|
CITY OF VANCOUVER ADMINISTRATIVE REPORT |
Date: |
November 12, 2003 | |
Author: |
Coralys Cuthbert | |
Phone No.: |
604-871-6044 | |
RTS No.: |
3621 | |
CC File No.: |
2401 | |
Meeting Date: |
December 4, 2003 |
TO: |
Standing Committee on City Services and Budgets |
FROM: |
Director of Social Planning |
SUBJECT: |
2003 Partners in Organizational Development Grant Allocation |
RECOMMENDATION
THAT Council approve a Partners in Organizational Development grant of $20,000 to the United Way of the Lower Mainland for subsequent distribution to seven community services organizations in the amounts listed in Appendix A of this report, source of funds to be the 2003 Community Services grants budget.
GENERAL MANAGER'S COMMENTS
The General Manager of Community Services RECOMMENDS approval of the foregoing.
COUNCIL POLICY
Approval of grant recommendations requires eight affirmative votes.
PURPOSE
This report recommends approval of the City's contribution to the Partners in Organizational Development (POD) program for community service agencies in Vancouver.
BACKGROUND
On February 27, 2003, Council approved an allocation of $20,000 for the Partners in Organizational Development (POD) portion of the Community Services Grants. The Partners in Organization Development is a multi-funder grant program initiated in 1989 as a partnership of the Vancouver Foundation, United Way of the Lower Mainland, the Department of the Secretary of State and the City of Vancouver. The aim of this grant program is to help non-profit groups deal with common organizational problems and thus to function more effectively. Other partners in past years have included Health Canada and the Ministry of Community, Aboriginal and Women's Services.
The 2003 POD program funding partners are: United Way of the Lower Mainland, Vancouver Foundation, and the City of Vancouver. United Way of the Lower Mainland handles the administration of the POD program, which involves marketing the grant program, co-ordinating POD funder meetings, compiling mailing lists, distributing applications, mailing out cheques, providing letters to unsuccessful applicants, and securing project evaluations reports due at the end of each year from grant recipients. They receive a 6% administration fee from the partners as reimbursement for these administrative services.
DISCUSSION
The available budget for POD in 2003, after taking off administration fees, is $157,526.00. The POD grants are reviewed by a committee of staff representing each funder. Proposals are assessed on the basis of completeness of the application, eligible activities and costs, documented need, a clear activity plan and the long-term benefit to the organization as a whole. POD funding is exclusively for hiring a consultant to assist with organizational development activities such as Board Development, diversity and access planning, and development of strategic plans, fundraising plans, communications, and marketing plans. A copy of the text of the 2003 POD info sheet describing the program, eligibility and evaluation criteria, is attached as Appendix C.
A total of 89 applications were received. While the number of applications was less this year than in the past, the grant program continues to be oversubscribed and requests amounted to $391,635. Similar to last year, many applicants requested POD funding to do organizational development work in response to provincial policy and funding changes. The majority of the requests were for support to develop strategic plans and fundraising plans.
Over the past three years POD has also received a few requests from groups wanting to explore mergers and collaborations as a way to respond to funding changes or to sustain their services. This is not an activity that POD has been able to support but one the involved funders would like to address if POD is able to attract additional funding. The potential to involve new public and private funders in POD is being explored by the newly formed Centre for Not-for-profit Sustainability. This Society has been created to provide the province's not-for-profit sector with an access and referral point for technical assistance resources. Its development has occurred in consultation with representatives of the City of Vancouver Social Planning Department and Office of Cultural Affairs, United Way of the Lower Mainland, the Vancouver Foundation, Canadian Heritage, the Ministry of Community, Aboriginal, and Women's Services, Human Resources Development Canada, the Vancouver Arts Stabilization Team, the Capital Regional District, British Columbia Arts Council, and BC Technology - Social Ventures Partners. Their mission and objectives are listed on the following web site http://www.artspod.ca/not-for-profit.html. The administration of Arts POD may evolve to this organization in the future and discussions have occurred about the Centre providing similar support to the Community Services POD. In the event this seems the best course of action for future POD administration then staff will seek Council's approval in a future report.
Of the 89 Community Services POD applications received this year, 23 were from Vancouver groups. Although the program is province-wide, City funds are only allocated to Vancouver-based organizations that provide services to Vancouver residents. The other funders contribute both to Vancouver groups and non-Vancouver groups. For this cycle, contributions and budget are as follows:
Partners in Organizational Development Funder Contribution |
Total |
City of Vancouver |
$20,000.00 |
Vancouver Foundation |
$60,000.00 |
United Way of the Lower Mainland |
$60,000.00 |
Returned Funds |
$22,326.00 |
Sub-total: |
$162,326.00 |
less 6% United Way administration fee for Van. Fdn & City only |
$4,800.00 |
TOTAL |
$157,526.00 |
POD allocations are being recommended for 7 Vancouver community services groups, as noted in Appendix A. As a result of being a funding partner for this grant program, the City has managed to leverage an additional $36,396 from United Way of the Lower Mainland and the Vancouver Foundation, which will assist 15 social and health service agencies located in the city. The Vancouver groups who will receive funding from the other POD funders are listed in Appendix B-1. The Vancouver groups not recommended for POD funding are noted in Appendix B-2.
