The Corporation of the TOWN OF MILTON

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1 The Corporation of the TOWN OF MILTON Report To: From: Mayor G.A. Krantz & Members of Council Jennifer Reynolds, Director, Community Services Date: February 24, 2014 Report No: Subject: Recommendation: COMS Milton Community Fund 2014 Guidelines THAT the guidelines and application process as outlined in COMS for the 2014 Milton Community Fund Program be approved. EXECUTIVE SUMMARY The Milton Community Fund has provided financial support to 455 organizations and 274 individuals in its thirteen years of existence. The program provides an opportunity for direct community access to the slot funding the Town of Milton receives from the Ontario Lottery and Gaming Corporation (Mohawk location) and supports activities that enhance the quality of life and/or image of our community. The Fund is a valued resource that has assisted many organizations to maintain, enhance and expand their programs and services for the betterment of our community. The Fund provides an excellent opportunity to promote and communicate how our municipality is allocating and investing these OLG proceeds to build a healthy and sustainable community. In consultation with the Community Services Advisory Committee (CSAC), staff are recommending two changes to the 2014 program guidelines. The report background highlights the various methods staff utilize to assess the program; recommended changes are based on an evaluation of this information and discussions with CSAC. The Individual Travel program has served as a means to recognize individuals for their achievements and as such it is recommended that the program be replaced with a Recognition Award program for individual and team achievements. This change will simplify the process for all involved and bring added focus to recognizing outstanding accomplishments. As a host community for the 2015 Pan Am and Parapan Am track cycling events, there is an opportunity to increase the Games experience in Milton through community engagement and celebration activities both leading up to and during the Games. In addition, volunteers will play a vital role in the planning and execution of the Games and it is anticipated that an increase in volunteerism will be a legacy outcome. As the Milton Community Fund already serves as a resource for local organizations as they develop and expand their volunteer programs, and to support educational or celebratory events it is fitting to encourage applications in these areas in 2014.

2 The Corporation of the TOWN OF MILTON Report #: COMS Report Number Page 2 of 9 REPORT Background Community Benefit Over the past thirteen years the Milton Community Fund has provided cash grants totaling $5,086,668 to community organizations and individuals. The program has had requests for funding support totaling $12,299,227 and of eligible applicants, 42% of funding requests have been granted. The United Way of Milton has received $17,654 for distribution to social service sector agencies serving Milton. A detailed summary, of requests and allocations based on type of organization from 2010 to 2013 is included in Schedule A. Consultation & Evaluation Process Staff assess the application and guideline package for clarity to both applicants and the review teams. The process for consultation and feedback is on-going. 1. Staff speak regularly to potential applicants. Over the lifespan of this program, these conversations have identified - barriers to access (e.g. travel applications have changed to allow applications to come forward at any time; matching program introduced to support projects located on Town property; emerging organization section added to support grass root initiatives) areas where more clarity could be noted in the guidelines to assist applicants in understanding the eligibility requirements (e.g. wording changes to the eligibility requirements and restrictions) areas where improvements can make the application process less onerous for volunteers (e.g. application forms accessible on the Town website; Affiliation program benefit of staff support in proposal preparation) 2. As staff review applications, areas where further clarity could assist the review teams are also identified. This may include a new question to ask on the application form, or an area where further clarification should be made to assist in determining eligibility, or to ensure consistent decision-making (e.g. training requests). 3. Based on comments made during the application review process, staff make note of areas that require further attention and discussion. Recommendations for change are discussed during staff team meetings where eligibility of applicants is reviewed and during CSAC s allocation and regular meetings. 4. Staff invest time meeting and/or speaking to applicants whose proposals are not recommended for funding. This is an opportunity to provide feedback to the applicants

3 The Corporation of the TOWN OF MILTON Report #: COMS Report Number Page 3 of 9 and allows staff to hear applicants challenges and concerns. These conversations provide staff with insight and perspective and these comments are also reviewed during the program s annual evaluation. 5. Staff increase their knowledge of activities related to supports for the not-for-profit sector though participation and research of regional, provincial and national initiatives. (e.g. Region of Halton Community Investment Fund, Grants Ontario, Ontario Trillium Foundation). The Fund continues to provide a needed financial resource to non-profit organizations. In addition, individuals working to support these groups or travelling to compete based on their success in their chosen leisure pursuits have also been beneficiaries of this program. Interest remains high, and inquiries are being tracked as the community awaits the announcement of the 2014 program. Discussion The 2014 program s purpose will continue to support activities that increase the quality of life in our community and enhance the image of the Town. Priority will be given to organizations that provide recreation, sport, artistic and cultural programs and services for the benefit of the Milton community. The draft funding guidelines are contained in Schedule B. At the February CSAC meeting, a number of items identified during 2013 for further review were discussed including Organization funding maximums over a 5 year period Support for rep/travel team equipment and program related expenses Pan American/ Para Pan initiatives to receive funding priority The individual travel program No changes are being recommended to the existing guidelines as it relates to applicant eligibility and how often an organization can seek support from this program. CSAC members recognize the existing guidelines provide needed latitude and their responsibility is to be diligent in the review process and in making recommendations. The program is meant to assist organizations in their efforts to serve the community with responsive and cost-effective programs and services. Limited funding was provided for rep/travel team equipment and program related expenses in Staff discussed with CSAC how a sport organizations rep program s success is often seen as a benchmark of the organization s program quality. Rep athletes serve as role models for younger program participants and they also strengthen recreational program streams through their volunteer contributions within their organization. Following discussion, it was agreed that there would be no recommended changes to the existing guidelines which currently provides the opportunity for rep/travel program development items to be requested by minor sport organizations.

