vancouver.ca · web view2019 city of vancouver . organizational capacity building. grant. program...

Form 2

2019 City of Vancouver Organizational Capacity Building Grant

Program Information(Submit 1 copy for every program applied for by your organization)

NOTE: Before completing this form please read the Organizational Capacity Building Information Sheet carefully. The Information Sheet can be found on the City’s website at:

www.vancouver.ca/people-programs/organizational-capacity-building-grants

Organization Name (as indicated in Form 1 question 1.1)

Program Name

BRIEF Summary of Program (Maximum 50 words)

Grant Request

Total 2019 Program Budget (A)

2019 Grant Request (B)

Grant Request as % of Total Program Budget (C = B/A)

2018 Grant(if applicable)

2019 Recommendation (City Staff Use Only)

$ $ % $ $

How long has the program for which you are seeking City funding been running? Years

SECTION 1.0 | GENERAL CONTACT INFORMATION

2019 Organizational Capacity Building Grant Application – Form 2 – Program Information of 25

http://www.vancouver.ca/people-programs/organizational-capacity-building-grants

NOTE: Please complete the following section ONLY if your program contact information differs from the contact information provided for your organization in Form 1

1.1 | General Program Contact InformationStreet address

City

Province Postal Code

Telephone Website

Social Media (Twitter, Facebook etc.)

Social Media (Twitter, Facebook etc.)

General Email

1.2 | Main Staff Contact for This ProgramFirst name

Last name

Title

Telephone

Email


SECTION 2.0 | ABOUT THE PROGRAM

2.1 | Program Description and Key StaffRationale: A detailed program description provides City staff with the ability to more deeply understand your program. In addition, OCB Grants are intended to fund key staff positions for organizations that develop the capacity of other social service non-profits by providing one or more of the following (see page 3 of the Information Sheet):

Increasing the amount of resources available; Improving the utilization of resources; Improving the management and allocation of resources; Providing linkages and coordination among a number of non-profit social service agencies

operating a hub model service centre.

Question: Describe the program in more detail and how it develops the capacity of other social service non-profits serving Vancouver. A description of the program should include exactly which staff position(s) is/are being funded and how their work contributes to the delivery of the program. (200 words max)

2.2 | Anticipated Changes as a Result of the Program


Rationale: This section provides City staff with essential information about the value of your program in building the capacity of the social service organizations with which it works. We recognize that there are many factors that will influence the overall outcomes of a program and its effort to tackle complex social issues. However we want to hear how your work affects change on a smaller scale, such as improvements to the way that social service organizations are able to deliver services in Vancouver.

Question: Briefly describe the anticipated benefits/changes that your program will have, or is intended to have, for other social service organizations. (200 words max)

2.3 | Organizations Supported by the Program in the Past Year

Rationale: OCB grants are designed to support programs that develop the capacity of other social service non-profits serving people living in Vancouver.

Question: List the social service non-profit organizations that have benefited from your organizational capacity building work in the past year. Where known, please check the box if the organization receives City funding or is City supported. (if more than 10, list those with which your program has worked the most)

Name of Organization Type of Supports Provided City


Please limit your response to less than 100 words Supported1 2 2 3 4 5 6 7 8 9

10

2.4 | Proposed Program Activities for the Coming Year (NOTE: this section replaces the Outcome Measurement Framework from past years – see information sheet for details)

Rationale: In this section you will describe your program’s main activities and anticipated results for our assessment and information. This detail provides Social Policy staff with clarity about the actual work of the program, and provides concrete examples of what is being achieved, in part, with City funding. This information is also used by our department to “roll up” and report out for statistical purposes.

Question: Describe the 3 to 5 primary activities involved in delivering your program in the coming year. Each

activity should be described briefly, e.g., Caregiver Support Sessions – Caregivers for seniors participate in a 12 week program that provides them with resources, skills and support.

For each activity, provide the key outputs anticipated for the coming year. Include a maximum of 3-4 outputs and express them as numbers, e.g., 4 cycles of caregiver support sessions, 15 caregivers per session.

ACTIVITIES for the COMING YEAR(if fewer than 5 activities leave unused rows blank)

PROPOSED OUTPUTS for the COMING YEAR(expressed as numbers)


Note: The above boxes will expand as you type.

2.5 | Program Alignment with the City of Vancouver’s Healthy City StrategyFrom the list below, please identify which of the 13 Healthy City Strategies are most relevant to your program. You may choose up to a maximum of 3 Healthy City Strategies.

For more information on the Healthy City Strategy, please visit:www.vancouver.ca/people-programs/healthy-city-strategy

A Good Start Active Living and Getting OutsideA Home for Everyone Lifelong LearningFeeding Ourselves Well Expressing OurselvesHealthy Human Services Getting AroundMaking Ends Meet and Working Well Environments to Thrive InBeing and Feeling Safe and Included Collaborative Leadership for A Healthy

City for AllCultivating Connections

SECTION 3.0 | PROGRAM DEVELOPMENT, DELIVERY and LEARNING

Community needs change over time, and in the OCB Grant’s 40 year history, Social Policy has seen many programs evolve to suit community needs. Effective programs go through a learning cycle (illustrated in the diagram below), which includes identifying a gap in services, designing a program, and continually refining that program in order to remain relevant and effective. Key to the learning cycle is the participation of the organizations involved in the programs – those organizations that a program is trying to serve.

The following section enquires about how your program goes through the program evolution cycle, and specifically asks about how your organization meaningfully involves target organizations and other stakeholders in to shape and reshape the program activities.


http://www.vancouver.ca/people-programs/healthy-city-strategy

Development of the Program

3.1 | Gap and Needs Identification

Rationale: Social Policy has shifted its primary focus away from the Outcome Measurement Framework model, to a model of learning with application questions based on the process of program design. By doing so, we are opening up questions about how the people served by City-funded programs are engaged and empowered.

Question: Please describe the change you are trying to influence, and how you designed your program to be responsive to that gap or need. In your answer please also explain the following (250 words max):

What is the primary type of organization you will serve? What did organizations tell you they needed, and how has their experience informed your

program design? What research or other evidence did you use to inform the development of your program?


3.2 | Design and Shaping the Program

Rationale: Once the initial gap and needs identification has occurred it is time to combine all of these elements to design and shape a program that will be as effective as possible. This stage can be significantly enhanced by the involvement of stakeholders such as target organizations, frontline staff, community partners and volunteers.

Question: Based on the work outlined in 3.1, how have you incorporated these learnings into the program’s unique approach to addressing the change you are trying to influence, and how have you included input on program design with stakeholders (such as target organizations, frontline staff, community partners and volunteers) to ensure that this is the best approach? (200 word max)


Ongoing Delivery, Learning and Program Evolution

3.3 | Program Delivery

Rationale: Programs often benefit significantly from the involvement of target organizations, participants and volunteers in the delivery of the program itself.

Question: If participating organizations and volunteers are directly involved in program delivery, please describe how they are involved and the kinds of contributions they make. (200 word max)


3.4 | Ongoing Learning – Successes and Challenges

Rationale: To ensure that a program is able to adjust and respond to emerging and/or changing needs, demographics, etc., it should have a systematic and consistent approach to ongoing review that is done frequently enough to allow for a feedback loop. This is intended to help the program be as responsive and as effective as possible, based on the information available.

Question: Describe what method(s) you use to review your program and how frequently they are employed. Are participant organizations, frontline staff and volunteers directly involved in the review of the

program and if so, how?(250 word max)


3.5 | Revising, Retaining and Realigning

Rationale: As a program undergoes its review of service delivery, it gains a better understanding of what is working well and should be retained and what has not worked as well and needs to be changed. (Please note that Social Policy fully understands that there are often elements of a program that do not work as well as hoped. We want to hear about these experiences too and what was learned and changed as a result.)

Question: Describe if and how you are planning to revise, realign or retain any elements of your program in the coming year. Be sure to address the following questions in your response (250 words max): What was learned over the past year as a result of the review methods described above in question

3.4 and how have these learnings informed program changes? Has there been any new research, shifts in community demographics or other external factors that

have led to a change in your program? And/or, have there been any unexpected/unintended outcomes, and how will these change your program delivery in the future?

How will peers, participants, frontline staff & volunteers be directly involved in implementing changes?


SECTION 4.0 | REPORT BACK FROM PREVIOUS YEAR

(Only for grant recipients from previous year)

If you received a OCB grant last year for this program, please complete the table below. The first two columns should be copied directly from Table 2 from your Outcome Measurement Framework from last year’s application. In the final shaded column please indicate the outputs that your program actually achieved over the past year.

ACTIVITIES(copy directly from Table 2 in last year’s

application)

PROPOSED OUTPUTS(copy directly from Table 2 in last

year’s application)

ACTUAL OUTPUTS Over the past 12 months

(Sept 1 – Sept 1)


ACTIVITIES(copy directly from Table 2 in last year’s

application)

PROPOSED OUTPUTS(copy directly from Table 2 in last

year’s application)

ACTUAL OUTPUTS Over the past 12 months

(Sept 1 – Sept 1)

Note: The above box will expand as you type.

SECTION 5.0 | STORIES OF CHANGE

NOTE: this section is now mandatory

This is an opportunity to provide one story of a change that has occurred for an organization during the past year as a result of the program for which you are requesting City funding. These stories offer an opportunity to provide more in-depth information and understanding about the changes that occur for the people that you serve as a result of your work.

When you are writing the story, please keep the following guidelines in mind: Ask for the organization’s permission to use this story. Ensure that there is no information included that would identify those involved. Be sure to include the activities that led to the change(s) and explain the impact of the

change(s) on the individual or group. Provide context: Why is the change that occurred meaningful? Review the story with the organization before including it with your application.

Please place an X in the box below to confirm that the names used in the story are pseudonyms and that all specific identifying information has been altered/removed.

5.1 | Please provide a story of change involving an organization as a result of your program. (max 200 words)

Please do not provide information that would identify any individual(s).


SECTION 6.0 | PARTNERSHIPS AND NETWORKS WITH OTHER NON-PROFITS

6.1 | Work with Other Organizations

Rationale: Partnerships and networks are critical for organizations to maximize the impact their programs have for the people and communities with which they work. By working closely and collaboratively with other organizations, programs can leverage resources, knowledge and skills, while ensuring that programs complement each other and do not lead to duplication. Meaningful partnerships and networks go far beyond a referral to another service. They involve deeper work that leads to a more effective and impactful social service system that leads to meaningful change for people and communities.

Question: Please identify up to five other local organizations with which your program has meaningful partnerships or networks. Describe how your program works with these organizations and how this impacts services to your target organizations.


Name of Organization

Describe the partnership or network including how you work together and how this impacts service for your target organizations and ensures that programs complement each other and do not lead to duplication.

(Please limit your response to less than 200 words)

Note: The above box will expand as you type.

SECTION 7.0 | PARTICIPATION

7.1 | Number of social service organizations per year using the PROGRAM for which you are requesting City funding, and the percentage that are operating in Vancouver.

Number of unique social service organizations using service/program annually

Percentage of those organizations operating in Vancouver or serving Vancouver residents in a significant way %

SECTION 8.0 | ORGANIZING/MOBILIZING VOLUNTEER RESOURCES

8.1 | Please list the number of volunteers involved in the program for which you are applying.Volunteers are defined as people who are not remunerated with pay and who work directly with program users, provide administrative support, and/or help with special events.

- Regular volunteers are involved year-round;- Casual volunteers are involved in short-term activities such as special events or one-time

programs.

