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VILLAGE OF FUNDY ALBERT
Community Grants Program
Effective Date: 2024-02-07
Review Date: 2027-02-07
PURPOSE STATEMENT
The purpose of this policy is to outline the evaluation and awarding criteria for Community Grants
Program offered by the Village of Fundy Albert (Fundy Albert).
Grants are offered annually by the Municipality for community initiatives and groups that are conducive
to building a stronger community and/or that relate to the municipality's long-term strategic priorities.
DEFINITIONS
"Applicant" means any group or individual applying for any funding under this Policy.
"Chief Administrative Officer" means the head of the municipal administration. The individual is the
only employee who reports directly to Council "CAO".
"Community Grants Program (CGP)" means the funding (in-kind or monetary) in which the recipient is
requesting.
"Clerk" means a clerk of a local government appointed under section 71.
"Treasurer" means a treasurer of a local government appointed under section 71.
"Council" means the Mayor and Councilors of Fundy Albert.
GENERAL
To increase the likelihood of available funding, all grants should be requested by September 30 for the
following fiscal year (January 1 to December 31). If September 30 falls on a weekend, applications will be
accepted until the following working day (Monday).
Grants applied for by the September 30 deadline are subject to approval from Council during budget
deliberations. The CAO is responsible for compiling all requests and recommending an appropriate
amount of funding to include in the grant budget for the following fiscal year. Successful proponents are
notified in December by the Clerk upon approval of the municipal budget.
In the event of multiple requests in the same fiscal year from the same applicant, the applicant will not
receive more than one donation before June 30 of that calendar year to permit equitable access to the
funds allocated for this purpose amongst the number of community groups seeking funding.
The municipality reserves 20% of the annual grant budget for requests received at any time throughout
the year. Requests must be submitted through the online form.
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Approval of grants of $250 or less from the reserve budget are at the discretion of the CAO, or
designates, while funds remain. Applicants must permit a minimum of two weeks for the request
to be processed.
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Amounts over $250 are subject to approval by Council. In accordance with the Regular Council
Meetings of Fundy Albert, applicants are encouraged to submit requests no later than 30
business days before funds are required. Sufficient time is required for Administration to
evaluate the request, make a recommendation, and include it on the agenda for a subsequent
Regular Council Meeting.
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Funds are dispersed on a first-come, first-serve basis following the evaluation.
GRANTS OF $250 OR LESS
All grants valued at $250 or less must be submitted using the online application form. The following is
the standard information that is collected through the application process for the grant of $250 or less
stream:
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applicant name(s) and contact information.
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amount of funding requested.
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purpose of request.
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benefit to the municipality.
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how the municipality will be recognized for their contribution.
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when the funding is needed by.
The specific questions and format of the grant application are subject to amendments as needed by
municipal administration insofar as the required information continues to be collected.
IMPORTANT: Recipients of grants of $250 or less must provide a written summary of how the funds
were used upon completion of the project. Failure to fulfill this requirement can lead to the group(s) no
longer being eligible for future grant requests.
GRANTS OF $250 OR MORE
All grants valued at more than $250 must be submitted using the online application form. While all
applicants are encouraged to relate their request to the strategic pillars and priorities of the municipality
(pending), only requests exceeding $1000 must address the core values or strategic priorities (pending)
of the municipality to receive funding.
The following is the standard information that is collected through the application process for the grant
of more than $250 stream:
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applicant name(s) and contact information.
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amount of funding requested.
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purpose of request.
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benefit to the municipality.
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how the municipality will be recognized for their contribution.
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when the funding is needed by.
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budget for project and/or request.
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how the request meets strategic priorities or projects for the municipality (not required (but
encouraged) for applications less than $1,000).
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if the grant is being requested for a specific quote or asset, a quote from the desired vendor.
The specific questions and format of the grant application are subject to amendments as needed by
municipal administration insofar as the required information continues to be collected.
IMPORTANT: Recipients of grants of more than $250 must provide a written summary of how the funds
were used upon completion of the project. Failure to fulfill this requirement can lead to the group(s) no
longer being eligible for future grant requests.
MULTI-YEAR GRANTS - THREE (3) YEAR DURATION
Organizations that request grants from Fundy Albert in excess of $1000 annually are encouraged to
apply for multi-year grants (commencing 2025). The following organizations are eligible for multi-year
grants:
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not-for-profit organizations.
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businesses or associations furthering or partnering with Fundy Albert.
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community groups looking for in-kind support from Fundy Albert.
All multi-year grants must be submitted via email to the CAO no later than August 30 of each year. If
August 30 falls on a weekend, applications will be accepted until the following working day (Monday).
Applicants are limited to one multi-year grant application per fiscal year. Organizations may receive
additional grants over the course of a year, but only one multi-year request can be submitted per year.
Multi-year grants are evaluated on the return on investment for the municipality and how the
organization's request aligns with its' strategic priorities and pillars. Applicants are urged to ensure they
are familiar with Fundy Albert's Strategic Plan (pending) for the purposes of the application.
