District Of West Vancouver Grant Programs A Framework For Action (Updated January 2007) Building Community Building the community is the central focus for the District of West Vancouver. This is achieved through a commitment to maintaining and enhancing the quality of living for residents; and, by working together with the community in the development of a healthy and sustainable community. The District strives to provide exceptional services, facilities, and opportunities for citizen involvement that engender a unique quality of life, build and reinforce a sense of community, and enhance and protect the environment for the enjoyment of all residents. 1 The Grants Programs The District of West Vancouver s grant programs are an essential strategy in helping the residents of West Vancouver to equitably access the resources, services, and programs they need and desire. (a) Rationale The District of West Vancouver employs diverse strategies in meeting its objectives in the areas of arts and culture; health and wellness, social services, sports and recreation, safety, youth leadership, and the environment. These include: Planning, coordinating, and partnering with others; Providing, operating, and maintaining facilities; Leasing land and making capital grants; Directly delivering services and programs; 2 Negotiating service agreements with non profit, public, and private organizations for on-going work; 3 Funding non-profit community organizations. 1 Appendix A outlines the District s current priorities and directions for building community. These statements provide a context for making decisions within the District s grant programs. 2 For example: West Vancouver Seniors Centre, Ambleside Youth Centre, Ferry Art Gallery, and Gertrude Lawson Museum. 3 For example: West Vancouver Community Arts Council, Chamber of Commerce, Family Court and Youth Justice Committee, North Shore Disability Advisory Committee, and Crimestoppers. Document #: 149325
Across West Vancouver, there are many non-profit community organizations that deliver important social services, sports and recreation, and arts and cultural programs and activities. The funding of non-profit community organizations through the grants programs has several unique objectives: Supporting a diverse infrastructure of community organizations and programs that allows for creativity, innovation, and responsiveness to different community needs and interests; Providing local government endorsement for community organizations and programs to better attract funding from senior levels of government, donors, and foundations; Encouraging innovation and responsiveness to changing and unmet community needs and interests. Each grant program has its own rationale, objectives, policies, and procedures. (b) Types Of Grants The Arts and Culture, Social Services and Community Services Grants Programs have two distinct types of grants: 4 Operating grants: are used to support on-going programs and services, and the on-going infrastructure costs of non-profit organizations. Project grants: are used to support new and innovative work, and the development of new programs and services. (c) Grant Decision-Making Grant decisions are made by Council on recommendations from staff and/or the Community Grants Working Group. (d) Overall Grants Policies 1. Within each grant program, priority will be given to serving and meeting the needs of the residents of West Vancouver and adding value to the quality of life of West Vancouver residents. 2. A non-profit organization may receive an operating grant for up to three years, subject to performance and the availability of grant funds. 4 As noted above, the District also negotiates service agreements with non-profit, public, and private organizations. These are different from grants. Agreements are the responsibility of Council and staff, though they may ask the Grants Working Group for advice. 2
3. Each year, roughly one-third of the operating grants will be reviewed in depth, focusing each year on a different service or program area. 4. Applications for new operating grants will only be accepted in that year where the particular service or program area is under consideration. 5. Operating grants will not be given to offset reduced funding from senior levels of government, particularly when these are for services and programs that are the mandates of these governments. 6. Operating grants will be for a maximum of $ 15,000. 5 7. On an annual basis, 10% of the funds in each grant program will be set aside for project grants. 8. Project grants will be for a maximum of a one-year period, but may be renewed. 9. Agencies who receive operating grants may apply annually for additional project grants. 10. Grant applications under $ 500 in arts and culture and under $ 1,000 in social services will be reviewed largely by staff, with recommendations to the Community Grants Working Group, and then Council. 11. Grant recipients must acknowledge assistance on all written material relating to the organization or project with the following: We gratefully acknowledge the support of the District of West Vancouver through their Community Grant Programs. Arts and Culture Grants Program (a) Rationale A broad array of arts, heritage and cultural opportunities builds healthy communities and provides a sense of place and belonging, contributing to and sustaining community spirit and pride. The Arts and Culture Grants Program is designed to support the development of the cultural sector in West Vancouver. The grants strengthen the infrastructure, build capacity of the arts organizations, and provide sustaining support for furthering access and participation in the arts. The grants program indicates municipal support for all levels of arts, heritage and cultural growth including the creative process from learner to professional practitioner, encouragement of volunteer involvement and sustaining the programming initiatives of service organizations. (b) Purpose 5 Currently, one social service and one arts and culture grant are over this amount.. The level of $ 15,000 is partly meant to distinguish the grants from service agreements. Its primary rationale is to ensure flexibility in funds to respond to new and changing community needs and interests. 3
