SUPPORTS ITEM NO. 1
CS&B COMMITTEE AGENDA
JUNE 22, 1995
ADMINISTRATIVE REPORT
Date: May 18, 1995
Dept. File No: GR.10
TO: Standing Committee on City Services and Budgets
FROM: Director of Social Planning
SUBJECT: 1995 Capital Grant Allocations
RECOMMENDATION
A. THAT Council approve 12 Capital Grants, totalling $130,250, as
listed in Appendix A, including conditions on the grants,
where noted.
B. THAT all Capital Grant recipients be required to include
reference to the City in any forms of acknowledgement of
financial contributions to the capital projects which have
been funded, in whole or part, by the Capital Grant.
GENERAL MANAGER'S COMMENTS
The General Manager of Community Services RECOMMENDS approval of A
and B.
COUNCIL POLICY
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.
The 1994-1996 Capital Plan included provision for a Capital Grant
program for social service and cultural projects in facilities which are
not owned by the City.
PURPOSE
This report contains recommended allocations for the 1995 Capital Grant
program. Also included is an overview of the grant review process and
recommendations concerning the disbursement of funds.
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., Mount Pleasant Neighbourhood House, Firehall Theatre),
and capital grants to organizations located in their own (or leased)
premises.
Council approved an allocation of $626,000 for Capital Grants in the
1994-1996 Capital Plan. On May 4, 1995 Council approved an allocation
of $204,000 in the Capital Budget for this year's Capital Grants.
On December 15, 1994, City Council directed that a grant request from
the Vancouver Aboriginal Friendship Centre for roof repairs be referred
to the 1995 budget review. This organization submitted a 1995 Capital
Grant request and it was reviewed along with other 1995 applications.
On January 19, 1995, City Council approved a grant of $100,000 to the
Arts Club Theatre of Vancouver Society and Vancouver Theatre-Sports
League group to assist in the property acquisition and rehabilitation
costs of the Stanley Theatre project; funds to be disbursed as grants of
$50,000 per year over two years, subject to securing the necessary
development approvals, and subject to securing the balance of the
capital funding to the satisfaction of the Director of Social Planning.
The source of funds is to be the Capital grant budget (50%) and the
Supplementary Capital Budget (50%); $25,000 has been included in the
1995 Capital Grant allocation.
DISCUSSION
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 C.
In early April 1995, a preliminary application form, along with a copy
of the criteria and guidelines, was sent to all Community Service and
Cultural grants applicants, as well as other community groups who had
expressed an interest in the Capital Grants program. A total of 21
organizations returned completed preliminary applica-tions. One of
these did not meet the basic eligibility criteria
for Capital Grants and was so advised. Full application forms were then
sent to the remainder. Four applicants withdrew or did not submit full
applications. A total of 15 applications, requesting a total of
$176,500, were submitted to Social Planning (see Appendix D*).
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*LIMITED DISTRIBUTION. (On file in the City Clerk's Office)
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) Confirmed financial support from other sources;
4) Cost of service; and
5) Accessibility for the broad community.
Facilities Development staff participated in the grant review process to
review the cost estimates and have recommended adjust-ments where
appropriate.
This process culminated in the recommended grant allocations attached as
Appendix A. The rationale for each recommendation is included in this
report as Appendix B.
Accountability and Recognition:
To facilitate the payment of grants, the disbursement procedure
established last year will be continued. One-half of the grant will be
paid at the start of the project, subject to any conditions having been
met, and the remaining half to be paid when the work has been completed,
as determined by the Director of Social Planning.
To ensure that the funds are used as proposed, all grant recipients will
be required to submit a report to Social Planning within 60 days of
completion of the project, outlining total project revenues and
expenditures and noting specifically how the City grant was spent.
