Memo Re: Priorities Application Form updating

August 20, 2021

From: Marcie McLean, chair VFC&YJC Priorities sub-committee

To: Priorities (grants) Working Group, then Recommendations & associated Report to main VFC&YJC on an agenda (Sept 22) to vote on and, then forward both Recommendations & Report to CRD Staff and CRD Board.

Re: Priorities Application Form (Form) updating for consideration prior to CRD Review discussion and possible inclusion of the notion of “sponsorships of resource agencies”. (A suggestion from Bill)

This update opportunity is offered for consideration of the Working Group and then, Recommendations for main Committee to review, discuss and offer input into the Priorities application Form and the process of uptake timing in order to have a potential consolidated voice to go forward to the CRD in a timely manner.

A current uncompleted Priorities application Form is provided for your reference. (separately)

In preparation for these meetings I offer the following for your consideration. These proposed changes are intended to provide better clarity and accountability from applicants. However, they are only suggestions up for discussion at this time.

In respect to the title of the application Form at this time, I would suggest we have a separate application form for Extraordinary Committee Member Expenses.

1 (a) Do we want to change the title of the application form (Form)? If yes, any suggestions?

From the application form (Form):

1. Name of organization / person(s) applying: (I suggest we seek more detail here by adding in specific areas to be completed) such as:

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

2. Project name: (Note: I include this as it does not appear consistently on our applications).

3. Background of organization/person(s) or applicable history of related projects: (Note: I include this as it does not appear consistently on some of our applications for some odd reason). Question: Do we need this information?

4. Evaluation framework:

I suggest that more details need to be added here in order for the applicant to know what type of information we are seeking and the expectation. Perhaps a different header might be appropriate, but certainly some additional information.

If this is an expectation for us then I think the process needs to be explained a bit and how the evaluation would occur.

For example: as a requirement, then, will the applicant provide their evaluation of their project to us and within a specific time period of the end date or the completion date? And, what do we need to know?

In addition, I think we would like to know if the project was successful and how the applicant made that determination.

5. Some additional items for your consideration are:

Should we add into the application a requirement for their previous year’s audited financial statements? Or, just previous year’s financial statements?

6. In respect to the Form (previous number 5), should we include the VFC&YJC Mandate with the application? The Form currently states: Clear goals and objectives of the project-clear indications of relevance to the Family Court & Youth Justice Committee mandate: (I sense improved wording would be helpful for all)

7. Should we have annual application uptake with a date deadline? Or,

Should we have 1 or 2 specific opportunities in our fiscal year to receive applications with a deadline as well? (Might need to work around the CRD’s fiscal year as well which is Jan. 01-Dec. 31)

If yes, then may we suggest the months of Feb with a January 31 deadline to apply and, April with March 31 deadline to make application(s)? Or? (To not impact when we don’t meet and do not work.)

8. Should we be indicating what types of projects, proposals or expenses are not eligible? Possibly on the Form or, a possible policy with the CRD?

9. Should we have a criteria listing? If yes, then what might we consider putting on that list?

10. Any additional information required that we might need to evaluate the proposal?

11. Consideration of use of best methods to evaluate applicant’s proposals/projects? Ideas?

12. Despite the present accumulation of VFC&YJC funds due to the CRD Review and Covid 19; should we consider requesting potential additional annual funding from the CRD for future grants (or sponsorships) as the current funding is formally designated for VFC&YJC “operational purposes” by CRD Bylaw.

13. Other suggestions for the Form for improved information to/from the applicant such as: (but not limited to)

13.1 Incomplete applications will not be considered.
13.2 Any/all approved funds are intended for the purposes specified in the application only.
13.3 Any unused funds must be returned in the form of a cheque to VFC&YJC within 30 or 60? days of the completion date of the project/event.
13.4 If an application is approved do we expect anything from the applicant in return? Such as an acknowledgement of VFC&YJC or ?? Ideas?
13.5 For approved applications applicants may expect follow up from the chair of the sub-committee if we do not receive written follow up or a presentation from the applicant on their event/project within 30 days of its completion.

14 Other suggestions?

Draft prepared by:

Marcie McLean Councillor Highlands 250-474-4725