The Arts and Culture Grants Program will: Support the growth and development of non-profit amateur community arts, heritage and cultural organizations and clubs that encourage and provide opportunities for participation and learning in an arts, heritage and culture discipline; Support the exhibition and/or presentation of the professional arts on the North Shore with a preference to those that can indicate a direct local West Vancouver benefit; Support unique and innovative arts, culture and heritage projects in West Vancouver through initial seed money on a one-time only basis. (c) Operating Grants Policies The Arts and Culture Grants Program works within the following policies regarding operating grants: 1. Operating grants are given to defray a portion of operating or program costs for arts and cultural organizations that serve the North Shore. 2. Organizations or programs that demonstrate local benefits to West Vancouver will be given preference. 3. Operating grants are only available to non-profit organizations that have been in existence for at least one year at the time of submission of the application. 4. Operating grants will be for three years subject to annual reporting requirements, consistent performance, and the approval of the annual grants budget by Council. Every three years each operating grant will be reviewed in depth by the Arts Grant Jury. 5. Each arts and cultural organization that has an operating grant will receive notification of its place in the three-year rotation. 6. In the three year cycle, arts and culture organizations of a similar kind will be reviewed with the following criteria: Mandate, goals and objectives; Business plan accountability; Status of board; Operational effectiveness; Testimonials of participants and audiences; Statistics of participation; Financial accountability; Overall planning for the future. (d) Project Grants Policies The Arts and Culture Grants Program works within the following policies regarding project grants: 4
1. Project grants are available to assist special initiatives that would increase the level of service in West Vancouver. If the project is North Shore wide, a West Vancouver component must be identified. 2. A non-profit arts and cultural organization or group of individuals supported through a nonprofit arts organization may apply for a special project in any arts discipline. 3. The project may be amateur, professional or a combination of both. 4. The grant will be for one year only and must show either completion of the project in the year or an indication of what other sources of funding will support the activity in the future. 5. Projects that leave a legacy will be given preference. (e) Eligibility Policies The Arts and Culture Grants Program works within the following eligibility policies: 1. Projects or operating grants are open to amateur, community based organizations and clubs who: Encourage and promote participation in the social and creative activities of the arts, heritage and culture; Apply to cover a percentage of direct costs such as materials, royalties, rent of facility, honorariums for instructors or professionals incurred by the organization or club to carry out its mandate; Apply to cover a percentage of travel costs in the presentation or exhibit of the organization s or club s arts discipline to the general public; Have a minimum of 20% membership base as West Vancouver residents. 5
2. Projects or operating grants are open to professional arts, heritage or cultural organizations who: Serve West Vancouver; Intend to exhibit, tour or present their discipline locally in West Vancouver for the benefit of West Vancouver residents or provide educational programming for West Vancouver schools; Require local endorsement to qualify for grants and sponsorships from other levels of government or from foundations. 3. Applicants must be community based organizations or not for profit registered societies whose primary purpose is arts, heritage or cultural activity. 4. The arts, heritage or cultural organization must be open and accessible to all who wish to become involved. 5. Arts, heritage or cultural organizations with strong volunteer components will be given preference. 6. Applications must be from legally incorporated non-profit organizations that have been in existence for at least one year. 7. Individuals who have formed a group for the purposes of an arts and cultural project without society status must apply under the auspices of a registered non-profit society. 8. Arts, heritage and cultural organizations that serve West Vancouver directly will be given preference. 9. The Arts and Culture Grants Program does not fund: Individuals, businesses or artists co-ops; Fundraising projects or programs; Agencies that are funding other organizations; Endowment funds or capital costs; 100% of any operating or project costs; Debt retirement; Retroactive funding. Social Services Grants Program (a) Rationale A healthy, caring community is one where residents have access to services that maintain or improve their quality of life and promote full participation in community life. The Social Services Grants Program is designed to provide financial assistance to those nonprofit agencies that work in collaboration with each other to address North Shore social issues and problems, and bring about positive social change for individuals and the community at large. 6
