S3pm_4-2009 Community Grants

REPORT TO MAYOR AND COUNCIL

PRESENTED: FROM: SUBJECT:

APRIL 20, 2009 - SPECIAL MEETING RECREATION, CULTURE, AND PARKS DIVISION 2009 COMMUNITY GRANTS

REPORT: FILE:

09-56 1850-20

RECOMMENDATION(S):

That Council approves the carryover of unspent 2007 - 2008 Capital Improvement Grants for a total of $96,871 according to Attachment A (attached); and That Council approves payment of Community Grants for a total of $147,500 for community events / projects and scholarships according to Attachment B (attached); and That Council approves the grant for Langley Canada Day Celebrations Society of $10,000 as per Attachment C (attached); and That Council approves the grant for Aldergrove Festival Days Society for a total of $10,000 as per Attachment C (attached); and That Council approves payment for Utility and other levy charges of $3,800 for the Fort Langley Community Hall according to Attachment C (attached); and That Council approves payment for 2009 Capital Improvements Grants for a total of $119,775 according to Attachment D (attached); and That Council approves payment of up to $2,000 representing $250 to each Langley secondary school application in support of a Dry Grad as a grant in-kind upon request by a bona fide graduation organization according to Attachment E (attached); and further That Council approves payment to the Fort Langley Business Improvement Association for banner and Christmas light replacements of $6,000, to the Aldergrove Rotary Club for banner maintenance of $6,000 and to the Brookswood Merchants Association of $5,000, according to Attachment F (attached). EXECUTIVE SUMMARY:

The annual grant requests are received by January 31 of each year and processed according to specific criteria established by Council Policy. The processing of this year’s applications was deferred while Council was engaged in budget deliberations. The 2009 available budget for Community Grants, Capital Improvement Grants and Banner programs has been established as $418,196. This available funding needs to ensure that the Township’s encumbrances to capital carry forward projects are budgeted for. The required carryover of unspent 2007 - 2008 Capital Improvement Grants for a total of $96,871 are described in Attachment A. In this year’s intake of applications, staff received and processed applications that meet the current requirements under the established criteria.

2009 Community Grants Page 2 . . . Under the Community Grants program for community events / projects and scholarships, 59 applications are recommended for approval with a total value of $147,500. These applications are summarized in Attachment B. In addition, 3 Special Grants are recommended for Aldergrove Festival Days, Langley Canada Day Celebration Society, and Fort Langley Community Hall for a total value of $23,800. These applications are summarized in Attachment C.

Under the Capital Improvement Grant program, 19 applications are recommended for approval with a total value of $119,775. These applications are summarized in Attachment D. Attachment E summarizes the Grants for Dry Grad requests. Staff recommend that Council approve up to $2,000 for the support of up to 8 Township High Schools. Within the Township’s Banners & Baskets budget, 3 applications are recommended for approval with a total value of $17,000, as summarized in Attachment F. Below is a listing of the requests received this year which do not meet current requirements under the existing criteria. The Langley Baseball Association and Langley Mustangs Track & Field Club applications are not recommended as the Community Grant program has not been used typically to fund community sport events / projects. Alternate sources of funding are available to these groups through the Sport Hosting Incentive Program or Neighbourhood Initiative Program managed by Recreation, Culture, and Parks. Also, the Major Event Assistance Policy provides Langley Baseball Association for a further benefit to reduce its facility rental costs. The application from Fort Langley BIA does not meet the Capital Improvement Grant criteria as the organization does not manage a community hall facility. A request under the Banner Program is more appropriate and has been considered. And finally, the Langley Lodge request for $1,000,000 contribution to its renovation and expansion project simply does not fit in the current funding envelope or criteria that can provide up to only $7,500 in funding. Council may consider other sources of funding for this request. Langley Baseball Association Langley Mustangs Track & Field Club Fort Langley BIA Langley Lodge

Little League Baseball Junior Division Canadian Championship Tournament Purchase of Equipment for 2008 meets Christmas Tree Lights / Decorations and Banners Renovation and Expansion of Facility

$ 2,500 $ 2,500 $ 7,500 $1,000,000

PURPOSE:

To provide Council with recommendations as per policy on grants distribution for community events/projects and scholarships, capital improvements and banner installations. .

