Committee of the Whole Report dated December 2, 2025 re: Volunteer Community Improvement Grant Program

VOLUNTEER COMMUNITY IMPROVEMENT GRANT PROGRAM

RECOMMENDATION:

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

PURPOSE:

The purpose of this report is to present a proposed Volunteer Community Improvement Grant Program, a non-capital project (N-110) in the 2025 – 2029 Financial Plan. This project was added at the request of Council.

BACKGROUND:

Developing a Volunteer Community Improvement Grant Program was an approved non-capital project in 2023. The purpose of this project is to develop a program to allow individuals or community groups to apply for grants to voluntarily undertake community-building and beautification projects within public space and foster positive connections among residents in View Royal. A grant program, which would include an application process, would be administered in-house.

The Town’s Grant in Aid policy, the current grant opportunity available to registered non-profit organizations in the community, can be the base upon which this smaller grant program is built; however, a separate draft policy for this program has been prepared. The proposed budget for the program in the 2025 – 2029 Financial Plan is $2,500 to provide grants of up to $500, which is equivalent to approximately five community projects a year.

Given the amount of staff time and resources required to deliver this program, it was not launched in 2025. Should the Committee wish to proceed with this project and include it in the 2026 – 2030 Financial Plan, then staff could implement it in 2026.

ANALYSIS:

To implement the Volunteer Community Improvement Grant Program, it is recommended that a new policy be developed that outlines the purpose, eligible and ineligible expenses, and evaluation process instead of modifying the Town’s long-standing Grants in Aid Policy. Given that this program is not a continuous operational budget item in the 2025 – 2029 Financial Plan and may not be extended beyond one year, it is advised to create a standalone policy that could be cancelled without seeking Council approval to make further amendments to the Grant in Aid Policy. This approach would reduce the amount of staff time and resources necessary to implement or cancel the program.

As part of rolling out this program, the Committee may wish to note that it would require staff time and resources to evaluate the project submissions and inspect any projects with a physical nature following completion. However, when evaluating application submission, staff would be considering any impacts related to level of service and risk management. Projects that may result in an increase level of service that cannot be covered by Town staff, or anticipate unintended risks, may not be selected.

Staff have prepared a draft policy for the Committee’s consideration that is attached to this report as Attachment 2. If Council supports the proposed policy to implement the grant program in 2026 then the 2026 – 2030 Financial Plan will be updated accordingly to include this project in the budget.

Impacts and implications can be summarized as follows:

• Community Impact: If this program is successful then it could foster positive connections among residents in the Town and build neighbourhood resiliency.
• Financial Implication: The 2025 – 2029 Financial Plan budget of $2,500 towards this project will be carried forward to 2026 and is funded by Casino Revenue.
• Inter-governmental Relations Impact: N/A

ALIGNMENT:

The recommended option aligns with the Town’s following core guiding documents as follows:

• Strategic Plan: This project aligns with the following guiding principle in the 2023 – 2026 Strategic Plan:
  • positioning sustainability as the foundation of our municipal culture.
• Official Community Plan: Section 7: Community Facilities and Social Well-being contain the following goal:
  • Promote a strong sense of community in all areas and neighbourhoods of the Town and create an enhanced sense of place and identity throughout.
• Other Policy Documents: N/A

PUBLIC PARTICIPATION GOAL:

The desired level of public participation for the recommended option is:

[x] Inform [ ] Consult [ ] Involve [ ] Collaborate [ ] Empower [ ] N/A

TIME CRITICAL:

This report is time critical as it informs the 2026 – 2029 Financial Plan.

CONCURRENCE:

REVIEWED BY:

ATTACHMENTS:

• Attachment 1: Non-Capital Project Summary (N-110)
• Attachment 2: Draft Volunteer Community Improvement Program Policy