Carleton North, New Brunswick
· adopted 2023-06-13
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DISTRICT OF CARLETON NORTH
FESTIVALS AND EVENTS GRANT POLICY
POLICY NO. R-02
Category:
Tourism & Recreation
Policy Number:
R-02
Effective Date:
June 13, 2023
Approval by Council:
June 13, 2033
Supersedes:
N/A
Amended:
N/A
1. PURPOSE:
The purpose of this policy is to provide guidelines for approving financial grants given by the
District of Carleton North Town Council to community groups, organizations, individuals and
businesses. It is the intent of this policy to enable and encourage citizen involvement in civic
events and festivals. This policy is adopted under authority of Section 102 of the Local
Governance Act.
2. BASIC STATEMENT:
The Town Council of the District of Carleton North recognizes the importance of groups,
organizations, individuals and businesses that contribute to the overall well-being of the Town.
The Town Council will consider grant applications from community groups, organizations,
individuals and businesses requiring funds to host public events and festivals that are being held
in the District of Carleton North offered to its residents.
Those groups, organizations, individuals and businesses holding an event or festival outside the
Town may write a letter to Council for consideration of a donation.
3. ELIGIBILITY:
a) Grants must be applied to a specific festival or event, which will be a benefit to the community.
Grants for general administrative purposes will not be considered;
b) Funds requested by businesses may only cover a deficit of anticipated revenue and expenses
for the event or festival; and
c) The organization, group, individual or business applying for funding under this policy must
demonstrate the need for financial assistance.
4. ELIGIBLE PROJECTS
For their festival or event, applicants may request:
District of Carleton North
Festivals and Events Grant Policy
Adopted by Council: June 13, 2023
2
a) Funding;
b) In-Kind donations including use of Town staff, services, facilities or equipment; or
c) A combination of funding and in-kind donations including use of Town staff, services,
facilities or equipment.
5. GRANT REVIEW PROCESS:
a) All grant applications must be submitted using the Festivals and Events Grant Application
provided by the District of Carleton North, see Schedule A: Festivals and Events Grant
Application.
b) Applications must be received at least two (2) months prior to the event or festival in order
to be considered for a grant under this policy. It is the responsibility of the applicant to ensure
that applications are complete. Incomplete or late applications may not be considered.
c) All grant applications must be accompanied by a disclosure of all funding sources being
pursued by the group, organization, individual or business.
d) The submission of an application does not guarantee that funding will be awarded for the
festival or event under this program.
e) The amount of funding may be reduced from the requested amount at the discretion of Council.
f) All applications will be reviewed by the Chief Administrative Officer, following relevant input
regarding use of Town staff, services, facilities or equipment from the Tourism, Heritage &
Culture Manager and applicable Department Heads.
g) The Chief Administrative Officer will present the application and make a recommendation to
Council.
h) Council will review the Chief Administrative Officers recommendation and will determine
whether to pass a motion to support the festival or event, along with any applicable terms or
conditions.
i) The application procedure must be repeated each year for which funding is sought as the Town
shall not commit to funding any single initiative for more than one year at a time.
j) All applicant accounts with the Town must be current. For business applicants, this includes
officers of the company.
Application Evaluation:
a) Festivals and Events Grant Applications shall be evaluated by the Chief Administrative
Officer and Council.
District of Carleton North
Festivals and Events Grant Policy
Adopted by Council: June 13, 2023
3
b) Applicants may be requested to make a presentation to Town Council to explain the details
of the funding request and/or may be required to provide additional documentation.
c) Applicants shall be notified in writing of Town Council's decision on a grant application.
Post-grant Reporting:
a) At the end of the month following the festival or event, grant recipients must submit
a report to the Town detailing a brief summary of the festival or event.
b) Organizations who fail to submit a post-report will be ineligible for further funding
until the conditions of funding are satisfied.
6. GENERAL CONDITIONS:
a) Grants may be awarded with certain terms and conditions. The letter of award shall state
if any particular restrictions apply to the grant. Funding may be revoked for failure to
comply with the terms and conditions stipulated in the letter.
b) Funding may be revoked should there be a misappropriation of funds, failure to report or
misrepresentation by the receiving organization.
c) The group, organization, or individual or business receiving a grant under this policy must
recognize the District of Carleton North as a sponsor when applicable.
d) Approvals for financial assistance under this policy shall be at the discretion of the District
of Carleton North Town Council.