2009 Community Grants Page 3 . . . BACKGROUND/HISTORY:

According to Policies 02-020 and 02-021, non-profit organizations that operate in the Township may request by January 31 of each year, a grant for the organization of community events or for capital projects on community halls. In addition, the Township has a Banner Program that is outlined in Policy 06-019 for the support of community associations who partner with us to produce and install street banners. DISCUSSION/ANALYSIS:

There are three grant categories considered in this report. The first one is the grants for community events and programs and the second is for capital improvements, and the third is for banners. Community Events and Programs The community grants are for funding of special events, programs, and scholarships benefiting the community. Grants for special events, programs and scholarships are provided on a 100 percent basis to a maximum of $2,500 for each grant. Criteria for the approval of a grant application for community events and/or programs are: 1. The applicant must be a non-profit group or organization serving the Township of Langley; 2. The majority of the membership should be residents of the Township of Langley; 3. The application must demonstrate that all other avenues of income generation have been pursued; 4. The requested funding must not provide for administrative salaries. Preference will be given to groups whose applications show a great deal of voluntary effort; 5. The event or the program must be held in the community and should promote tourism or the identity of Langley; and 6. Only one grant is provided for each applicant for a community event. Under the Community Grants program for community events / projects and scholarships, 59 applications are recommended for approval with a total value of $147,500. In addition, 3 Special Grants are recommended for Aldergrove Festival Days, Langley Canada Day Celebration Society, and Fort Langley Community Hall for a total value of $26,000. In addition, an allocation of up to $2,000 is recommended to support secondary schools that offer Dry Grad events. This total value of $175,500 is within the Community Grants available funds.

In 2008, Council provided funding of $10,000 for major events recognizing those events that occur over more than one calendar day and are worthy of increased Township support. It is recommended that both the Langley Canada Day Celebrations Society and the Aldergrove Festival Days Society receive a $10,000 Community Grant for 2009 in keeping with the precedent previously established. Scholarships are provided to The Langley Scholarship Committee in the amount of $13,600. Scholarships are designated for the 8 Township high schools at $1,700 per school. In 2002, assistance in promoting “DRY GRADS” was approved. There are eight secondary schools within the Township; only four have applied for a dry grad event for total grants of $1,000. Staff are recommending that Council provide authorization for up to $2,000 in grant support for Township secondary schools. Often the information about the DRY GRAD opportunity is not passed along from organizing committee to organizing committee and the

2009 Community Grants Page 4 . . . request for support comes in after the deadline for community grants. Any unallocated funds will be designated to operating surplus. The Fort Langley Community Hall requests a grant for utility and other levy charges each year and Council has provided the grant in the past. As the Community Hall is still active to the residents of Fort Langley and the Hall reverts to the Municipality upon dissolution, Council has provided this grant. Funding is available through the grant budget for 2009 and staff recommend payment based on actual 2009 levy charge of $3,800. Capital Improvement The capital improvement grants are for improvements to community facilities and organizations serving the Township of Langley and its residents. Grants in this category are provided on a matching basis equal to 50 percent of actual costs, to a maximum of $7,500 for each grant. Criteria for the approval of a grant application for capital are: Organizations operating bona fide community halls, defined as those halls which exist solely for the use of the residents within the community, may apply for a grant towards capital improvement of property owned and operated by the organization as a community hall. Grants in this category are provided on a matching basis equal to 50% of actual costs, to a maximum of $7,500 for each grant. Under the Capital Improvement Grant program, 19 applications are recommended for approval with a total value of $119,775. Banners and Baskets Banners and baskets were removed from grant applications for 2009. However, the Township maintains relationships with 3 community organizations that annually request banner funding to support street banner programs in the Fort Langley, Aldergrove and Brookswood communities. It is recommended that Council approves banners for the Fort Langley Business Improvement Society in the amount of $6,000, the Aldergrove Rotary Club in the amount of $6,000 and the Brookswood Merchants Association in the amount of $5,000. CONCLUSION: Grants have been recommended based on programs that would benefit the community in general. All applications received are available for review by Council members in the Recreation, Culture, and Parks Office at the Township of Langley Civic Facility. Applicable Policies: Policy 02-020 – Community Hall Capital Grant and Application Policy 02-021 – Community Events Grant and Application Policy 06-019 – Banner Program Criteria from the above-mentioned policies have been provided within the body of this report.

