This is the exact embedded text of the captured official document.
Snapshot d1a2a11b8b7c · verified 2026-06-10 ·
original document ·
archived snapshot ·
unofficial consolidation, the official version is held by the municipal clerk.
DesƟnaƟon MarkeƟng CommiƩee
OperaƟonal Guidelines
Approved: (Date approved by Council)
2
Table of Contents
Contents
DefiniƟons: ............................................................................................................................................... 3
1.
Grant ApplicaƟon Process ............................................................................................................... 4
1.1
Intake Deadlines ..................................................................................................................... 4
1.2
Grant ApplicaƟons .................................................................................................................. 4
1.3
Eligible Applicants ................................................................................................................... 4
1.4
Eligible Project Costs............................................................................................................... 5
2.
Short ApplicaƟon Grant for Requests equal to or less than $500 ............................................. 5
3.
Capital Requests for Funding .......................................................................................................... 6
3.1
Maximum allocaƟon per fiscal year ....................................................................................... 6
3.2
Maximum request per project ............................................................................................... 6
4.
Grant approval process ............................................................................................................... 6
5.
Electronic voƟng .............................................................................................................................. 7
6.
Final Reports .................................................................................................................................... 7
7.
Projects/Events that generate revenues ........................................................................................ 8
8.
Returning Grant Funds .................................................................................................................... 8
8.1
Process for grant recipients who do not expend funds by end of project/event ................. 8
8.2
Process for grant recipients who do not expend funds according to approved expenses ... 9
Appendices .............................................................................................................................................. 10
3
DefiniƟons:
CommiƩee/The CommiƩee - DesƟnaƟon MarkeƟng CommiƩee
Community - Town of The Pas
Council - Town of The Pas Mayor and Council
DMC - DesƟnaƟon MarkeƟng CommiƩee
DMF - DesƟnaƟon MarkeƟng Fund
Tri-Community - Town of The Pas, RM of Kelsey and Opaskwayak Cree NaƟon (OCN)
4
1. Grant ApplicaƟon Process
1.1 Intake Deadlines
Intake deadline for Grant ApplicaƟons will be the first of the month prior to the quarterly
DMC meeƟngs. Example - Quarterly meeƟngs are March, June, September and December,
Intake deadlines are March 1, June 1, September 1, and December 1. Intake deadlines will be
adverƟsed with local media (radio/newspaper) and on social media.
1.2 Grant ApplicaƟons
Applicants must fill out a DMC Grant ApplicaƟon (Appendix A). All informaƟon requested in
the grant applicaƟon must be provided including:
Name of group/organizaƟon applying for funds including a brief descripƟon of their
mission/values and contact informaƟon for 2 members with signing authority
Purpose of the project/event
Details of the project/event including locaƟon, project/event acƟviƟes with
Ɵmelines, start and end date, target populaƟon, evidence of community support for
the project, and esƟmated number of local and out-of-town parƟcipants
Detailed project budget including list of project expenses with quotes, confirmed
and unconfirmed funding requests, and all in-kind contribuƟons
Evidence that the project meets the mandate of the DMC including use of local
faciliƟes, accommodaƟons, retailers, businesses and services whenever possible, the
promoƟon of The Pas as a desirable tourist desƟnaƟon, and the potenƟal for spin off
projects or events in the community
Grant applicaƟons will be available by emailing the CommiƩee to request an applicaƟon
or on the Town of The Pas website.
1.3 Eligible Applicants
Only not-for-profit groups or charitable organizaƟons from the Tri-Community will be eligible
to apply for funding through the DMF. Businesses, individuals and for-profit
groups/organizaƟons are not eligible to apply for funding through DMF. Not-for-profit
groups/organizaƟons should be registered as a not-for-profit with the Companies Office and
charitable organizaƟons should have charitable tax status with Canada Revenue Agency
(CRA)
Eligible Projects
Projects that will be eligible to receive funding must:
Priority will be given to projects/events that take place within the Town of The Pas,
however, projects that take place within the Tri-Community and provide economic
benefit to the community will be eligible to apply for funding
Bring visitors to our community which generate overnight stays, visits to restaurants
and shopping revenues for the businesses in our community.
5
Enhance community beaƟficaƟon, image and pride that will make visitors want to
come back to our Community
Support recreaƟon driven projects/events that will make visitors want to come back
to our Community
Increase visitaƟon and tourism expenditures in the Community
Help promote The Pas and the Tri-Community as a desirable tourist desƟnaƟon
Recognize the support and contribuƟon of the DesƟnaƟon MarkeƟng CommiƩee
Provide proof of funding for a minimum of 50% of the cost of the project (including
in-kind contribuƟons), including funding being allocated by the organizaƟon/group
applying. The DMC will only fund up to 50% of the costs for a project/event.
Projects/events that do not take place in the Tri-Community, do not source materials
and services from within the Community, and do not provide evidence of a
minimum of 50% of funding from other sources will not be eligible for grants from
the DMF.
