COMMITTEE OF THE WHOLE AGENDA REPORT

Transcription

1 COMMITTEE OF THE WHOLE AGENDA REPORT Subject: OUTSIDE AGENCIES OPERATING GRANTS - CSAB RECOMMENDATIONS Recommendation(s) That the following Postponed Motions be read into the record for consideration as part of the 2016 budget: 1. That the total Allowance for Outside Agency Grants be increased by $6,113 to $395,613 for the 2016 year. 2. That in addition to the 2016 Outside Agency Operating Grants awarded to the 50+ Club and the St. Albert Community Village / Food Bank on December 15, 2014, the distribution of the Outside Agency Operating Grants for the 2016 year be awarded as follows; Organization 2016 St. Albert Victim Services $29,500 The Michif Cultural and Metis Resource Institute $ 10,000 St. Albert Community Information & Volunteer Centre $ 28,127 (CIVC) St. Albert Housing Society $112,090 Purpose of Report This report brings forward a recommendation from the Community Services Advisory Board (CSAB), for Council s consideration and approval, regarding the funding of business cases submitted by outside agencies for inclusion in the 2016 budget process, as per Policy C-FS-12. For reference, Council approved the 2016 funding amount for the St. Albert 50+ Club at $172,294 and the St. Albert Community Village/Food Bank at $43,602 during the 2015 budget process. Committee of the Whole Agenda November 10, 2015 / Page 1 File No.:

2 Council Direction The Council direction that has resulted in this matter being brought before Council includes the following: Council Policy Council Policy C-FS-12 Outside Agency Budget Guiding Principles, which was first approved on April 16, 2012, and amended by motion C on August 19, Background and Discussion As per the Outside Agency Budget Guiding Principles Policy C-FS-12, the City may offer various in-kind support and/or up to three years of financial contributions to an outside agency. Outside Agencies seeking financial assistance for were asked to submit business cases outlining the program/activity or project and funding requested. On September 22, 2015, the CSAB reviewed four Outside Agency business cases and have recommended approval of all four agencies, as noted above. As Council approved the 2016 funding for the 50+ Club and the Community Village/Food Bank during the 2015 budget process, these two groups did not present but their funding allocation has been included for reference. The assessment of each business case included a full review of the agency s operating budget, project budget, agency merit and benefit to the city and its residents, fundraising efforts, matching contributions, and current financial and inkind support already offered to the agency by the City. The CSAB then determined which agencies they would recommend funding to, the amount of funding being recommended, and ranked the agencies recommended for funding according to overall priority. A summary of the assessment of each business case is included in Attachment 1. The following chart highlights the purpose of each agency s request. AGENCY Victim Services Michif CIVC PURPOSE OF FUNDING Program Manager position and Wellness Recovery Program Operating expenses Rent and operating costs. SA Housing Society Administrator position and operations 50+ Club Meals on Wheels program, Senior s Bus operation, and facility operating costs. Community Village/Food Bank Volunteer Coordinator position Committee of the Whole Agenda November 10, 2015 / Page 2 File No.:

3 Stakeholder Communications or Engagement Outside Agencies receiving City operating grants in the past were contacted and provided a reminder of the intake date. A five year historical view of past funding to Outside Agencies is included as Attachment 2. Implications of Recommendation(s) a) Financial: The 2016 Operating Budget has a placeholder amount of $389,500 for Outside Agencies which includes a CPI adjustment of 1.2%, as per the policy. This budget allowance does not include the Library and Arts and Heritage Foundation funding request. As per the CSAB recommendation, the total amount of $395,613 is $6,113 more than the allowance included in the budget. b) Legal / Risk: Grant recipients are required to utilize funds as specifically authorized and to report to the City in a specified manner on the use of those funds. Recipients are advised that failure to comply with these requirements may result in a demand to repay the funding or a refusal to provide grant funding upon future application. c) Program or Service: None at this time d) Organizational: None at this time Alternatives and Implications Considered If Council does not wish to support the recommendation, the following alternatives could be considered: 1. That only a few of the applications be funded, as per the direction of Council. This would decrease the amount required for this program in the 2016 budget. This would require the Outside Agency affected to adjust their budget and priorities accordingly. 2. That the Outside Agencies funding requests for 2016 be denied. This would result in a decrease in the 2016 City budget for Outside Agencies but could cause significant hardship to the Outside Agencies which currently rely heavily on this grant program in order to stay in operation. The CSAB ranked Victim Services as very high priorities in the community where the clients utilizing their services are often very vulnerable and in great need of assistance. Committee of the Whole Agenda November 10, 2015 / Page 3 File No.:

4 3. That the Outside Agencies receive funding equal to the amount received in 2015 plus the CPI of 1.2%, as per the Outside Agency Budget Guiding Principles Policy C-FS-12, which would be equivalent to the allowance set out in the proposed 2016 budget. Strategic Connections a) Council s Strategic Outcomes and Priorities (See Policy C-CG-02) CULTIVATE A HISTORIC, CREATIVE, AND ACTIVE COMMUNITY: CULTIVATE A SAFE, HEALTHY AND INCLUSIVE COMMUNITY: By providing support to Outside Agencies in our community, we are contributing to the services they provide to enhance the well-being of many of our community members. We are recognizing their commitment to ensure St. Albert is a welcome and diverse community by offering services and programs that respond to community need, and that respect and celebrate the Metis heritage and culture in our community. b) Long Term Plans (e.g. MDP, Social Master Plan, Cultural Master Plan, etc.) The allocation of funding through the Outside Agency Operating Grant Program aligns with the Social Master Plan values Diversity and Inclusion; Social Responsibility and Engagement; and Healthy Lifestyle and Well- Being. The allocation of funding through the Outside Agency Operating Grant Program also aligns with the Cultural Master Plan by providing opportunity to increase cultural participation and develop organizational sustainability. c) Corporate Objectives (See Corporate Business Plan) Deliver programs and services that meet or exceed our standards Outside Agency Operating Grants help to leverage the provision of services within the community by supporting not-for-profits provision of programs and services. Exercise strong fiscal management - Outside Agency Budget Guiding Principles Policy provides for a framework around the provision of funds to the community and the requirements associated with the use of those funds; thus providing strong fiscal management of public funds. d) Council Policies Policy C-FS-12, Outside Agency Budget Guiding Principles e) Other Plans or Initiatives (Business Plans, Implementation Strategies, etc.) N/A Committee of the Whole Agenda November 10, 2015 / Page 4 File No.:

5 Attachment(s) 1. CSAB Review of the Outside Agencies Funding Requests 2. Outside Agencies Historical Grant Allocations 3. City Council Policy C-FS-12, Outside Agency Budget Guiding Principles Originating Department(s): Author(s): General Manager Approval: City Manager Signature: CPS Administration Anna Royer, Business Manager Chris Jardine, GM, CPS Date: Committee of the Whole Agenda November 10, 2015 / Page 5 File No.:

6 Attachment 1 CSAB Review of the Outside Agencies Funding Requests The following represents a summary of the grant requests that have been received from Outside Agencies and reviewed by the Community Services Advisory Board. Agency St. Albert Victim Services Grant Amount Description Requested $29,500 St. Albert Victim Services is an organization that runs mainly through trained volunteers and works directly with victims of crime or tragedy. This agency opens approximately 1200 new files every year, plus they have numerous files that may continue from days to years depending on the severity. They have requested an operating grant to assist with the employment of the Program Manager position, and also an increase of $5,000 to assist with the training, development, and implementation of the Wellness Recovery Program for a total funding request of $29,500. CSAB Recommendations: Prioritization - # 1 Funding Amount Support grant request of $29,500 Funding Term 1 Year CSAB Comments - CSAB ranked this agency as the highest priority among the grant submissions due to the very high merit/benefit for the community. The grant request represents less than 16% of their total operating revenue. The Michif Cultural and Metis Resource Institute $10,000 The Michif Cultural and Metis Resource Institute is the only Aboriginal organization in St. Albert and endeavours to tell the story of the Metis in St. Albert and preserve their heritage. They have requested a grant of $10,000 to cover their operating expenses. In 2015 they received funding in the amount of $8,000. CSAB Recommendations: Prioritization - # 2 Funding Amount $10,000 Funding Term 1 year CSAB Comments - CSAB feels that there is strong value and merit for supporting the sustainability of this organization in the community. 1

