Staff Report: 2025 Grants in Aid

2025 GRANTS IN AID

RECOMMENDATION:

THAT Council approve the 2025 grants in aid to identified recipients for specified amounts, in accordance with Policy 1600-012 – Grants in Aid;

AND THAT the 2025-2029 Financial Plan include funding accordingly.

ALTERNATIVE OPTIONS:

Option #2: Do not provide any Grants in Aid to external organizations.

PURPOSE:

To consider applications for 2025 grants in aid in accordance with the Policy 1600-012 – Grants in Aid.

EXECUTIVE SUMMARY:

Each year, Council considers approving grants in aid to assist not-for-profit societies and other non-profit and community organizations in achieving their objectives to benefit and provide services to View Royal residents. The 2025-2029 Financial Plan allocates $93,965 for 2025 Grants in Aid, as suggested by the grants in aid policy. Attached to this report is a summary of all applications received to date (Schedule A – 2025 Grants in aid applications summary), a listing of prior recipients who have not yet reapplied (Schedule B – Prior recipients with no current year request), and an assessment of each application against the policy criteria (Schedule C – Application criteria and assessment). Following these summaries are each of the applications, as cross-referenced with page numbers on Schedule A.

BACKGROUND:

The Grants in Aid policy provides guidance for the approval and suggests that a maximum amount equal to 5% of View Royal’s share of the prior year’s funding received from Casino revenue be allocated to grants in aid. Actual 2024 Casino revenue was $1,879,300, so the 2025 grants in aid budget is a maximum of $93,965.

The policy outlines that Council may approve up to 95% of the annual funding to applications received by the deadline of March 1, and the balance allocated throughout the remainder of the year. For 2025, based on a budget of $93,965, the amount to be allocated to applications received by the deadline is $89,265.

The accompanying grants in aid applications package includes all applications received to date with a summary and assessment by staff. In the interest of going paperless, this 300+ page package is provided electronically, with certain privacy information redacted. Readers may navigate using the page numbers referenced on the left-most column in Schedule A 2024 Grants in aid applications summary.

DISCUSSION:

Schedule A – 2025 Grants in Aid applications summary lists the applications received to date, segregated by whether the organization applied for a grant previously or is a new applicant. Each listed applicant is cross-referenced with the page number range containing the submitted application. The total grants requested from applications received in time for this report is $62,975. No application has been received from the School District for the Crossing Guard Program as is being moved to a Memorandum of Understanding and included in general operations.

Schedule B – Prior recipients with no current year request lists organizations that received grants in the previous two years but for which applications for 2025 have not been received. This listing is provided for information and comparative purposes only.

Schedule C – Application criteria and assessment describes the various criteria set out by the policy and staff’s assessment of each application based on the criteria. Council may accept any application whether it meets every aspect of policy criteria or not or may defer a decision regarding the application until such criteria are met.

Policy 1600-012 Grants in Aid indicates the Committee of the Whole may make recommendations to Council. The Committee may request an applicant provide additional information or attend a future Committee or Council meeting to present their proposal or answer questions. Grant payments approved by Council will be accompanied by a letter describing the grantee’s responsibility to comply with View Royal’s Grant in Aid policy.

There is no requirement for the Committee or Council to provide grants. The awarding of grants is solely at Council’s discretion.

ANALYSIS:

Impacts and implications can be summarized as follows:

TIME CRITICAL:

Consideration of grants in aid is a part of the five-year financial planning process. Funding for grants that are approved will be included in the 2025-2029 Financial Plan that must be approved, by bylaw, by May 14, 2025.

CONCURRENCE:

REVIEWED BY:

ATTACHMENTS:

• Policy #1600-012 Grants in Aid
• Schedule A 2025 Grants in Aid applications
• Schedule B Prior recipients with no current year request
• Schedule C Application criteria and assessment
• Grants in Aid applications Items 1 through 13 as listed on Schedule A