Stephen Vance, Staff
The first intake of this year’s community grant program under a new policy and procedure adopted in October was the focus of a special meeting of council on April 18, where two hours had been allocated for council to review, discuss, and debate the first round of the community grant program for 2016.
At its meeting of October 26, 2015, council approved a new bylaw establishing a Community Grant Program and associated Policy. The deadlines for the two intakes of applications were set as April 1, 2016 and September 1, 2016.
For the first intake, council was able to allocate up to 80% of the total $50,000 community grant budget, with remaining funds used for the second intake in September. Under the new policy, no organization can receive more than 10 percent of the available funds, making the maximum allowable grant $5,000. By the end of the special meeting council had allocated $33,601 of its total community grant budget, leaving $16,399 available for the September intake.
“The policy requires that applicants must be a not-for-profit or charitable organization active in the municipality. Funded events must take place in the municipality. Applicants are expected to demonstrate sound organization ability and financial management. Organizations must also demonstrate financial need,” staff advised in their report to council.
Staff also reminded council that “the policy states applications are to be evaluated on demonstrated need. The Treasurer believes an organization with a surplus of at least $5,000 up to $10,000, which represents 200% of the maximum grant amount, should not be awarded funds. For example, an organization applies for $3,500. If they have an accumulated surplus in excess of $7,000 this would dictate that they have substantive cash flow to meet the needs of the event or program.”
Compared to years prior to the adoption of the new policy, council’s deliberation of the grant requests was a relatively quick process with little confusion.
While most of the requests were straightforward, two requests were cause for debate amongst members of council. The first was a request from organizers of a proposed BIA concert series to run through the summer months. Council noted that while the request was for $5,000, the BIA itself had only pledged $500 in spite of what staff characterized as a healthy financial position.
“The BIA has supported this initiative with $500, however it is a new initiative, and we’ve noted in the appendix (of the report to council) that the BIA does have a surplus for this year based on the budget approved by council of $7,000, and reserves of $26,000, so in terms of the BIA’s ability to support the concert series, this is well within the BIA’s area,” noted municipal Clerk Rob Tremblay.
Ultimately council agreed to provide $2,500 for the initiative, and it will be recommended that the grant recipient seek additional funding from the BIA.
The other grant request that resulted in debate around the council table also resulted in a creative solution.
Meaford’s 55+ Club had requested support from the community grant fund to help with the costs of the organization’s activities. The amount of funding proposed by staff was $4,600, however Mayor Barb Clumpus noted that many of those activities take place outside the municipality.
“Their program costs are actually taking these seniors out of our community and into outside communities,” Clumpus advised council, referring to bus trips to places like Stratford for theatrical performances.
Councillor Tony Bell was also concerned about providing grant funds that will be spent outside the community.
“We know that this age group is pretty important for our municipality, and I also bear in mind exactly the comment you made, Madam Mayor, and I would like to put on the table that we will support this group, but not at the amount that is listed,” said Bell.
After some debate around the council table that included several proposed solutions, council ultimately agreed to provide $3,000 in grant funding plus a $1,600 voucher for Meaford Hall tickets in order to encourage the organization to also support Meaford’s own arts and cultural centre.
The full list of grant recipients in the first intake of the community grant program for 2016 are as follows:
