HomeMy Public PortalAboutGrant in Aid PolicyCOUNCIL
POLICY
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Effective Date May 25, 2009
Section: Finance
Title: Grant in Aid
INTENT
1.Grants-in-aid are reserved for local organizations proposing activities that will deliver
a benefit to the community.
2. Council will annually set a budget for grants-in-aid. The maximum budget in any
given year will not exceed 0.6% of the previous year’s total of municipal property tax
revenue, grants in lieu of taxes and unconditional grants.
3.Once calculated the grants-in-aid budget will be segregated into two categories:
Unconditional Donations (1/3 of budget) and Grants in Aid (2/3 of budget).
4. Unconditional donations are at the full discretion of Council and are not required to
meet the guidelines of this Grant in Aid Policy.
5. Notwithstanding points 3 and 4 above, Council may authorize the transfer of
budgeted unconditional donation funds to be utilized as grant in aid funding.
6.Grants-in-aid are intended for a limited time use, typically less than two years.
ELIGIBILITY
1. Individuals or businesses are not eligible for grant-in-aid. Local organizations
currently receiving town funding through other mechanisms are not eligible for
grants-in-aid.
APPLICATIONS
1.Each application requires the applicant to attend a Committee of the Whole meeting
to present their application. Council will consider the application at the time of
presentation but a decision will only be brought forward at a Regular Council meeting
occurring at a future date
a.The application will be on a form approved by council. (See attached)
b.The requested grant-in-aid shall be for a specific amount for the proposed
activities.
Policy: Grant in Aid
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c.For approved grant amounts under $2,000, a contract will not be required and the
Town will provide full funding without receipts or other documentation.
d. For grant amounts $2,000 and over, the recipient will be required to enter into a
contract in a form approved by council (See attached).
ACCOUNTABILITY
1.Grants-in-aid are for a single year and all activities must be completed within a year
of receiving funding.
2.Thirty days after completion of the project to a maximum of one year after receiving
the grant, the recipient will report on the overall success of the project as outlined in
Section II (D) 11. as well, as provide a financial report in the same form as the budget
in the application.
3. Any funds that are found to have been misappropriated will require repayment of the
grant in full to the Town of Oliver.
ADMINISTRATION
The Finance Department is responsible for the administration of this policy.
APPROVAL
Approval Date: May 25, 2009 Approved by: Council
Amended Date: May 28, 2012 Approved by: Council
Amended Date: January 28, 2013 Approved by: Council
Amended Date: March 23, 2015 Approved by: Council
Policy: Grant in Aid
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TOWN OF OLIVER
GRANT-IN-AID PROPOSAL FORMAT
Date of application:
I.CONTACT INFORMATION
1.Organization
Name of organization to which
grant would be given:
Address:
Name of organization’s contact:
Society registration if applicable:
2.Person Completing this Proposal:
Name:
Position:
Phone:
E-mail address:
3. Partner Organizations (if any):
Name:
Position:
Organization:
Phone:
E-mail address:
Name:
Position:
Organization:
Phone:
E-mail address:
II.NARRATIVE (Briefly describe the request. Devote most space to Section D,
Request for Support)
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A. ORGANIZATIONAL INFORMATION
1.When was your organization founded?
2.Current major programs:
3.Please provide information about the number of your organization’s staff and
volunteers:
Full-time paid staff
Part-time paid staff
Unpaid volunteers
Total
4.Please list two of your organization’s most important recent accomplishments:
B.FINANCIAL INFORMATION
1.What is your organization’s budget for this year?
2.How much funding have you raised toward this budget to date?
3.Please complete the chart below to show the total amounts the organization received
and spent last two years:
Income Expenditures
Last financial year
Previous year
4.Please explain any significant change in the organization’s budget between last year
and this year.
C.BACKGROUND INFORMATION ON YOUR ORGANIZATION
1.Describe your organization and its background.
2.What are the specific needs or problems you are trying to address?
D. REQUEST FOR SUPPORT
1.Please state the amount and describe the activities for which you are requesting funds
and the problems or opportunities it addresses.
2.Who will the activities serve? (what age groups-children, youth, adults—and males
and/or females?)
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3.Is this an extension or expansion of an existing program or a new project? If an
extension of an existing program, what are lessons learned from the previous
activities that you plan to incorporate in the program going forward?
4.If this is a new program, what qualifies your organization to undertake these
activities?
5.Please tell us about key staff or volunteers that will carry out the activities and their
qualifications [1-2 sentences only about each person.]
6.What results do you expect to see if the activities are successful? Please be as
concrete as possible.
7.What are the major activities planned to accomplish these results? [Please include a
detailed activity plan.]
8.When will you plan to start, when will the major activities be carried out and when do
you expect them to be completed? (Please include a timeline chart for the activities if
you have one).
9.What are the main challenges you anticipate in carrying out the program and how do
you plan to address these?
10. Explain if and how the community, especially the groups to be reached, is involved in
the design, implementation or evaluation of the program (for example, how are youth
consulted in a program designed to provide services for them?)
11. Please explain how you will measure progress towards achieving the results described
in question 6. Describe what success would look like for this program (include two
indicators you will use to assess the effectiveness and impact of the activities). Please
note that if the grant is awarded, you will be asked to report on progress on these
indicators in your grant reports.
III.BUDGET
1.Please provide a budget for the activities for which you are requesting funds.
IV. APPENDICES
1.A list of your Board of Directors or active members, indicating their primary
job/position.
2.Brief (one-two sentences) resumes of key staff or volunteers (head of organization
and any staff or volunteers directly involved with implementing this program),
including qualifications relevant to the specific request.
3.Your organizational budget for this year.
4.Financial statements for past year.
5.Annual report if available.
6.Copies of your organization’s by-laws and registration (if applicable.)
7.Two references and their contact information that can comment on your work.