Grant Program Policy POL-001 — full text

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Policy Num: POL-001 Release Date: Dec. 1/15 Revision Letter: D Department: Finance & Administration Revision Date: May 27/25 Page 1 of 9 GRANT PROGRAM POLICY-001 Resolution No. 2025/241 Purpose The Rural Municipality of Woodlands Grant Program provides financial support to projects that enhance its communities and the quality of life of residents. Each year the Rural Municipality of Woodlands (RM) receives more grant requests than it can fund, thus the objective of this program is to treat all organizations fairly and share available resources throughout the Municipality. All funding decisions are made based on local needs and priorities within the limitations of Council's approved budget, strategic goals and objectives. Grant Application Categories Community Enhancement Grants (Schedule A) are for organizations who are requesting UNDER $5,000.00 to assist with execution of a one-time special event or project. Preference will be given to activities of a cultural nature, that are community enriching, or that are for public enjoyment. Requests for $500.00 or less only require the budget portion of the application to be filled out. Requests between $500.00 and $5,000.00 must be accompanied by a copy of your organization's most current financial report and other sources of revenue. Organizations having received this grant 3 or more times in the past 5 years will be ineligible to apply. Operations & Annual Support Grants (Schedule B) are for community organizations requesting support for such things as donations to annual charitable events, or assistance with taxes and insurance. Requests for $500.00 or less only require the budget portion of the application to be filled out. Requests exceeding $500.00 must be accompanied by a copy of your organization's most current financial report and other sources of revenue. Criteria To be eligible for grants from the RM, all of the following conditions must be met: i. Applicants must be non-profit organizations. ii. Funding requests must be made via one of the two official application forms by February 15th of each year, using the one which best reflects your organization's needs. iii. In special circumstances the Council has the discretion to consider a grant application at any time. iv. Organizations must have been in existence at least one year, have an organizational plan, and operate on a firm financial basis with complete and accurate financial records. Organizations must complete an annual budget and may issue an annual financial report that is available to the public. v. Organizations must be governed by a duly constituted volunteer board of directors that assumes accountablility to the community and meets at least annually. Citizen board members must serve without remuneration. vi. Funding requests over $500.00 must outline a complete budget and an annual financial statement, including cash in bank accounts. Annual budgets must include any revenue sources from other organizations or levels of government. vii. Grants will not be available to organizations that exist primarily to support political purposes. Rural Municipality of Woodlands Policy Num: POL-001 Release Date: Dec. 1/15 Revision Letter: D Department: Finance & Administration Revision Date: May 27/25 Page 2 of 9 viii. Funding will not be provided for accumulated deficits or funding shortfalls. Financial assistance consideration is based only on budget revenues and expenditures in the year for which the assistance is requested. Definitions Event An event occurring in the RM that is held for the fun and enjoyment of residents and visitors. Events may focus on a specific target audience but must also have appeal to the public at large. Non-profit/Community Service An organization, whether or not incorporated, whose entire resources are devoted to education, health, culture, charity, or any other non-profit purpose and provides a service that directly benefits the residents of the RM. The members, contributors and other resource providers do not receive any financial return directly from the organization. Level of Assistance and Allocation Process Council will review grant applications and a list of applicants will be recommend for inclusion in the annual budgetting process. All applicants will be notified on or before May 15th if their application has been successful and will be included in the Municipal Budget. Grants may be approved in a lesser amount than that