(b) Purpose The Social Services Grants Program will: Support services delivered by non-profit community organizations; Provide local community endorsement so that non profit community organizations can lever or attract funding from other sources; Provide seed money to develop new services to meet emerging needs in the community. (c) Operating Grants Policies The Social Services Grants Program works within the following policies regarding operating grants: 1. Operating grants are given to defray a portion of the operating or program costs for social service organizations that serve West Vancouver. 2. Operating grants are only available to non-profit organizations that have been in existence for at least one year at the time of the submission of the application. 3. Operating grants will be provided on a three-year basis subject to the applicant meeting the required eligibility criteria, maintaining a proven record of accountability and excellence, and demonstrating the need for municipal funding to sustain the service; and subject to the availability of grant funds. 4. Every three years, each operating grant will be reviewed in depth by the Grants Working Group. 5. Each social service agency that has an operating grant will receive notification of its place in the three- year rotation. 6. Within the three-year cycle, operating grants will be reviewed with the following criteria: Evidence of need for the service; Number of residents served; Quality of management; Uniqueness of service; Number of local volunteers; Evidence of financial need for a community grant; Amount of funding requested from each municipality related to the numbers of residents served; Addressing barriers to services for people with disabilities and for ethno-cultural residents; Involvement from other community partners. 7. Additional evaluation criteria may be considered such as: Mandate; Goals and objectives; Business plan and accountability; 7
Status of board and operational effectiveness; Testimonials of clients; Financial accountability; Overall planning for the future. (d) Project Grants Policies The Social Services Grants Program works within the following policies regarding project grants: 1. Project grants are available to assist special initiatives that would meet the needs of the residents of West Vancouver. 2. Special project grants will be reviewed, based on the established evaluation criteria: Evidence of need for the project; Number of residents served; Quality of management; Uniqueness of service; Number of local volunteers; Evidence of financial need for a community grant; Amount of funding requested from each municipality related to the numbers of residents served; Addressing barriers to services for people with disabilities and for ethno-cultural residents; Involvement from other community partners. (e) Eligibility Policies The Social Services Grants Program works within the following eligibility policies: 1. The Social Service Grants Program supports innovation or ongoing programs where there is demonstrated need, proven effectiveness or the likelihood of effectiveness in the case of new programs or services. 2. The organization must be a registered non-profit society that has been in existence for at least one year. 3. Services must be accessible to the community or target population for which the service is intended to serve. 4. Services must be delivered cost-effectively. 5. The organization must serve West Vancouver residents. 6. Services or projects should build on the strengths of the community to respond to identified issues and priorities. 7. Services or projects should use, enhance, mobilize or expand the skills, capacities and assets of local residents and their community. 8
8. Where appropriate, those affected by the service should be involved in the development, implementation and evaluation of the project or service. 9. The organization should demonstrate a commitment to promote volunteerism where appropriate. 10. Significant and appropriate support from other funding sources should be evident. 11. There should be evidence of collaboration and cooperation with the community and/or other agencies in the field. 12. The organization should demonstrate inclusiveness and respect for diversity. 13. The organization must demonstrate proof of financial responsibility. 14. The social services grants program does not fund: Individuals or businesses; Retroactive funding; Fundraising projects or programs; Agencies which are primarily funding bodies to other organizations; Endowment grants; 100% of a projects costs; Debt retirement or reserves; mortgage pay-downs; Activities of religious, ethnic or cultural organizations that serve primarily their membership and/or their direct religious purposes, unless the community at large will benefit significantly Groups that disparage others; Medical treatment, maintenance or rehabilitation programs that are covered by the Medical Services Association; Services contracted by senior levels of government. Community Service Grants Program (a) Rationale A healthy, caring community is one where residents have opportunities to be involved in a broad scope of activities that maintain or improve their quality of life and promote full participation in community life. The Community Service Grants Program is designed to provide financial assistance to those nonprofit organizations working to address unique issues that pertain to the North Shore, such as in the area of environment, community development, recreation and sports. This program supports volunteer-based organizations that require operational or project support to fulfill their mandate. 9
(b) Purpose The Community Services Grants Program will: Support services delivered by non-profit community organizations in the area of environmental stewardship, community development, recreation, and sports; Provide local community endorsement so that non-profit community organizations can leverage or attract funding from other sources; Provide seed money to develop new services to meet emerging needs in the community. (c) Operating Grants Policies The Community Services Grants Program works within the following policies regarding operating grants: 1. Operating grants will be provided on a three-year basis, subject to the applicant meeting the required eligibility criteria, maintaining a proven record of accountability and excellence, and demonstrating the need for municipal funding to sustain the service. 2. The Community Grants / North Shore Social Services Review Working Group, subject to annual reporting including financial statements and description of how funds have been spent, will review operating grants in depth every three years. 3. Operating grants within the three-year cycle will be reviewed on the basis of the following criteria: Evidence of need for the service; Uniqueness of service; Number of local volunteers; Evidence of financial need for a community grant; Involvement from other community partners. 4. Additional evaluation criteria may be considered such as: Mandate; Goals and objectives; Business plan and accountability; Status of board and operational effectiveness; Financial accountability; Overall planning for the future. 10