2009 Community Grants Page 5 . . .

Financial Implications The financial requirements of all recommendations contained in the report totals $408,946. This includes all capital carry forward encumbrances, in addition to all recommended grants for community events / programs, capital improvements and banners and baskets. With a funding envelope of $418,196 there is $9,250 available for Council to consider additional requests, or to allocate to 2009 operating surplus. Respectfully submitted,

David Leavers DIRECTOR for RECREATION, CULTURE, AND PARKS DIVISION This report has been prepared in consultation with the following listed departments. CONCURRENCES Division Name Finance Division D. Sparks

ATTACHMENT A ATTACHMENT B ATTACHMENT C ATTACHMENT D ATTACHMENT E ATTACHMENT F

Grant Carryovers from 2007 and 2008 Grants for Events, Scholarships and Playgrounds Grants - Special Capital Improvement Grants Grants for Dry Grad Grants - Banners

2009 Community Grants Page 6 . . . ATTACHMENT A Capital Improvement Grant Carryovers from 2008 Organization

Nature of Grant

Criteria

Previous Grant

Aldergrove Festival Days

• Coghlan Community Hall roof painting • Replace finance • Fire proof file cabinets • Building renovations

Met

• • • • •

Alder Grove Heritage Society Benevolent Protective Order of Elks #259 Brookswood Community Club Association

Canadian Animal Rescue and Extended Shelter Society Fort Langley Canoe Club Fort Langley Community Improvement Society

Fort Langley Lions Senior hall Harmsworth Community Association

Langley Animal Control Shelter Langley Lodge

Langley Seniors Resource Society Milner Community Association

Capital Improvement Grant Carryovers from 2007 BC Farm Machinery and Agricultural Museum Assoc.

Brookswood Community Club Association

Original Amount

Amount Carryover

Yes

$5,200

$2,600

Met

Yes

$13,400

$6,700

Met

Yes

$11,000

$5,500

Met

Yes

$16,395

$7,500

Met

Yes

$2,500

$1,974

• Kayak and Rowing Dock improvements • Hall floor reconditioning • Drainage and reconditioning of parking lot • Renovations upstairs kitchen • Painting • Renovations to Deck, floor, kitchen and bathroom

Met

Yes

$22,500

$7,500

Met

Yes

$15,000

$7,500

Met

Yes

$7,,500

$3,337

• • • • • •

Driveway and parking lot repair Replace tables and chairs Floors Outside steps New Roof Security System

Met

Yes

$4,130

$2,065

Met

Yes

$3,500

$3,150

• • • • • • • •

Resident lift system Physiotherapy Hi-Low Bed 4 Mattresses 4 Wheelchair cushions Painting lobby Steel corners Repair and replace fence Energy Efficient Exterior Security

Met

Yes

$16,430

$7,500

Met

Yes

$10,800

$5,400

Met

Yes

$7,500

$7,500

Total 2008 Capital Carryovers

$60,126

Parking lot and sewer completion Sewer and gravel Roof venting Iron window grids for security Back Run Enclosures

• Renovate washrooms in building #1 into a wheelchair accessible washroom • Construct a wheelchair accessible washroom in building #2 • Parking lot upgrading • Auditorium flooring & stage floor • Exterior painting of building

Met

Yes

$16,180

$5,000

Met

Yes

$17,000

$7,500

2009 Community Grants Page 7 . . .

Murrayville Community Hall

• • • • • •

Kwantlen First Nation

• Longhouse

Matheson Heritage House Milner Community Hall/Chapel

Improvement of lower floor Radiant heating Audio visual Outside trim lites Donation wall board Roof and Gutter repair

