MeetingsTue, Aug 27, 20241h 14m2022–2026 Council
Advisory Committee
Summary
- Approved recommending Council adopt updated grant policy imposing $10,000 maximum per application (Grant in Aid policy).
- Approved adding clause limiting eligibility to Council‑approved groups with presence in Langford; Morley, Yacucha and Plomp opposed.
- Approved adding School District 62 Parent Advisory Councils and community associations as eligible (Grant in Aid policy).
- Directed staff to provide a definition of retroactive fees (Grant in Aid policy).
- Directed staff to allow pre-deadline applications to be eligible despite delayed decisions (Grant in Aid policy).
Decisions
What council voted on, in agenda order.
Directed staff to define retroactive fees and allow pre-deadline applications if events weren't before deadline.
6.1 · Grant in Aid Program Policy Refresh
Vote 9–0Moved by Johnson, seconded by HarderRecommended Council approve adding School District 62 PACs and school-sanctioned committees as eligible.
6.1 · Grant in Aid Program Policy Refresh
Moved by Harder, seconded by YacuchaRecommended Council require entities be Council-approved and have a presence in Langford.
6.1 · Grant in Aid Program Policy Refresh
Vote 6–3Opposed: Morley, Yacucha, PlompMoved by Foxall, seconded by HarderRecommended Council approve adding SD62 PACs, require presence, clarify retroactive fees and pre-deadline application rules.
6.1 · Grant in Aid Program Policy Refresh
Vote 9–0Moved by Harder, seconded by Yacucha
Agenda
9 items · select one for details, debate and documents
Summary
The Chair called the meeting to order.
Summary
The territorial acknowledgement was read.
Summary
Meeting conduct rules were read aloud.
Summary
Committee approved the meeting agenda as presented.
Motions (1)
THAT the Committee approve the agenda as presented.
Summary
Committee considered adoption of minutes from the May 28, 2024 meeting.
Motions (1)
THAT the minutes of the Community Advisory Committee meeting held May 28, 2024, be adopted as circulated.
Summary
Adoption of the May 28, 2024 meeting minutes.
Summary
Reports considered by the Committee.
Summary
Committee considered proposed amendments to POL-0147-FIN to broaden eligibility and clarify application rules for the Grant in Aid program.
Financial impact
$80,000— Grant in Aid budget (annual allocation $80,000)
Motions (4)
THAT the Community Advisory Committee recommend that Council direct staff to provide a definition of "retroactive fees"; AND Direct staff to amend Section 2 of the policy to have applications that are submitted prior to the deadline not be excluded solely on the basis that the event initiative or project has taken place prior to the application being considered by the City of Langford provided however the project event or initiative must not take place prior to the application deadline.
THAT the Community Advisory Committee recommend that Council approve POL-0147-FIN "Funding Request Policy" Amendment No. 1 with the addition of "School District 62 Parent Advisory Councils" and other Committees sanctioned by the school as eligible groups.
THAT the Community Advisory Committee recommend that Council amend the policy by adding onto section 5: unless the entities or organizations are approved by Council and have a presence in the City of Langford.
THAT the Community Advisory Committee recommend that Council approve POL-0147- FIN "Funding Request Policy" Amendment No. 1 with the addition of "School District 62 Parent Advisory Councils" and other Committees sanctioned by the school as eligible groups; AND Direct staff to amend the policy by adding onto section 5: "unless entities or organizations are approved by Council and have a presence in the City of Langford"; AND Direct staff to provide a definition of "retroactive fees"; AND Direct staff to amend Section 2 of the policy to have applications that are submitted prior to the deadline not be excluded solely on the basis that the event initiative or project has taken place prior to the application being considered by the City of Langford provided however the project event or initiative must not take place prior to the application deadline.
Documents (2)
Staff report recommending updates to the City's Grant in Aid policy (POL-0147-FIN) to clarify eligibility, add community-led organizations and community associations, introduce a standardized application form, and propose process improvements.
Staff Report to Community Advisory Committee — Grant in Aid Policy Refresh
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Page 5–10Executive Summary
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Page 5–10Background
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Page 5–10Commentary
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Page 5–10What is a Community-led Organization or Community Association?
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Page 5–10Application Process
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Page 5–10Financial Implications
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Page 5–10Legal Implications
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Page 5–10Strategic Plan Alignment
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Page 5–10Options
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Page 5–10Attachments
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Page 5–10The amended Funding Request Policy (POL-0147-FIN) providing purpose, timeline, definitions, eligibility requirements, assessment process, and maximum funding details for Grant in Aid requests.
CITY OF LANGFORD FUNDING REQUEST POLICY — Council Policy POL-0147-FIN (Amendment #1)
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Page 11–12DEFINITIONS
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Page 11–12ELIGIBILITY REQUIREMENTS
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Page 11–12ASSESSMENT PROCESS
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Page 11–12Summary
The Committee adjourned the meeting.
Motions (1)
The Chair adjourned the meeting at 8:15 pm.