Applicants are notified annually of multi-year grants in December, following budget deliberations. Upon
receiving confirmation of a successful application, successful proponents will be required to:
1. sign an agreement with Fundy Albert for the delivery of services contained in the application.
2. provide Fundy Albert with By-laws of the organization and the most recent financial statements,
where applicable.
3. present annually on the activities of the organization for the duration of the agreement during a
Regular Council Meeting.
4. scheduled of dates to present annually on the activities of the organization for the duration of
the agreement during a Regular Council Meeting.
Failure to fulfill these requirements can lead to the group(s) no longer being eligible for future grant
requests. Agreements signed with the organization(s) will also stipulate the requirement(s) of the
organization and should these not be met; funding is subject to be revoked for future fiscal years.
The following is the standard information that is collected through the application process for this
stream:
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applicant name(s) and contact information.
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amount of funding requested.
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organizational overview.
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detailed description and overview of the purpose of request.
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benefit to the municipality.
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how the municipality will be recognized for their contribution.
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when the funding is needed by.
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how the request meets strategic priorities or projects for the municipality.
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1-2 letters of community support.
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additional information as deemed necessary for the purposes of evaluation, which may include
balance sheets, business plan, income projections, annual report(s), proof of insurance, etc.
Applicants are encouraged to provide these documents in the "Other supporting documents"
section of the application, although if required, they will be requested by Administration for the
purposes of evaluation.
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agreement/consent to enter into a formal agreement with the municipality, should they be
provided with funding.
The specific questions and format of the grant application are subject to amendments as needed by
municipal administration insofar as the required information continues to be collected.
IN-KIND GRANTS
In-kind contributions may include donated equipment, materials, services, space/facilities, or labour
necessary for a proposed project that would otherwise have to be purchased and paid for. They are non-
monetary goods or services that may be provided by Fundy Albert and are a cash-equivalent
contribution in the form of an asset for which no cash is exchanged.
In-kind grants can be requested at any time throughout the year. Requests must be submitted through
an online form and applicants must permit a minimum of two weeks for the request to be processed.
Any requests for the use of Fundy Albert municipal resources must comply with the policy.
Approval of in-kind grants is at the sole discretion of the Chief Administrative Officer (CAO) or designate
and are dispersed on a first-come, first-served basis.
EVALUATION OF REQUESTS
All grant applications evaluated and presented to Council for consideration will use a matrix weighing
the following criteria:
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how the application positively contributes to priorities, strategic pillars (pending), or
partnerships with the municipality.
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how the organization has leveraged, or will leverage, other sources of funding.
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evidence of community support (which could include letters submitted with the application,
number of volunteers, impact, and history in the community, etc.).
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organizational and governance efficiencies (which considers, for example, the organizations track
record related to governance, finance, membership, etc. and whether they are deemed capable
to undertake the proposed project(s)).
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whether or not the project(s) compliments, and does not duplicate, work being undertaken by
other community organizations included but not limited to the municipality.
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impact on Fundy Albert residents and residents of surrounding communities.
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unique differentiators that may highlight specific features of the application that deem it worthy
of receiving funding from the municipality.
Grant applications of $250 or less that are approved by the CAO from the 20% reserve annual budget
will be evaluated using a matrix weighing the following criteria:
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innovation.
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likelihood of accomplishing stated outcomes.
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link to Council Priorities.
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long-term benefits/impacts.
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level of community support.
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ability to generate cooperation between citizens and other organizations.
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ability to acquire other sources of funding/in-kind support.
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sustainability of business plan or development plan.
ELIGIBILITY AND APPEALS
Council will not consider providing a Community Grant to the following:
1. individuals
2. for profit businesses
3. groups/Organizations with political or religious affiliation
4. groups/Organization who have failed to provide satisfactory reports, including
financial statements, as to the success of the previous year and specifically with respect
to the allocation of grant funds
5. other levels of government
6. discriminatory activities and events
7. activities which are deemed to be unlawful
There shall be no right of appeal. Council and CAO decisions regarding grants and donations are final.
EXCESS GRANT FUNDS
In the event of remaining funds in the budget for unused grants, it is a policy of Council to reserve this
funding for grant purposes in the operating reserve fund unless otherwise determined by Council.
GRANT EVALUATION CHECKLIST
This evaluation checklist is for Staff/Council use only
Date Application Received: ________________________________
Group/ Organization Applying: ______________________________
Criteria
Yes
No
Application form complete (with all necessary information provided)
Application received by the Deadline.
Application meets criteria.
Organization/Group based within, operating within, or serving Fundy Albert
Event/Program occurring within Fundy Albert
Event/Program benefitting residents of Fundy Albert
Organization/Group a registered Charity/Non-Profit
Donation Type clearly indicated.
Organization/Group has received prior assistance from the Village
Organization/Group receiving assistance from other sources
Satisfactory acknowledgement if donation provided
Satisfactory acknowledgement if donation provided
All requested attachments included with application form
What type of donation/grant is being requested? _______________________________
Approximate donation value being requested: ________________________________
Does this application meet all criteria necessary to be forwarded to Council? __ Yes __No
Evaluator Name: ______________________
Evaluator Signature: _______________________
Date of Evaluation: _________________