Met

Yes

$15,000

$7,500

Met

Yes

$15,000

$7,500

Met

Yes

$7,500

$1,745

Met

Yes

$15,000 Total 2007 Capital Carryovers Total 2007/ 2008 Capital Carryovers

$7,500 $36,745

$96,871

2009 Community Grants Page 8 . . .

Community Grants – Community Events/Projects, Scholarships ATTACHMENT B Organization Aldergrove Agricultural Association Aldergrove Elks

Aldergrove Festival Days Society Aldergrove Festival Days Society Aldergrove Neighbourhood Services Aldergrove Rotary Club

B.C. Farm Machinery & Agricultural Museum Association Benevolent Protective Order of Elks #259 Brookswood Community Club Association Campbell Valley Equestrian Society

Type • Exhibit Hall • Tent Rental, Security, Chair and Table Rental • Aldergrove annual children and family celebration (community event) • Christmas Parade

Met

Previous Grant Yes

Met

Yes

$2,500

$2,500

Met

Yes

$2,500

$2,500

• Aldergrove Mini-fest, including annual ball tournament and Soapbox Derby • Annual Family Resource Fair

Met

Yes

$1,000

$1,000

Met

Yes

$2,500

$2,500

• • • • • •

Olde Time Aldergrove Antique Tractor Pull Summer Parade May Day/Canada Day Parades New & Old Days, Open House Campbell Valley Fair September ‘09 Annual Christmas Party for children in the Community Fraser Valley Zone Festival – Theatre performances Maintain Equestrian Facilities at Campbell Valley Regional Park Hosting large educational clinic in August Relay for Life Material and web-resources Host special events in 2009

Met

Yes

$2,500

$2,500

Met

Yes

$2,500

$2,500

Met

No

$2,500

$2,500

Met

Yes

$2,500

$2,500

Met

Yes

$2,500

$2,500

Met Met

No Yes

$2,500 $2,500

$2,500 $2,500

Open house 2009 Rental of port-a-potties Buy food for concession Rental of tents, tables and chairs Heritage Apple Day Festival Development of a small fruit orchard Educational brochures Youth services Weekly drop in groups for youth Folding tables and chairs for tent Fibromyalgia Support Group Program th 87 Annual May Day Festival in Fort Langley Fort Langley May Day festivities Update FLCA website Christmas Events Fort Festival events including Brigade Days and Douglas Days May Day

Met

Yes

$2,500

$2,500

Met

No

$2,500

$2,500

Met

Yes

$2,500

$2,500

Met

No

$2,000

$2,000

Met

Yes

$5,000

$2,500

Met

Yes

$2,500

$2,500

Met

Yes

$2,500

$2,500

• • • •

Canadian Cancer Society Canadian Project for Manners and Civility

• • •

Critter Care Wildlife Society

• • • • • •

Derby Reach/Brae Island Park Partnership Association Family and Youth Services Society (FAYSS) Fibromyalgia Well Spring Foundation

• • • • •

Fort Langley BIA

•

Fort Langley Community Association Fort Langley Community Improvement Society

• • • • •

Criteria

Amount Requested $2,500

Amount Recommended $2,500

2009 Community Grants Page 9 . . . ATTACHMENT B Fort Langley Legacy Foundation Fort Langley Lions Fraser Valley Little Britches Fraser Valley Symphony Society Friends of Fort Langley National Historic Site Cooperating Association Kiwanis Fraser Valley Music Festival Society Langley Aero Club Langley Animal Protection Society Langley Arts Council

Langley Association for Community Living Langley Baseball Association Langley Children’s Society Langley Community Chorus Langley District 4-H Langley’s Early Childhood Development Steering Committee Langley Emergency Communicators Society Langley Horse Federation Langley’s International Festival Society Langley Lawn Bowling Club Langley Lions Club Langley Literacy Association Langley Meadows Community Association Langley Mustangs Track and Field Club Langley Riders Society Langley Scholarship Committee

Langley Ukulele Association Lower Fraser Valley Aboriginal Society Navy League of Canada Nicomekl Enhancement Society Otter Lamb & Swine 4H Club

• • • • • •

4th Annual Douglas Day Parade Public Festivities Fort Langley May Day parade Honorariums for band Little Britches Rodeo Rental of Chief Sepass Theatre for two concerts • Farmers Market

