Community Grants Policy (Amended January 2026)

Rural Municipality of Piney, Manitoba · adopted 2026-01-27

This is the exact embedded text of the captured official document. Snapshot 8d8aecc5aa8d · verified 2026-06-10 · original document · archived snapshot · unofficial consolidation, the official version is held by the municipal clerk.

Page 1 of 6 THE RURAL MUNICIPALITY OF PINEY "Community Grants Policy" ****************************************************************** Subject: Community Grants Effective Date: January 28th, 2026 Replaces Policy: September 24, 2025 Resolution No.: 24 Resolution Date: January 27th, 2026 ****************************************************************** A. DEFINITIONS: Eligible Organizations: An eligible organization must have a charter or mission statement or constitution and elected board of directors and independent funds. The RM may request supporting documentation. The organization must have long standing merit with the greater interest of the community at large in mind. Organizations must be open for all residents of the RM and provide broad benefit. All eligible organizations must have a plan for solvency and disposal of community funded assets whereby the assets remain in the RM. Eligible organizations must maintain insurance for capital assets and liability and be able to provide proof of insurance to the RM if requested. Ineligible Organizations: An ineligible organization is one that is not open to the public and does not have the greater interest of the community at large in mind. Any organizations that are RM owned are viewed as ineligible organizations. Eligible Projects: An eligible project must satisfy and comply with the definition of recreation contained herein. The completed projects must serve a broad segment of the community's population and must be open to all residents of the municipality. Cash Contributions: Cash contributions are a percentage of cash supplied by the eligible organization to be contributed towards the initial grant project. Page 2 of 6 B. PURPOSE AND EXPECTATION OF EACH GRANT: Recreation Commission Grant The purpose of the Recreation Commission is recreation & event coordination, recreation infrastructure development and promotion. The Recreation Commission is community driven, focusing on the needs of the residents of the municipality and the future needs of the next generation of residents. The Policy and funds associated with the implementation of this policy are 100% recreational based to benefit recreational activities. Results of this policy will be meaningful recreational facilities and services that have a broad benefit to all ratepayers of the RM, available to all ratepayers of the RM and for all age ranges, from young to old. Recreation commission grant funds are to be used for capital use for all eligible organizations. Three Recreation Districts have been developed for the Rural Municipality of Piney. Each Recreation District is to have an appointed Community Recreation Committee comprised of a minimum of 5 voting members. The Community Committee is to hold a minimum of 2 meetings per year; the meetings are open to the public. Minutes of each meeting are to be recorded, posted locally and provided to the Recreation Commission and RM. The Community Committee will prepare a yearly local project list by January 15th of the year the grants are being requested for. The Recreation Commission will determine the required details to be presented by the Community Committees and oversee submitting the project list along with each grant submission using the Schedule "A" application attached to this policy. Yearly, each Community Organization will prepare and review a 4 year capital plan for presentation to the Recreation Commission. The 4 year plan is intended as a planning tool and allows the Recreation Commission to determine future needs within the three recreation districts. All Community Organization accounts are to have two signing officers and any withdrawal will require two signatures. Accounts will be administered in a manner that provides supporting documentation for all expenditures. Accounts should be managed to General Accepted Accounting Principles. Roles and responsibilities of the various parties involved in the Recreation Commission Grant are as follows: 1. Rural Municipality of Piney: - Budget funds - Initiates policy review, revision and implementation - Makes final decisions regarding project grant funding 2. Recreation Commission: - Recommends to Council changes to policy - Reviews projects as to eligibility according to policy (prior to Community Committee prioritization) Page 3 of 6 3. Community Committee: - Recommend policy change - Prioritize and recommend for funding 4. Community Organizations: - Prepare project applications including all required information and present it to the Community Committee - Deliver project and submit all required reports - Prepare 4 year capital plan Large Grant The purpose of the Large Grant is to provide funds for larger capital projects. The Rural Municipality of Piney will provide funding to the organizations that are approved for a grant under this Policy. The Council will determine how the funds will be dispersed. The expectations of this policy are for the coordination and development of recreational and/or cultural services and facilities within broad geographical and demographical areas within the Rural Municipality of Piney. The Policy and funds associated with the implementation of this policy are 100% capital improvement. Results of this policy will be to create meaningful recreational and/or cultural services and facilities that have a broad benefit to all ratepayers of the RM, available to all ratepayers of the RM and for all age ranges, from young to old. Cultural and Community Identity Grant The purpose of the Cultural and Community Identity Grant is to provide funds for museums other cultural, historical, or community identity projects. The Policy and funds associated with the implementation of this policy are 100% capital improvement. Cultural and Community Identity Grants will be meaningful cultural and community identity capital improvements that have a broad benefit to all ratepayers to the RM, and are available to all ratepayers of the RM. Eligible Cultural and Community Identity projects may include, but not be limited to the following: - Christmas Lighting - Art Centres - Museums - New Community