Presentation: Volunteer Community Improvement Grant Program

Background

• An approved non-capital project in 2023, added at the request of Council.
• Due to other Council priorities, the project was not initiated in 2023, 2024 or 2025 budget years.
• The project is included in the draft 2026 budget.

Project Overview

• Program Objectives:
  • Allow individuals or community groups to undertake community-building and beautification projects within public space.
  • Foster positive connections among residents in View Royal.
  • Program to be administered in-house.
• The proposed budget is $2,500.
• Grants of up to $500, which is equivalent to approximately five community projects a year.

Proposed Policy Objectives

• Foster positive connections among residents in View Royal
• Promote community development through activities and celebrations
• Enhance community spaces
• Improve community well-being and strengthen resilience within neighbourhoods

Proposed Policy: Examples of Eligible Projects

• Short-term neighbourhood improvement or clean-up activities, such as beach clean-up, graffiti removal, etc.
• Emergency management workshops for neighbours living on the same street.
• Small projects that build social connections and protect the environment, such as youth and senior-focused activities, neighbourhood block party, activities to help people grow food or take care of the environment, little free libraries, etc.

Proposed Policy - Project Eligibility Criteria

• Projects must take place within a specific neighbourhood of the Town of View Royal and be of direct benefit to residents of the Town.
• This program is open to individuals or community groups, including non-profit organizations and schools.
• Eligible expenses for funding include:
  • Materials, including but not limited to, craft supplies, clean-up supplies, paint, wood, and metal.
  • Insurance permit and refuse disposal fees
  • Equipment and room rental fees

Proposed Policy - Laws and Regulations

• Adhere to Town bylaws, policies and regulations.
• Documents, including but not limited to insurance, permits, volunteer waivers, license of occupations, owner(s) permission, and locations must be confirmed in writing when submitting applications.
• Applicants are limited to one application per year.
• Eligible projects are ones that do not require Town employee supervision or interfere with existing service contracts.
• Grants are one-time approvals and are not an automatic ongoing source of annual funding.

Proposed Policy - Project Maintenance

• Community members will be responsible for maintaining the projects with a physical nature.
• If the item created through the project falls into disrepair, requires replacement, or becomes a safety concern, it may need to be removed

Proposed Policy - Grant Review Process

1. Applications submitted when ready through the intake period.
2. Staff review the applications for eligibility and ensure they comply with Town bylaws, policies and regulations.
3. Applications that impact public space are vetted through appropriate departments to assess the project or program feasibility.
4. Eligible applications are presented to the Director of Development Services for approval.
5. Recipients are contacted with results of their application. Successful applicants will be required to sign a Letter of Agreement prior to funds being released.
6. Successful applicants have up to one year to complete their project.
7. A final report must be provided within 30 days of completion of the project.

Next Steps

• Committee provide feedback on the draft Volunteer Community Improvement Grant Program Policy.
• Staff update policy in response to Committee feedback.
• If the program/policy is supportable to implement in 2026 then it will be included in the draft 2026-2030 Financial Plan.

Recommendation

THAT the report dated December 2, 2025, from the Director of Development Services titled “Volunteer Community Improvement Grant Program” be received for information.