requested, or approval may be given for only a specific portion of the amount requested. Evaluation of Grant Requests Criteria used to evaluate the merits of grant requests may include: i. Need / Practicality ii. Organization's ability to effectively use funds for community benefit iii. Organization's operating cost(s) iv. Available financial contribution by organization v. Grant requests made by other organizations for purposes similar in nature vi. Availability of municipal funds vii. Receipt of ongoing or consecutive grants Payment of Grants Payment of approved grants under $500.00 (or for for grant requests where a project has already been completed), will be made upon approval of the Municipal Financial Plan. When a grant of over $500.00 has been approved, payment is made only when commencment or completion confirmation is received. If confirmation of commencement or completion is not received by December 31 of the year following the grant application, the grant is deemed forfeited and the applicant would be required to reapply. Donation Requests The Municipality may also consider donation requests received by individuals or organizations throughout the year. Such requests must be in writing and may be approved by CAO or Council. Donation requests exceeding $500.00 must be approved by resolution of Council. Approval of donations is based on budgetary requirements and is not guaranteed. Release Date: Dec. 1/15 Revision Letter: D Department: Finance & Administration Revision Date: May 27/25 Page 3 of 9 Community Enhancement Grant Application Application deadline: February 15, 2026 COMMUNITY ENHANCEMENT GRANTS are for organizations who are requesting UNDER $5,000.00 to assist with execution of a one-time special event or project. Preference will be given to activities of a cultural nature, that are community enriching, or that are for public enjoyment. Requests for $500.00 or less only require the budget portion of this application to be filled out. Requests between $500.00 and $5,000.00 must be accompanied by a copy of your most current financial report and other sources of revenue. Please contact our Office at (204) 383 - 5679 should you have any questions regarding eligibility. Amount requesting: $_________________ ORGANIZATION / AGENCY INFORMATION ORGANIZATION/AGENCY NAME & MAILING ADDRESS WEBSITE (IF APPLICABLE) CHAIRPERSON/PRESIDENT PRIMARY CONTACT PERSON EMAIL PHONE NUMBER FAX NUMBER (IF APPLICABLE) Rural Municipality of Woodlands Box 10 Douglas Oliver - Reeve Woodlands, Manitoba R0C 3H0 Kaitlyn Griffith, CMMA Telephone (204) 383-5679 Chief Administrative Officer Fax: (204) 383-5169 Email: [email protected] Release Date: Dec. 1/15 Revision Letter: D Department: Finance & Administration Revision Date: May 27/25 Page 4 of 9 FUNDING INFORMATION DESCRIBE THE PURPOSE OF THE GRANT FUNDS BEING REQUESTED LOCATION OF EVENT (IF APPLICABLE) YEARS HELD/OPERATING (IF APPLICABLE) IF REQUESTED AMOUNT IS LESS THAN $500.00, A COPY OF MOST RECENT FINANCIAL STATEMENT(S) IS NOT REQUIRED. ONLY THE APPLICABLE BUDGET SECTION NEED BE FILLED OUT. IF AMOUT REQUESTED IS OVER $500.00, BOTH ARE REQUIRED. STATEMENTS ATTACHED YES_____ NO_____ PROJECT BUDGET Please provide detailed information with respect to anticipated revenue and expenses (include all monies received or receivable from other sources) REVENUE/ASSETS EXPENSES ORGANIZATIONAL CONTRIBUTION = __________________ PROJECT EXPENSES: OTHER FINANCIAL RESOURCES: ____________________________ = ___________________ ____________________________ = ___________________ ____________________________ = ___________________ ____________________________ = ___________________ ____________________________ = ___________________ ____________________________ = ___________________ ____________________________ = ___________________ ____________________________ = ___________________ ____________________________ = ___________________ TOTAL REVENUE/ASSETS: ___________________ TOTAL EXPENSES: ___________________ TOTAL REQUESTED: ___________________ Other Information/Comments: __________________________________________________________________ OTHER INFORMATION REGISTERED CHARITY NUMBER (IF APPLICABLE) HAVE YOU RECEIVED FUNDING FROM US IN THE PAST? YES ____ NO____ IF YES, BREIFLY EXPLAIN Release Date: Dec. 1/15 Revision Letter: D Department: Finance & Administration Revision Date: May 27/25 Page 5 of 9 ____________________________________________________________________________________________ ____________________________________________________________________________________________ I certify that, to the best of my knowledge, the information provided on this application is accurate, complete and is endorsed by the organization identified on this form. ______________________________ ______________________________ Date Signature of Applicant OFFICE USE ONLY AMOUNT APPROVED TO MUNICIPAL BUDGET PROCESS DATE ______________________________ , Reeve ______________________________ , CAO Release Date: Dec. 1/15 Revision Letter: D Department: Finance & Administration Revision Date: May 27/25 Page 6 of 9 Operations & Annual Support Grant Application Application deadline: February 15, 2026 OPERATIONS & ANNUAL SUPPORT GRANTS are for community organizations requesting support for such things as donations to annual charitable events, or assistance with taxes and insurance. Requests for $500.00 or less only require the budget portion of this application to be filled out. Requests exceeding $500.00 must be accompanied by a copy of your most current financial report and other sources of revenue. Please contact our Office at (204) 383 - 5679 should you have any questions regarding eligibility. Amount requesting: $ ____________________ ORGANIZATION / AGENCY INFORMATION ORGANIZATION/AGENCY NAME & MAILING ADDRESS WEBSITE (IF APPLICABLE) CHAIRPERSON/PRESIDENT PRIMARY CONTACT PERSON EMAIL Rural Municipality of Woodlands Box 10 Douglas Oliver - Reeve Woodlands, Manitoba R0C 3H0 Kaitlyn Griffith, CMMA Telephone (204) 383-5679 Chief Administrative Officer Fax: (204) 383-5169 Email: [email protected] Release Date: Dec. 1/15 Revision Letter: D Department: Finance & Administration Revision Date: May 27/25 Page 7 of 9 PHONE NUMBER FAX NUMBER (IF APPLICABLE) FUNDING INFORMATION DESCRIBE THE PURPOSE OF GRANT FUNDING AND/OR CHECK MOST ACCURATE IN RIGHT-HAND COLUMN  ANNUAL EVENT  INSURANCE  OTHER ________________________ LOCATION OF EVENT (IF APPLICABLE) YEARS HELD/OPERATING (IF APPLICABLE) IF REQUESTED AMOUNT IS LESS THAN $500.00, A COPY OF MOST RECENT FINANCIAL STATEMENT(S) IS NOT REQUIRED. ONLY THE BUDGET SECTION NEED BE FILLED OUT. IF AMOUT REQUESTED IS OVER $500.00, BOTH ARE REQUIRED. STATEMENTS ATTACHED YES_____ NO_____ BUDGET Please provide detailed information with respect to anticipated revenue and expenses (include all monies received or receivable from other sources) REVENUE/ASSETS EXPENSES ORGANIZATIONAL CONTRIBUTION = __________________ PROJECT EXPENSES: OTHER FINANCIAL RESOURCES: ____________________________ = ___________________ ____________________________ = ___________________ ____________________________ = ___________________ ____________________________ = ___________________ ____________________________ = ___________________ ____________________________ = ___________________ ____________________________ = ___________________ OTHER INFORMATION REGISTERED CHARITY NUMBER (IF APPLICABLE) HAVE YOU RECEIVED FUNDING FROM US IN THE PAST? YES ____ NO____ IF YES, BREIFLY EXPLAIN Release Date: Dec. 1/15 Revision Letter: D Department: Finance & Administration Revision Date: May 27/25 Page 8 of 9 ____________________________ = ___________________ ____________________________ = ___________________ TOTAL REVENUE/ASSETS: ___________________ TOTAL EXPENSES: ___________________ TOTAL REQUESTED: ___________________ Other Information/Comments: __________________________________________________________________ ____________________________________________________________________________________________ ____________________________________________________________________________________________ I certify that, to the best of my knowledge, the information provided on this application is accurate, complete and is endorsed by the organization identified on this form. ______________________________ ______________________________ Date Signature of Applicant OFFICE USE ONLY AMOUNT APPROVED TO MUNICIPAL BUDGET PROCESS DATE ______________________________ , Reeve ______________________________ , CAO Release Date: Dec. 1/15 Revision Letter: D Department: Finance & Administration Revision Date: May 27/25 Page 9 of 9 Revisions To Policy POL-001 - Grant Program Policy & Applications Rev Date Resolution # Description B October 24, 2023 2023/488 - Delete Major Projects - Add three-year eligibility clause to Community Enhancements - Add deadline for commitment or completion of grant C February 27, 2024 2024/095 - Change application deadline to February 15 D May 27, 2025 2025/241 - Replace "operational expenses" with "taxes and insurance" - Added donations requests -