Staff Report to Community Advisory Committee: Grant in Aid Policy Refresh

Staff Report to Community Advisory Committee: Grant in Aid Policy Refresh

t 250.478.7882
e administration@langford.ca
2nd Floor, 877 Goldstream Avenue
Langford, BC V9B 2X8

DATE: Tuesday, August 27, 2024
DEPARTMENT: Legislative Services
SUBJECT: Grant in Aid Policy Refresh

EXECUTIVE SUMMARY

The City of Langford has a Grant in Aid program to provide funding to organizations working within the community that deliver a variety of support services. Applications are submitted annually and reviewed by the Community Advisory Committee. Recommendations of the Committee are then forwarded to Council for consideration.

The purpose of the policy is to provide guidelines for the distribution of the allocated Grant in Aid budget, and outline what organizations, groups, and initiatives are qualified to make an application.

BACKGROUND

The Grant in Aid process is governed by POL-0147-FIN titled “Funding Request Policy”. This policy serves to communicate eligibility, application, and assessment processes to applicants.

Prior to the creation of the Community Advisory Committee, these applications were considered by the Administration and Finance Committee.

At the March 4, 2024, Council meeting, the following resolution was passed:

THAT Council direct staff to research other local governments to explore best practices in potentially creating and including Community Association and Community-led Neighbourhood Improvement Grants as part of the 2025 process for our current Grant in Aid Policy Funding.

Staff then reviewed policies and practices from other jurisdictions and compiled ideas that will further build-out the process; providing clear direction for applicants while allowing for Community Associations and Community-led Neighbourhood Improvement projects.

COMMENTARY

CURRENT POLICY

POL-0147-FIN was adopted by Council in 2015 and has not been amended since. The City receives a significant number of applications every year and has awarded funding through the process detailed within.

Over the years, staff have noted the following feedback shared about the policy from applicants including:

• Difficulty understanding the policy;
• The policy provides minimal information or direction for applicants;
• Eligibility requirements are not clear to applicants; and
• Applicants often require assistance compiling an application.

Upon reviewing other jurisdictions policies and forms, staff have numerous recommendations to build out the policy and address the concerns above.

RESEARCH

Staff compiled copies of other local government’s Grant in Aid policies. Ultimately, staff were looking for an improved process that broadened the inclusivity of the program, in response to the noted Council resolution, and provided potential applicants with clear guidance; including but not limited to parameters to help them provide fulsome and comprehensive applications.

Research identified that some municipalities create an entirely separate program for community organizations/associations to apply under the Grant-in-Aid program. Staff do not believe the creation of a separate program will be beneficial, as it may cause confusion for applicants and further complicate the program when the goal is to streamline it. Therefore, it is staff’s recommendation that these organizations/associations be permitted to apply through the Grant-in-Aid program.

POLICY UPDATES

Staff drafted an update to POL-0147-FIN (see attached) for Committee and Council consideration as follows:

• Added a section titled “definitions” to help provide clarity around some of the more complex terms used within the policy;
• Further clarification of qualification requirements;
• A description of aspects that would make an applicant ineligible or would disqualify their application;
• Addition of “community-led organizations” and “community associations” to the eligible applicants;
• An effort to incorporate plain language throughout the policy was made where possible (understanding that the use of some legislative terminologies are unavoidable); and
• Amended the application deadline to better align with current municipal budgeting timelines.

WHAT IS A COMMUNITY-LED ORGANIZATION OR COMMUNITY ASSOCIATION?

With Council’s direction to expand the program, the following definitions have been added to the policy:

“Community-led Organization” means a group of residents and participating members interested in providing a service, amenity, gathering, or event that benefits the greater community of Langford that have formed as a registered society.”

“Community Association” means a non-government association of participating members from a delineated geographic area that may serve as a social club, community promotional group, a service-related organization, and a youth based or focused group that have formed as a registered society.”

Staff’s understanding of the resolution made by Council is a desire to expand the program and allow for more diverse applications. This may also encourage more groups to form, work together, and bring forward ideas within the community.

The requirement for applicants to have formalized as a registered society provides a layer of assurance that the City is not providing assistance to business pursuant to Section 25 of the Community Charter. Once applications have been received, they are reviewed by staff to make sure they are eligible under the policy and applicable legislation.

The intent is to ensure that applicants are able to demonstrate professionalism, illustrate the community benefit, and provide a well thought out, organized plan within their application.

APPLICATION PROCESS

Based on feedback received from applicants, Langford’s current application process is unclear. The policy review undertaken by staff identified that further build-out of the policy was necessary, but also noted that many other jurisdictions use an application form as a tool to help guide applicants through the process. The draft form staff have constructed for Langford (attached) answers many questions that have been posed by Langford applicants and will make the screening process simpler for staff, as it will be easy to assess applications. A form will allow information to be captured and presented in a consistent manner for all applications, simplifying the review and comparison process for the Community Advisory Committee and Council.

Staff recommend keeping the form separate from the policy in order to allow for minor changes to the form in the future where necessary without the need for the policy to be brought back before Council.

FURTHER PROCESS IMPROVEMENTS

If the amended policy is approved by Council, staff intend to publish it to the website (under policies and forms) and advertise its availability through the City’s communication channels. Those who applied in 2023 for 2024 funding will be notified of the application process change through email, as a courtesy.

It has been past practice for staff to email all previous applicants from the year prior inviting them to apply again. Staff would like to retire this process in favour of making the documents available to everyone all year round on the website; not just to those who have applied previously, or who may know about the process already. In the research conducted, many jurisdictions leave this form and its accompanying policy, and additional information in respect to the process available on their website all year.