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Town of Teulon
POLICY and PROCEDURES
SECTION: FINANCE
NUMBER:
FIN-02
TITLE:
TOWN GRANT PROCEDURES
PAGE:
1 of 5
1) Purpose:
It is recognized that the Town of Teulon receives grant requests from organizations
annually. The grants may be accessible, subject to Council approval and budget
limitations, to non-profit groups to assist in offsetting their costs to provide a specific
community service or attract public festivals, special events, conferences, sports, or capital
projects of significant nature in the community. All events must attract widespread
community involvement and/or participation and thereby generate significant economic,
recreational, social or quality of life benefits to the Town of Teulon. This policy outlines the
eligibility and the criteria for the receipt of grants from the Town.
2) Definitions:
i.
Special Event - an event held in the Town of Teulon occurring with a frequency no
greater than once every two years, which provides a high profile and significant
economic benefit for the Town through a large number of estimated spectators and
tourists, and through the expected extent of publicity generated.
ii.
Annual Event - An event occurring in the Town of Teulon lasting for two days or
less that is held for the fun and enjoyment of residents and visitors. Annual events
may focus on a specific target audience but must also have an appeal to the public
at large.
iii.
Sporting Event - an event where the athletic skills of individuals or teams from the
Town of Teulon are competing at the provincial, regional, national or international
level inside or outside of the Town or where individual or team sport championships
are hosted in the Town of Teulon. Sports event requests must be received at least
two months in advance of the event.
iv.
Sponsorship - support to an organization, event, team or individual that is of a
societal, educational, health, cultural, charitable, or any other non-profit purpose
that will result in positive community promotion.
v.
Festival - an annual event held in the Town of Teulon lasting a minimum of three
consecutive days, that has been in operation for four or more consecutive years.
Festivals must appeal to all age groups and have the proven ability to draw a
diverse audience from a large target market, significantly increasing tourism and
demonstrating measurable long-term economic benefits to the community.
vi.
Non-profit / Community Service - an organization, whether or not incorporated,
whose entire resources are devoted to societal, educational, health, cultural,
charitable, or any other non-profit purpose and provides a service that directly
benefits the residents of the community of Teulon. The members, contributors and
Town of Teulon
POLICY and PROCEDURES
SECTION: FINANCE
NUMBER:
FIN-02
TITLE:
TOWN GRANT PROCEDURES
PAGE:
2 of 5
other resource providers do not receive any financial return directly from the
organization.
vii.
Local Service Groups - community groups, non-profit organizations, or societies
located within the Town of Teulon or surrounding areas that directly serve or
support the residents, programs, or community objectives of the Town of Teulon,
and that request funding from the Town on an annual basis to assist with their
ongoing operating expenditures.
viii.
Capital Projects - To purchase, preserve or restore buildings, grounds or
equipment that will beautify the community or enhance the quality of life in the Town
of Teulon through environmental stewardship, recreation, arts, culture, heritage,
tourism, or social programs.
3) Policy:
The Town of Teulon may extend assistance to the community groups, individuals or
organizations defined in this policy. The total level of assistance for grant requests is at the
sole discretion of the Council of the Town of Teulon within the limits of the annual Budget
and the guidelines of the policy.
4) Criteria:
To be eligible for grants from the Town of Teulon, all of the following conditions must be
met:
i.
All organizations must be non-profit organizations.
ii.
The Town will issue notice in the local paper, by direct mail, social media or any
other manner deemed appropriate in January of the current year, reminding
organizations of the February 15th grant application deadline.
iii.
Grant applications must be made in writing to Council of the Town of Teulon by
February 15 of each year for the current calendar year.
iv.
In the case of sporting events, the application must be received at least 2 months in
advance of the event.
v.
In special circumstances, the Council has the discretion to consider a grant
application at any time.
vi.
Each organization, if approved, may only receive one (1) grant per year.
vii.
Each organization, in the case of sports events and sponsorships, may receive a
maximum of up to $500.00 per year, or as otherwise approved by Council for the
sports event or sponsorship in question.
viii.
All events, with the exception of sporting events, local service groups or
sponsorships, must be held in the Town of Teulon.
Town of Teulon
POLICY and PROCEDURES
SECTION: FINANCE
NUMBER:
FIN-02
TITLE:
TOWN GRANT PROCEDURES
PAGE:
3 of 5
ix.
Special events, annual events, sponsorships, sporting events and festivals, must
clearly demonstrate the potential to promote the community of Teulon and/or draw
participants and spectators from outside the area.
x.
The event, in the case of special events, sporting events and festivals, must be
officially sanctioned by the appropriate provincial, national or international
organization that regulates the special event and should be accompanied by an
official letter of support. A proposed program of events and where the event will be
promoted must be included in the application. A proposed statement of revenues
and expenses clearly identifying all sources of revenue must accompany any
application. In addition, adequate liability insurance coverage is the responsibility of
the organization. Proof of insurance must be provided to the Town of Teulon a
minimum of one month in advance of the event.
xi.