Met

Yes

$2,500

$2,500

Met

Yes

$2,500

$2,500

Met

Met

Yes No

$2,500 $1,350

$2,500 $1,350

Met

Yes

$2,500

$2,500

• Kiwanis Fraser Valley International Music Festival production expenses • Sponsor a RV-Fly-In • Annual Spay and Neuter Month Campaign • Langley Children’s Festival • Programs offered to the Community • Community Living Days “Celebration in the Park” • Little league Baseball Junior Division Canadian Championship Tournament • Society’s Annual Family Picnic • Purchasing music pieces for members • Fair Exhibits • Community resource guide/brochure

Met

Yes

$2,500

$2,500

Met Met

Yes Yes

$1,500 $2,500

$1,500 $2,500

Met

No

$2,500

$2,500

Met

Yes

$2,500

$2,500

No

No

$2,500

$0

Met Met

Yes Yes

$1,000 $2,500

$1,000 $2,500

Met Met

Yes Yes

$2,500 $2,500

$2,500 $2,500

• Training program equipment

Met

No

$2,200

$2,200

• Annual fundraiser for upkeep of the Spirit Garden • Langley’s International Festival

Met

Yes

$2,500

$2,500

Met

Yes

$2,500

$2,500

• To conduct 2 Special Day Events • Fundraiser (BC Day Concert at McLeod Athletic Park) • Purchase Books for Christmas Hampers • Community Fair

Met Met

Yes No

$500 $2,500

$500 $2,500

Met

Yes

$2,000

$2,000

Met

Yes

$2,500

$2,500

• Purchase of equipment for 2008 meets • Rodeo prizes • 8 Township High Schools Awards of $750.00 (2 per school) and 2 $100.00 Scholarships to each school • Ukulele Summer Camp • National Aboriginal Day

No

No

$2,500

$0

Met Met

Yes Yes

$2,500 $13,600

$2,500 $13,600

Met Met

Yes Yes

$1,650 $2,500

$1,650 $2,500

• Annual Ceremonial Review • Enhancement projects materials and expenses • Petting zoo at Canada Day Celebrations, Aldergrove Fair (2 days at 2 events)

Met Met

Yes No

$2,500 $2,500

$2,500 $2,500

Met

Yes

$2,500

$2,500

2009 Community Grants Page 10 . . . ATTACHMENT B Pacific Riding for Developing Abilities Pitch-In Canada

• Phae Collins Memorial Horse Show • Recycling and clean-up

Met

Yes

$2,500

$2,500

Met

Yes

$750

$750

RCSCC 169 Columbia th Alumni 59 Committee Resource Training Organization of BC (RTOBC)

• 50th Reunion

Met

No

$2,500

$2,500

• 5km Fun Run – Fundraiser for scholarships to be awarded to students pursuing post secondary education in resource trades. • Get to Know Program

Met

No

$2,500

$2,500

Met

No

$2,450

$2,450

• Aldergrove Fair Days parade • Tractor pull • Canada Day Celebration

Met

Yes

$2,500

$2,500

Met

Yes

$2,500

$2,500

• Expand public information workshops • Educational materials • Light Rail Transit Ridership Study • Festival and parade • Therapeutic program

Met

No

$2,500

$2,500

Met Met

No Yes

$2,500 $2,500

$2,500 $2,500

• Outreach Education Forum

Met

Yes

$2,500

$2,500

• Watershed Education Workshops

Met

No

$2,500

$2,500

Return of the Peregrine Falcon Society Rotary Club of Aldergrove Royal Canadian Legion Aldergrove # 265 South Fraser OnTrax Transportation Advocacy Society Thunderbird Fast Draw Club Valley Therapeutic Equestrian Association Valley Transportation Advisory Committee Yorkson Watershed Stewardship Committee

Total Community events/projects Recommended:

$147,500

2009 Community Grants Page 11 . . . ATTACHMENT C Grants - Special Organization Aldergrove Festival Days

Langley Canada Day Celebration Society Fort Langley Community Hall

Type • Aldergrove Festival Days • Annual Agricultural Fair And Exhibits • Community Festival (Rentals, Entertainment, Fireworks, etc.) • Utility fees and local improvement charges