As in the 1994, 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
Approval of the recommended Capital grants will help to ensure that
approximately $3.3 million dollars worth of renovations, upgrading, and
new construction of cultural and social service facilities will happen
in 1995. This Capital Grant program is an excellent example of one of
the ways in which the City can work with non-profit organizations to
maintain and improve the cultural and social service infrastructure in
Vancouver.
* * * * *
APPENDIX B
Page 1 of 3
CULTURAL ORGANIZATIONS
Recommended:
Centre cultural francophone de Vancouver
A grant of $2,500 is recommended to assist with the renovation and
creation of a children's interactive library to make accessible the
Centre's extensive collection of french language books, videos and music
albums.
Fend Players (Station Street Arts Centre)
Staff recommend a grant of $10,000 to assist with the renovation of the
Station Street Arts Centre which is well used by the theatre community.
Renovations will include a new stage floor to accommodate dance,
upgrading the front of house area, electrical and mechanical systems and
improvements to the theatre's exterior signage. The grant is conditional
on all other required funding as detailed in the grant application being
secured.
Gastown Studio Theatre
The proposed renovations include replacing the existing seating system
and upgrading the electrical system. Staff recommend a grant of $2,000
conditional on all other required funding being secured.
New Play Centre
In December the Canada/B.C. Infrastructure Program announced a
grant of $330,000 to assist the New Play Centre with the creation of a
permanent home including rehearsal, office and props production
facilities on Granville Island. Staff recommend a grant of $20,000
conditional on confirmation of the proposed site (Building 35) which is
to be determined by September 1995.
Not Recommended:
Theatre Street Youth
Staff have reviewed the budgets and drawings and believe that the funds
already secured from the Vancouver Foundation cover the eligible costs
and are therefore not recommending a grant at this time.
Western Front Society
Staff have reviewed the request for funds and supporting lease and as
they do not meet the Capital Grant program eligibility criteria, do not
recommend a grant. Appendix B
Page 2 of 3
SOCIAL SERVICE ORGANIZATIONS
Recommended:
Hastings Townsite Childcare Society
Staff recommend a grant of $2,300 to assist with the cost of
renovations, upgrading and heating system repairs required to meet Child
Care Licensing regulations. The recommended grant is less than the
amount requested because the City's Capital Grants program does not fund
costs already incurred.
Longhouse Out-of-School Care - Kiwassa Neighbourhood House
Staff recommend a grant of $10,00 to assist with the cost of renovations
and upgrading required to meet Child Care Licensing regulations. Kiwassa
has applied for, and is expecting to receive emergency repair funds from
the provincial Child Care Branch. The City grant will be conditional on
this, and other, funding being secured. The recommended grant amount is
less than applied for, as City Capital Grants are not provided for
furniture, play equipment or supplies.
Montessori Daycare Society
The recommended grant of $5,000 will be used to help pay for the
installation of an awning to create a covered play area for the
children. The recommended amount is less than requested as staff feel
that the cost estimates provided were slightly higher than is
reasonable.
South Granville Seniors Centre
As part of the Community Services Grants process, this organization
agreed to having staff for the Hispanic Seniors working out of this
newly renovated facility. An area currently used for storage will be
cleaned out to provide office space for this new staff. The recommended
grant of $950 will help to pay for the construction of shelving and
storage areas for the materials which are in the proposed office space.
Appendix B
Page 3 of 3
Vancouver Aboriginal Friendship Centre
The roof of this facility has developed severe leaks which could not be
repaired during the rainy winter months. Consequently, there is
considerable water damage to some inside ceilings and walls, and there
may be structural damage to roof components. However, there is no way
of knowing how bad it is until the old roof is removed. While the
amount paid out on all capital grants is dependent on actual costs
incurred, staff are recommending a condition on this grant of $45,000
that makes it clear that only the amount needed for the roof repairs and
specified related interior repairs will be paid out. There is
considerable uncertainty around the other sources of funding for this
project; therefore staff are also recommending that the grant be
conditional on the other funding being secured.