1.4 Eligible Project Costs
Eligible Project costs include project supplies, venue rental fees, food and beverages
(non-alcoholic), capital costs, promoƟonal and adverƟsing materials, honoraria,
entertainment, repairs and renewal, and contract work
Supplies, venues, vendors, services, contractors must be procured from within The
Pas whenever those supplies/venues/vendors/services/contractors are available
within the community to be eligible for funding from the DMF
Projects/events such as meeƟngs, convenƟons, business, sports, special events, and
projects that bring groups and/or leisure travellers to the community and increase
tourism expenditures are eligible DMF expenses
Costs that are not eligible for funding include wages, ongoing operaƟng expenses,
repairs/development of private property, projects that have already been
completed, costs associated with organizing a project/event, requests of funding for
more than 50% of the total cost of the project, projects/events with insufficient
evidence of other sources of funding, projects/event that do not take place within
the Tri-Community
2. Short ApplicaƟon Grant for Requests equal to or less than $500
OrganizaƟons/Groups that are applying for funds from the DMC for $500 or less can use the
DMC Short Form Grant ApplicaƟon (Appendix B). Applicants must provide:
Name of organizaƟon including contact person for commiƩee member with signing
authority
DescripƟon of project/event including any community business/faciliƟes/
accommodaƟons being uƟlized and number of esƟmated local and out-of-town
parƟcipants
6
Detailed budget including projects expenses and revenues, confirmed and
unconfirmed funding sources, and in-kind contribuƟons
Evidence that the project meets the mandate of the DMC including use of local
faciliƟes, accommodaƟons, retailers, businesses and services whenever possible, the
promoƟon of The Pas as a desirable tourist desƟnaƟon, and the potenƟal for spin off
projects or events in the community
*Short ApplicaƟon Grants may be funded for the full project costs (up to $500)
3. Capital Requests for Funding
3.1 Maximum allocaƟon per fiscal year
The DesƟnaƟon Marking CommiƩee will distribute a maximum of 50% of the annual DMF
allocaƟon to capital projects per fiscal year. Example: The yearly allocaƟon to the DMF from
Council is $150,000, the DMC would approve up to $75,000 in that fiscal year for capital
projects.
3.2 Maximum request per project
The DesƟnaƟon MarkeƟng CommiƩee will approve a maximum of 33% of the capital costs of
a project. Preference will be given to new capital projects. Projects with mulƟple phases will
only be eligible to apply for funding once every 2 years.
4. Grant approval process
Grant applicaƟons will be reviewed by the secretary or designated commiƩee member within 1
week of submission. Applicants will be contacted and given 5 business days to provide any
missing informaƟon or details. If applicaƟons are not completed or there is informaƟon missing,
the applicaƟon will not be considered and the applicants will be noƟfied by leƩer Appendix C).
Grant applicaƟons must include:
A completed applicaƟon form with all quesƟons answered and all required informaƟon
provided that is signed by organizaƟon/group members with signing authority
Evidence that the project meets the criteria of the DMF
A detailed budget including other sources of funding (confirmed and unconfirmed),
amount being contributed by the applicant, project expenses (including quotes), and
projected revenues
Evidence of community support, including 2 leƩers of support from community
groups/organizaƟons/businesses/venues/retailers
Completed grant applicaƟons will be sent by email to the DMC members for review prior to
meeƟng or voƟng electronically. ApplicaƟons must receive a majority vote from at least 5
members to be approved, the DMC Chair will only vote in the event of a Ɵe.
7
Grant applicants who have submiƩed completed grant applicaƟons which meet the eligibility
criteria will be asked to aƩend a DMC meeƟng to present their project/event and answer any
quesƟons the DMC has in relaƟon to their applicaƟon. Applicants will be provided a maximum of
15 minutes to present their project/event to the DMC.
Successful applicants will be noƟfied by leƩer (Appendix D) of the amount of the approved
grant, the deadline for spending the funds and the requirement to complete and submit a final
report (Appendix E). The DMC will pay out 90% of the grant allocaƟon upon approval and the
addiƟonal 10% of funds pending receipt of a final report. The applicants will be required to sign
an approval leƩer agreeing to submit a final report including a declaraƟon for any revenues
generated.
Unsuccessful applicants will be noƟfied by leƩer that they were not successful in obtaining funds
from the DMC (Appendix F).
The DMC will send the Town of The Pas a signed copy of the resoluƟon for any approved grants
so that payment can be prepared (Appendix G).
5. Electronic voƟng
Small Grant ApplicaƟons may be voted on by electronic email vote, provided there is a
moƟon made and carried by the DMC to review the applicaƟon due to Ɵme constraints.
If there is no successful moƟon to review the applicaƟon and vote electronically by
email, the applicaƟon will be reviewed at the next regularly scheduled DMC meeƟng. All
moƟons and votes will be recorded by the Secretary or Chair using the Email Survey &
Vote Form (Appendix H), and the moƟon to approve or deny the grant will be raƟfied at
the next regular DesƟnaƟon MarkeƟng CommiƩee meeƟng.
