PRIORITIES-GRANTS WORK GROUP MINUTES OF MEETING

PRIORITIES-GRANTS WORK GROUP MINUTES OF MEETING

Friday, August 27, 2021

Work Group Members: Marcie McLean, Chair, Councillor (Highlands) Adam Flint, Citizen Representative (View Royal) Marie-Térèse Little, Councillor (Metchosin) Esther Paterson, Councillor (Oak Bay)

1. First Nations territorial acknowledgement by Chair
2. Meeting was called to order at 10:05 a.m.
3. Chair provided introduction of materials previously circulated for discussion.
4. Work Group members approved framework of discussion points as circulated.

Topics for discussion:

1. CRD February 26, 2021 Correspondence (Carey/VFC&YJ Committee) (attachment 1) 1.1. Grant-intakes per year and reserve and threshold amounts 1.2. Grants criteria 1.3. Grant-agreement to be executed prior to funding (simple, mandatory)
2. CRD recommendations Appendix H (attachment 2) for transparent grants procedure with defined intake periods and criteria, and restrictions/conditions
3. Marcie McLean: 3.1. VFC&YJ Priorities-Grants Application Form existing document (attachment 3) 3.2. Discussion Paper for Priorities-Grants Work Group (attachment 4)

4. Priorities (Grants) Application Form - Title

4.1. Work Group agreed that a separate document should be created for “Extraordinary Committee Member Expenses” and to be used to reimburse Committee Members for registration and attendance at conferences, or events and training as VFC&YJ Committee representative. Process will be the same as for Grants; recommendation by the Priorities/Grants subcommittee, and approval by VFC&YJ Committee in advance of event.

4.2. Based on suggestion from Bill McElroy, Work Group considered whether to change the name of the application form from Grant Submissions to Sponsorship Submissions, as a less formal approach to the process. Marcie will contact Steve Carey (CRD) for guidance on legal or other issues related to terminology.

5. Priorities (Grants) Application Form – Content

5.1. The Work Group agreed to develop a checklist for applicants, to outline the process and ensure submissions are complete. Adam Flint, Chair Communications Subcommittee, is willing to draft a checklist for future consideration.

5.2. The Work Group agreed grants applications should also be in web based format.

The Work Group agreed Grants Application information requirements should include:

5.3. Required Information

5.3.1. Name of organization 5.3.2. Address of organization 5.3.3. Purpose of the organization 5.3.4. Name of person applying 5.3.5. Contact person’s name, email address, and phone number 5.3.6. Alternate contact person’s information same as above 5.3.7. Listing of Board of Directors names and positions 5.3.8. Is your organization a registered society in BC? 5.3.9. If yes, what is the name of your society and your number under the BC Society Act? 5.3.10. Does your organization have charitable status registered with Canada Revenue Agency (CRA) under their Charitable Directorate? 5.3.11. Is your organization a business?

5.4. Project name, location, start date, and completion date.

5.5. Experience and/or qualifications of staff who will be responsible for the Project; history of similar or related projects. Include information on volunteers who will participate in the project.

5.6. Financial Statement for the organization for previous year and budget for the current year

5.7. Total amount of grant being requested, and proposed use of grant funds. Include information on funding requests made to other commissions, societies, governments, agencies, or other groups for this project.

5.8. Indicate if the grant request is for one-time or recurring project.

5.9. List previous grant requests made to VFC&YJC, and indicate if approved.

5.10. Declaration that funds not used will be returned to Victoria Family Court and Youth Justice Committee via cheque, within sixty days of conclusion of the project.

6. Criteria for qualifying expenses

Criteria for qualifying expenses excludes salaries, capital items, not businesses other than not-for profits but will include project website development, guest speaker(s), advertising, venue rentals, etc.

7. Objectives

7.1. The statement of intended outcomes submitted with the application will be used to assess success of the project to accomplish goals.

7.2. Applicant statement must demonstrate in some detail the service(s) that your proposal would provide for youth and families of the CRD that ties in with the mandate for VFC&YJC.

7.3. Applicant statement must indicate how your proposal will help educate and bring awareness to youth and families living within the CRD about reducing risks and reducing potential involvement with the judicial court systems.

8. Reporting to Victoria Family Court & Youth Justice Committee at conclusion of project

8.1. The applicant must agree to provide a brief summary report on the outcomes of the project. The report will be submitted in written format, and, if warranted, there may be an expectation or request to present the summary report in-person at a meeting of the Victoria Family Court and Youth Justice Committee.

9. Other:

9.1. Applicant acknowledges it has reviewed Victoria Family Court & Youth Justice Committee mandate which will be attached to the grant application.

9.2. Victoria Family Court & Youth Justice Committee title, name or logo will not be used without prior written consent of the Committee.

9.3. Grants may not be used for the purpose of producing revenue for the applicant, or for purposes that are outside of the scope of the project.

10. Uptake Dates for submissions

10.1. Completed applications must be submitted to the VFC&YJC Grants subcommittee Chair and the secretary and be received in the months of March or December in each calendar year.

10.2. Applications process is approximately 60-90 days.

11. Business that requires clarification/follow-up by Marcie:

11.1. Consult with Steven Carey re the language “sponsorship or grants”

Note: Received from Steven Carey (per Marcie): Not really. They’re kind of interchangeable. Sponsorship references are usually to when we’re asked to support local events (concerts, etc.) and we’re not involved any more than that. We have grant projects that have direct funding for operations, sponsorship for events, and the like. We also have grant projects that fund specific deliverables, like reports. Perhaps call it grants and include sponsorship as something that you can do as part of it?

11.2. The Chair of the Grants subcommittee will consult with CRD re process for issuing/distributing cheques to applicants following VFC&YJ Committee decision.

11.3. Work Group deferred discussion on threshold amounts of grants (not presently used).

11.4. Chair of Victoria Family Court and Youth Justice Committee will notify the applicant in writing of the Committee’s decision.

11.5. Process for distributing cheques will be coordinated with CRD.

11.6. The Work Group goal is that the future VFC&YJC grant application will be revised and improved, and the CRD will prepare a draft grant application for Priorities Sub-committee for review and input.

12. No future meeting date was set.

The Work Group agreed that Meeting Minutes and Report could be completed via email exchange of documents.

13. Meeting adjourned at 12:00 pm.