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Grants Policy
Policy #
4.3.1
Procedure #
-
Replaces
-
Revises
4.3
Date Approved
February 12, 2024
Method of Approval
Resolution #2024-87
Our File: 03.03.PO
Page 1 of 3
1.
PURPOSE
This policy provides guidelines to be used by Council and Administration to approve and
administer requests for grants consistently, fairly, and objectively. Each year, the City of
Dauphin receives grant requests that exceed the municipality's grant capacity. This policy will
provide standards, processes, and evaluation criteria that will ensure consistency in approving
or declining grant requests.
2.
PRINCIPLES
The following principles will guide the evaluation of grant requests.
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Council will review and evaluate grant requests objectively, and each request will stand on
its own merits.
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A City grant shall not serve as the primary source of funding for the organization. It shall
be supplementary to funding derived from other sources.
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Grants shall align with Council's values, mission, and goals as outlined in the City of
Dauphin's Strategic Plan.
-
An approved grant amount may vary from year to year depending on community priorities
and needs and the financial capacity of the municipality.
-
The City of Dauphin does not guarantee continued annual grant funding for any
organization.
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Grants will not be considered for any of the following:
o Where a member of Council or a municipal official receives direct financial gain
from the grant
o Where only an individual benefits from the grant
o Political or religious groups
o For-profit organizations
Grants Policy 4.3.1
Date Approved: February 12, 2024
Page 2 of 3
3.
SUBMISSION PROCESS
All grant requests must be submitted to the municipality prior to February 28th for
consideration in the corresponding year's Financial Plan.
Grant requests must be completed on the organization's letterhead, signed by the head of the
organization, addressed to the City Manager, and must include the following:
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The name of the organization and the name, phone number, and email of a contact
person able to answer questions regarding the request.
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A brief description of the organization's mandate.
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Indication that the organization is not-for-profit.
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Details regarding the grant amount requested, its proposed purpose, and its benefit to the
community.
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Demonstration of financial need.
-
Indication of the budget to support the proposal, including other grants applied for or
secured.
Grant requests must be accompanied by supporting documentation, including (but not
necessarily limited to) approved financial statements for the prior year, the budget for the
upcoming year, and minutes from the organization's annual general meeting if applicable.
Under special circumstances, Council may approve, by resolution, grants for applications
received after February 28th.
4.
EVALUATION AND APPROVAL PROCESS
The City Manager, or their designate, will review grant requests for completeness and
compliance with this policy before forwarding to Council for their consideration. Incomplete
requests may be returned to the organization with a list of additional information required.
Grants are evaluated during the budget process in April of each year and approved grants are
included in the annual Financial Plan, released in May of that year.
Council will evaluate grant requests fairly and objectively on the basis of the following criteria.
Proposals must demonstrate:
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Alignment with Council's values, mission, and goals as outlined in the City of Dauphin's
Strategic Plan.
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Alignment with the needs of the residents of the City of Dauphin.
-
That the requesting organization demonstrates a strong and committed executive, fiscal
responsibility, and a track record of effective management.
-
That the proposed project or operational features fill a need within the community not
otherwise addressed by other organizations.
-
That the proposed project or operational features will contribute in some way to the
growth and betterment of our community.
Grants Policy 4.3.1
Date Approved: February 12, 2024
Page 3 of 3
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That the application is complete and includes all the required information and supporting
documentation outlined in Section 3 of this policy.
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That the plan, timeline, resources, and budget for the proposed plan are feasible and
realistic.
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That the City grant does not serve as the primary source of funding for the organization
and that supplementary funding derived from other sources has been established.
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That the grant for a particular project does not overlap with funding already provided
either directly or indirectly by the City of Dauphin to the applicant organization.
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That there are no other Provincial or Federal Grant streams that could be accessed that
would cover the grant amount requested from the City of Dauphin.
Applicants will be advised in writing of the status of their grant request following the adoption
of the Financial Plan and its submission to Manitoba Municipal Relations by May 15th.
Funds are then released only upon receipt of correspondence requesting payment and
outlining the status of the use of funds and/or the proposed project and an indication of work
completed (e.g. paid invoices, receipts, photos, etc.). Grant funds will not be released if the
project is cancelled.
5.
REQUESTS FOR SPONSORSHIP
The City of Dauphin periodically receives requests from non-profit organizations for financial
support in the form of sponsorship. The City does not have a mandate to direct taxpayers'
funds to external organizations requesting sponsorships. Where appropriate in the case of an
event, the City may offer to provide City of Dauphin merchandise as door prizes or give-aways.
Written requests will receive a response via email or letter, advising of the above.
DISTRIBUTION
Master Policy Manual/Database
Notice to Department Heads (Email)
Notice to All Staff (Email)
Internet (Public Information)