MeetingsWed, Jan 29, 20252h 56m2022–2026 Council
Advisory Committee
Summary
- Rejected increase to Grant in Aid budget from $85,000 to $100,000; Yacucha opposed (Grant in Aid).
- Denied $10,000 funding request to Habitat for Humanity for affordable housing (Grant in Aid).
- Approved grants to local non-profits, including Big Brothers Big Sisters $5,000 (Grant in Aid).
- Approved recommending Council fund Royal Canadian Legion $6,000 annually from Community Events budget (Grant in Aid).
Decisions
What council voted on, in agenda order.
Rejected increasing the Grant-in-Aid budget from $85,000 to $100,000 funded by taxation.
6.1 · 2025 Funding Requests
DefeatedVote 3–5Opposed: Yacucha, Whiteway, Foxall, Johnson, LehmanMoved by Harder, seconded by MorleyRecommended Council consider $6,000 annually to Royal Canadian Legion from Community Events budget.
6.1 · 2025 Funding Requests
Vote 8–0Moved by Harder, seconded by MorleyRecommended Council deny several large Grant-in-Aid requests and remove Royal Canadian Legion from that process.
6.1 · 2025 Funding Requests
Vote 5–0Moved by Harder, seconded by MorleyRecommended Council approve the Grant-in-Aid allocations list a–aa totaling $73,000.
6.1 · 2025 Funding Requests
Moved by Harder, seconded by PlompRecommended Council approve four Grant-in-Aid grants totaling $12,000.
6.1 · 2025 Funding Requests
Vote 5–0Moved by Johnson, seconded by Lehman
Agenda
9 items · select one for details, debate and documents
Summary
Chair called the meeting to order at 7:00 pm.
Summary
Territorial acknowledgement was read.
Summary
Meeting conduct rules were read to the participants.
Summary
Committee moved to approve the meeting agenda as presented.
Motions (1)
THAT the Committee approve the agenda as presented.
Summary
Consideration of adopting previous meeting minutes.
Summary
Committee adopted the November 26, 2024 meeting minutes as circulated.
Motions (1)
THAT the minutes of the Community Advisory Committee meeting held November 26, 2024, be adopted as circulated.
Documents (1)
Minutes of the Community Advisory Committee meeting held November 26, 2024, documenting attendance, motions, discussion on bylaw amendments, and meeting adjournment.
Community Advisory Committee Minutes - November 26, 2024
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Page 2–41. CALL TO ORDER
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Page 2–42. TERRITORIAL ACKNOWLEDGEMENT
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Page 2–43. MEETING CONDUCT RULES
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Page 2–44. APPROVAL OF THE AGENDA
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Page 2–45. ADOPTION OF THE MINUTES
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Page 2–46. REPORTS
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Page 2–47. ADJOURNMENT
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Page 2–4Summary
Reports were presented to the Committee (see item 6.1).
Summary
Committee considered 2025 Grant-in-Aid funding requests and made recommendations to Council on increases, allocations, and denials.
Financial impact
$85,000— 2025 Grant in Aid budget (recommended allocations)
Motions (5)
THAT the Community Advisory Committee recommend that Council increase the 2025 Grant in Aid budget from $85,000.00 to $100,000.00 with the additional funds to be funded through taxation.
THAT the Community Advisory Committee recommend that Council consider $6,000.00 in annual funding to the Royal Canadian Legion from the City's Community Events budget.
THAT the Community Advisory Committee recommend that Council deny the following 2025 Grant in Aid funding applications from: a. Centre Mountain Lellum PAC: $7,500; b. Habitat for Humanity: $10,000; c. Lakewood Elementary PAC: $10,000; d. Ruth King Elementary (Gaga Pitt): $6,750.87; e. Spencer PAC: $10,000 AND that the 2025 funding application from the Royal Canadian Legion be denied through the 2025 Grant in Aid process as it has been recommended that Council fund this item annually through the Community Events budget.
THAT the Community Advisory Committee recommend that Council approve the following funding applications for the 2025 year: (list a. through aa.; see minutes for full list).
