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Policy P.0501
Municipal Grant Program
Municipality of Five Rivers
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Municipality of Five Rivers
Policy P.05.01
Municipal Grant Program
1.
AUTHORITY. The Council of the municipality of Five Rivers, under the authority vested in it by Section 104 of the
Local Governance Act, 2017, and amendments thereto, enacts Policy P.05.01 to address the administration and
payment of municipal grants.
2.
PURPOSE. The Municipal Grant Program shall provide direct financial support to persons and groups for events,
programs, and projects that promise to strengthen and enrich the civic life of Five Rivers.
3.
SCOPE. All persons and groups that seek direct financial support from the municipality must request that
support by applying to this program.
4.
FAIR & EQUAL OPPORTUNITY. The application, review, and award process in the Municipal Grant Program has
been designed to give all applicants a fair and equal opportunity to receive funding from the municipality.
5.
COMMUNICATION. The municipality will advertise the Municipal Grant Program through various channels,
including the municipality's website, social media, print materials, and others, as appropriate.
6.
EXCLUSIONS. To request support for the exclusions listed below, which are not addressed through this program,
please contact the CAO.
6.1.
Requests for municipal sponsorship or endorsement, such as a letter of support to apply for a grant
from the provincial or federal government.
6.2.
Requests for in-kind support, which would provide permission to use municipal staff, supplies,
equipment, assets, facilities, properties, or buildings.
6.3.
Requests for educational support such as scholarships.
6.4.
Requests for residential or commercial development grants, including housing development.
7.
GRANT TYPES. The municipality of Five Rivers allocates funds to the following types of grants in its General
Operating Budget: Sports, Culture, Environment, Community, Tourism, and Other. The amounts allocated to
each type vary from year-to-year.
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Municipal Grant Program
Municipality of Five Rivers
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8.
ELIGIBILITY. The municipality provides grant funding for persons, groups, or organizations that seek to do one or
more of the following:
8.1.
To support the health and well-being of vulnerable or disadvantaged populations.
8.2.
To support sports, recreation, or fitness activities, events, or facilities.
8.3.
To contribute to the social and cultural life of Five Rivers.
8.4.
To repurpose a school or a church for a non-religious use of benefit to the community.
8.5.
To improve, beautify, or rehabilitate the environment (trails, gardens, parks, rivers, etc.) of Five Rivers.
8.6.
To contribute to tree removal and planting in Five Rivers.
8.7.
To upgrade or operate community centers and halls in Five Rivers.
8.8.
To preserve, protect, or promote special or historic places and properties in Five Rivers.
8.9.
To preserve, repair, or maintain cemeteries in Five Rivers.
8.10. To support or promote tourism in Five Rivers.
9.
AWARD LEVELS. Five Rivers shall award grants from $100 to $10,0001.
9.1.
LEVEL 1: Grants from $100 to $250 shall be awarded at the discretion of the CAO up to a total annual
allowance of $2500. All awards approved by the CAO shall be reported to Council.
9.2.
LEVEL 2: Grants greater than $250 shall be awarded by Council.
10. TERMS & CONDITIONS. Applicants shall be subject to the following terms and conditions:
10.1. Applicants may only be awarded one grant per calendar year.
10.2. Applicants shall not profit financially from the related event, initiative, or project.
10.3. Council may approve less than the amount requested by the applicant.
10.4. Applicants shall spend grant funding on the purposes and uses for which it was approved.
10.5. Funding awarded in any one year is not to be interpreted as a commitment for future funding.
10.6. Grant funds are not transferable without the prior approval of Council.
10.7. Unspent grant funds shall be returned to the municipality within ninety (90) days of the grant period.
1 Council reserves the right to approve a grant of more than $10,000 under exceptional circumstances.
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Municipality of Five Rivers
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10.8. In their application, applicants shall disclose all funding received and applied for from other municipal
governments, the provincial government, and the federal government.
10.9. The municipality shall not provide grants to support the activities of religious organizations, political
parties, or other special interest groups that primarily serve their own members.