(d) Project Grants Policies The Community Services Grants Program works within the following policies regarding project grants: 1. Project grants are available to assist special initiatives that would increase the level of service in West Vancouver. If the project is North Shore wide, a West Vancouver component must be identified. 2. The grant will be for one year only and must show either completion of the project in the year or an indication of what other sources of funding will support the activity in the future. 3. Special events that build awareness of the activity of the non-profit organizations will be considered as a project on a one-time only basis. If the event is to be repeated or become annual it should be incorporated within the operating activities of the organization and application made through the operating grant program. 4. Projects that demonstrate long-term benefits will be given preference. 5. Special project grants will be reviewed annually, based on the established evaluation criteria: Evidence of need for the project; Community benefit; Quality of management; Uniqueness of service; Number of local volunteers; Evidence of financial need for a community grant; Involvement from other community partners. (e) Major Special Events Opportunities for one-time only special events, tournaments, and anniversary celebrations also will be considered within this grant program. Significant special events such as major regional or invitational tournaments or regional, provincial or national games require a recommendation by the Parks and Community Service Department and a decision by Council prior to referral to the Community Grants / North Shore Social Services Review Working Group for review. Requests to host any of these major events would require a financial contribution greater than is available within the grants budget. These must be approved by Council at least one year in advance and processed through a supplemental budget request to the grant budget. 11
Youth Leadership Projects Grants Program (a) Rationale Youth leadership and initiative indicates a positive and inclusive environment for young people to participate in community life. (b) Purpose The Youth Leadership Projects Grants Program is designed to provide financial assistance to initiatives by youth for youth. It will: Support youth who demonstrate civic leadership, citizenship and community involvement; Provide seed money for youth to carry out projects or initiatives of concern to youth; Support youth who wish to build their capacity to influence issues of concern locally, nationally or internationally. (c) Grant Policy The Youth Leadership Projects Grants Program works within the following policies: 1. Projects must be completely youth driven. 2. Projects must have a set of clear objectives. 3. Projects will be local to West Vancouver. 4. There must be individual benefits to the youth involved in the project. 5. Individual benefits must also translate into a broader youth benefit through reporting or sharing with others. 6. Projects cannot discriminate. 7. Project participants must be volunteers. 8. Projects require the mentorship of at least one adult. 9. A method for financial accountability and reporting must be established within the project or program. 10. Grant applications will be reviewed and recommended by the Youth Advisory Committee. 11. The definition of youth will be the same as that of the District s overall youth strategy. 12
Youth Competition and Recognition Fund (a) Rationale Community pride and support of the pursuit of excellence is a hallmark of a complete community. (b) Purpose The Youth Competition and Recognition Fund will recognize individuals, teams and groups participating as ambassadors of West Vancouver in regional, provincial, national, and international tournaments, competitions, competitive festivals, and civic leadership conferences. (c) Grants Policy The Youth Competition and Recognition Fund works within the following policies: 1. Applications can be made throughout the year. 2. Applicants must reside in West Vancouver. 3. Recognition is based on a schedule set annually. 13
Appendix A Mission The District of West Vancouver s mission statement is: We serve West Vancouver by providing exceptional services, facilities, and opportunities for citizen involvement that engender a unique quality of life, build and reinforce a sense of community, and enhance and protect the environment for the enjoyment of all residents. Corporate Priorities For 2006 2008, the District s key priorities are: Social Sustainability - Everything we do is intended to deliver a high quality of life, and bring people together to create a strong and vibrant community. Economic Sustainability Ensure that the decisions we make are fiscally responsible and reflect the best and short-term and long-term interests of the community. Environment Sustainability Ensure that we protect the integrity of our natural environment, and work with natural systems when making policy and operational decisions. Special Projects Take an integrated approach to significant special projects. Governance Ensure that our laws, policies, and processes promote social, fiscal and environmental sustainability, and the strength of the community. Council relies on the active engagement of our citizens to achieve a sustainable future. Official Community Plan Directions The District of West Vancouver strives to: Promote a healthy community by maintaining the quality of the environment, providing varied community services and housing, and encouraging a strong and diverse economy; Create and enhance neighbourhoods by enhancing access to service and