4 The Corporation of the TOWN OF MILTON Report #: COMS Report Number Page 4 of 9 Milton Community Fund Recognition Program As the Individual Travel program was reviewed it has become evident that it is currently serving as a means for the municipality to recognize individuals for their achievements. As requests to this program increase, CSAC and staff felt it important to ensure that achievement be recognized but that the overall financial allocation for these achievements stay within the current allocation percentage of available funds (approximately 10%). Replacing the Individual Travel program with a new recognition program will allow individual and team achievements to be recognized. This program change will - recognize outstanding accomplishments including qualification recognize individuals and teams who have medaled in a Provincial, National or International event provide one cash award per individual/team based on their highest level of accomplishment within the year provide a greater monetary contribution to recipients simplify the process for all involved This program will be aligned with the calendar year and have an application process. The Community Services Advisory Committee will receive a summary of all Recognition Awards before a staff report is presented with recommendations to Council. Toronto 2015 Pan American / Parapan American Games The Pan American Games are the world s third largest international multi-sport Games; they are only surpassed in size and scope by the Olympic Summer Games and the Asian Games. In 2015, Toronto will be the Host City of the Pan Am and Parapan Am Games. Milton is proud to be the Host Community for the Games' track cycling events, which will take place at the new Cisco Milton Pan Am/Parapan Am Velodrome (Games venue name for the Mattamy National Cycling Centre). The Town of Milton will be working with community organizations to enhance the Games experience through community engagement, celebration and legacy activities. In addition volunteerism is expected to increase as a legacy to the Games. In order to support volunteerism within our community and to encourage local organizations to build excitement and celebrate the upcoming Games, the 2014 Milton Community Fund Program will have an added focus to award funds in the following areas - Cultural celebrations and community events that are presented with intent to build excitement within the Milton community associated with the Games Volunteer initiatives with an intent to create awareness of opportunities to volunteer and/or to build and strengthen volunteer capacity within local organizations To summarize, the following are the two recommended changes to the 2014 Milton

5 The Corporation of the TOWN OF MILTON Report #: COMS Report Number Page 5 of 9 Community Fund guidelines: # Recommended Change Impact of Change 1 THAT a Milton Community Fund Recognition Program be implemented in place of the To recognize the accomplishment in Individual Travel Program with the following medaling/placing top 3 in an event. monetary awards: Individual Awards: Qualification at a Provincial Event: $100 Top 3 Finish at a Provincial Event: $250 Qualification at a National Event: $150 Top 3 Finish at a National Event: $500 Qualification at an International Event: $250 Top 3 Finish at an International Event: $1,000 Team Awards: Top 3 Finish at a Provincial Event: $250 Top 3 Finish at a National Event: $500 Top 3 Finish at an International Event: $1,000 2 THAT an added priority focus for 2014 be on funding requests aligned with - a) Cultural celebrations and community events that are presented with intent to build excitement within the Milton community associated with the Toronto 2015 Pan American / Parapan American Games. b) Volunteer initiatives that are positioned to create awareness of opportunities to volunteer and/or to build and strengthen volunteer capacity within local organizations. To recognize team accomplishments. To encourage organizations to assist in building excitement for the Games. To encourage organizations to invest and grow their volunteer programs. Continuation of Best Practices The review of applicants will continue to be based on the merits of the application and community impact in addition to financial resources. This ensures that the

6 The Corporation of the TOWN OF MILTON Report #: COMS Report Number Page 6 of 9 Town does not reward those with poor financial practices, but rather looks at what the organization would like to achieve with our funding support. Support will be targeted to assist organizations who offer programs and services that provide opportunities for the community to participate in recreation, culture and leisure activities. will be targeted to support training for Board members and volunteers serving the Milton community. Workshops being offered in 2014 are; Understanding Social Media for Not-for-profit Groups and the Ontario Not-for- Profit Act Are You Ready? to support the social service sector may be allocated to the United Way of Milton for their distribution to agencies serving the Milton community. Halton Healthcare Services may choose to bring forward an application to support equipment requirements for the Milton Hospital. While hospital equipment does not fall within the priority areas for funding consideration; it is recognized that the hospital provides services that will touch the lives of all Milton residents. Parent Councils at local schools receive information each year regarding opportunities to partner with the Town for outdoor projects on school grounds that serve school and community needs (projects become part of the department s capital budget requests with a cost sharing approach to recognize the mutual benefit to the school and the local neighbourhood). Emerging organizations are eligible to receive up to a maximum of 25% of their annual operating budget. Should eligibility of an applicant require clarification, staff will meet with the organization prior to the CSAC allocation meetings. Should an application be deferred, staff will contact applicants after the staff report is written and prior to the report being tabled with Council. The organization will be advised as to why the application is being deferred and what additional information is required to move it forward for CSAC consideration. Staff will continue to consult with other community funders when necessary. Their expertise has proven helpful to CSAC during their review. Information regarding those applicants receiving grants from the Town of Milton will continue to be publicized via the local newspapers and the Town website. As a safeguard for distribution of the grants, successful applicants will continue to be notified that they may be subject to a Town of Milton audit. The audits provide an opportunity to revise and strengthen the guidelines and also assist CSAC in understanding the relationship between the health of the organization and the group s ability to manage a cash grant. Ontario Lottery Group A Community Recognition Program is a new requirement of the Municipality Contribution Agreement with the Ontario Lottery and Gaming Corporation (OLG). It is expected that the Community Recognition Program will include