FINANCIAL IMPLICATIONS
There are no additional financial implications to the 2003 City Operating budget as a result of approving a $20,000 Partners in Organizational Development grant to United Way of the Lower Mainland. The funds were approved for POD as a component of the 2003 Community Services Grants budget on February 27, 2003. Council's approval to disburse the remaining $20,000 in the Community Services Grants budget will leave no unallocated funds remaining in this budget.
CONCLUSION
The Director of Social Planning recommends allocation of a $20,000 POD grant to United Way of the Lower Mainland to be subsequently distributed to 7 Community Services groups as noted in Appendix A.
* * * * *
APPENDIX A
VANCOUVER ORGANIZATIONS TO RECEIVE CITY FUNDING FROM THE 2003 PARTNERS IN ORGANIZATIONAL DEVELOPMENT GRANT PROGRAM
The following 7 Vancouver-based community services organizations are recommended for Partners in Organizational Development grants:
|
Organizations |
Purpose |
Request |
Approved |
City Share |
* Battered Women's Support Services (BWSS) |
- for development of a fundraising plan |
$5,000 |
$4,500 |
$3,000 |
* Eastside Family Place |
- for development of a strategic plan |
$4,800 |
$4,500 |
$3,000 |
* Japanese Community Volunteers Association |
- for development of a strategic plan |
$5,000 |
$4,000 |
$3,000 |
* Prostitution Alternatives Counselling & Education Soc. |
- for development of a strategic plan |
$3,750 |
$3,750 |
$2,300 |
* Strathcona Community Centre Association |
- for development of a fundraising plan |
$4,800 |
$4,500 |
$3,250 |
Vancouver Life Skills Society (South Vancouver Family Place) |
- for diversity/access planning |
$2,250 |
$2,250 |
$2,250 |
* WAVAW (Women Against Violence Against Women) |
- for development of a strategic plan |
$4,000 |
$4,000 |
$2,000 |
Sub-Total |
$29,600 |
$27,500 |
$18,800 | |
Plus 6% administration fee to United Way of the Lower Mainland |
$1,200 | |||
TOTAL |
$20,000 | |||
* Asterisk indicates groups that are receiving additional contributions from other POD funders; see Appendix B-1 for these other contribution amounts
APPENDIX B
VANCOUVER ORGANIZATIONS RECEIVING 2003 POD FUNDING FROM OTHER POD FUNDERS
The following 15 Vancouver-based groups will also receive POD funding for organizational development activities from United Way of the Lower Mainland and Vancouver Foundation:
Organizations
|
Purpose |
Request |
POD
|
Aids Vancouver |
- for a strategic plan |
$2,996 |
$2,996 |
Affiliation of Multicultural Societies & Service Agencies of BC (AMSSA) |
- for organizational change planning and leadership/Board dev't. |
$2,400 |
$2,400 |
** Battered Women's Support Services (BWSS) |
- for development of a fundraising plan |
$5,000 |
$1,500 |
Ctr. for Professional Caregivers Support, Research& Action |
- for development of a communications plan |
$4,980 |
$4,000 |
** Eastside Family Place |
- for strategic planning |
$4,800 |
$1,500 |
Family Support Institute |
- for leadership/Board dev't. & a strategic plan |
$5,000 |
$3,500 |
Genuine Progress Index Pacific Society |
- for development of a communications plan |
$5,000 |
$3,000 |
** Japanese Community Volunteers Association |
- for development of a strategic plan |
$5,000 |
$1,000 |
** Prostitution Alternatives Counselling & Education Soc. |
- for development of a strategic plan |
$3,750 |
$1,450 |
** Strathcona Community Centre Association |
- for development of a fundraising plan |
$4,800 |
$1,250 |
Strathcona Health Society |
- for diversity/access plan |
$2,400 |
$2,400 |
Vancouver Holocaust Ctr. Soc. for Education & Remembrance |
- for development of a strategic plan |
$4,900 |
$4,000 |
Vancouver Resource Society |
- for strategic plan |
$3,150 |
$3,150 |
Vancouver Soc.of Immigrant and Visible Minority Women |
- for development of a strategic plan |
$2,250 |
$2,250 |
** WAVAW - Women Against Violence Against Women |
- for development of a strategic plan |
$4,000 |
$2,000 |
TOTAL |
$60,426 |
$36,396 |
VANCOUVER ORGANIZATIONS NOT RECOMMENDED FOR 2003 POD FUNDING
The following 7 Vancouver community service organizations are not recommended for POD grants from the City of Vancouver allocation.
