable assets, maintenance or work already underway or completed.

Appendix "A"
Page 2 of 2

C. COST SHARING

The City's contribution to a project shall not exceed one-third of the total cost. Payment of Capital Grants will be contingent on securing other funding.

D. PRIORITIES

Capital Grants are discretionary and will only be provided for projects which meet high standards of quality and excellence in the provision of service to the residents of Vancouver.

The following factors will be taken into account in reviewing applications:

E. DOCUMENTATION

Any organization interested in applying for a Capital Grant must first complete a Preliminary Application and submit it, by the specified deadline, to the Social Planning Department. Applicants which meet the basic eligibility requirements and whose preliminary proposals may be fundable within the City's grants budget will then be asked to submit a detailed application, along with the following information:

1. Current fiscal year operating budget - revenue and expenses
2. Most recent audited or signed financial statements

F. PAYMENT

Capital Grant payment will be based on a pre-authorized budget subject to confirmation of total project financing and all necessary approvals.

Appendix B is not available electronically and is on file in the City Clerk's Office.

 

Appendix "C"
Page 1 of 1

2001 Capital Grant Requests

 

PROJECT

    

ORGANIZATION

COST

REQUEST

RECOMMENDED

Canadian Institute of the Arts for Young Audiences

$ 27,600

$ 9,200

$ 0

Canadian Paraplegic Assoc. (BC)

120,000

40,000

40,000

Creekview Tiny Tots Society*

20,000

10,500

6,500

Filipino Canadian Support Services Society (FCSSS)

533,768

50,000

25,000

I.E. Artspeak Gallery Society

33,048

11,016

10,000

Immigrant Services Society of B.C.

8,132

2,700

1,300

Nisha Family and Children's Services Society

32,060

10,686

10,000

Our Lady of Sorrows Parish Preschool*

30,000

10,000

7,500

Unit/Pitt for Art and Critical Awareness (Helen Pitt Gallery)

150,000

50,000

0

Vancouver Aboriginal Friendship Centre Society - Sundance Daycare*

39,483

13,161

13,000

Wee Care Daycare (Tenth Ave. Alliance Wee Care Daycare Society)*

8,000

2,650

2,500

Women Against Violence Against Women/Rape Crisis Centre

3,223

1,074

1,000

 

$ 1,005,314

$ 210,987

$ 116,800

General Conditions:

Specific Conditions (*):

Creekview Tiny Tots: Subject to confirmation of the landlord's consent and approval of materials and prices by Community Care Facilities Licensing and the City's Directors of Facilities Development and Social Planning.

Our Lady of Sorrow Parish Preschool: Subject to receipt of a current Board-approved financial statement and approval of materials and prices by Community Care Facilities Licensing and the City's Directors of Facilities Development and Social Planning.

Vancouver Aboriginal Friendship Centre - Sundance Daycare: Subject to receipt of a set of drawings of the proposed renovation, two additional quotations, approval of materials and prices by Community Care Facilities Licensing and the City's Directors of Facilities Development and Social Planning.

Wee Care Daycare: Subject to approval by the Director of Facilities Development of a plan to handle, remove, store and dispose of all asbestos in accordance with Worker's Compensation Board regulations.

Appendix "D"
Page 1 of 3

2001 Capital Grant Recommendations

Grants Recommended:

Canadian Paraplegic Association (B.C.) - $40,000
The BC Paraplegic Association provides services to Vancouver residents from its head office at 780 SW Marine. The organization has initiated a number of new programs for its Vancouver clients and must make some renovations to accommodate these services and to improve utilization of the remainder of the space. A grant of $40,000 is recommended to assist in the implementation of this renovation work.

Creekview Tiny Tots Society - $6,500
This non-profit child care program has served children ages 18 months to 3 ½ years for the past 20 years. Currently the playground covering is comprised of woodchips and earth. Community Care Licensing Facilities (CCFL) at the Vancouver/Richmond Health Board has indicated that the woodchips are a choking hazard for children of this age and support the replacement of the playground flooring with a rubberized surface. The applicant is seeking funds to replace the playground flooring and to complete some playground equipment modifications.