7 The Corporation of the TOWN OF MILTON Report #: COMS Report Number Page 7 of 9 at minimum, one community event during each Operating Year (April 1 March 31) during the Term discussions between the Town and OLG relating to spending, allocation and deployment of the annual contribution of funds the allocation of responsibilities and obligations in respect of the development, operation and/or other activities and initiatives of the Community Recognition Program including but not limited to any program management functions to be performed by each party. This recognition program is intended to increase the community s knowledge about what the OLG s funds are supporting. The Milton Community Fund program provides an excellent opportunity to highlight how some of this funding to the municipality is being utilized to strengthen our community. Town staff have discussed a variety of mechanisms to recognize our funding from OLG including information within the Milton Community Fund guidelines and on the Town s website Milton Community Fund Timetable: Staff are recommending one submission deadline in 2014 due to the timing impacts of the municipal elections and the term of CSAC. The following is the proposed 2014 Milton Community Fund timetable: 1. Media Launch Last week of March 2. Communication plan to commence Last week of March 3. Deadline for applications June CSAC allocation meeting September 9 5. Recommendations to Council September 29 To ensure that community organizations are not excluded from accessing the 2014 program, the requirements will change to indicate that those who have previously received a grant are not eligible to receive further funding until the self-evaluation requirement has been successfully completed. This allows them to make application in 2014 however the release of funds will be dependent on the successful completion of their last grant Community Recognition Award Timetable: The following is the proposed 2014 Community Recognition Award timetable: 1. Media Launch Last week of March Communication plan to commence Last week of March Deadline for applications January 19, CSAC meeting February Recommendations to Council February 2015

8 The Corporation of the TOWN OF MILTON Report #: COMS Report Number Page 8 of 9 Relationship to the Strategic Plan The purpose of the Milton Community Fund is to support initiatives that add to the quality of life within our community or enhance the image of the Town. This is in keeping with the Town s strategic goal of developing a safe, liveable, and healthy community and the direction to promote and facilitate healthy lifestyles and lifelong learning. Community volunteers (CSAC) play an active role in the review of applications to the Fund. Financial support provided to community organizations encourages volunteer participation and assists groups in developing and expanding their programs and services. The 2014 Milton Community Fund program will provide opportunities for the community to enhance leisure, cultural and educational opportunities and experiences for Milton residents assist with the development of the arts and cultural activities contribute to volunteer participation and leadership in community organizations enhance community events that shape Milton s identity foster civic pride through the preservation, maintenance and enhancement of heritage activities and resources Financial Impact Grant opportunities offered by the Town of Milton based on proceeds received from the Ontario Lottery and Gaming Corporation are subject to change based on the revenues received. Staff recognize that changes to this program may occur as a result of changes in funding from this source. Council has approved $250,000 for the 2014 program. As per COMS , $4,552 remains un-allocated from the 2013 Milton Community Fund program. As per CORS (which noted a one-time re-direction of funds), $92,625 has been re-directed to the Milton Community Fund reserve as part of 2013 year-end accounting entries. These funds will also be available for the 2014 Milton Community Fund program. Staff resources will continue to support the administration of this program. The staff review team, comprised of representatives from Town Departments (Community Services, Corporate Services, Executive Services, Planning & Development Services) will continue to evaluate the eligibility of organizations submitting applications to the program. Members of CSAC will continue to review the proposals for funds and recommend allocations to Council. Respectfully submitted, Jennifer Reynolds Director, Community Services For questions, please contact: Joy Anderson ext. 2529

9 The Corporation of the TOWN OF MILTON Report #: COMS Report Number Page 9 of 9 Attachments Schedule A - vs. by Applicant Type 2010 to 2013 Schedule B Draft 2014 Milton Community Fund Program Guidelines Schedule C Draft 2014 Milton Community Fund Recognition Program Guidelines CAO Approval William Mann, MCIP, RPP, OALA, CSLA, MCIF, RPF Acting Chief Administrative Officer

10 MILTON COMMUNITY FUND - COMS Schedule A Fund Requests vs by Applicant Type 2010 to Applicant Type Total Total Percentage Funded Arts/Culture/Heritage $ 122,377 $ 39,441 $ 61,613 $ 49,284 $ 110,066 $ 30,390 $ 176,051 $ 54,703 $ 470,107 $ 173,818 37% Children/Youth Services $ 15,333 $ 1,651 $ 5,455 $ 2,145 $ 22,502 $ 16,950 $ 43,290 $ 20,746 48% Community Interest $ 194,622 $ 16,624 $ 134,362 $ 38,868 $ 75,467 $ 47,648 $ 87,949 $ 35,030 $ 492,400 $ 138,170 28% Foundation/Auxilliary $ 17,000 $ - $ 36,360 $ - $ 53,360 $ - 0% Individual $ 24,033 $ 15,982 $ 40,789 $ 32,775 $ 52,486 $ 35,717 $ 43,878 $ 30,956 $ 161,186 $ 115,430 72% Institution $ 37,025 $ 37,025 $ 33,474 $ 33,474 $ 88,383 $ 28,854 $ 34,632 $ 17,316 $ 193,514 $ 116,669 60% Service Clubs $ 33,536 $ 17,795 $ 5,809 $ 4,722 $ 12,578 $ 11,256 $ 51,923 $ 33,773 65% Social Service $ 15,000 $ - $ 55,137 $ - $ 8,890 $ - $ 51,020 $ - $ 130,047 $ - 0% Sports & Recreation $ 244,322 $ 121,328 $ 189,959 $ 127,644 $ 314,296 $ 150,359 $ 295,207 $ 141,223 $ 1,043,784 $ 540,554 52% Grand Total $ 652,712 $ 232,051 $ 571,325 $ 301,985 $ 677,899 $ 314,640 $ 737,675 $ 290,484 $ 2,639,611 $ 1,139,160 43% Percentage of by Applicant Type Arts/Culture/Heritage Children/Youth Services Community Interest Foundation/Auxilliary Individual Institution Service Clubs Social Service Sports & Recreation

11 Category MILTON COMMUNITY FUND Fund Requests vs by Category 2010 to 2013 Total Total Capital Projects $ 96,407 $ - $ 36,360 $ - $ 132,767 $ - Community Equipment $ 37,025 $ 37,025 $ 33,474 $ 33,474 $ 70,499 $ 70,499 Community Facility upgrades $ 8,358 $ 900 $ 23,216 $ 14,520 $ - $ - $ 32,103 $ 2,553 $ 63,677 $ 17,973 Computer Related Equipment $ 11,703 $ 2,459 $ 8,055 $ 4,055 $ 10,717 $ - $ 13,877 $ 7,686 $ 44,352 $ 14,200 Equipment Upgrades / Replacement $ 108,593 $ 70,957 $ 102,772 $ 69,581 $ 215,594 $ 73,579 $ 253,241 $ 110,907 $ 680,200 $ 325,024 Event Promotion $ 10,880 $ 4,680 $ 17,456 $ 5,381 $ 23,817 $ 1,060 $ 17,206 $ 5,566 $ 69,359 $ 16,687 Event Support $ 139,658 $ 42,171 $ 52,537 $ 22,620 $ 60,758 $ 34,789 $ 79,795 $ 32,640 $ 332,748 $ 132,220 External Training $ 1,180 $ - $ 1,180 $ - Facility Upgrades $ 4,774 $ 600 $ 97,066 $ 28,172 $ 124,485 $ 90,790 $ 62,207 $ 42,395 $ 288,532 $ 161,957 Fundraising Equipment/Upgrades $ 20,528 $ 15,743 $ 5,809 $ 4,722 $ 26,337 $ 20,465 Internal Training $ 61,062 $ 44,456 $ 93,134 $ 65,564 $ 82,644 $ 56,312 $ 92,158 $ 46,449 $ 328,998 $ 212,781 New Program Equipment $ 2,246 $ 2,246 $ 2,938 $ - $ 335 $ 335 $ 5,519 $ 2,581 Operating Administration $ 2,409 $ 380 $ 1,839 $ - $ 29,310 $ - $ 150 $ - $ 33,708 $ 380 Organization Promotion $ 2,578 $ 578 $ 1,337 $ - $ 955 $ - $ 4,870 $ 578 Personnel $ 45,920 $ 426 $ 15,000 $ - $ 22,400 $ - $ 83,320 $ 426 Program Expansion Activities $ 4,068 $ - $ 2,500 $ - $ 6,568 $ - Program Supplies $ 12,613 $ 225 $ 24,547 $ 500 $ 4,396 $ 4,396 $ 35,887 $ - $ 77,443 $ 5,121 Promotion Tools $ 1,300 $ 1,300 $ 500 $ - $ 570 $ 570 $ 2,370 $ 1,870 Recruitment $ 500 $ - $ 500 $ - Space Rental $ 8,782 $ 4,372 $ 11,678 $ 7,641 $ 43,377 $ 12,620 $ 45,721 $ 10,427 $ 109,558 $ 35,060 Travel / Entry Fees $ 54,017 $ 16,282 $ 40,789 $ 32,775 $ 57,831 $ 36,372 $ 44,520 $ 30,956 $ 197,157 $ 116,385 Uniforms $ 31,859 $ 2,994 $ 2,606 $ - $ 645 $ - $ 35,110 $ 2,994 Vehicles $ 30,000 $ - $ 30,000 $ - Web Design $ 6,780 $ - $ 6,959 $ 1,959 $ 600 $ - $ 500 $ - $ 14,839 $ 1,959 Grand Total $ 652,712 $ 232,051 $ 571,325 $ 301,985 $ 677,899 $ 314,640 $ 737,675 $ 290,484 $2,639,611 $1,139,160

12 MILTON COMMUNITY FUND Fund Requests vs 2010 to 2013 Arts/Culture/Heritage Total Total Category Community Facility upgrades $ 14,520 $ 14,520 $ - $ - $ 2,553 $ 2,553 $ 17,073 $ 17,073 Computer Related Equipment $ 1,564 $ - $ 1,470 $ - $ 3,034 $ - Equipment Upgrades / Replacement $ 830 $ 533 $ 17,418 $ 12,026 $ 18,452 $ 4,638 $ 63,791 $ 21,949 $ 100,491 $ 39,146 Event Promotion $ 10,880 $ 4,680 $ 9,174 $ 4,174 $ 20,257 $ - $ 9,712 $ 4,316 $ 50,023 $ 13,170 Event Support $ 98,715 $ 34,228 $ 11,740 $ 11,740 $ 33,077 $ 10,782 $ 31,504 $ 20,424 $ 175,036 $ 77,174 New Program Equipment $ 335 $ 335 $ 335 $ 335 Organization Promotion $ 1,337 $ - $ 1,337 $ - Personnel $ 9,125 $ - $ 22,400 $ - $ 31,525 $ - Program Supplies $ 1,263 $ 1,100 $ 500 $ 1,695 $ 1,695 $ 8,887 $ - $ 12,945 $ 2,195 Space Rental $ 6,324 $ 6,324 $ 32,970 $ 12,620 $ 35,727 $ 5,126 $ 75,021 $ 24,070 Travel / Entry Fees $ 1,545 $ 655 $ 642 $ - $ 2,187 $ 655 Web Design $ 600 $ - $ 500 $ - $ 1,100 $ - Grand Total $ 122,377 $ 39,441 $ 61,613 $ 49,284 $ 110,066 $ 30,390 $ 176,051 $ 54,703 $ 470,107 $ 173,818

13 MILTON COMMUNITY FUND Fund Requests vs 2010 to 2013 Children/Youth Services Total Total Category Computer Related Equipment $ 1,300 $ - $ 1,300 $ - Equipment Upgrades / Replacement $ 14,033 $ 1,651 $ 2,145 $ 2,145 $ 16,178 $ 3,796 Facility Upgrades $ 21,547 $ 16,950 $ 21,547 $ 16,950 Organization Promotion $ 955 $ - $ 955 $ - Program Supplies $ 3,310 $ - $ 3,310 $ - Grand Total $ 15,333 $ 1,651 $ 5,455 $ 2,145 $ 22,502 $ 16,950 $ 43,290 $ 20,746

14 Category MILTON COMMUNITY FUND Fund Requests vs 2010 to 2013 Community Interest Total Total Capital Projects $ 80,361 $ - $ 80,361 $ - Community Facility upgrades $ 8,358 $ 900 $ 8,696 $ - $ 29,550 $ - $ 46,604 $ 900 Computer Related Equipment $ 1,550 $ 1,550 $ 1,550 $ 1,550 Equipment Upgrades / Replacement $ 6,081 $ 2,500 $ 10,000 $ 10,000 $ 6,352 $ 6,352 $ 6,284 $ 3,526 $ 28,717 $ 22,378 Event Promotion $ 4,307 $ 1,207 $ 1,060 $ 1,060 $ 7,494 $ 1,250 $ 12,861 $ 3,517 Event Support $ 40,943 $ 7,943 $ 17,136 $ 10,880 $ 13,604 $ 12,819 $ 23,311 $ 12,216 $ 94,994 $ 43,858 External Training $ 1,180 $ - $ 1,180 $ - Facility Upgrades $ 85,675 $ 16,781 $ 24,716 $ 24,716 $ 14,916 $ 14,916 $ 125,307 $ 56,413 Internal Training $ 1,356 $ - $ 1,356 $ - Operating Administration $ 380 $ 380 $ - $ - $ 25,000 $ - $ 150 $ - $ 25,530 $ 380 Organization Promotion $ 578 $ 578 $ 578 $ 578 Program Expansion Activities $ 4,068 $ - $ 2,500 $ - $ 6,568 $ - Program Supplies $ 5,850 $ 225 $ 2,701 $ 2,701 $ 8,551 $ 2,926 Promotion Tools $ 1,300 $ 1,300 $ 1,300 $ 1,300 Space Rental $ 5,658 $ 1,248 $ 1,048 $ - $ 2,034 $ - $ 6,244 $ 3,122 $ 14,984 $ 4,370 Travel / Entry Fees $ 2,000 $ - $ 2,000 $ - Uniforms $ 28,179 $ - $ 28,179 $ - Web Design $ 6,780 $ - $ 5,000 $ - $ 11,780 $ - Grand Total $ 194,622 $ 16,624 $ 134,362 $ 38,868 $ 75,467 $ 47,648 $ 87,949 $ 35,030 $ 492,400 $ 138,170

15 Category MILTON COMMUNITY FUND Fund Requests vs 2010 to 2013 Foundation/Auxillary Total Total Capital Projects $ 36,360 $ - $ 36,360 $ - Event Promotion $ 2,000 $ - $ 2,000 $ - Event Support $ 15,000 $ - $ 15,000 $ - Grand Total $ 17,000 $ - $ 36,360 $ - $ 53,360 $ -

16 MILTON COMMUNITY FUND Fund Requests vs 2010 to 2013 Individual Category Total Total Travel / Entry Fees $ 24,033 $ 15,982 $ 40,789 $ 32,775 $ 52,486 $ 35,717 $ 43,878 $ 30,956 $ 161,186 $ 115,430 Grand Total $ 24,033 $ 15,982 $ 40,789 $ 32,775 $ 52,486 $ 35,717 $ 43,878 $ 30,956 $ 161,186 $ 115,430

17 Category MILTON COMMUNITY FUND Fund Requests vs 2010 to 2013 Institution Total Total Community Equipment $ 37,025 $ 37,025 $ 33,474 $ 33,474 $ 70,499 $ 70,499 Equipment Upgrades / Replacement $ 88,383 $ 28,854 $ 34,632 $ 17,316 $ 123,015 $ 46,170 Grand Total $ 37,025 $ 37,025 $ 33,474 $ 33,474 $ 88,383 $ 28,854 $ 34,632 $ 17,316 $ 193,514 $ 116,669

18 Category MILTON COMMUNITY FUND Fund Requests vs 2010 to Service Clubs Total Total Computer Related Equipment $ 6,266 $ 6,266 $ 6,266 $ 6,266 Equipment Upgrades / Replacement $ 735 $ 735 $ 1,134 $ 1,134 $ 1,869 $ 1,869 Event Promotion $ 1,975 $ - $ 1,975 $ - Event Support $ 8,661 $ - $ 8,661 $ - Facility Upgrades $ 3,286 $ 3,286 $ 3,286 $ 3,286 Fundraising Equipment/Upgrades $ 20,528 $ 15,743 $ 5,809 $ 4,722 $ 26,337 $ 20,465 Internal Training $ 320 $ - $ 1,322 $ - $ 1,642 $ - Promotion Tools $ 570 $ 570 $ 570 $ 570 Space Rental $ 1,317 $ 1,317 $ 1,317 $ 1,317 Grand Total $ 33,536 $ 17,795 $ 5,809 $ 4,722 $ 12,578 $ 11,256 $ 51,923 $ 33,773

19 Category MILTON COMMUNITY FUND Fund Requests vs 2010 to 2013 Social Service Total Total Computer Related Equipment $ 4,000 $ - $ 4,000 $ - Equipment Upgrades / Replacement $ 1,000 $ - $ 1,560 $ - $ 2,560 $ - Event Promotion $ 2,500 $ - $ 2,500 $ - Event Support $ 2,500 $ - $ 22,460 $ - $ 24,960 $ - Facility Upgrades $ 3,890 $ - $ 3,890 $ - Personnel $ 9,000 $ - $ 9,000 $ - Program Supplies $ 5,500 $ - $ 20,137 $ - $ 27,000 $ - $ 52,637 $ - Recruitment $ 500 $ - $ 500 $ - Vehicles $ 30,000 $ - $ 30,000 $ - Grand Total $ 15,000 $ - $ 55,137 $ - $ 8,890 $ - $ 51,020 $ - $ 130,047 $ -