Certification for District of Carleton North Policy Manual:
I certify that this Festivals and Events Grant Policy, as indicated above was adopted by
Council.
____________________________
June 13, 2023
Mayor
Date of Council Resolution
____________________________
June 13, 2023
Clerk
Date Policy in Effect
Schedule A: Festivals and Events Grant Application
Page 1
APPLICATION CHECKLIST
Your District of Carleton North Festivals and Events Grant Application delivered in person, mailed, emailed or
faxed.
A cover letter, if you would like to provide additional information about your organization and its goals/objectives.
Please do not include bound materials, promotional materials or reports. If additional information is required, you
will be contacted during the review process.
Two letters of support or testimonials are recommended but not required.
The budget for the event or festival. (See Part D)
PART A - APPLICANT INFORMATION
Name of Community Group/Organization/Business (applicant):
Titel of Event/Festival:
Date of Event/Festival:
Contact name:
Title:
Mailing address of Organization:
Telephone:
Fax:
Email:
Federal Charitable Status Number (if applicable):
Schedule A: FESTIVALS AND EVENTS GRANT APPLICATION
Instructions:
-
Use this cover sheet as the first page of your application.
-
Please submit all documents from the application checklist.
-
Incomplete submissions may delay or disqualify your request for funding.
-
Please apply at least two (2) months prior to required date.
-
If you do not have enough space to answer a question, please attach a separate sheet.
-
The policy governing the District of Carleton North's grants program is available on the Town's website at
www.carletonnorth.ca/policies or by contacting the Town at (506) 392-6763.
-
Please forward completed application to:
District of Carleton North
Attn: Tourism, Heritage, and Culture Manager
19 Station Road
Florenceville-Bristol, NB E7L 4L7
Email: [email protected]
Fax: 506-392-5211
District of Carleton North
Festivals and Events Grant Policy
Schedule A: Festivals and Events Grant Application
Page 2
PART B-APPLICANT MANDATE
1. Please briefly describe your organization's mandate/objectives.
2. Please describe the community, area and/or group(s) your organization serves.
PART C-ORGANIZATION/PROJECT/SERVICE INFORMATION
District of Carleton North
Festivals and Events Grant Policy
Schedule A: Festivals and Events Grant Application
Page 3
3. Please describe your organization's festival or event requiring support from District of Carleton
North Town Council.
4. Please describe the benefits your festival or event will provide to the District of Carleton North.
District of Carleton North
Festivals and Events Grant Policy
Schedule A: Festivals and Events Grant Application
Page 4
5. List contributions that your organization will provide to this festival or event including use of own
staff, services facilities and equipment. Please include the number of participating volunteers and
describe their roles.
District of Carleton North
Festivals and Events Grant Policy
Schedule A: Festivals and Events Grant Application
Page 5
PART D-ORGANIZATION/PROJECT/SERVICE BUDGET
Festival or Event Name:
PLANNED EXPENDITURES
(Itemize and list all costs related to your festival or event)
AMOUNT
TOTAL PLANNED EXPENDITURES
ANTICIPATED REVENUE
AMOUNT
District of Carleton North
Festivals and Events Grant Policy
Schedule A: Festivals and Events Grant Application
Page 6
(Itemize and list all revenue sources for your project, program or service)
Requested
Confirmed
Federal government support
Name of fund:
Provincial government support
Name of fund:
Municipal government support
District of Carleton North (include amount requested in this application)
Other municipal governments
Specify municipalities:
Donations/Fundraising
Other (please specify)
TOTAL ANTICIPATED REVENUE
District of Carleton North
Festivals and Events Grant Policy
Schedule A: Festivals and Events Grant Application
Page 7
FUNDING/SUPPORT REQUESTED FROM
THE DISTRICT OF CARLETON NORTH
(Please check the type of grant you are applying for and indicate the
amount requested)
AMOUNT REQUESTED
Festival and Event Grant funding
$
In-Kind donation requested. Itemize all in-kind donations being requested (number of tables, chairs,
labour, use of each,...)
DECLARATION
The information provided on this application form and accompanying documentation is accurate to the
best of my knowledge. I hereby give the District of Carleton North authority to verify any and all
information pertaining to this application.
Application prepared by:
Signature
Print Name
Date
District of Carleton North approval:
Application approved for:
$_____________
To the following organization: _________________________________________________
Application denied
Tourism, Heritage, and Culture Manager
Date