Filipino Canadian Support Services Society - $25,000
This organization has recently purchased a building which it plans to demolish and redevelop with a new facility containing a small residential component, a kitchen/meeting room area and a social service centre. They hope to generate rental income from a significant portion of the facility to help pay for the development costs and on-going operating costs of providing social services to the Filipino community. Staff are recommending a grant of $25,000 (half of the amount requested) to help pay for the development of that portion of the development which will be used directly by the organization for its own programs.

I.E. Artspeak Gallery Society - $10,000
This artist-run-centre in Gastown provides a range of programs, readings and exhibits of contemporary visual and literary arts. It has active publications, archive and electronic arts programs. The applicant has requested support for a $33,048 renovation of the existing gallery and storefront facade to improve the gallery functional layout, to provide a more publicly accessible archive area, and to improve the entrance visibility and security. Staff recommend a grant of $10,000 towards the gallery improvements.

Immigrant Services Society - $1,300
A grant of $1,300 is recommended to assist with the cost of converting current unused space into a storage room. The Society also asked for funding to replace part of the carpeting, but this is not recommended as maintenance costs are not eligible for Capital Grants and the lease that they hold stipulates that the landlord is responsible for such costs.

Appendix "D"
Page 2 of 3

NISHA Family & Children's Services - Broadway Youth Resources Centre - $10,000
The Broadway Youth Resource Centre consists of eight non-profits and two government agencies working together in an integrated fashion to provide a wide range of services and programs for at-risk youth in the Mount Pleasant area. They have identified a need to upgrade the current kitchen facilities in order to provide their clients with the tools and ability to adopt healthy lifestyles. Staff recommend a grant of $10,000 towards the kitchen upgrade to meet all health and safety standards.

Our Lady of Sorrow Parish Preschool - $7,500
Our Lady of Sorrow Parish Preschool, a non-profit licensed preschool for 20 children 3 to 5 years old is located on Slocan Street and serves a "high need" population. The preschool is concerned about children's safety in the outdoor play areas where needles, condoms and other hazardous materials are regularly found in the playground gravel. Staff recommend a grant of $7,500 to replace the playground gravel with a rubberized surface. The preschool has also applied for Provincial funding through the Emergency, Repair and Replacement Grant program.

Vancouver Aboriginal Friendship Centre - Sundance Daycare - $13,000
Sundance Day Care Centre is located in the Aboriginal Friendship Centre on the East Side of Vancouver. This is a licensed child care program for up to 20 children, primarily urban aboriginal children. The program provides a culturally sensitive approach to early childhood development for a number of high need 3 to 5 year olds. The proposed kitchen renovation will provide an environment which supports the involvement of children in meal preparation and in a hot lunch program to supplement their nutritional needs.

Wee Care Daycare - $2,500
The Tenth Avenue Alliance Wee Care Daycare Society provides a 25-space licensed child care facility for children ages 3 to 5 years with approximately 50% percent of the children from single parent and/or low income families. The existing floor tiling contains asbestos and the applicant is proposing to cover the old flooring with new vinyl to ensure a hazard free environment for the children. The total cost of covering the flooring is estimated at $8,000. Provincial funding has been secured through the Emergency, Repair and Replacement Grant program.

Women Against Violence Against Women
A grant of $1,000 is recommended to support renovations to increase the soundproofing in the counselling offices so that the organization will be able to provide secure and confidential services to their clients.

Appendix "D"
Page 3 of 3

GRANTS NOT RECOMMENDED:

Canadian Institute of the Arts for Young Audiences
The Canadian Institute of the Arts for Young Audiences (Vancouver International Children's Festival) has submitted an application for the purchase of four new tents. While the replacement of rental tents with purchased tents is a priority for the festival, and for their infrastructure partner, Bard on the Beach, their funding relationship has not yet been finalized.

Unit/Pitt for Art and Critical Awareness (Helen Pitt Gallery)
The Helen Pitt Gallery has made an application to purchase an artist studio in The Edge development on Alexander Street. While staff support in principle the idea of gallery ownership by non-profit societies, they should demonstrate the ability to secure the balance of the funds necessary to complete the purchase and to operate the facility within their existing resources. Staff suggest that the Helen Pitt Gallery may wish to undertake a more comprehensive feasibility study to determine their ability to raise the $100,000 proposed from foundations and private sector sources as well as the $50,000 budgeted from senior government.

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