Staff Report: Grant-in-aid request – Greater Victoria Crossing Guards Association

RECOMMENDATION:

THAT Council consider approval of a grant in aid to Greater Victoria Crossing Guards Association for the period September to December 2018 for a total of $12,400; and

THAT Council consider approval of a grant in aid to Greater Victoria Crossing Guards Association for the period January to June 2019 for a total of $18,600.

CHIEF ADMINISTRATIVE OFFICER’S COMMENTS:

I concur with the recommendation.

PURPOSE OF REPORT:

To bring forward requests for grants in aid received after the deadline of March 1, 2018.

BACKGROUND DISCUSSION:

At its meeting on March 20, 2018 Council approved several grants-in-aid to various non profit organizations that benefit View Royal constituents. At that time, the expected application for a crossing guard program had not yet been submitted. Beacon Community Services, the organization that provided the service in prior years, informed Council that they would no longer be able to service the program. Subsequently a grant of $5,565 to Beacon Community Services was approved to fund the transition period until the newly formed Victoria Crossing Guards Association was able to take over the service.

The attached grant request for $31,000 from Victoria Crossing Guards Association (Attachment 1) supports their provision of crossing guard services from September 2018 to June 2019. An assessment of the application’s compliance with Council’s Grant-in-aid Policy is attached for information (Attachment 2).

When Council first considered grants in aid earlier this year, a budget allocation of $18,825 was designated to support a crossing guard program in View Royal. A total of $13,260 remains for this purpose after the $5,565 payment of the transitional funding to Beacon Community Services.

Should Council wish to fund the full school year request from Victoria Crossing Guards Association, it could pro-rate the request over the 2018 and 2019 fiscal years. This would result in a 2018 grant of $12,400 ($31,000 / 10 months X 4 months) and a 2019 grant of $18,600 ($31,000 / 10 months X 6 months). This methodology would be supported by the Grants-in-aid policy requirement that funded activities complete no later than March 31 of the following fiscal year.

RECOMMENDATION:

THAT Council consider approval of a grant in aid to Greater Victoria Crossing Guards Association for the period September to December, 2018 for a total of $12,400; and

THAT Council consider approval of a grant in aid to Greater Victoria Crossing Guards Association for the period January to June 2019 for a total of $18,600.

SUBMITTED BY: D. Christenson, Director of Finance

REVIEWED BY: K. Anema, Chief Administrative Officer

• Attachment 1: Grant application from Victoria Crossing Guards Association
• Attachment 2: Grants-in-aid application assessment
• Attachment 3: Letter from Greater Victoria School District dated June 27, 2018
• Attachment 4: Letter from Beacon Community Services dated May 25, 2018
• Attachment 5: Email correspondence from Victoria Crossing Guards Association dated July 10, 2018