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:

2002 Capital Grant Allocations

 

RECOMMENDATION

THAT Council approve five capital grants, totalling $89,050, as listed in Appendix A, including conditions on the grants, where noted; with the source of funding to be provided from the 2002 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 2002 Capital grants.

BACKGROUND

The City provides support for cultural and social service facilities through a number of mechanisms including the direct provision of facilities (i.e. Carnegie Centre and the Vancouver Civic Theatres), capital budget allocations to organizations operating out of City-owned facilities (i.e. Mt. Pleasant Neighbourhood House, Firehall Arts Centre), 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 criteria and guidelines for this Capital Grant program 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 12 organizations returned completed preliminary applications. Full application forms were then sent to those who met the basic eligibility criteria. A total of 6 applications, with combined project budgets of $2,040,536 requesting a total of $95,086 in capital grants were submitted and reviewed by staff from Social Planning, Cultural Affairs and Facilities Development. Copies of the front pages of the applications are attached as Appendix "B").

Staff evaluated 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".

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.

FINANCIAL IMPLICATIONS

Council approved an allocation of $500,000 for Capital Grants in the 2000-2002 Capital Plan. On May 16, 2002 Council approved an allocation of $200,000 in the Capital Budget for this year's Capital Grants Program. 2000-2002 allocations previously approved are as follows:

 

Budget

Allocated

Balance

2000

$150,000

$119,380

$30,620

2001

$150,000

$180,620

($30,620)

2002*

$200,000

$36,180

$163,820

2002**

  

($1,300)

$165,120

* On December 4, 2001 Council approved a $100,000 capital grant to the Vancouver Dance Foundation; source of funds to be the 2000 and 2001 capital grants budget as well as $36,180 in advance of the 2002 Capital grants budget.

**In 2001 a grant of $1,300 was approved to the Immigrant Services Society of British Columbia. The Society has indicated that they are unable to complete the project and staff are therefore proposing to reallocate the funds.

The balance of funds prior to the recommendations contained in this report are $165,120. The proposed allocations in this report total $89,050 leaving an unallocated balance of $76,070. Staff note that funds had been earmarked for South Vancouver Neighbourhood House (SVNH) subject to the outcome of a Canada/B.C. Infrastructure Works application. On June 26th SVNH were awarded $1.22 million towards their project. Staff will review the budget with SVNH and report back in the fall with a final allocation from the 2002 capital grants Budget as well as the City-owned social service and cultural facility capital budget.

CONCLUSION

Staff recommend approval of five capital grants, totalling $89,050 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 that approximately $2 million worth of renovations, upgrading, and new construction of cultural and social service facilities will happen in 2002.

* * * * *

 

APPENDIX "A"
Page 1 of 2

2002 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

3. Documents to show evidence that other sources of financial support have been, or are likely to be secured.
4. List of current Board members - names, addresses and position held
3. Long-term Operating/Business Plan

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"

NOTE FROM CLERK:  The applications are not available in electronic form.  On file in the City Clerk's Office.

 

APPENDIX "C"
Page 1 of 1

2002 Capital Grant Requests

Organization

Total

Request

Recomm

Bayview Community School- Jericho Kids Club

$ 7,000

$ 2,300

$ 2,300

Kitsilano Area Childcare Society

$ 10,583

$ 3,528

$ 3,500

Family Services: Dusk to Dawn *

$1,980,178

$ 75,000

$ 75,000

Philippine Women Centre

$ 16,587

$ 5,529

$ 5,500

Big Sisters of BC

$ 8,266

$ 2,755

$ 2,750

Western Front

$ 17,922

$ 5,974

$ -

 

$2,040,536

$ 95,086

$ 89,050

General Conditions:

Specific Condition:

APPENDIX "D"
Page 1 of 2

2002 Capital Grant Recommendations

Grants Recommended:

Bayview Community School Advisory Society $2,300
This society operates 138 licensed school age childcare spaces, in two locations, for children age 5 to 12 years, called Jericho Kid's Club. The society is planning to open a third location at Southlands School. The proposed installation of an accordion folding wall in the lunchroom will enable the society to operate a 40 space licensed out of school program. The total project cost is $7,000. The Civic Capital Grant request is for $2,300. The remaining $4,700 has been secured through various fundraising effort. It is recommended that the capital grant be approved conditional on the organization securing all necessary permits.

Kitsilano Area Childcare Society $3,500
Kitsilano Childcare is a parent run non-profit childcare society which operates a licensed program for children ages 2 ½ to 6 years of age. The society is proposing to install double glazed laminated windows in order to save energy, reduce operating costs, improve security and augment emergency preparedness. The total project costs are $10,582, of which $7,055 has been secured through gaming revenues. Staff recommend a capital grant in the amount of $3,500.

Philippine Womens Centre of B.C. $5,500
This organization has offered its services to a wide diversity of women for more than a decade. They offer large events, forums and day-to-day services from their facility at 451 Powell St. However, there continues to be a problem with access by people with disabilities to these activities. The proposed renovation of the washroom will address this problem. Staff are recommending a grant of $5,500 and the organization has secured the required balance of funding available in their capital reserves.

Big Sisters Society of B.C. (Lower Mainland) $2,750
Big Sisters operates from a converted 90- year-old house at 34 E. 12th Avenue, which they have owned for a number of years. As much as possible, they try to carry out their administrative functions and program activities from this facility. The proposed renovation of the kitchen area will allow them to host cooking and nutrition workshops in the house, as well as enable the provision of food for their meetings and activities. New cupboards and appliances have already been donated, and staff are recommending a grant of $2,750 to enable installation of these and to make some other needed minor renovations.

 

APPENDIX "D"
Page 2 of 2

Family Services of Greater Vancouver: Dusk to Dawn $75,000
The Dusk to Dawn Street Resource Centre, which is operated by Family Services, must relocate from its current location in St Paul's Hospital because of planned redevelopment of this section of the hospital. As they considered plans for dealing with the Dusk to Dawn relocation, Family Services concluded that it made sense to consolidate all the youth services they operate in the Downtown South area, including Street Youth Services, Street Youth Job Action, Options Addictions, Programs for Support and Independence, Parenting Support Program and Dusk to Dawn. They subsequently applied for and received approval for $1,000,000 from the Federal Supporting Communities Partnership Initiative (SCPI) for a consolidated youth services facility - this is about half the funding required for such a project. The proposed City contribution will help get the preliminary design and permitting work under way and will assist in the additional fund-raising required. The balance of the funds will be raised through a private sector campaign and/or through a mortgage. Staff recommend a grant of $75,000 subject to confirmation of a site in Downtown South.

GRANTS NOT RECOMMENDED:

Western Front Society

Staff support the proposal to renovate this important artist-run centre but suggest that the organization resubmit when they have confirmed the full project scope.

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