20 MILTON COMMUNITY FUND Fund Requests vs 2010 to 2013 Sports & Recreation Total Total Category Capital Projects $ 16,046 $ - $ 16,046 $ - Computer Related Equipment $ 7,289 $ 909 $ 4,055 $ 4,055 $ 9,247 $ - $ 7,611 $ 1,420 $ 28,202 $ 6,384 Equipment Upgrades / Replacement $ 87,649 $ 66,273 $ 71,474 $ 44,675 $ 102,407 $ 33,735 $ 145,840 $ 66,982 $ 407,370 $ 211,665 Event Support $ 11,577 $ 11,188 $ 2,520 $ - $ 14,097 $ 11,188 Facility Upgrades $ 4,774 $ 600 $ 11,391 $ 11,391 $ 74,332 $ 49,124 $ 44,005 $ 24,193 $ 134,502 $ 85,308 Internal Training $ 59,706 $ 44,456 $ 92,814 $ 65,564 $ 82,644 $ 56,312 $ 90,836 $ 46,449 $ 326,000 $ 212,781 New Program Equipment $ 2,246 $ 2,246 $ 2,938 $ - $ 5,184 $ 2,246 Operating Administration $ 2,029 $ - $ 1,839 $ - $ 4,310 $ - $ 8,178 $ - Organization Promotion $ 2,000 $ - $ 2,000 $ - Personnel $ 27,795 $ 426 $ 15,000 $ - $ 42,795 $ 426 Promotion Tools $ 500 $ - $ 500 $ - Space Rental $ 3,124 $ 3,124 $ 2,989 $ - $ 8,373 $ - $ 3,750 $ 2,179 $ 18,236 $ 5,303 Travel / Entry Fees $ 27,984 $ 300 $ 3,800 $ - $ 31,784 $ 300 Uniforms $ 3,680 $ 2,994 $ 2,606 $ - $ 645 $ - $ 6,931 $ 2,994 Web Design $ 1,959 $ 1,959 $ 1,959 $ 1,959 Grand Total $ 244,322 $ 121,328 $ 189,959 $ 127,644 $ 314,296 $ 150,359 $ 295,207 $ 141,223 $ 1,043,784 $ 540,554

21 COMS Schedule B1 Milton Community Fund 2014 Organization Guidelines Purpose and Background The Milton Community Fund program is available to support not-for-profit organizations and individuals whose initiatives add to the quality of life within our community or enhance the image of the Town. The Milton Community Fund was established by Town of Milton Council in 2001 to distribute a portion of the funds received from the Alcohol and Gaming Commission of Ontario (Mohawk location) for the benefit of the community. To date, more than $5,086,000 has been distributed in cash grants to a wide range of not-for-profit community organizations and individuals. Relationship to the Town of Milton s Strategic Plan The purpose of the Milton Community Fund is in keeping with the Town s strategic goal of developing a safe, livable, and healthy community and the direction to promote and facilitate healthy lifestyles and lifelong learning. Financial support provided to community organizations encourages volunteer participation and assists groups in developing and expanding their programs and services. The Town of Milton is grateful to the OLG for their financial contribution to our municipality. Eligibility of Applicants The Milton Community Fund is intended to support not-for-profit organizations and groups whose programs and services are aligned with the goals of the Town of Milton s strategic plan Destiny Milton 2. Priority will be given to organizations that provide recreation, artistic and cultural programs and services for the benefit of the Milton community. Organizational Requirements Organizations applying for a grant must: 1. Operate under the authority of an active volunteer board/executive/organizing committee with at least 5 members and a minimum of 4 members not related by blood or marriage 2. Hold an annual general meeting and have a board of directors or executive committee elected from the general membership through a democratic election process 3. Provide financial statements for the previous 2 years 4. Have a minimum of 75% of its membership/registrants comprised of Milton residents/ratepayers unless evidence is provided to support the exceptions noted below* 5. Provide an operating budget for the organization s operating year in which funds received would be utilized 6. Have completed all program requirements associated with a previous grant received from the Milton Community Fund 7. Complete and submit an official grant application form according to the Milton Community Fund deadlines Page 1 of 4

22 *Exceptions to 75% Milton residency Recognizing that a broader population base is sometimes required for an organization to be successful, applicants may be exempted from this standard if the organization meets one of the following criteria: Provides an emerging or unique service Services a population with special needs Caters to a high performance/elite level of activity Showcases community events which draw a significant audience base Organizational Opportunities Funding to organizations will be considered for the following: Start-up funds for emerging groups Start-up funds for new programs and services Training/conferences (coaching clinics, certification programs, service delivery related training)** Equipment for programs and skills training Program and service expansion Participation at external training activities Educational or celebratory events (festivals, concerts, tournaments, championships, workshops, etc.) New projects Facility upgrades and new construction of properties owned or leased by not-for-profit organizations serving Milton residents (priority will be on projects located within the Town s municipal borders)*** Matching support for projects which will enhance Town property (Before starting a matching grants request, please contact Denise Black, Recreation Services Analyst at , ext ) **Maximum allowance for conference attendance is $1,000/person ***For capital and/or facility upgrade requests, organizations are required to provide a financial and/or in-kind commitment to the project Program Focus Organizations serving Milton have an opportunity to create celebrations and legacy activities that build on the spirit of the 2015 Pan American Games. To assist, the 2014 Milton Community Fund Program will focus on awarding grants in the following areas: Cultural celebrations and community events that are presented with intent to build excitement within the Milton community, associated with the Games Volunteer initiatives with an intent to create awareness of opportunities to volunteer and/or to build and strengthen volunteer capacity within your organization; this will help to enhance volunteerism within the community in the same way that volunteerism will be a focus of the Games The Toronto 2015 Pan American / Parapan American Games will be the world s third largest international multi-sport Games; they are only surpassed in size and scope by the Olympic Summer Games and the Asian Games. In 2015, Toronto will be the Host City of the Pan Am and Parapan Am Games. Milton is proud to be the Host Community for the Games' track cycling events, which will take place at the new Cisco Milton Pan Am/Parapan Am Velodrome (venue name for the Mattamy National Cycling Centre during the Games). Additional Information Organizations may request monies for more than one of the above funding options, but must consolidate all requests within one submission. Organizations are eligible to receive one grant per Milton Community Fund program year, which is based on the calendar year