THAT the Community Advisory Committee recommend that Council approve the following funding applications for the 2025 year: 1. Bear Mountain Community Association: $1,500 2. Bilston Watershed Habitat Protection Association: $2,500 3. Open Gate Church: $5,000 4. Relmagine West Shore Society: $3,000
Documents (6)
Finance staff report summarizing 2025 Grant in Aid applications, program changes, and budget implications, and asking the Community Advisory Committee to review applications and recommend funding to Council.
Staff Report: 2025 Funding Requests
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Page 5–8Council policy outlining eligibility, timelines, definitions, assessment process, and maximum award limits for Grant in Aid funding (amended 2024).
Attachment 1 – City of Langford Funding Request Policy (POL-0147-FIN)
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Page 9–10Grant in Aid application from the Belmont Secondary Dry Grad Committee requesting municipal support for a substance-free Dry Grad event for the Class of 2025, including program description, workplan, expected attendance, and budget.
Belmont Secondary Dry Grad – 2025 Grant in Aid Application
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Page 15–28Identification of Applicant
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Page 15–28Applicant Information
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Page 15–28Organization Information
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Page 15–28Program, Project, or Event Description
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Page 15–28Work Plan and Timeline
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Page 15–28Impacts if Awarded Less Than Requested
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Page 15–28Budget Information
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Page 15–28Environmental and Sustainability Initiatives
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Page 15–28Prior to Submission / How to Submit / Next Steps
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Page 15–28Q&A — Full Applicant Answers (verbatim) - Part 1 of 2
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Page 15–28Q&A — Full Applicant Answers (verbatim) - Part 2 of 2
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Page 15–28Budget — Belmont Dry Grad (2024)
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Page 15–28Proposed Budget — Belmont Secondary Dry Grad 2025
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Page 15–28Grant in Aid application by Belmont Secondary School Musical Theatre to support inaugural Musical Theatre program (production 'Newsies' March 5–9, 2025), including budgets, cost estimates and vendor invoices.
Belmont Secondary School Musical Theatre – 2025 Grant in Aid Application (incl. invoices & budgets)
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Page 29–42Grant in Aid Application Form — Identification of Applicant
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Page 29–42Organization Information
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Page 29–42Program, Project, or Event Description
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Page 29–42Work Plan and Timeline
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Page 29–42Budget Information
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Page 29–42Community Involvement and Value
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Page 29–42Prior to Submission — Checklist
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Page 29–42“Newsies” Cost Estimate Sheet
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Page 29–42Music Theatre International — Booking Invoice
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Page 29–42The Home Depot Canada — Order Details
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Page 29–42Additional Budget / Funding Breakdown (as extracted)
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Page 29–42Generic Grant in Aid application form and instruction pages (template) provided for applicants with mandatory fields, eligibility requirements, and submission instructions.
Grant in Aid Application Form (template / generic)
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Page 43–49Identification of Applicant
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Page 43–49Applicant Information
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Page 43–49Organization Information
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Page 43–49Program / Project / Event Description
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Page 43–49Work Plan and Attendance
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Page 43–49Budget Information
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Page 43–49Environmental & Volunteer Information
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Page 43–49Submission Checklist and Contact Information
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Page 43–49Audited financial statements (KPMG) for Big Brothers Big Sisters of Victoria Capital Region for the year ended June 30, 2024, included as supporting documentation in the Grant in Aid application package.
Financial Statements: Big Brothers Big Sisters of Victoria Capital Region (Year ended June 30, 2024)
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Page 55–63Independent Auditor's Report
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Page 55–63Statement of Financial Position
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Page 55–63Statement of Operations
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Page 55–63Statement of Changes in Net Assets
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Page 55–63Statement of Cash Flows
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Page 55–63Notes to Financial Statements
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Page 55–63Summary
Motion to adjourn the Community Advisory Committee meeting at 9:56 pm.
Motions (1)
THAT the Community Advisory Committee meeting adjourn at 9:56pm.