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MUNICIPAL GRANTS POLICY
Council
Administrative
Municipality of the County of Victoria
Page 1 of 14
PURPOSE
The purpose of the policy is to:
1. provide a framework for the fair and transparent disbursement of public funds;
2. ensure that all community organizations are treated fairly and equitably;
3. minimize administrative hurdles and encourage consistency and standardization in the application
process and,
4. provide council and staff with guidance on appropriate expenditures, record keeping and reporting of
expenses related to municipal grants.
SCOPE
Any community organization that applies for and/or receives financial assistance from the Municipality
under any established grant program, including property tax relief, is subject to this policy. Funding provided
to primary and secondary schools within Victoria County are also subject to this policy.
All staff and council involved in the administration and/or approval of municipal grants must adhere to the
policy statements contained within this document.
Inter-municipal agreements, annual fire department operational funding, and residential property tax
rebates are not applicable under this policy.
The property tax relief category within this policy replaces the previous 'External Organizations Tax
Exemption' by-law.
POLICY
DEFINITIONS
'Application' shall mean the formal application form developed by the Municipality, specific to the grant
program from which funds are being sought.
'Community organization' shall mean an organization that is either incorporated as non-profit or a
registered charity as defined by the Canada Revenue Agency
'Council' shall mean the Municipal Council of the Municipality of the County of Victoria.
'Grant' shall mean an award of financial or in kind assistance by the Municipality to an eligible organization;
does not include monies transferred as part of a contract for service.
'Municipality' shall mean the Municipality of the County of Victoria.
MUNICIPAL GRANTS POLICY
Council
Administrative
Municipality of the County of Victoria
Page 2 of 14
GENERAL
The aim of any grant program within this policy is to provide a modest level of support and assistance to
community organizations within the Municipality. This support is in recognition of the value that these groups
provide to the well-being, sustainability and growth of our communities and to encourage citizen
involvement.
AVAILABILITY
On an annual basis, Council shall identify amounts to be allocated for grants as part of the budgeting
process.
Grant funding disbursed in accordance with this Policy shall not exceed 4% of the total revenue collected
by the Municipality through taxes.
Council may set aside a portion of the funding allocated to grant programs to be used for requests of a
special nature.
AUTHORITY
Section 71 of the Municipal Government Act states council may, by policy, exempt from taxation, to the
extent and under the conditions set out in the policy
(1) (a) property
(i) of a named registered Canadian charitable organization, and
(ii) that is used directly and solely for a charitable purpose;
(b) property of a nonprofit community, charitable, fraternal, educational, recreational, religious,
cultural or sporting organization if, in the opinion of the council, the organization provides a service
that might otherwise be a responsibility of the council;
(2) The council may, by policy, to the extent and under the conditions set out in the policy, provide
that the tax payable with respect to all or part of the taxable commercial property of any nonprofit
community, charitable, fraternal, educational, recreational, religious, cultural or sporting
organization named in the policy be reduced to the tax that would otherwise be payable if the
property were residential property, inclusive of area rates.
Approvals for development, capital, and operating grants, property tax relief and scholarship funding under
this policy shall be given by Council.
Approvals for tourism related initiatives under this policy shall be administered by the Tourism and
Recreation department.
Approvals for recreation and physical activity related initiatives, including school recreation, under this policy
shall be administered by the Tourism and Recreation department.
FUNDING CONDITIONS
In general, grant applicants should not expect the Municipality to be the sole source of project funding. The
Municipality is interested in ensuring that organizations have other sources of funding or external partners
to support projects, programs, etc.
MUNICIPAL GRANTS POLICY
Council
Administrative
Municipality of the County of Victoria
Page 3 of 14
In certain cases the Municipality may make municipal contributions contingent on other levels of
government support or partnerships.
Funding from other municipal programs must be identified. Financial assistance from other municipal
sources may make applications ineligible for specific grant.
Funding requests for grants are considered for one fiscal year at a time unless otherwise specified within a
specific grant program.
Any funding approval that is contingent on certain terms and conditions shall be communicated to the
applicant in writing with an associated timeline to satisfy said terms and conditions. Funding may be revoked
for failure to comply with the terms and conditions stipulated.
Funding may be revoked should there be a misappropriation of funds, failure to report when requested, or
misrepresentation by the receiving organization.
All applications will be pre-screened for debt owing to the municipality. Organizations that are currently in
a delinquent position for property taxes and/or utility bills will have their application deemed ineligible for
consideration until delinquencies are settled.
Any community organization that receives grant funding from the Municipality shall recognize the
Municipality as a partner (where applicable).
Applicants are required to secure and maintain appropriate insurance coverage. Proof of insurance may be
requested by the Municipality.
CRITERIA
Applications will be accepted from organizations that:
-
Have submitted complete applications by the deadlines;
-
Have fulfilled any obligations outstanding from previous grant awards;
-
Have provided proof of non-profit status.
Applications will not be accepted from:
-
For-profit businesses;
-
Organizations with political affiliations;
-
Organizations where services/activities include the promotion and/or required adherence to a faith;
-
Provincial/national organizations unless a local chapter exists to service the residents of Victoria
County.
Priority will be given to community organizations that provide programs or services within the Municipality,
or to a significant number of residents of the Municipality.
Community organizations may apply for assistance through more than one grant program providing that
the applications pertain to separate and distinct projects, programs or initiatives.