10.10. During the application process, applicants may be required to provide further information. If the
applicant fails to do so, their application may be deemed ineligible for award.
10.11. If the municipality determines that an applicant has submitted false or misleading information in their
application, the municipality shall reject the application. In addition, the applicant will be disqualified
from applying for or receiving any grant from Five Rivers in the future.
10.12. If the municipality determines that an applicant has submitted false or misleading information after a
grant has been awarded, the applicant shall repay the grant in full within ninety (90) days from the date
of notice from the CAO. In addition, the applicant will be disqualified from applying for or receiving any
grant from Five Rivers in the future.
10.13. Applicants that receive a Level 2 award ($250 or more) shall submit a final report to the municipality. If
the applicant fails to submit a final report, or if the final report does not show that the grant was used for
the agreed to purpose(s), the applicant may be: (a) required to repay part of all of the award to the
municipality, (b) ineligible to apply for or receive grants in the future, or (c) both (a) and (b).
10.14. Approved applicants are expected to acknowledge the contributions of the municipality of Five Rivers on
any related promotional material.
10.15. The Municipal Grant Program is administered on an annual basis. Applicants cannot apply for multi-year
grants.
11. GRANT APPLICATION PROCESS.
11.1. Five Rivers accepts applications at any time during the year.
11.2. Applicants must complete the Municipal Grant Application Form P4A (see Appendix 1).
11.3. Applicants must submit their application, along with any additional documents, by:
11.3.1. emailing their electronic file(s) to the municipality ([email protected]), or
11.3.2. placing a print copy of the form in a sealed envelope and mailing or dropping off the envelope
to the municipality of Five Rivers at: 82 Main Street, Rexton, NB, E4W 5N4. ATTN: CAO.
11.4. Applicants may submit one or more attachments of their choosing with their application, for example,
letters of reference, financial statements, etc. The municipality encourages applicants to submit any
information that explains how funds will be used and how Five Rivers and its residents will be impacted.
Appendix 2 shows an example of a basic revenue and expense report that could be included with an
application.
12. GRANT REVIEW & AWARD PROCESS. The following process will be used to award all grants.
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Municipal Grant Program
Municipality of Five Rivers
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12.1. RECEIPT & QUALIFICATION. Municipal staff shall receive and qualify applications for eligibility.
Staff may contact applicants to resolve errors or omissions in applications.
12.2. REVIEW & AWARD. For requests up to $250, the CAO shall review & award grant requests. The CAO may
reduce the award amount and add additional terms and conditions. For requests over $250, Council
shall review and decide to award grant requests. Council reviews shall be conducted in a closed session
of Council and Council decisions to award shall be made through motion in an open session of Council.
At their discretion, Council may specify additional terms and conditions. Each motion shall identify (a)
the name of the person, group, or organization to receive the award, (b) the amount of the award, and (c)
the type of grant to be awarded.
12.3. NOTICE OF DECISION. After an application has been approved or rejected, municipal staff shall send a
letter of confirmation to the applicant. Where an application is approved, the letter shall include the
award amount and any applicable terms and conditions. The applicant must acknowledge receipt of the
letter and agree to any terms and conditions. Where an application is not approved, the municipality
may explain the decision in the letter.
12.4. APPEALS. The municipality does not have or offer an appeal process. While Council and staff are under
no obligation to explain a decision, staff may advise an applicant of ways to improve a future
application. Applicants that are not approved may re-apply for grants at their discretion.
12.5. PAYMENT. For approved applications, municipal staff shall arrange payment of the award with the grant
recipient. Staff will also provide the recipient with a unique grant ID for future reference. At the
municipality's discretion, the recipient may be required to provide further information or additional
records prior to payment.
12.6. VERIFICATION. For Level 2 awards, grant recipients shall provide a final report (see section below) that
verifies the recipient's use of funding. Where practical or requested by municipal staff, the applicant
shall include copies of receipts or invoices that correspond to related expense items.