Criteria Yes

Previous Grant Yes

Amount Requested $10,000

Amount Recommended $10,000

Yes

Yes

$10,000

$10,000

Yes

Yes

$6,000

$3,800

Total Special Grants

$23,800

2009 Community Grants Page 12 . . . ATTACHMENT D Capital Improvement Grants Organization

Aldergrove Legion Hall and Kitchen B.C. Farm Machinery & Agricultural Museum Association Canadian Animal Rescue and Extended Shelter Society Critter Care Wildlife Society Fort Langley BIA Fort Langley Canoe Club Fort Langley Community Improvement Society

Fort Langley Lions Senior Hall Harmsworth Community Association Langley Animal Protection Society Langley Lawn Bowling Langley Lodge

Langley Lodge Langley Players Drama Club

Langley Riders Society Langley Seniors Resource Society Matheson House (Langley Meadows Community Association) Murrayville Community Hall

Nicomekl Enhancement Society Patti Dale Animal Shelter Sharon United Church

Nature of Grant

Criteria

Previous Grant

Amount Recommended

Yes

Total Grant Requested $40,000

• Re-roofing building

Met

• Ceiling water damage repair

Met

Yes

$40,000

$7,500

• Complete animal enclosure with insulation, heating and electric improvements • Build two cages • Christmas Tree lights • Decorations and banners • Docking additions • Paving front driveway • Reconstruction of front walkway • Pavement block around outside perimeter • Replace copper plumbing • Renovations to kitchen and floor • Furnace pad replacement • Gazebo pad, • Driveway and Parking Lot Repair • Replace Tables and Chairs • Replace Floors and Outside steps • New Roof • Security System • Toro Machine

Met

Yes

$3,000

$1,500

Met No

Yes Yes

$15,000 $7,500

$7,500 $0

Met Met

Yes Yes

$15,000 $26,000

$7,500 $7,500

Met

Yes

$27,000

$7,500

Met

Yes

$4,550

$2,275

Met

Yes

$7,000

$3,500

Met

Yes

$7,500

• Renovation of main floor public area • Public beverage/café station • Renovation and expansion of Langley Lodge • Replace fence • Insulate building • Interior & exterior painting • Rebuild holding pens • Repair washrooms • Rebuild and update Tuk Shop

Met

Yes

$13,937 (+taxes) 30,000

$7,500

No

No

$1,000,000

$0

Met

Yes

$19,000

$7,500

Met

Yes

$11,500

$7,500

Met

Yes

$8,000

$4,000

• Completion of plumbing

Met

Yes

$66,100

$7,500

• • • •

Installation of sprinkler system Removal of asbestos Repairs to parking lot To build an Operations Centre

Met

Yes

$24,500

$7,500

Met

No

$32,000

$7,500

• Replace roof on cat care building • Church upgrade for community use of facility

Met

Yes No

$7,000 $44,000

$3,500 $7,500

Met

Total Capital Grants Recommended:

$7,500

$119,775

2009 Community Grants Page 13 . . . ATTACHMENT E Grants for Dry Grad Organization

Aldergrove Community Secondary Brookswood Secondary School DW Poppy Secondary School Walnut Grove Secondary School Others

Previous Grant (2008)

Grant Type

Yes Yes Yes Yes Yes

Dry Grad Dry Grad Dry Grad Dry Grad Dry Grad

Criteria

Yes Yes Yes Yes Yes

Total Grant Requested $250 $250 $250 $250 $1,000

Amount Recommended

Total Dry Grad

$2,000

$250 $250 $250 $250 $1,000

2009 Community Grants Page 14 . . .

ATTACHMENT F Grants – Banners Organization Fort Langley Business Improvement Association

Aldergrove Rotary Club Brookswood Community Association

Type • Purchase, installation and maintenance of Christmas lights and banners • Maintenance of Banners • Maintenance of Banners

Criteria

Previous Grant

Amount Requested

Amount Recommended

Met

Yes

$7,500

$6,000

Met

Yes

$14,950

$6,000

Met

Yes

$6,000

$5,000

Total Banners

$17,000