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HomeMy Public PortalAboutGrant in Aid PolicyCOUNCIL POLICY Page 1 of 5 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 Page 2 of 5 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 Page 3 of 5 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) Policy: Grant in Aid Page 4 of 5 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?) Policy: Grant in Aid Page 5 of 5 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.