23 Activities not eligible for funding The following activities will not be eligible for funding: Programs/services not aligned with the Town of Milton s strategic plan Destiny Milton 2 Invitational or discretionary travel Travel or training associated with team tryouts Uniforms for sport teams Flow-through funding (where the intent is to directly redistribute funds to others) Debt retirement, depreciation, retroactive or deficit funding Duplication of funding received or requested from another funding organization or level of government Activities that could be deemed discriminatory as defined by the Ontario Human Rights Code Activities whose purpose is to promote religious doctrine or are being led by a person whose mandate includes the promotion of religious doctrine. Political and/or advocacy activities Assessment Criteria for Applicants From Organizations The benefit to the Milton community and the need for the items proposed must be clearly demonstrated. Organizations must demonstrate how the community is made aware of the programs and services they provide and how the community can participate. The relationship between an organization s annual budget and the amount of funding requested should be realistic. Organizations must demonstrate their ability to manage and sustain growth that may result from a grant. Review/Approval Process for Grant Applications Applications are reviewed by members of the Community Services Advisory Committee (CSAC), which is a group of volunteers comprised of 12 people, including two Milton Town Councillors and 10 community residents: Andrew Todd Arlene Healy Councillor Arnold Huffman Councillor Mike Cluett Catherine Jagdeo Kimberley Anne MacDonald Sharon Deery Mohammad Qureshi Margaret Collis Michael Grimwood (Chair) Paul Elliot Applicants not eligible for funding The following applicants will not be eligible for funding: Individuals (refer to the Recognition Award Program) For-profit organizations Foundations that raise funds for a not-for-profit, forprofit organization or another level of government and their associated groups or agencies Universities, colleges, schools and their associated/auxiliary groups or agencies Organizations considered to be within the social service sector Organizations whose activities could be deemed discriminatory as defined by the Ontario Human Rights Code Organizations whose purpose is related to political activity Organizations that are not in good financial standing with the Town of Milton audit. Notification of Application Status After Council approval, applicants will be notified regarding the status of their request and funds will be distributed. Applicants will be notified by early October All grant applicants will receive written notification regarding the amount and specific uses of the funding, any funding conditions and applicable agreement requirements. Funding will be released with documentation of expected evaluation and reporting requirements. Grant recipients may be subject to a Town of Milton audit. Program Appeals Applicants who wish to appeal the decision made by Council must notify the Senior Manager, Recreation Services, of their intent within 30 days of receiving notice of their status. CSAC will review the appeal, if applicable, and Council will then consider the appeal. Available The total funding available for cash grants from the Milton Community Fund program is approximately $347,000. Timing for Use of Successful candidates must use the grants by March 31, 2016 from the receipt of funding. Exceptions can be made upon request. Exemption requests must be submitted with the application.

24 Shepard Siegel CSAC members will prioritize recommendations with respect to community benefit, lasting impact of the initiative and future sustainability. Other community funding organizations and levels of government may be consulted during the review process. Recommendations from CSAC are forwarded to Milton Council for approval. Application Submission Details Organization Submission Deadline: Monday, June 23, 2014 by 4:30 pm Submission Details Submit your application package (no faxes, please) as follows: The Corporation of the Town of Milton Community Services Department Attention: Denise Black, Recreation Services Analyst Mail: 150 Mary Street, Milton, ON L9T 6Z5 Drop off: Town Hall, 150 Mary Street Additional Information Contact: Denise Black, Recreation Services Analyst Phone: , ext Fax: Web: Information provided by the applicant and contained within the application form and any applicable attachments, is collected under the authority of the Municipal Act 2001, c 25, section 107 and will be solely utilized by the Corporation of the Town of Milton to evaluate and recommend funding allocations. If you have any questions about this collection, please call , ext

25 COMS Schedule B2 Milton Community Fund 2014 Emerging Organization Guidelines Purpose and Background The Milton Community Fund program is available to support not-for-profit organizations and individuals whose initiatives add to the quality of life within our community or enhance the image of the Town. The Milton Community Fund was established by Town of Milton Council in 2001 to distribute a portion of the funds received from the Alcohol and Gaming Commission of Ontario (Mohawk location) for the benefit of the community. To date, more than $5,086,000 has been distributed in cash grants to a wide range of not-for-profit community organizations and individuals. Relationship to the Town of Milton s Strategic Plan The purpose of the Milton Community Fund is in keeping with the Town s strategic goal of developing a safe, livable, and healthy community and the direction to promote and facilitate healthy lifestyles and lifelong learning. Financial support provided to community organizations encourages volunteer participation and assists groups in developing and expanding their programs and services. The Town of Milton is grateful to the OLG for their financial contribution to our municipality. Eligibility of Applicants The Milton Community Fund is intended to support not-for-profit organizations and groups whose programs and services are aligned with the goals of the Town of Milton s strategic plan Destiny Milton 2. Priority will be given to organizations that provide recreation, artistic and cultural programs and services for the benefit of the Milton community. Organizational Requirements Emerging Organizations applying for a grant must: Operate under the authority of an active volunteer board/executive/organizing committee with at least 5 members and a minimum of 4 members not related by blood or marriage Have existed in the community for less than 3 years Have a minimum of 75% of its membership/registrants comprised of Milton residents/ratepayers unless evidence is provided to support the exceptions noted below* Have completed all program requirements associated with a previous grant received from the Milton Community Fund Complete and submit an official grant application form according to the Milton Community Fund deadlines Request funding up to a maximum of 25% of their annual operating budget