The Association of Neighbourhood Houses of Greater Vancouver |
$5,000 |
Not a high priority for funding at this time - request was for funding to do organizational development/strategic communications planning to support resource development |
Downtown Society for the Fellowship of Recovering Alcoholics (Vancouver Recovery Centre) |
$5,000 |
Ineligible - incomplete application |
Family Service of Greater Vancouver |
$5,000 |
Ineligible - activity was to implement a major /planned giving strategy - POD funding is restricted to the development of a fundraising plan |
411 Seniors Centre Society |
$5,000 |
Ineligible - Unclear activity plan including ineligible activities such as relocation planning, assessing organizations capacity to partner with a developer, beginning discussions/negotiations with government concerning rent subsidy; these activities do not meet the POD funding criteria |
Pacific Post Partum Society |
$5,000 |
Ineligible - proposed activity to use POD funding to send a team of 6 to a "Raising More Money" workshop does not meet the POD funding criteria - POD grants are to be used to hire a consultant to work with an organization on such things as developing a fundraising plan |
Vancouver Status of Women |
$5,000 |
Ineligible - VSW has accessed POD funding twice in the past five years. |
YWCA of Vancouver |
$1,775 |
Ineligible - proposed project involves hosting a Youth Day and series of workshops for youth; these activities do not meet the POD funding criteria. |
APPENDIX C
Partners in Organizational Development Infosheet 2003
(Note this is the text from the infosheet posted on the Social Planning Department web site)
FUNDING PARTNERS:
City of Vancouver - Social Planning Department
United Way of the Lower Mainland
Vancouver Foundation
What is Partners in Organizational Development (POD)?
POD is a program that provides grants to non-profit organizations in BC to help them adapt to change, improve their organization and respond to diversity. The funding enables groups to work with an experienced consultant/resource person to enhance organizational effectiveness.
Program Rationale
Established is 1989, the program is a response to the need for non-profit organizations to strengthen their practices and adapt to an increasingly complex environment. Challenged by financial uncertainty, demographic shifts, heightened competition and growing service demands, it has become vital for community groups to have strong governance and management practices and the ability to adapt to ongoing change and diversity.
POD offers short-term support to agencies committed to strengthening their organization. |
Who can apply?
POD is available to health and social service organizations that are registered non-profit societies in the Province of British Columbia in good standing.
POD helps organizations address such questions as:
|
Who is NOT eligible?
_ Professional organizations, Foundations, Hospitals, Universities, Colleges or School Districts.
_ Arts or environmental organizations (should contact the Vancouver Foundation at 688-2204).
What activities are funded?
Activities to strengthen organizations and improve effectiveness, such as:
· Development of Plans - in specific areas such as strategic planning, management, financial, fundraising, marketing, or communications;
· Facilitation of Board/staff development - related to specific governance and management issues;
· Development of strategies for organizational change and renewal.
· Planning to help agencies attract and provide services to people of different ethnicities, physical and mental abilities, gender, sexual orientation; and
· Assessment and planning for barrier-free and culturally sensitive employment programs and services and communication.
What does a POD grant cover?
POD funding can only be directed towards the professional fees of a consultant or resource person. No other expenses are eligible. Grant requests are considered to a maximum of $5,000.
Funding is NOT available for:
_ Incomplete or late applications
_ Development of job descriptions
_ Development, implementation or evaluation of specific programs or services (i.e. activities that relate to particular programs, and not to the organization as a whole)
_ Implementation of plans (as opposed to plan development)
_ Ongoing operational costs
_ Individual staff or volunteer training, or attendance at conferences
_ Annual board retreats
_ Translation or interpretation services
_ Computer or other technological training
_ Policy and procedures manuals
_ Retroactive requests
_ Room rental, food, beverage or incidental costs associated with organizational development activities
_ Funding will be granted no more than twice in a five-year period.
Please note that demand exceeds available funds. Applicants that do not have the resources to undertake organizational development on their own will have first priority. |
How does an organization apply?
Complete the Application Request Form (see below) to obtain an application package. Interested organizations are encouraged to obtain the application package at least five weeks before the application deadline. Diskettes are available.
For those interested in obtaining the application package electronically, you may visit the Vancouver Foundation website at: www.vancouverfoundation.bc.ca (click on "Community", then POD) or the website of the United Way of the Lower Mainland at: www.uwlm.ca. Please note the following deadlines:
Application deadline:
|
Successful applicants will receive notification approximately 8 weeks after the deadline. All grant recipients are required to submit an evaluation report form at the completion of the POD project.
Based on feedback from former POD recipients, we strongly encourage you to undertake an organizational self-assessment to identify your needs. To assist you with this process, we have developed a self-assessment tool, which is part of the application package. |
APPLICATION REQUEST FORM
An Application Package may be obtained by:
_ Downloading directly the forms and information via the internet (see instructions above), Printing out and faxing the application package request from below,
_ E-mailing, or phoning to:
Leslie Loving
United Way of the Lower Mainland
4543 Canada Way
Burnaby, B.C. V5G 4T4
FAX: (604) 293-0010
TEL: (604) 294-8929 (Local 2255) EMAIL: lesliel@uwlm.ca
Please send us a POD application package:
Organization: Name:
Mailing Address: Contact Person:
