REPORT TO

MAYOR AND COUNCIL

PRESENTED: APRIL 20, 2009 - SPECIAL MEETING REPORT: 09-56

FROM: RECREATION, CULTURE, AND PARKS DIVISION FILE: 1850-20
SUBJECT: 2009 COMMUNITY GRANTS

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
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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 Little League Baseball Junior Division $ 2,500

Canadian Championship Tournament
Langley Mustangs Track & Field Club Purchase of Equipment for 2008 meets $ 2,500
Fort Langley BIA Christmas Tree Lights / Decorations and $ 7,500
Banners
Langley Lodge Renovation and Expansion of Facility $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
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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
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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 Grant Carryovers from 2007 and 2008

ATTACHMENT B Grants for Events, Scholarships and Playgrounds
ATTACHMENT C Grants - Special
ATTACHMENT D Capital Improvement Grants
ATTACHMENT E Grants for Dry Grad
ATTACHMENT F Grants - Banners
2009 Community Grants
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ATTACHMENT A
Capital Improvement Grant Carryovers from 2008

Organization Nature of Grant Criteria Previous Original Amount

Grant Amount Carryover

Aldergrove Festival Days • Coghlan Community Hall roof Met Yes $5,200 $2,600
painting
Alder Grove Heritage • Replace finance Met Yes $13,400 $6,700
Society • Fire proof file cabinets
Benevolent Protective Order • Building renovations Met Yes $11,000 $5,500
of Elks #259
Brookswood Community • Parking lot and sewer completion Met Yes $16,395 $7,500
Club Association • Sewer and gravel
• Roof venting
• Iron window grids for security
Canadian Animal Rescue • Back Run Enclosures Met Yes $2,500 $1,974
and Extended Shelter
Society

Fort Langley Canoe Club • Kayak and Rowing Dock Met Yes $22,500 $7,500
improvements
Fort Langley Community • Hall floor reconditioning Met Yes $15,000 $7,500
Improvement Society • Drainage and reconditioning of
parking lot
• Renovations upstairs kitchen
• Painting
Fort Langley Lions Senior • Renovations to Deck, floor, Met Yes $7,,500 $3,337
hall kitchen and bathroom

Harmsworth Community • Driveway and parking lot repair Met Yes $4,130 $2,065
Association • Replace tables and chairs
• Floors
• Outside steps
Langley Animal Control • New Roof Met Yes $3,500 $3,150
Shelter • Security System

Langley Lodge • Resident lift system Met Yes $16,430 $7,500

• Physiotherapy Hi-Low Bed
• 4 Mattresses
• 4 Wheelchair cushions
Langley Seniors Resource • Painting lobby Met Yes $10,800 $5,400
Society • Steel corners
Milner Community • Repair and replace fence Met Yes $7,500 $7,500
Association • Energy Efficient Exterior Security

Total 2008
Capital $60,126
Carryovers
Capital Improvement
Grant Carryovers from
2007
BC Farm Machinery and • Renovate washrooms in building Met Yes $16,180 $5,000
Agricultural Museum Assoc. #1 into a wheelchair accessible
washroom
• Construct a wheelchair
accessible washroom in building
#2
Brookswood Community • Parking lot upgrading Met Yes $17,000 $7,500
Club Association • Auditorium flooring & stage floor
• Exterior painting of building
2009 Community Grants
Page 7 . . .

Matheson Heritage House • Improvement of lower floor Met Yes $15,000 $7,500
• Radiant heating
Milner Community • Audio visual Met Yes $15,000 $7,500
Hall/Chapel • Outside trim lites
• Donation wall board
Murrayville Community Hall • Roof and Gutter repair Met Yes $7,500 $1,745

Kwantlen First Nation • Longhouse Met Yes $15,000 $7,500

Total 2007 $36,745
Capital
Carryovers
Total 2007/
2008 $96,871
Capital
Carryovers
2009 Community Grants
Page 8 . . .

Community Grants – Community Events/Projects, Scholarships

ATTACHMENT B

Organization Type Criteria Previous Amount Amount

Grant Requested Recommended
Aldergrove Agricultural • Exhibit Hall Met Yes $2,500 $2,500
Association • Tent Rental, Security, Chair and
Table Rental
Aldergrove Elks • Aldergrove annual children and Met Yes $2,500 $2,500
family celebration (community
event)
Aldergrove Festival Days • Christmas Parade Met Yes $2,500 $2,500
Society
Aldergrove Festival Days • Aldergrove Mini-fest, including Met Yes $1,000 $1,000
Society annual ball tournament and
Soapbox Derby
Aldergrove Neighbourhood • Annual Family Resource Fair Met Yes $2,500 $2,500
Services
Aldergrove Rotary Club • Olde Time Aldergrove Met Yes $2,500 $2,500
• Antique Tractor Pull
• Summer Parade
B.C. Farm Machinery & • May Day/Canada Day Parades Met Yes $2,500 $2,500
Agricultural Museum • New & Old Days, Open House
Association • Campbell Valley Fair
September ‘09
Benevolent Protective Order • Annual Christmas Party for Met No $2,500 $2,500
of Elks #259 children in the Community
Brookswood Community • Fraser Valley Zone Festival – Met Yes $2,500 $2,500
Club Association Theatre performances
Campbell Valley Equestrian • Maintain Equestrian Facilities at Met Yes $2,500 $2,500
Society Campbell Valley Regional Park
• Hosting large educational clinic in
August
Canadian Cancer Society • Relay for Life Met No $2,500 $2,500
Canadian Project for • Material and web-resources Met Yes $2,500 $2,500
Manners and Civility • Host special events in 2009

Critter Care Wildlife Society • Open house 2009 Met Yes $2,500 $2,500
• Rental of port-a-potties
• Buy food for concession
• Rental of tents, tables and chairs
Derby Reach/Brae Island • Heritage Apple Day Festival Met No $2,500 $2,500
Park Partnership • Development of a small fruit
Association orchard
• Educational brochures
Family and Youth Services • Youth services Met Yes $2,500 $2,500
Society (FAYSS) • Weekly drop in groups for youth
Fibromyalgia Well Spring • Folding tables and chairs for tent Met No $2,000 $2,000
Foundation • Fibromyalgia Support Group
Program
•
th
Fort Langley BIA 87 Annual May Day Festival in Met Yes $5,000 $2,500
Fort Langley
Fort Langley Community • Fort Langley May Day festivities Met Yes $2,500 $2,500
Association • Update FLCA website
Fort Langley Community • Christmas Events Met Yes $2,500 $2,500
Improvement Society • Fort Festival events including
Brigade Days and Douglas Days
• May Day
2009 Community Grants
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ATTACHMENT B

Fort Langley Legacy • 4th Annual Douglas Day Parade Met Yes $2,500 $2,500
Foundation • Public Festivities
Fort Langley Lions • Fort Langley May Day parade Met Yes $2,500 $2,500
• Honorariums for band
Fraser Valley Little Britches • Little Britches Rodeo Met Yes $2,500 $2,500
Fraser Valley Symphony • Rental of Chief Sepass Theatre Met No $1,350 $1,350
Society for two concerts
Friends of Fort Langley • Farmers Market Met Yes $2,500 $2,500
National Historic Site
Cooperating Association
Kiwanis Fraser Valley Music • Kiwanis Fraser Valley Met Yes $2,500 $2,500
Festival Society International Music Festival
production expenses
Langley Aero Club • Sponsor a RV-Fly-In Met Yes $1,500 $1,500
Langley Animal Protection • Annual Spay and Neuter Month Met Yes $2,500 $2,500
Society Campaign
Langley Arts Council • Langley Children’s Festival Met No $2,500 $2,500
• Programs offered to the
Community
Langley Association for • Community Living Days Met Yes $2,500 $2,500
Community Living “Celebration in the Park”
Langley Baseball • Little league Baseball Junior No No $2,500 $0
Association Division Canadian Championship
Tournament
Langley Children’s Society • Society’s Annual Family Picnic Met Yes $1,000 $1,000
Langley Community Chorus • Purchasing music pieces for Met Yes $2,500 $2,500
members
Langley District 4-H • Fair Exhibits Met Yes $2,500 $2,500
Langley’s Early Childhood • Community resource Met Yes $2,500 $2,500
Development Steering guide/brochure
Committee
Langley Emergency • Training program equipment Met No $2,200 $2,200
Communicators Society
Langley Horse Federation • Annual fundraiser for upkeep of Met Yes $2,500 $2,500
the Spirit Garden
Langley’s International • Langley’s International Festival Met Yes $2,500 $2,500
Festival Society
Langley Lawn Bowling Club • To conduct 2 Special Day Events Met Yes $500 $500
Langley Lions Club • Fundraiser (BC Day Concert at Met No $2,500 $2,500
McLeod Athletic Park)
Langley Literacy Association • Purchase Books for Christmas Met Yes $2,000 $2,000
Hampers
Langley Meadows • Community Fair Met Yes $2,500 $2,500
Community Association
Langley Mustangs Track • Purchase of equipment for 2008 No No $2,500 $0
and Field Club meets
Langley Riders Society • Rodeo prizes Met Yes $2,500 $2,500
Langley Scholarship • 8 Township High Schools Awards Met Yes $13,600 $13,600
Committee of $750.00 (2 per school) and 2
$100.00 Scholarships to each
school
Langley Ukulele Association • Ukulele Summer Camp Met Yes $1,650 $1,650
Lower Fraser Valley • National Aboriginal Day Met Yes $2,500 $2,500
Aboriginal Society
Navy League of Canada • Annual Ceremonial Review Met Yes $2,500 $2,500
Nicomekl Enhancement • Enhancement projects materials Met No $2,500 $2,500
Society and expenses
Otter Lamb & Swine 4H • Petting zoo at Canada Day Met Yes $2,500 $2,500
Club Celebrations, Aldergrove Fair (2
days at 2 events)
2009 Community Grants
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ATTACHMENT B

Pacific Riding for Developing • Phae Collins Memorial Horse Met Yes $2,500 $2,500
Abilities Show
Pitch-In Canada • Recycling and clean-up Met Yes $750 $750

RCSCC 169 Columbia • 50th Reunion Met No $2,500 $2,500

th
Alumni 59 Committee
Resource Training • 5km Fun Run – Fundraiser for Met No $2,500 $2,500
Organization of BC scholarships to be awarded to
(RTOBC) students pursuing post secondary
education in resource trades.
Return of the Peregrine • Get to Know Program Met No $2,450 $2,450
Falcon Society
Rotary Club of Aldergrove • Aldergrove Fair Days parade Met Yes $2,500 $2,500
• Tractor pull
Royal Canadian Legion • Canada Day Celebration Met Yes $2,500 $2,500
Aldergrove # 265
South Fraser OnTrax • Expand public information Met No $2,500 $2,500
Transportation Advocacy workshops
Society • Educational materials
• Light Rail Transit Ridership Study
Thunderbird Fast Draw Club • Festival and parade Met No $2,500 $2,500
Valley Therapeutic • Therapeutic program Met Yes $2,500 $2,500
Equestrian Association
Valley Transportation • Outreach Education Forum Met Yes $2,500 $2,500
Advisory Committee
Yorkson Watershed • Watershed Education Workshops Met No $2,500 $2,500
Stewardship Committee
Total Community
events/projects Recommended: $147,500
2009 Community Grants
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ATTACHMENT C
Grants - Special

Organization Type Criteria Previous Amount Amount

Grant Requested Recommended
Aldergrove Festival Days • Aldergrove Festival Days Yes Yes $10,000 $10,000
• Annual Agricultural Fair And
Exhibits
Langley Canada Day • Community Festival (Rentals, Yes Yes $10,000 $10,000
Celebration Society Entertainment, Fireworks, etc.)
Fort Langley Community • Utility fees and local improvement Yes Yes $6,000 $3,800
Hall charges
Total
Special $23,800
Grants
2009 Community Grants
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ATTACHMENT D
Capital Improvement Grants

Organization Nature of Grant Criteria Previous Total Amount

Grant Grant Recommended
Requested
Aldergrove Legion Hall and • Re-roofing building Met Yes $40,000 $7,500
Kitchen
B.C. Farm Machinery & • Ceiling water damage repair Met Yes $40,000 $7,500
Agricultural Museum
Association
Canadian Animal Rescue • Complete animal enclosure with Met Yes $3,000 $1,500
and Extended Shelter insulation, heating and electric
Society improvements
Critter Care Wildlife Society • Build two cages Met Yes $15,000 $7,500
Fort Langley BIA • Christmas Tree lights No Yes $7,500 $0
• Decorations and banners
Fort Langley Canoe Club • Docking additions Met Yes $15,000 $7,500
Fort Langley Community • Paving front driveway Met Yes $26,000 $7,500
Improvement Society • Reconstruction of front walkway
• Pavement block around outside
perimeter
• Replace copper plumbing
Fort Langley Lions Senior • Renovations to kitchen and floor Met Yes $27,000 $7,500
Hall • Furnace pad replacement
• Gazebo pad,
Harmsworth Community • Driveway and Parking Lot Repair Met Yes $4,550 $2,275
Association • Replace Tables and Chairs
• Replace Floors and Outside steps
Langley Animal Protection • New Roof Met Yes $7,000 $3,500
Society • Security System
Langley Lawn Bowling • Toro Machine Met Yes $13,937 $7,500
(+taxes)
Langley Lodge • Renovation of main floor public Met Yes 30,000 $7,500
area
• Public beverage/café station
Langley Lodge • Renovation and expansion of No No $1,000,000 $0
Langley Lodge
Langley Players Drama Club • Replace fence Met Yes $19,000 $7,500
• Insulate building
• Interior & exterior painting
Langley Riders Society • Rebuild holding pens Met Yes $11,500 $7,500
• Repair washrooms
Langley Seniors Resource • Rebuild and update Tuk Shop Met Yes $8,000 $4,000
Society
Matheson House (Langley • Completion of plumbing Met Yes $66,100 $7,500
Meadows Community
Association)
Murrayville Community Hall • Installation of sprinkler system Met Yes $24,500 $7,500
• Removal of asbestos
• Repairs to parking lot
Nicomekl Enhancement • To build an Operations Centre Met No $32,000 $7,500
Society
Patti Dale Animal Shelter • Replace roof on cat care building Met Yes $7,000 $3,500
Sharon United Church • Church upgrade for community Met No $44,000 $7,500
use of facility

Total Capital Grants $119,775

Recommended:
2009 Community Grants
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ATTACHMENT E
Grants for Dry Grad
Organization Previous Grant Type Criteria Total Amount
Grant Grant Recommended
(2008) Requested
Aldergrove Community Secondary Yes Dry Grad Yes $250 $250
Brookswood Secondary School Yes Dry Grad Yes $250 $250
DW Poppy Secondary School Yes Dry Grad Yes $250 $250
Walnut Grove Secondary School Yes Dry Grad Yes $250 $250
Others Yes Dry Grad Yes $1,000 $1,000

Total Dry $2,000

Grad
2009 Community Grants
Page 14 . . .

ATTACHMENT F
Grants – Banners

Organization Type Criteria Previous Amount Amount

Grant Requested Recommended
Fort Langley Business • Purchase, installation Met Yes $7,500 $6,000
Improvement Association and maintenance of
Christmas lights and
banners
Aldergrove Rotary Club • Maintenance of Met Yes $14,950 $6,000
Banners
Brookswood Community • Maintenance of Met Yes $6,000 $5,000
Association Banners

Total Banners $17,000