For Program 2018 2019(estimate)

(a) Number of regular volunteers (b) Total annual regular volunteer hours (c) Number of casual volunteers (d) Total annual casual volunteer hours

SECTION 9.0 | FINANCE

We require three financial documents:

1. Program Budget – excel sheet provided – Form 3 2. Organization Budget – excel sheet provided – Form 4


3. Organization Financial Statements

9.1 | Program Budget (Form 3)The template for the Program Budget is attached as an Excel document (Form 3). NOTE: the program budget should be completed according to your organization’s fiscal year.

9.2 | Organization Budget: Operating Budget for the Entire Organization (Form 4)The template for the Operating Budget for your entire organization is attached as an Excel document (Form 4). NOTE: the organization operating budget should be completed according to your organization’s fiscal year.

9.3 | Financial Statements Attach the organization’s Financial Statements for the most recently-completed fiscal year.

Preferably, the statements will have been independently prepared as a Review Engagement or Audit.

If audited statements are not available, submit the organization’s most recent financial statements endorsed by two signing officers of the Board of Directors.

9.4 | Increased Funding RequestIf you received a grant for this program last year and are requesting an increase in funding greater than 2%, please provide:

A rationale for the increase, detailing financial need and the pressure for additional services; Specific details about how the increase in funding would impact service, e.g.: number of

organizations served; new positions, additional hours, and wages. (200 word max)


SECTION 10.0 | OPPORTUNITIES, CHALLENGES AND TRENDS

10.1 | Successes and/or Challenges over the Past Year (OPTIONAL)

Please describe any successes and/or challenges that your program achieved or faced over the last year. These could be specifically programmatic or could be broader/systemic based (e.g. shifts in neighbourhood demographics, changes to legislation/policies, space constraints and costs etc.) (250 word max)

10.2 | Anticipated Opportunities and/or Challenges over the Coming Year (OPTIONAL)

Please describe any opportunities and/or challenges that your program is anticipating might arise over the coming year. These could be specifically programmatic or could be broader/systemic based (e.g. shifts in neighbourhood demographics, changes to legislation/policies, space constraints and costs etc.) (250 word max)


10.3 | Trends (OPTIONAL)

Please describe any trends that you have noticed. These trends may affect your program directly or indirectly by impacting the organizations your program supports, their neighbourhoods etc. (250 word max)


SECTION 11.0 | FINAL THOUGHTS AND FEEDBACK

11.1 | Other Information (OPTIONAL)If you have any other information that you would like to share with us that has not already been covered in this application, please let us know. (250 word max)


11.2 | Feedback (OPTIONAL)Please feel free to provide us with feedback on any aspect of the grants process. We value your input and are working to improve how we deliver our granting programs. (250 word max)


INSTRUCTIONS AND CHECKLIST FOR APPLICANTS

Please submit all documents in both electronic and hard copy:

EMAIL the electronic copy of all documents listed below by 4:30 pm October 19, 2018 to: [email protected] signatures are not required on the electronic version. Give each application document a file name that includes your organization’s name.

MAIL or DELIVER one PRINTED COPY of all documents listed below by4:30 pm October 19, 2018 to:

Social Policy and Projects City of Vancouver501 – 111 West Hastings StreetVancouver, BC V6B 1H4

One copy per organization of each of the following (If your organization is applying for multiple grants only submit one of each of the items below):

1) Organization Information Form (Form 1) – in Word

2) Operating Budget for Entire Organization (Form 4) – in Excel

3) Most recent audited financial statements. If audited statements are not available, submit your most recent year-end financial statements endorsed by two signing officers of the Board of Directors.

4) List of Board of Directors (include names, board positions, terms, and occupations and/or skills brought to the board)

5) Minutes of your most recent Board meeting

6) Minutes of your most recent AGM

7) A copy of your society constitution/bylaws - ONLY REQUIRED IF: a) you are a new applicant; OR, b) there have been significant changes since last submitted.