Women Against Violence Against Women
The recommended grant of $2,500 will help pay for the costs of
renovating and upgrading office space which is located next door to
WAVAW's current facility, thus enabling them to expand there operations.
Their landlord has expressed an interest in securing a longer term
lease, so the recommended condition regarding the lease should not be a
problem. As with most small non-profit organizations, the budget is
tight and additional rent for more space could cause a problem.
However, the Province has given verbal assurances that they will cover
these additional costs. The grant will be conditional on this
commitment being given in writing.
YWCA - Monroe House
Approximately 20% of the cost of this proposed transition house for
battered women is for non-housing program space, and is therefore
ineligible for funding from senior government social housing programs.
Given the nature of the facility, such program is critical to its
successful operation. The request to the City is for less than one
tenth of the total required, but provides a clear indication that the
City is prepared to assist in the development of this important
facility. Consequently, staff recommend approval of the requested
amount of $30,000.
* * * * * APPENDIX B
SOCIAL SERVICE ORGANIZATIONS
Recommended
Hastings Townsite Childcare Society
Staff recommend a grant of $2,300 to assist with the cost of
renovations, upgrading and heating system repairs required to meet Child
Care Licensing regulations. The recommended grant is less than the
amount requested because the City's Capital Grants program does not fund
costs already incurred.
Longhouse Out-of-School Care - Kiwassa Neighbourhood House
Staff recommend a grant of $10,00 to assist with the cost of renovations
and upgrading required to meet Child Care Licensing regulations. Kiwassa
has applied for, and is expecting to receive emergency repair funds from
the provincial Child Care Branch. The City grant will be conditional on
this, and other, funding being secured. The recommended grant amount is
less than applied for, as City Capital Grants are not provided for
furniture, play equipment or supplies.
Montessori Daycare Society
The recommended grant of $5,000 will be used to help pay for the
installation of an awning to create a covered play area for the
children. The recommended amount is less than requested as staff feel
that the cost estimates provided were slightly higher than is
reasonable.
South Granville Seniors Centre
As part of the Community Services Grants process, this organization
agreed to having staff for the Hispanic Seniors working out of this
newly renovated facility. An area currently used for storage will be
cleaned out to provide office space for this new staff. The recommended
grant of $950 will help to pay for the construction of shelving and
storage areas for the materials which are in the proposed office space.
Vancouver Aboriginal Friendship Centre
The roof of this facility has developed severe leaks which could not be
repaired during the rainy winter months. Consequently, there is
considerable water damage to some inside ceilings and walls, and there
may be structural damage to roof components. However, there is no way
of knowing how bad it is until the old roof is removed. While the
amount paid out on all capital grants is dependent on actual costs
incurred, staff are recommending a condition on this grant of $45,000
that makes it clear that only the amount needed for the roof repairs and
specified related interior repairs will be paid out. There is
considerable uncertainty around the other sources of funding for this
project; therefore staff are also recommending that the grant be
conditional on the other funding being secured.
Women Against Violence Against Women
The recommended grant of $2,500 will help pay for the costs of
renovating and upgrading office space which is located next door to
WAVAW's current facility, thus enabling them to expand there operations.
Their landlord has expressed an interest in securing a longer term
lease, so the recommended condition regarding the lease should not be a
problem. As with most small non-profit organizations, the budget is
tight and additional rent for more space could cause a problem.
However, the Province has given verbal assurances that they will cover
these additional costs. The grant will be conditional on this
commitment being given in writing.
YWCA - Monroe House
Approximately 20% of the cost of this proposed transition house for
battered women is for non-housing program space, and is therefore
ineligible for funding from senior government social housing programs.
Given the nature of the facility, such program is critical to its
successful operation. The request to the City is for less than one
tenth of the total required, but provides a clear indication that the
City is prepared to assist in the development of this important
facility. Consequently, staff recommend approval of the requested
amount of $30,000.