facilities that address the needs of residents and maintain and improve their quality of life; Provide for a diversity of housing types to accommodate a balanced and diverse population in terms of age, ability and income and household type; Engage our citizens in civic decision making and provide tools to assess the future costs and consequences of community and development initiatives; Support a vibrant and diverse local economy in commercial areas by adapting to changing commercial markets, investment opportunities and business and customer needs; Reduce auto dependency by developing a comprehensive transit, transportation and land use plan that incorporates convenient and workable alternatives to the single-occupant car; Promote environmental stewardship by protecting our natural resources and preserving ecosystems through the development of an environmental strategy; Take an active role in planning for the future of the region and a co-ordinated approach to issues and opportunities for Howe Sound, Burrard Inlet, the North Shore and the Greater Vancouver area. 14
Arts And Culture In the area of arts and culture, the District of West Vancouver aims to celebrate the qualities of life in West Vancouver, and work towards: Promoting a healthy, complete community by supporting a wide variety of locally based arts and cultural activities in all creative disciplines; Strengthening the role of arts and culture in its support of a vibrant and diverse local economy. In working towards these objectives, the District of West Vancouver will: Continue to provide leadership in the development of arts and culture within the community; Optimize the use of existing public facilities and consider purpose-built spaces to meet future cultural needs; Explore the role that arts and culture can fulfill as part of the vision for the Argyle Avenue waterfront; Encourage the provision of public art; Promote the West Vancouver Memorial Library as a primary resource centre for the community serving social, cultural, educational and economic functions. Health, Wellness, And Social Services In the area of health, wellness, and social services, 6 the District of West Vancouver aims to promote a healthy, caring community, and work towards: Providing high-quality, cost-effective services and facilities; Creating and enhancing neighbourhoods by building more complete communities; Considering the diverse needs, means and abilities of residents; Recognizing the many cultural backgrounds in the community, and the strengths of unity in diversity; Acting in partnership with the Health Region, senior levels of government, and not-for-profit and private service providers. In working towards these objectives, the District of West Vancouver will: Within fiscal and statutory limits, work with the Vancouver Coastal Health Authority, School District #45, senior levels of government, private and not-for-profit service providers and community agencies to identify and address social needs and issues and to maximize the efficiency and effectiveness of the social service delivery system; Recognize and plan for people with diverse means and needs; Address the growing and diverse needs of seniors for a range of housing and services; Embrace and support the needs and assets of youth; 6 Historically, health and wellness have been seen differently from social services. In the new OCP they are integrated. The social services grant program will remain separate. 15
Encourage the provision of housing, services and facilities to meet the needs of young adults and young families with children; Co-operate with and encourage involvement of First Nation residents in the planning and delivery of programs, services, community events, arts, culture and heritage; Embrace and support ethno-cultural diversity through programs and service delivery that are culturally sensitive; Continue to work toward an accessible community, free of social and physical barriers, for people with disabilities; Recognize the value of volunteerism in the community. Sports And Community Recreation In the area of sports and recreation, the District of West Vancouver aims to celebrate life and nurture the spirit, and work towards: Building on West Vancouver s magnificent coastal and mountain setting, enhancing the parklike community; Developing recreational facilities that support quality of life and wellness and stimulate interest and involvement in all aspects of leisure; Fostering community interaction and bringing together people of different backgrounds, generations, physical abilities, and interests through a variety of leisure opportunities; Ensuring community facilities reflect West Vancouver s character; Respecting community values and supporting new and established recreational opportunities to serve the community; Ensuring facilities are designed to be flexible and adaptable in order to meet changing needs and interests; Developing strategic alliances and partnerships and making the best possible use of facilities through co-operative use arrangements; Working in partnership with citizens and the business community; Ensuring that recreation facilities are accessible to persons with disabilities. In working towards these objectives, the District of West Vancouver will: Support a strategic long-term approach to planning recreation facilities, programs and services; Position community recreation so that it emphasizes community building, health and wellness; Continue to use a benefits-based approach that focuses on outcomes and end results, not just activities, to plan and evaluate recreation programs; Promote community consultation, collaboration, leadership and volunteerism to facilitate and provide community recreation opportunities and services; Recognize and plan for people with diverse means, needs and abilities, and continually assess the potential to maximize the access and range of recreational opportunities within the municipal financial framework; Foster community recreation partnerships; Develop an integrated system and approach to community use of schools and municipal facilities; Support organized sports in the community. 16