7 Attachment 1 Community Information and Volunteer Centre $28,127 The Community Information and Volunteer Centre (CIVC) is a Volunteer Centre, provider of the Sidekicks Mentoring Program, and is a centre for Community Information and Referral. They have requested a grant to assist them with their annual rent and operating costs. This is a 3% increase to the amount approved for CIVC in CSAB Recommendations: Prioritization - # 3 Funding Amount $28,127 Funding Term 1 year CSAB Comments - The business case did not rank high as the CSAB would like to see this group direct more fundraising dollars towards operating costs in an effort to become self-sustaining. St. Albert Housing Society $112,090 The focus of the St. Albert Housing Society is to provide safe, affordable housing options. The Society owns 17 mortgage free units, and works to fulfill their vision of increasing their housing units to create affordable housing choices. This grant amount is in support of the Affordable Housing Society administrative operations. The amount requested is a 0% increase from the amount allocated in CSAB Recommendations: Prioritization - # 4 Funding Amount Support grant request of $112,090 Funding Term 1 year CSAB Comments Although the CSAB is recommending funding as requested, concern was expressed that this grant is funding 60% of their administrative expenses. CSAB also expressed a desire to be provided with a set of objectives and measureable outcomes with the Housing Society s future submissions. 2

8 Attachment 2 Outside Agencies Historical Grant Allocations The following outlines approved funding to Outside Agencies for the past five years: Community Village/Food Bank SA Housing Society 2011 Actual 2012 Actual 2013 Actual 2014 Actual 2015 Actual 2016 Recommended by CSAB $40,000 $41,500 $41,500 $41,500 $42,538 $43,602 (Council approved grant amount December 15, 2014) $110,000 $110,000 $110,000 $110,000 $112,090 $112,090 Victim Services $23,500 $23,500 $23,500 $24,500 $24,500 $29, Club $152,900 $152,900 $161,000 $163,992 $170,265 $172,294 (Council approved grant amount December 15, 2014) Michif $40,600 7,500 - $8,000 $8,000 $10,000 CIVC $27,307 $27,307 $27,307 $27,307 $27,307 $28,127 STArts Fest - $10,000 $10,000 $10,000 n/a n/a SA Youth Centre $96,200 $104,700 $163,000 - n/a n/a NABI $20,000 $10, n/a n/a Spirit of St. Albert - $10,000 $10,000 - n/a n/a

9 Attachment 3 C-FS-12 City of St. Albert CITY COUNCIL POLICY Outside Agency Budget Guiding Principles AUTHORITY City Council APPROVED Res. No. mm dd C C REVISED Res. No. mm dd C Purpose To establish a process and set of expectations regarding financial support requests from outside agencies that are separate from existing City of St. Albert grant programs. Policy The City of St. Albert recognizes that various external organizations offer important community support services in the areas of recreation, culture, business or resident support, and other community priorities. To encourage these organizations and support their efforts, the City may offer various in-kind support, and/or up to three years of financial contributions to an Outside Agency. Approval of financial support shall require receipt of a detailed Business Case and may be based on the recommendation of the Community Services Advisory Board. Definitions Business Case means a detailed proposal for financial support, which includes the City s required elements. City means the municipal corporation of the City of St. Albert or, where the context so requires, the area contained within the boundaries of the city. City Manager means the Chief Administrative Officer of the City of St. Albert. Community Services Advisory Board means the advisory board appointed, pursuant to St. Albert Bylaw 10/97, to advise Council on the City's Community Services needs and to recommend policies and the provision of grants that respond to those needs. Council means the municipal council of the City of St. Albert. In-Kind Support means a contribution of low or no-cost assistance from the City of St. Albert. Financial Support means a direct monetary contribution from the City of St. Albert to an Outside Agency. City of St. Albert CITY COUNCIL POLICY C-FS-12 Page 1 of 4

10 Attachment 3 Funding Allowance means the City s annual available funding for new Outside Agency financial support requests. Outside Agency means any community support organization or group that receives or benefits from City of St. Albert financial or in-kind support. Standards 1. Funding Allowance a. Each year the City Manager or designate shall develop the City s business plan and budget to include an Outside Agency Funding Allowance. b. The City's funding allowance for the following year shall be equal to the sum of the current year's requests plus an allowance for inflation equal to the Consumer Price Index at May 1 of the current year. Any funds that are not being requested from a current recipient will not be included in the allowance. c. Outside Agencies that have received funding support in the previous budget year shall be given first consideration for continued funding through the allowance included in the budget. d. A multiple-year funding commitment to an Outside Agency may be considered and included within the budget allowance approved. e. If an Outside Agency makes a request for funding that is greater than the inflationary amount requested, that additional amount shall not be included within the budget allowance and shall be reviewed and a recommendation made as a new business case. f. Funding request made that from an Outside Agencies that did not receive funding in the previous budget year shall not be included for funding as part of the allowance provided, but rather shall be reviewed and a recommendation made as a new business case. 2. Outside Agency Funding Requests a. To receive financial support an Outside Agency shall submit a Business Case to the City Manager for consideration and approval. b. All Outside Agency Business Cases shall be provided to the City Manager by the Outside Agency prior to August 1 of each year. 3. Business Case Requirements Each Business Case shall contain all of the following information: City of St. Albert CITY COUNCIL POLICY C-FS-12 Page 2 of 4