8) Annual Report, if available

9) A copy of your organization’s policy on gender equity and inclusion.1 (if available)

One copy of each of the following for every program being applied for:

1) Program Information Form (Form 2) – in Word – MUST BE SIGNED ON LAST PAGE

2) Program Budget (Form 3) – in Excel

3) Job descriptions of any positions to be funded by this civic grant

1 On April 5, 2016 Vancouver City Council passed a motion called “Because It’s 2016: Action on Gender Equality”. The motion made a number of commitments including “that Social Policy Grants … ensure that funding and support enables equitable delivery of services for women and girls …”


mailto:[email protected]

The completeness of your application impacts the assessment of your grant.


APPLICATION DEADLINE IS 4:30 PM, OCTOBER 19, 2018ALL required materials (one hard copy and one emailed electronic copy)

MUST be received by the City no later than the above deadline.

THIS PAGE MUST BE COMPLETED BY HAND ANDSUBMITTED WITH A PRINT COPY OF YOUR APPLICATION

SIGNATURES REQUIRED:TWO signing officers of the BOARD OF DIRECTORS of the organization, NOT staff

By signing this application, you are indicating agreement with the following statement and conditions:

We certify that, to the best of our knowledge, the information provided in this civic grant request is accurate and complete and is endorsed by the organization which we represent.

If our organization receives a civic grant, we agree to the conditions set out below and to any other conditions approved by Council. We understand that this application and supporting materials are public documents, and that any member of the public may have access to all or any part of them.

____________________________ ________________________________ ____________________Board Member Signature 1 Title Date

Print Name: ________________________

____________________________ ________________________________ ____________________Board Member Signature 2 Title Date

Print Name: ________________________

Conditions1. In the event that the funds are not used for the purpose as described in the application, or if there are

misrepresentations in the application, the full amount of the financial assistance will be payable forthwith to the City.

2. If there are any significant changes in the funding of the program or service from that contemplated in the application, the City will be notified of such changes through the Office of the Managing Director of Social Policy forthwith.

3. The Organization will make or continue to make attempts to secure funding from other sources as indicated in its application.

4. The Organization will keep proper books of accounts of all receipts and expenditures relating to the program or service as described in the application.

5. The Organization will make available for inspection by the City or its auditors all records and books of accounts of the Organization upon request from the City.

6. If the program or service proposed in the Organization’s application has not commenced, or is not completed and there remain City funds on hand, or is completed without requiring the full use of the City funds, such City funds will be returned to the City through the Office of the Director of Finance.

7. The program or service may not be represented as a City program, and the Organization does not have the authority to hold itself out as an agency of the City in any way; the only relationship being that the City has approved and granted financial assistance to the Organization.


Organization Eligibility1. The Organization is a registered non-profit society, community service co-op or social enterprise wholly

owned by a non-profit and in good standing with the Registrar of Companies; OR a registered charity, in good standing with the Canadian Revenue Agency.

2. The Organization has an independent, active governing body composed of volunteers. No staff member can be a voting member of the Board or Executive.

3. The Organization’s by-laws must have provisions that no Board member can be remunerated for serving as a director.

4. The organization must demonstrate accommodation, welcomeness and openness to people of all ages, abilities, sexual orientation, gender identities (including trans*, gender-variant and two-spirit people), ethnicities, cultural backgrounds, religions, languages, under-represented communities and socio-economic conditions in its policies, practices and programs, except in instances where the exclusion of some group is required for another group to be effectively targeted.

5. The Organization shall not act in the capacity of a funding body for, or make grants to, other groups or organizations.

6. The Organization must have the demonstrated functional capacity and sufficient financial resources to deliver the services or programs for which funding is sought.

Please note: Once you submit your application and supporting attachments, they become public documents. Information provided may be used for statistical reporting purposes. Incomplete applications will not be considered. The City reserves the right to apply other evaluation criteria as it deems relevant.


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