26 COMS Schedule B2 *Exceptions to 75% Milton residency Recognizing that a broader population base is sometimes required for an organization to be successful, applicants may be exempted from this standard if the organization meets one of the following criteria: Provides an emerging or unique service Services a population with special needs Caters to a high performance/elite level of activity Showcases community events which draw a significant audience base Organizational Opportunities Funding to organizations will be considered for the following: Start-up funds for emerging groups Start-up funds for new programs and services Training/conferences (coaching clinics, certification programs, service delivery related training)** Equipment for programs and skills training Program and service expansion Participation at external training activities Educational or celebratory events (festivals, concerts, tournaments, championships, workshops, etc.) New projects Facility upgrades and new construction of properties owned or leased by not-for-profit organizations serving Milton residents (priority will be on projects located within the Town s municipal borders)*** Matching support for projects which will enhance Town property (Before starting a matching grants request, please contact Denise Black, Recreation Services Analyst at , ext ) **Maximum allowance for conference attendance is $1,000/person ***For capital and/or facility upgrade requests, organizations are required to provide a financial and/or in-kind commitment to the project Program Focus Organizations serving Milton have an opportunity to create celebrations and legacy activities that build on the spirit of the 2015 Pan American Games. To assist, the 2014 Milton Community Fund Program will focus on awarding grants in the following areas: Cultural celebrations and community events that are presented with intent to build excitement within the Milton community, associated with the Games Volunteer initiatives with an intent to create awareness of opportunities to volunteer and/or to build and strengthen volunteer capacity within your organization; this will help to enhance volunteerism within the community in the same way that volunteerism will be a focus of the Games The Toronto 2015 Pan American / Parapan American Games will be the world s third largest international multi-sport Games; they are only surpassed in size and scope by the Olympic Summer Games and the Asian Games. In 2015, Toronto will be the Host City of the Pan Am and Parapan Am Games. Milton is proud to be the Host Community for the Games' track cycling events, which will take place at the new Cisco Milton Pan Am/Parapan Am Velodrome (venue name for the Mattamy National Cycling Centre during the Games). Additional information Organizations may request monies for more than one of the above funding options, but must consolidate all requests within one submission. Organizations are eligible to receive one grant per Milton Community Fund program year, which is based on the calendar year.

27 COMS Schedule B2 Activities not eligible for funding The following activities will not be eligible for funding: Programs/services not aligned with the Town of Milton s strategic plan Destiny Milton 2 Invitational or discretionary travel Travel or training associated with team tryouts Uniforms for sport teams Flow-through funding (where the intent is to directly redistribute funds to others) Debt retirement, depreciation, retroactive or deficit funding Duplication of funding received or requested from another funding organization or level of government Activities that could be deemed discriminatory as defined by the Ontario Human Rights Code Activities whose purpose is to promote religious doctrine or are being led by a person whose mandate includes the promotion of religious doctrine. Political and/or advocacy activities Assessment Criteria for Applicants From Organizations The benefit to the Milton community and the need for the items proposed must be clearly demonstrated. Organizations must demonstrate how the community is made aware of the programs and services they provide and how the community can participate. The relationship between an organization s annual budget and the amount of funding requested should be realistic. Organizations must demonstrate their ability to manage and sustain growth that may result from a grant. Review/Approval Process for Grant Applications Applications are reviewed by members of the Community Services Advisory Committee (CSAC), which is a group of volunteers comprised of 12 people, including two Milton Town Councillors and 10 community residents: Margaret Collis Kimberley Anne MacDonald Sharon Deery Mohammad Qureshi Paul Elliot Shepard Siegel Michael Grimwood (Chair) Andrew Todd Arlene Healy Councillor Mike Cluett Catherine Jagdeo Councillor Arnold Huffman CSAC members will prioritize recommendations with respect to community benefit, lasting impact of the initiative and future sustainability. Other community funding organizations and levels of government may be consulted during the review process. Applicants not eligible for funding The following applicants will not be eligible for funding: Individuals ((refer to the Recognition Award Program) For-profit organizations Foundations that raise funds for a not-for-profit, forprofit organization or another level of government and their associated groups or agencies Universities, colleges, schools and their associated/auxiliary groups or agencies Organizations considered to be within the social service sector Organizations whose activities could be deemed discriminatory as defined by the Ontario Human Rights Code Organizations whose purpose is related to political activity Organizations that are not in good financial standing with the Town of Milton Notification of Application Status After Council approval, applicants will be notified regarding the status of their request and funds will be distributed. Applicants will be notified by early October. All grant applicants will receive written notification regarding the amount and specific uses of the funding, any funding conditions and applicable agreement requirements. Funding will be released with documentation of expected evaluation and reporting requirements. Grant recipients may be subject to a Town of Milton audit. Program Appeals Applicants who wish to appeal the decision made by Council must notify the Senior Manager, Recreation Services, of their intent within 30 days of receiving notice of their status. CSAC will review the appeal, if applicable, and Council will then consider the appeal. Available The total funding available for cash grants from the Milton Community Fund program is approximately $347,000. Timing for Use of Successful candidates must use the grants by March 31, 2016 from the receipt of funding. Exceptions can be made upon request. Exemption requests must be submitted with the application.

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