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POLICY # 2023-05-06
COMMUNITY CONNECTIVITY GRANTS
PROGRAM POLICY
1) PURPOSE
a) To establish equitable guidelines for the distribution of funds to the not-for-profit
sector and charitable organizations in the community.
b) For the Municipality to recognize and support the efforts of community
organizations to provide cultural, social, environmental, heritage, economic,
recreation programs, facilities, and events to the benefit of municipal residents.
2) AUTHORITY
a) Authority is provided under Section 65, Municipal Government Act, as amended.
3) OBJECTIVES
a) To identify on an annual basis the amount of funding that the Municipality will
provide in grants.
b) To establish a process for applying for grant money which is fair and consistently
applied, as well as a process by which the Municipality will consider grant requests.
c) To identify criteria upon which grant applications will be evaluated.
4) GENERAL POLICY STATEMENTS
a) The Municipal Council shall determine annually as part of its budget deliberations
the amount of funds to be provided to support the various projects.
i) For Fiscal year 2023/24 the amount shall be $150,000
ii) Any unspent money from the fund may be placed in a special reserve as
directed by the Council for use in subsequent years.
b) Grants shall not be awarded to individuals, businesses, industry, or sole
proprietorship.
c) Only one application can be submitted by an organization per fiscal year.
d) Applicants must agree to recognize the Municipality for its contribution. This may
include a banner, public statement, sign, or other method agreed to by the
Municipality.
e) Letters shall be sent to all grant recipients, noting program reporting requirements
and any restrictions.
f) Grants shall generally be paid in one instalment; however, if budget constraints do
not allow for the payment in one year a recommendation be made that the award
may be funded over multiple years.
g) Letters shall be sent to any unsuccessful applicants of grant applications.
h) The applicant shall be in good standing with the County of Pictou and shall not
have a debt or legal claim outstanding.
i) All grant applications shall be submitted on a form specified by the Municipality.
The form may include but is not limited to a request to disclose financial statements
of the organization, organizational structure, proposed budget and sources
funding.
5) ELIGIBILITY
a) The applicant must be:
i) a federally registered charity. ii) non-profit society registered and active with the
Nova Scotia Registry of Joint Stocks.
iii) A society within the meaning of the Children and Family Services Act. iv) A
mental health clinic in receipt of financial assistance from the Province of Nova
Scotia.
v) An exhibition held by an educational institution in the Municipality. vi) A club,
association or exhibition within the meaning of the Agriculture and Marketing Act.
vii) Any charitable, nursing, medical, athletic, educational, environmental, cultural,
community, fraternal, recreational, religious, sporting or social organization within
the Province of Nova Scotia. viii)The applicant must provide a service to residents
of the Municipality of the County of Pictou or that the residents may access.
b) Manses, fire halls, church halls and arenas are not eligible for this grant.
6) GRANTS
a) The Municipal Council may grant funds to community organizations from the
Community Connectivity Fund:
i) To assist with the creation of new recreational opportunities or destinations such
as parks, ballfields, tennis courts, pickleball. ii) To refurbish existing community
halls or centres. iii) To build new community halls or centres.
b) Facilities must be located within the Municipality of the County of Pictou
c) The Municipality may provide up to 40 percent of the project cost up to a maximum
of $50,000, which do not include in-kind contributions..
7) REPORTING AND ACCOUNTABILITY
a) All grant recipients have until January 31st to submit their reporting form and
documentation to demonstrate the grant was spent in accordance with the terms
of funding.
b) The applicant will keep accounting records for all receipts and expenditures relating
to the grant allocation.
c) The applicant will make available for inspection by the Municipality or its Auditors
all records and books of accounts of the applicant upon request of the Municipality.
d) If the project is completed without requiring the full use of the grant allocated by
the Municipality, then the unspent portion shall be returned to the Municipality.
e) Failure to report may result in ineligibility for further grant funding.
f) In rare circumstances, an applicant's eligibility may be suspended for a specified
period for misappropriation of funds, failure to report, or misrepresentation.
8) APPLICATION and REVIEW PROCESS
a) The deadline for applications for the April 1st to March 31st fiscal year is the last
working day of February of the preceding fiscal year.
b) In January of each year, the Municipality shall advertise in a local newspaper the
Grants Program, indicating details of the program and the deadline for applications
to be submitted for consideration.
c) Additional information may be requested by the Grants Review Committee or the
Financial Services Committee, if the application is incomplete, an incomplete
application shall not be considered late.
d) The Grants Review Committee shall submit a report to the Financial Services
Committee explaining the rationale for the recommendations.
e) All Grants shall be approved by the Municipal Council by way of resolution at a duly
called meeting of Council.
9)
EVALUATION CRITERIA
a) The Grants Review Committee shall review each application against the following:
i) Application is consistent with Council's Strategic Priorities, Recreation Master
Plan, Capital Improvement Plan or other formal documents approved by Council.
ii) Promote and enhance the wellbeing of the Municipality and its citizens iii)
Ensures that the service, activity of program is open to the community. iv)
Encourage more active involvement in the community organization, programs and
activities.
v) Ensures that the funds will be administered by a competent
body and that there is an adequate administrative system of
review and oversight implemented with groups and activities.
vi) Actively seeking additional sources of funding. vii) Quality of
management (established track record) viii)Evidence of
financial need. ix) Evidence of clear goals and expected
outcomes. x) Demonstrated need to the community.
xi) Demonstrated uniqueness of the service or program.
xii) Prioritization of awards to organizations shall be made on the basis that:
(1) Each Council District should have access to the fund prior to an organization
from a Council district that has already received funding in previous years.
(2) To organizations that have not received funding in the previous three years;
unless there are funds available in the program to support the applications.