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TOPIC:
Council Special District Grants Policy
POLICY NUMBER: 34
DATE APPROVED: November 19, 2013 (#2013-147)
DATE REVISED:
November 20, 2018 (#2018-163)
TITLE:
This Policy may be cited as the "Council Special District Grant Policy" of the Municipality of the
County of Antigonish.
PREAMBLE:
The Municipal Government Act (1998), Part IV, Section 65, provides the broad framework
within which policies authorizing the expenditure of public monies are developed.
Councillor's often receive requests for assistance from individuals and local community groups
that are either ineligible, too small or time-sensitive to be handled in an effective manner by
Community Partnership Grants, administered by the Municipality of the County of Antigonish
(herein referred to as the Municipality). Flexibility is required to address such local requests.
Therefore, an amount is allocated in the Budget for Council Special District Grants (herein,
referred to as "Grants" or "Grant"), to provide a simple, effective method of providing funding
for use within each district.
This policy is intended to assist members of Council and staff in the appropriate expenditure,
record-keeping and reporting of expenses related to Grants.
POLICY:
1.0 Purpose
1.1
Generally, Grants focus on local activities related to social welfare; culture; community
development, engagement or support; charitable fund-raising by a recognized
institution or community group; civic events; environmental protection; and,
community-based educational initiatives.
1.2
In all cases, Grants can only be used for the intended purpose for which it was
authorized.
2.0 Parameters for Awarding Grants:
2.1
The amount allocated to Grants will be established annually through the Municipal
budget.
2.2
The fiscal year starts April 1 and ends March 31. No expenses shall be claimed or
reimbursed after March 31 for the ending fiscal year.
2.3
There shall be no Grant over-expenditures.
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SPECIAL DISTRICT GRANTS POLICY
2.4
Grant funding may be carried to forward to future fiscal years.
2.5
Multi-year commitments of Grants are not permitted.
2.6
Any Grant request in excess of $2000 shall be approved by consensus of all members
of Council.
2.7
Grants may be awarded to individual persons or families in emergency situations only.
2.8
Any Grants to parishes, individual churches or religious groups in excess of $1000 shall
be approved by consensus of all members of Council.
2.9
Staff is not to encourage individuals or groups in lobbying members of Council. If a
request for Grant funding is received, staff are expected to relay the request to
members of Council. Such information should be relayed in writing.
2.10
Grants are not intended for use in fund-raising activities that are of direct benefit to a
department, program, project or service of the Municipality of the County of
Antigonish.
2.11
Funding requests for individuals participating in sporting, cultural or educational
events shall be referred to the Recreation Department for consideration under the
Community Partnership Grants for Travel Assistance or Leadership Development.
2.12
Grants expenditures shall be suspended 3 months prior to Nomination Day in an
election held pursuant to Section 54(4) of the Municipal Elections Act. Once an
incumbent has officially declared their candidacy in a government election, their use of
Grants shall cease. Spending shall resume upon the day a candidate is officially sworn
into office as an elected representative.
2.13
Grants shall not be spent on election related costs.
2.14
In the event of an incumbent's acclamation to Council, access to Grants shall not be
suspended.
3.0 Accountability Requirements:
3.1
Each member of Council is responsible for making a clear determination if
expenditures are permissible and shall be expected to award all Grants in accordance
with this policy.
3.2
Written authorization shall be required for all Grant expenditures in the form of an
invoice, fax, email, letter or cheque requisition. Where written authorization cannot be
provided in advance of the expenditure, the councillor awarding the Grant shall sign
the cheque requisition.
3.3
Written authorization for Grant expenditures shall include the name of the recipient,
the amount supported by an invoice or receipt and a clear and concise description of
the purpose of the Grant.
3.4
A donation to a registered charitable organization or event shall be recognized with a
receipt. Members of Council shall receive no personal tax benefit. All receipts for such
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SPECIAL DISTRICT GRANTS POLICY
donations are to be written out to the Municipality of the County of Antigonish and
submitted to the Finance Department.
3.5
In the case of uncertainty, the authority and responsibility for the determination of a
permissible award is that of the Committee of the Whole. The Committee's
determination is final.
3.6
Grants are included in the annual audit. Any audit shall check for complete and
appropriate documentation, compliance with policy, the fair and consistent application
of policy, accurate reporting, and any other issues determined relevant by the audit
team.
4.0 Reporting Requirements:
4.1
The Finance Department shall be responsible for processing Grant awards, the
maintenance of financial records including all original receipts, invoices, and cheque
requisitions, and shall oversee the auditing of accounts as required.
4.2
Staff shall prepare for Municipal Council a quarterly, itemized report of Grant
expenditures by electoral district, recipient and amount. A clear and concise rationale
for the expenditure shall also be provided. An example of this report can be found in
Annex A.
5.0 Policy Review:
5.1
This policy shall be assessed after one (1) year of implementation to evaluate its
scope, relevance and effectiveness. Thereafter, the policy shall be reviewed:
5.1.1
Every five (5) years, or
5.1.2
Upon request of Council, or
5.1.3
To reflect substantive changes in legislation.
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SPECIAL DISTRICT GRANTS POLICY
Annex A
Council Special District Grants
Report to Council
District
Recipient
Amount
Date
Rationale