culture sites - Community signage/billboards that highlight community Ineligible Cultural and Community Identity projects include, but not be limited to: - Landscaping - Maintenance and beautification of an organization Page 4 of 6 Events Grant The purpose of the Events Grant is to provide funds for special community events that provide vibrant and diverse community experiences for residents and visitors as well as have some meaning or distinction. Events Grants will be meaningful community events such as festivals, community celebrations and organized sports that are free for the public's enjoyment. Funds cannot be expended on prizes, raffles, donations, etc; funds can be used on foods or services that are readily available to the public at no cost; The Policy and funds associated with the implementation of this policy include program delivery. Eligible Event projects may include, but not be limited to the following: - Community Celebrations - Festivals - Organized kids camps - Canada Day Celebrations - Organized sports C. POLICY GUIDELINES & SUBMISSION FORMS: Community Grant Policy - Grant Submission Form: 1. The Community Grants Policy - Grant Submission Form attached hereto as Schedule "A" must be used by all eligible organizations when applying for a grant under this policy. 2. Each grant submission is to be filled out separately; applications with more than one grant listed on the form will not be accepted. 3. All projects being submitted must occur in the year the grant is being requested for. Event Grants that will be held from January 1st to March 31st in the following year can be submitted for in the current year. The grant submission forms for event grants held in the following year, must include an Extension Request Form attached hereto as Schedule "B", as the project completion will not occur in the timeframe allotted. 4. Budget for each application must include the RM grant request, any other government grants, and a minimum 10% supporting cash contribution of the grant funds being requested. All these amounts are to equal the total project revenue. 5. A copy of the eligible organization's last bank statement received may be requested at time of application. Bank statements provided to the RM will remain confidential and for office use only. 6. Once an approved grant is completed, each organization is to send to the RM office pictures of the completed project, along with all receipts of the project. Receipts must total or be greater than the total project revenue. The total of the receipts must exceed the grant funds provided by the RM, any other government funds received, and the 10% supporting cash contribution of the grant funds received. Page 5 of 6 Receipts received must include the proper name of the contractor and/or supplier including signature and if an invoice is supplied, it must be signed off by the provider. 7. The Community Grants Policy - Proof of Completion Form attached hereto as Schedule "C" must be completed at time of project completion. This form will be supplied to you at time of the initial grant approval with the section in grey filled out by RM office staff. Each eligible organization is to complete the bottom portion of Schedule "C" and are to submit it back to the RM along with completed project pictures and receipts. 8. No reallocation of funds will be given to any eligible organization. All funds received are to only be spent on the initial project accepted by council. Any funds left over must be spent on this initial project or the balance of grant funds must be returned to the RM office before the December 31st deadline. 9. If an organization fails to provide the necessary supporting documents for each completed project by the deadline, they will not be eligible for future funding until they have met the terms of the outstanding grant. Community Grant Policy - Extension Request Form: 1. If a project cannot be completed by the December 31st deadline, a Community Grants Policy - Extension Request Form attached hereto as Schedule "B", must be filled out and returned to the RM. 2. Separate Extension Request Forms must be filled out for each grant you are requesting an extension for and will then be presented to council for their decision, in order for an extension to be granted. 3. There will be a maximum of 1 extension request allowed per eligible grant, with a maximum extension deadline of six (6) months from the December 31st deadline. D. POLICY & SUBMISSION FORM DEADLINES: 1. GRANT SUBMISSION FORMS DEADLINE: Must be submitted to the RM by February 15th of each year that grant is being requested for. 2. COUNCILS APPROVAL FOR GRANT: Council to provide a decision by March 31st of each year that grant is being approved for. 3. DISBURSEMENT OF FUNDS: Funds for each accepted grant will be disbursed to each eligible organization by June 30th of the year the grant is for. No funds will be disbursed until all prior projects have been completed and all necessary supporting documents have been received. Page 6 of 6 4. PROJECT COMPLETION: By December 31st of the year the grant was received; proof of completion must be provided to the RM for each approved grant. 5. EXTENSION REQUESTS DEADLINE: Must be submitted to the RM by December 31st of the year the grant was received. 6. EXTENSION REQUESTS: Must not exceed 6 months passed December 31st (no later than June 30th of the following year). Under extreme extenuating circumstances, council will be willing to view requests for a secondary extension, with the decision of council to be based on the evidence provided. Recognition of Funding Received If an eligible organization recognizes their sponsors, and that organization receives funding through this policy, the RM of Piney must be recognized at that time. Sponsorship recognition can be in the form of web based, social media, digital presentation, physical presentation, or by announcement. If funding was received to an eligible organization, they must acknowledge that in all forms they recognize their sponsors. Building Permits When the construction of structures or renovations to existing structures triggers the need for a Building Permit, a building permit must be obtained. No fees will be charged to eligible organizations, but all Building Permit applications must be filled out and accepted by the RM office and the building inspector. Failure to obtain a Building Permit will result in the suspension of future funding.