Organizations must have been in existence at least one year, have a plan of
organization and operate on a firm financial basis with complete and accurate
financial records. Organizations must complete an annual budget and issue an
annual financial report that is available to the public. In addition, they must
demonstrate that the organization is capable of carrying out the community service,
capital project, or event.
xii.
Organizations must be governed by a duly constituted volunteer Board of Directors
that assumes accountability to the community and meets at least semiannually.
Citizen board members must serve without remuneration.
xiii.
Any funding requests must include a complete budget and an annual financial
statement. When funding of $ 5000.00 or greater is requested, audited financial
statements are required. Annual budgets must include any revenue sources from
other organizations or levels of government.
Grants will not be available to:
i
Organizations that exist primarily to support political purposes, for-profit generally or
undertake activities that provide any form of profit directly to the members of the
organization.
ii Fund the administrative costs of fundraising projects.
iii Organizations, foundations or service clubs for the purpose of accumulating funds
for future, unspecified community needs or for the purpose of providing funding to
other groups. Council reserves the right to give consideration to local foundations.
5) Level of Assistance and Allocation Process
Festivals, Annual Events, Special Events, Capital Projects, Special Interest Groups, and
Nonprofit Community Service Organizations:
Town of Teulon
POLICY and PROCEDURES
SECTION: FINANCE
NUMBER:
FIN-02
TITLE:
TOWN GRANT PROCEDURES
PAGE:
4 of 5
A Grant Review Committee will be established by Resolution of Council. The Committee
may be comprised of two members of Council and the CAO. Using the eligibility criteria
and guidelines outlined in this policy, the Grant Review Committee will meet and review,
the financial grant applications submitted by the various organizations and groups. The
Grant Review Committee will submit a recommendation on each request to the Council for
consideration during the annual budget process. Once Council has reached a decision, all
applicants will be notified if their grant application has been successful.
Sporting Events and Sponsorships:
Funding levels for sporting events and sponsorships will be recommended for Council
approval by the Chief Administrative Officer, up to a maximum $500.00. The amount
provided will be determined based on the projected level of economic activity that the
event is expected to provide to Teulon. Where the organization considers the amount
recommended by the Chief Administrative Officer to be unreasonable, the organization
may appeal the decision to the Council of the Town of Teulon.
Applications will be reviewed by Council, and applicants will be advised of the status of
their grant request within 30 days of receipt of the request for assistance.
6) Evaluation of Grant Requests:
I.
The organization's need for funding.
ii.
The reasonableness of the request for funding.
iii.
The degree of benefit to the community as a whole.
iv.
Acceptable administration costs for the organization.
v.
Availability of funding from the organization's resources or other sources.
vi.
The needs of the organization in relation to the needs of other requests for
funding.
7) Acknowledgement of Town Funding
Recognition of the Town is subject to negotiation [i.e. advertising, signage] and
must meet the following criteria:
i.
Be of an acceptable standard and in good taste;
ii.
Not contain anything which, in light of generally prevailing
community standards, is likely to cause deep or widespread
offence.
iii.
Recognition of Sponsorship will reflect the value of sponsorship as
provided by the Town.
Town of Teulon
POLICY and PROCEDURES
SECTION: FINANCE
NUMBER:
FIN-02
TITLE:
TOWN GRANT PROCEDURES
PAGE:
5 of 5
8) Payment of Grants
Payment of approved grants to Local Service Groups, Non-Profit Community Service
Organizations will be made upon approval of the Financial Plan.
In the case of special events, sporting events, annual events, capital projects and festivals,
the organization must demonstrate financial need in order to receive 50% of the funding
before the event or projects. The organization must indicate the impact on the activity or
event that will take place if the advance funding is not received.
Release of the remainder of the funding, when approved, will be conditional on the
successful completion of the event or project and will be made upon presentation of the
post-event or project information required as detailed below.
9) Final Report Guidelines
Within 30 days following the event, or completion of the project, the successful applicant(s)
must provide the following documentation to the Town of Teulon prior to the final payment
being issued:
i.
A program of activities for the event or project.
ii.
A detailed transaction record of total revenues and expenses for the event or
project signed by two (2) officers of the organization.
iii.
In the case of an event, a report outlining the number of participants in the event,
number of visitors to the Town of Teulon as a result of the event, the amount of time
the participants and spectators spent in the Town of Teulon, an estimate of where
the visitors came from, and any other economic benefits derived from holding this
event in the Town of Teulon.
A cheque for the approved amount of the grant will be issued to the organization within 30
days of the receipt, of the follow-up report as detailed above.
Approved by: Mayor and Council
Implementation Date: March 13, 2018
Signatures: _______________________
__________________________
Mayor
Chief Administrative Officer