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original document ·
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unofficial consolidation, the official version is held by the municipal clerk.
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Municipality of the District of Shelburne
Festivals and Events Policy
PURPOSE
1. Every year, the Municipality receives more grant requests than it can fund. The aim of
this policy is to share available resources throughout the Municipality and
neighbouring municipalities. Grants are intended to provide modest levels of support
and assistance.
2. The purpose of this policy is to provide guidelines to Council in approving financial
grants given by the Municipality for festivals and events. It is the intent of this policy
to enable and encourage citizen involvement in community groups and civic events.
OBJECTIVE
1. The Municipality will consider providing limited financial assistance to not for profit,
charitable organizations and neighbouring municipalities that advance the
Municipality's overall strategic direction and that accrue significant economic, social,
health and community benefits. Support may also come in the form of in-kind
services or facility use.
2. To provide financial assistance to not for profit, charitable organizations and
neighbouring municipalities that coordinate and implement festivals and events.
3. To define eligibility and to establish criteria to be used to evaluate each request.
CRITERIA
1. In addition to the information provided in the completed grant application form, the
following criteria shall be considered when reviewing festival and event applications
to determine whether it should be referred to the Municipality's Tourism Account:
a. The level of responsibility of the Municipality to provide funding;
b. The mandate of the organization and how it affects the citizens of the
Municipality and the greater community;
c. The length of the festival or event;
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d. The length of time the festival or event has been held; the minimum being 10
years;
e. The festival or event's operating budget;
f. The requested amount; and
g. Other potential support.
2. The Municipality cannot guarantee funding levels from year to year. In order to
ensure that consideration for financial support is given in the next fiscal year, another
request for funding must be submitted.
3. Preference will be given to festivals and events that demonstrate community support,
efficient use of resources, sound business practices and develop volunteer knowledge,
skills and self-reliance.
GRANT REVIEW PROCESS
The deadline to receive festival and event requests is January 31st. Late requests shall
only be reviewed after applications received by the deadline have been processed.
Application submission:
1. All applications must be submitted using the grant application form provided by the
Municipality.
2. Applications must be received and date stamped on or before the annual application
deadline in order to be considered for a grant under this policy. It is the responsibility
of applicants to ensure that applications are complete.
3. Applications received after the annual application deadline shall be considered the
following year, unless there is an urgent need for funding and the request is within the
annual budget allocated by the Municipality for such grants.
Application evaluation:
4. Applications shall be evaluated by the Grants Committee using the Grants Policy
evaluation form as well as the criteria listed above.
5. All applicants shall be notified in writing of Council's decision on a grant application.
There shall be no appeal process.
Post-grant reporting:
6. At the end of the project or by the end of the Municipality's fiscal year, whichever
comes first, grant recipients must submit a report and/or financial statement to the
Municipality.
7. Organizations who fail to report on a grant received from the Municipality shall be
ineligible for further funding until the conditions of funding are satisfied.
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GENERAL CONDITIONS
1. 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 of award.
2. Funding may be revoked should there be a misappropriation of funds, failure to report
or misrepresentation by the receiving organization.
3. The festival or event receiving a grant under this policy must recognize the
Municipality as a sponsor.
4. Approvals for financial assistance under this policy shall be at the discretion of
Council.
Clerk's Annotation For Official Policy Book
Date of Notice to Council Members of Intent to Consider
(7 days minimum):
Date of Passage of Policy:
_______________________________________ ______________________
Penny Smith, Municipal Clerk Date
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