Notwithstanding this requirement, a grant or waiver of fees may be considered in those extraordinary cases where an applicant is undertaking a special project that falls outside the normal ongoing funding envelope of the applicant but would otherwise meet all of the guidelines of this policy.

• Where the requesting organization provides services which are also used by residents from outside of the City, the extent of the contributions received from other municipalities will also be considered in the recommendation/decision.

5.4.4. City Budgetary Considerations

• If the request is made during budget deliberations, consideration will be made taking into account the impact on C ouncil’s fisca l objectives and other budget pressures for the year in question.

• If the request is made after budget approval, considerations will include the City’s projected surplus/deficit for the fiscal year in question.

• The cumulative total of grants/waivers of fees already approved within the fiscal year.

5.5. In cases where the waiver and/or grant request is materially consistent with previous years’ requests, (event, value requested and applicant), and has been pre-approved by City Council and/or has been added to the permanent listing (as per section 5.6) no Council report is required.

5.6. City Council will, from time to time, add events or projects to a permanent listing. Events and projects on the permanent list will be entitled to a grant and/or waiver of fees for the items identified on the list. Eligibility criteria for the permanent listing, which may be considered by Council, includes but is not limited to the following:

• 1. There is a history of past waiver of fee and/or grant approvals for the event and a further waiver of fees and/or grant is being requested;

  2. The organization is a non-profit or not-for-profit organization;

  3. The organization has provided evidence that it does not pay wages;

  4. The organization proves, to the satisfaction of the City Clerk, that the event is for a historical or traditional reason, including but not limited to the commemoration of a national holiday;

  5. The request is otherwise in accordance with this policy; or

  6. Such other matters deemed appropriate by City Council.

5.7. As Veteran events (e.g. Remembrance Day celebration) have been historically highly regarded by the community, Department Heads or designates are authorized to provide certain requested services, such as chairs and speaker equipment on city property, where such requests are deemed reasonable and for which sufficient resources are available within the respective departmental budgets and staffing complement to accommodate such requests. Where the requests are such that they cannot be accommodated within the respective departmental budgets and/or within existing staffing resources available, then Department Heads or designates may consider such request under the general guidelines of this policy.

6. REFERENCES AND RELATED DOCUMENTS

• 6.1. Distribution of Grant Funding Policy CS.A2.03 (M20-2013)

• 6.2. Waiver of Fees and Grant Funding Procedure (F1.B2.15)

• 6.3. Waiver of Fees and Grant Funding Review and Assessment Form (for internal use only)

• 6.4. Letter of Understanding – Waiver of Fees

• 6.5. Letter of Understanding – One Time Grant Funding