11 Attachment 3 a. Name of Outside Agency b. Description of Outside Agency s services and number of registered members c. Details of Provincial, Federal and municipal financial and Municipal in-kind support currently received by the Outside Agency d. Program, activity, or project details: i. Name of the program, activity, or project to be funded ii. Description of the program, activity, or project to be funded iii. How the program, activity, or project benefits the city and its residents iv. Number of city residents affected and feedback to date v. Benefit(s) associated with funding being received vi. Risk(s) associated with funding not being received e. Financial Details: i. Fiscal year(s) requested for funding ii. Detailed budget of the program, activity, or project iii. How surpluses, or deficits, will be treated iv. Amount requested from the City in financial support v. Amount contributed by Outside Agency (financial or in-kind) vi. Amount to be raised through fund-raising activities f. Names and Signatures of Authorized Representative(s) 4. Business Case Review and Approval Process a. The City Manager shall assess Outside Agency Business Cases for compliance with this policy and shall forward the Business Cases to the City s Community Services Advisory Board by September 1 of each year. b. Notwithstanding clause 4(a), the following Outside Agencies shall be excluded from the requirements of this policy, and therefore reviewed directly by Council: i. St. Albert Public Library ii. Arts and Heritage Foundation iii. Any Outside Agency that receives only in-kind support from the City, where such arrangements are contained within a written municipal agreement. c. The Community Services Advisory Board shall assess each Business Case provided to it and prepare a recommendation by November 1 of each year. The recommendation to Council shall include: i. A ranking of all Business Cases received, from highest to lowest priority; ii. Whether each Business Case should be funded, partially funded (including recommended amount), or denied; iii. The length of time that the Business Case should be funded, up to the prescribed maximum of three (3) years; and iv. A brief commentary on each Business Case, as desired. d. The City Manager shall process the Community Services Advisory Board s recommendation in a report to Council which will be presented to Committee of the Whole as part of the Budget process no later than the end of November. The City City of St. Albert CITY COUNCIL POLICY C-FS-12 Page 3 of 4

12 Attachment 3 Manager shall also apply the City s Funding Allowance to the Board s recommendation, to indicate which Business Cases may be funded by Council using existing resources. e. Following receipt of the Community Services Advisory Board s recommendation, Council shall communicate its funding decision(s) to Outside Agency applicants by December 31 each year. 5. Business Case Assessment Guidelines a. A Business Case may be recommended for approval up to a maximum of three (3) years. b. An Outside Agency shall be eligible to receive financial or in-kind support for more than one program, activity, or project in a fiscal year, provided that the support is not allocated to the same program, activity, or project. c. The Community Services Advisory Board may prioritize Business Cases based on: i. The merit of the Business Case, including its perceived benefit to the city and its residents; and/or ii. The priority of the Business Case compared to all other Business Cases; and/or iii. Evidence of fundraising and matching contributions by the Outside Agency; and/or iv. Existing financial or in-kind support already offered to the Outside Agency; and/or v. Other criteria at the Board s discretion. 6. Existing Funding Increases and Expiration a. No new Business Case is required for an Outside Agency if approval has been provided for multiple years. b. When an Outside Agency s approved Business Case is to expire, the Outside Agency may submit a new Business Case for Board consideration. 7. Required Agreement A signed agreement between the Outside Agency and the City, specifying administrative, reporting, audit and other requirements, shall be required prior to funds being provided. Legal References: Municipal Government Act Cross References: Community Services Advisory Board Bylaw 10/97; Policy C-CG-02, Council s Goals; Policy C-CAO-04, CAO Limitations on Financial Planning and Budgeting City of St. Albert CITY COUNCIL POLICY C-FS-12 Page 4 of 4