12.7. PUBLIC RECOGNITION. The municipality shall post a record of grants awarded in its annual report and
on its website. The information posted will include: (a) grant type (community, culture, etc.), (b) grant
recipient, (c) award date, (d) award amount, and (e) purpose (a description of how the grant funds will
be used as provided by the recipient).
13. FUNDING LIMITS & APPLICATION TIMING.
13.1. LIMITED FUNDING. Each year, the budget for municipal grants is limited and funds are dispersed on a
first-come, first-served basis. For that reason, funding may be unavailable at the time of application, so
applicants are encouraged to apply at their first opportunity.
13.2. TIME-SENSITIVE APPLICATIONS. Applicants that seek funding by a specific date are advised to include
that detail in their applications. The municipality cannot guarantee that it will reach its decision by the
requested date.
14. FINAL REPORT. Where applicable, the award recipient shall provide a final report in print or PDF format that
contains the following:
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Municipal Grant Program
Municipality of Five Rivers
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14.1. A cover sheet that shows: (a) the grant ID, (b) the organization's name and address, (c) the contact
person's name, title or role, phone, and email, (d) the total dollar amount of the grant, and (e) the name
and signature of the contact person with date.
14.2. A description that explains how the grant enabled the success of your event, program, or project.
14.3. A statement confirming that the event, program, or project occurred as described in your application.
If there were major changes, they must be described in clear and meaningful detail.
14.4. A complete and itemized list of actual expenses incurred. Recipients may group like items under
categories such as food & drink, advertising, rent, and insurance.
14.5. A complete and itemized list of actual revenues raised. Recipients may group like items under
categories such as ticket sales or donations.
15. EFFECTIVE DATE.
DATE OF READING
March 11, 2025
16. SIGNATURES.
MAYOR
Tina Beers
CLERK
Rob Webber
Policy P.0501
Municipal Grant Program
Municipality of Five Rivers
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APPENDIX 1: GRANT APPLICATION FORM P4A
Primary Contact
Name:
Role/Title:
Email:
Phone:
Organization Name
Organization Address
Organization Type
Individual Registered Charity Non-Profit Other (describe below)
Organization Description
Briefly describe your group or organization.
Tax ID # or
Registered Charity #
Your organization's tax ID or registered charity number (If applicable).
Description of Event,
Initiative, or Project
Tell us about your event, initiative, or project.
Total Funds Requested
(from all sources)
What is the total amount of funds that you seek to raise from all sources?
Total Funds Requested
(from municipality)
What is the total amount of funds that you seek to obtain from the municipality?
Other Sources of Funds
Excluding the municipality, who have you approached for financial support?
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Municipal Grant Program
Municipality of Five Rivers
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Intended Use of Funds
How will you use the funds that you receive from the municipality and all other sources?
Benefit to Five Rivers
How will Five Rivers benefit from your event, program, or project? For example, which residents,
and how many residents, will benefit? Will Five Rivers see an increase in retail activity or
tourism? Will residents receive a new service or a better service?
Requested Date to
Receive Funding
What is the date by which you require the funds?
Expected Period for
Funding Use
Date range within which you will use the grant funds.
Start Date:
End Date:
Date Submitted
Enter the date when this form was completed.
Signature
The information in my application is complete and accurate.
__________________________________________________________
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Municipal Grant Program
Municipality of Five Rivers
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APPENDIX 2: SAMPLE REVENUE & EXPENSE REPORT
The tables below show how revenues and expenses could be presented in a final report. (Note: the figures below
happen to be equal; the municipality understands that revenues and expenses may not be equal.)
Revenue
Estimated
Actual
Balance
Municipal Grant
$1000
$1000
$0
Ticket Sales
$1000
$1250
$250
Donations
$500
$0
($500)
Supplies
$250
$250
$0
Subtotal
$2750
$2500
($250)
Expenses
Estimated
Actual
Balance
Adversting & Promo
$500
$500
$0
Food & Beverages
$1000
$750
($250)
Facility Rental
$500
$500
$0
Cleaning
$250
$250
$0
Security
$500
$500
$0
Subtotal
$2750
$2500
($250)