ApplicaƟons under $5000 may be voted on by electronic email vote, provided there is a
moƟon made and carried by the DMC to review the applicaƟon due to Ɵme constraints.
If there is no successful moƟon to review the applicaƟon and vote electronically by
email, the applicaƟon will be reviewed at the next regularly scheduled DMC meeƟng. All
moƟons and votes will be recorded by the Secretary or Chair using the Email Survey &
Vote Form, and the moƟon to approve or deny the grant will be raƟfied at the next
regular DesƟnaƟon MarkeƟng CommiƩee meeƟng.
6. Final Reports
All grant recipients will be required to complete a final report using the Final Report Template
prior to receiving the final 10% hold back. The final report must be submiƩed within 60 days of
the compleƟon of the project/event and must include:
Name of group/organizaƟon and event/project, including name of person filling out
report and brief descripƟon of event/project
Number of local and out-of-town parƟcipants
8
Types of media and adverƟsing that were used to promote project, acknowledge the
DMC contribuƟon, and promote the community
Evidence that local faciliƟes, venues, accommodaƟons, retailers, businesses and services
were uƟlized for the project/event and that there was an increase in their revenue due
to the project/event
Evidence that the project met the purpose/goals outlined in the applicaƟon including
aƩracƟng visitors and promoƟng The Pas as a desirable tourist desƟnaƟon
Detailed list of actual project expenses including proof of expenditure of DMF, copies of
original receipts, and a declaraƟon for any revenues generated from the project/event
Grant recipients who require an extension will be required to make a request in wriƟng to the
DMC with the reason for the extension. Grant recipients will be provided with a reminder of the
requirement to submit the final report and may be provided a one-Ɵme 30 day extension
(Appendix I). Grant recipients who submit a final report more than 90 days aŌer the compleƟon
of their project/event will not be eligible to receive the 10% holdback on funds.
Grant recipients who fail to submit a final report including declaraƟon for any revenues
generated will not be eligible to apply for future funding from the DMC.
Completed Final Reports will be reviewed by the DMC and if saƟsfactory, a resoluƟon will the
sent to Council to approve the payment of the 10% holdback (Appendix J)
7. Projects/Events that generate revenues
Generated revenues are income produced by the project/event (aŌer expenses) such as
admission/Ɵcket revenues, sale of food/drinks, raffles or other fundraisers during the
project/event, etc.
Projects/Events that are projected to generate revenues that are more than 50% of the total
project expenses will not be supported by the DMC. Where the projected generated revenues
cover less than 50% of the total project expenses, the DMC will only approve a total of 50% of
the expenses that are not covered by generated revenues. For example, the applicant is
projecƟng 20% of their expenses will be covered by revenues, the DMC would approve 40% of
the total project budget.
8. Returning Grant Funds
DMF that are not expended within 30 days of the compleƟon of the project/event must be
returned to the DMC.
8.1 Process for grant recipients who do not expend funds by end of project/event
9
Grant recipients will be reminded by leƩer (Appendix K) regarding the condiƟons of their
grant approval and will be asked to return any unused DMC funds. Unused funds must be
returned within 30 days of the date of the leƩer.
Applicants who wish to apply for a deadline to expend the grant funds must make a request
in wriƟng to the DMC Chair. The request should be made before the project/event end date
that was listed on the approved applicaƟon. The DMC Chair will forward the request to the
CommiƩee for discussion and final decision.
8.2 Process for grant recipients who do not expend funds according to approved
expenses
Grant recipients must request approval in wriƟng from the DMC to expend funds for
expenses that were not approved in the grant applicaƟon. The request should be sent to the
DMC Chair who will send the request to the DMC for discussion and final decision. Grant
recipients will be noƟfied in wriƟng regarding the DMC's decision.
Grant recipients who do not expend the funds as approved in the grant applicaƟon, and do
not request approval from the DMC to expend the grant otherwise, may be asked to return
the full or parƟal grant amount (Appendix L). The group/organizaƟon will not be eligible to
apply for funding from the DMC for a minimum of 5 years and will not be eligible for the
final 10% holdback.
10
Appendices
11
Appendix A - DMC Grant ApplicaƟon
12
13
14
15
16
17
18
19
Appendix B - DMC Grant Short ApplicaƟon for Projects $500 and Under
20
21
Appendix C - LeƩer to Unsuccessful Applicants: Missing Info/Incomplete Grant ApplicaƟon
22
Appendix D - Approval LeƩer for Successful Applicants
23
Appendix E - Final Report Template
24
Appendix F - LeƩer to Unsuccessful Applicants
25
Appendix G - ResoluƟon to pay iniƟal 90% of grant amount
26
Appendix H - Electronic/Email VoƟng Form
27
Appendix I - Reminder for Submission of Final Report
28
Appendix J - ResoluƟon to pay 10% holdback
29
Appendix K - LeƩer to Return Unused Funds to DMC
30
Appendix L - LeƩer to request return of funds not spent according to grant approval