FIN-01 Grant Policy — full text

This is the exact embedded text of the captured official document. Snapshot d46d0c89dcd2 · verified 2026-06-10 · original document · archived snapshot · unofficial consolidation, the official version is held by the municipal clerk.

POLICY STATEMENT The Municipality of Grassland is committed to supporting community organizations and initiatives in the Municipality that provide important activities, programs, services, and events to the citizens of the Municipality of Grassland. These programs and services often complement and/or supplement the programs offered beyond the Municipality's capability, therefore offering citizens more community opportunities and enhancing the quality of life in our municipality overall. PURPOSE The purpose of this policy is to provide a consistent procedure for issuing grant assistance to community organizations and groups. This may include financial assistance and in-kind support. Support provided through in-kind and/or financial means enables these community organizations and groups to fundraise, leverage other funding sources, and support these volunteer-driven community initiatives. SCOPE This policy applies to all municipal grant applicant organizations and groups requesting any direct monetary contribution or contribution of municipal services, facilities, or equipment. QUALIFICATIONS & CRITERIA To qualify for a municipal grant from the Municipality of Grassland, the community organization shall: 1) Be a not-for-profit or charitable organization operating in the Municipality of Grassland; 2) Be hosting a program, event, activity or service that primarily benefits the citizens of the Municipality of Grassland through the program, activity, event or service; 3) Demonstrates that the program, activity, event or service benefits the Municipality of Grassland and supports its strategic goals; 4) Demonstrate financial need; 5) Demonstrate the use of volunteers; 6) Demonstrate having explored additional potential sources of funding (ex. grants, funding sources from other levels of government, private sector, donations, fundraising efforts, etc. where applicable; 7) Complete the Municipality of Grassland grant application form, including all required documentation and submit to the municipal office by the specified grant application deadline; 8) Provide all necessary reporting, as outlined in the Municipality of Grassland's application form, to the municipal office within the specified reporting time frame EVALUATION CRITERIA All grant applications received by the Municipality of Grassland, will be evaluated based on the following criteria; MUNICIPALITY OF GRASSLAND - FINANCIAL POLICY No. FIN - 01: GRANT POLICY EFFECTIVE DATE: August 24, 2022 RESOLUTION# 2022-224 1) Demonstrated need of the community organization/program/initiative; 2) Overall organization contributions to the community; 3) Demonstrate benefit of the program/activity/event/service to the community citizen's; 4) Demonstrates alignment with the Municipality of Grassland's vision, values, and strategic priorities, and contributes to the overall quality of life in the community; 5) Responsible fiscal management of the community organizations; 6) Demonstrated volunteer support to successfully execute the initiative being applied for. APPLICATION PROCESS Community organizations and groups applying for grant funding must do so during the designated grant intake window. (November-January) Applications will be available at the Municipal Offices in Hartney and Minto, as well on the Municipality's website www.grasslandmunicipality.ca All applicants must have their application package (including competed application form and all required supporting documentation noted). The deadline for grant applications will be January 31st, of each calendar year (or the last working day in January). ADMINISTRATION PROCESS All grant applications should be submitted to the Chief Administrative Officer's attention (or designated staff member). The Chief Administrative Officer will review the grant applications received for eligibility and will bring forward eligible applications for review and consideration. The Municipality reserves the right to request additional information if required to complete the application process. COUNCIL APPROVAL PROCESS The Municipality of Grassland will have one intake period a year, held prior to the completion of the financial budget. Council may consider applications outside the annual application process, if they are able to demonstrate that the purposes for which they are seeking was not foreseen at the time of the annual process. Council will review all eligible grant applications received and will make a decision to approve or deny each application. In the case of approved applications it will be determined whether the applicant will receive the full funding requested, partial funding, and/or any other applicable arrangement. All approved grant applications will be done so by resolution and will be public information. Following council's decision, each grant applicant will receive notification of their application status accordingly. Council's decisions regarding grants are final, there is no appeal process. Payment of funding will be determined by Council FINAL REPORTING Any funding awarded for $1000.00 or more will be required to submit a final report to the Municipality of Grassland within 60 days of the event. Applicants will be required to submit the following information: 1. Written review of the event 2. Revenue and Expense Statement Failure to comply with above requirements may result in future ineligibility. The Municipality reserves the right to ask for surplus funds to be returned to the Municipality, however they will take into consideration the intent noted on the application. OTHER NOTES In the case that an activity, event, or service is cancelled for any reason, the Municipality of Grassland may ask for reimbursement of funds. The granting of financial assistance in any year, is not to be regarded as a commitment by the Municipality to continue such assistance in future years. MUNICIPALITY OF GRASSLAND GRANT APPLICATION MUNICIPALITY OF GRASSLAND Box 399 Hartney, MB. R0M 0X0 Fax: 204-858-2681 Email: [email protected] APPLICATION DEADLINE: JANUARY 31 Please ensure that you provide full, complete and clear answers to the questions on this form. Failure to prove the required information may result in your group being ineligible. COMMUNITY ORGANIZATION INFORMATION Name of Community Organization or Group _________________________________________ Contact Person: ________________________ Contact Number:______________________ Mailing Address________________________ Email Address: _______________________ Town: ________________________________ Postal Code:_________________________ Number of Members _____________________ Best method to contact _________________ (telephone, text, email, mail,) GENERAL INFORMATION Number of Members _____________________ Type of Organization (Ex. Registered Charity, Non-Profit Organization, no status, etc.) ______________________________________________________________________________ Incorporated as Non-Profit Organization: ____ Yes ____ NO Business/Charity # ___________ What is the mission and primary objectives of your organization and/or events? (Provide separate pages if necessary) ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ GRANT REQUEST ______ Financial Assistance Amount of Grant Request $__________________ ______ Municipal Resources: Date & Time: ____________________________ ______ Use of municipally owned facility (rental fee waived/reduced) Must provide last year's financial statements (for request amounts of $1000.00 or more) Details of request (provide separate pages if necessary): ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ In order to ensure that your organization/event received all of the resources that they are require please ensure to be detailed and include absolutely all resource requests required from the Municipality. PURPOSE OF THE GRANT Project/ Event Name: ____________________________________________________________ Provide an overview of the service your organization provides to the community. Please include the benefits the community would receive as a result of this grant: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Specify intended use of any surplus fund generated by the event (ex. Organization projects, programs donated to another non-profit organization): ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Will you be receiving any other grants? Please list: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ When would you require funding if approved? ________________________________________ (Council reserves the right to determine the date- some grants may not be issued until the fall) Please include the following information with your application form: - Detailed project summary must be provided with quotes - Current Financial Statement of the organization - Documentation- meeting minutes that includes a resolution/ motion to apply for funding from the Municipality Grant funding will be based on a point system, funding will be authorized on criteria met in this application. Council has the right to determine if the full value, partial or none of the requested amount will be issued. How will your organization acknowledge the Municipality of Grassland's grant? (Provide separate pages if necessary) ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ The Municipality of Grassland assumes no liability for the activities of the organization and takes no responsibility for dealing directly with vendors on behalf of the organization Name of Organization: ___________________________________________________________ Contact Person: ________________________________________________________________ Signature: _____________________________________________________________________ Name of another member of organization: ___________________________________________ Signature: _____________________________________________________________________ Date: _________________________________________________________________________ Please submit completed forms with required information to: MUNICIPALITY OF GRASSLAND Email: [email protected] ATTENTION C.A.O PO BOX 399 Applications may be dropped off at HARTNEY, MB R0M 0X0 either Municipal Office