MUNICIPAL GRANTS POLICY
Council
Administrative
Municipality of the County of Victoria
Page 4 of 14
Applications received after the application deadline shall be considered the following year unless there is
an urgent need and the request is within the remaining budget for such grants.
Criteria specific to each grant program can be found in the appendices of this policy.
GRANT CATEGORIES
1. Development - To provide one time financial support to fund or sponsor an event, program, project
or activity that enhances, supports, promotes, informs/educates, celebrates, preserves and/or
provides access to:
a. Arts/Culture/Community Heritage
b. Community Beautification/Environmental Sustainability
c. Community Health and Wellness
d. Youth/Seniors Supports
e. Tourism/Economic Development
2. Capital - To provide onetime support for the purchase of property, the construction, remodeling or
expansion of a facility, or purchase of equipment.
3. Operational - To provide grants to community organizations that have a mandate to deliver an
ongoing service or program that is generally delivered by a municipality, or complements a service
being offered by the Municipality.
4. Property Tax Relief - To provide partial or full relief to community organizations for their annual
property tax amount.
5. Recreation/Physical Activity- To provide grants to community organizations that are offering
program or services that support the goals and objectives identified in the Municipality's Recreation
and Physical Activity Strategy. The focus of these grant programs may change from year to year.
6. Tourism - To provide grants to community organizations that are offering program or services that
support the goals and objectives identified in the Municipality's Tourism Strategy. The focus of
these grant programs may change from year to year.
7. School Recreation - To provide grants to primary and secondary schools within Victoria County
for the purpose of recreational program opportunities to its students.
8. Scholarships - To provide financial awards to Victoria County residents graduating from high
school and attending a recognized post-secondary program.
APPLICATION PROCESS FOR DEVELOPMENT, CAPITAL AND OPERATING
GRANTS
The deadline for grant applications shall be identified annually. Applications will be made available online
and will include the deadline.
Only one application per community organization may be submitted in each fiscal year for each funding
category; however, applications should pertain to separate and distinct projects, programs or initiatives.
Organizations should not expect funding to be awarded each fiscal year. Preference will be given to
organizations who have not received funding within the last fiscal year.
Applications for grant funding must include:
MUNICIPAL GRANTS POLICY
Council
Administrative
Municipality of the County of Victoria
Page 5 of 14
-
Completed application form
-
Proof of active registration as a non-profit or charitable organization
-
Most recent financial statements or Treasurer's Report
-
A budget outlining expenses and revenues for the proposed project, program or service.
Incomplete applications will not be considered for funding. Further information may be requested as
required.
All development, capital and operating grant applications received throughout a current year will be referred
to the budget process of next fiscal year. Applications will be compiled and evaluated by a staff committee.
A recommendation will then be provided to Council for consideration, modification and approval.
Final decisions on grants will be made upon approval by Municipal Council as part of the annual operating
budget process. Each applicant shall be notified in writing of the decision.
Application requirements specific to each grant program can be found in the appendices of this policy.
APPLICATION PROCESS FOR PROPERTY TAX RELIEF GRANTS
The deadline for grant applications shall be identified annually. Applications will be made available online
and will include the deadline.
Organizations should not assume tax relief to be automatically renewed each fiscal year. Organizations
must apply each year to receive relief. Tax relief for a subsequent taxation year is at the sole discretion of
the Council and tax relief cannot be awarded retroactively to a prior fiscal year.
Tax relief may be in the form of a commercial to residential rate reduction, a partial exemption or a full
exemption.
Tax relief is not transferable to another person, organization, entity or other real property.
Applications for grant funding must include:
-
Completed application form
-
Proof of active registration as a non-profit or charitable organization
-
Most recent financial statements or Treasurer's Report
Incomplete applications will not be considered for funding. Further information may be requested as
required.
Final decisions on tax relief will be made upon approval by Municipal Council as part of the annual operating
budget process. Each applicant shall be notified in writing of the decision.
APPLICATION PROCESS FOR RECREATIONAL/PHYSICAL ACTIVITY AND
TOURISM
On an annual basis as part of the budgeting process, Council shall identify amounts to be allocated for
tourism grants and for recreation/physical activity grants.
MUNICIPAL GRANTS POLICY
Council
Administrative
Municipality of the County of Victoria
Page 6 of 14
The responsible staff person identified in the Authority section above will be responsible for determining
specific grant programs for the fiscal year. The focus of these grant programs may change from year to
year and will support the goals and objectives identified in the Municipality's Recreation and Physical
Activity and Tourism Strategies.
Applications will be made available online and will include program specific deadlines.
Only one application per community organization may be submitted in each fiscal year for each funding
category, however, additional applications can be made pertaining to other separate program categories,
distinct projects, or initiatives.
Applications for grant funding may include:
-
Completed application form
-
Proof of active registration as a non-profit or charitable organization
-
Most recent financial statements or Treasurer's Report
-
A budget outlining expenses and revenues for the proposed project, program or service.
Incomplete applications will not be considered for funding. Further information may be requested as
required.
In general, grant applications will be considered for these categories on an on-going basis throughout the
fiscal year unless otherwise identified.
Application requirements specific to each grant program can be found in the appendices of this policy.
APPLICATION PROCESS FOR SCHOOL RECREATION
On an annual basis as part of the budgeting process, Council shall identify an amount to be allocated for
primary and secondary schools within Victoria County for the purpose of providing recreational program
opportunities to its students.
Each fall the Recreation and Active Living Coordinator will provide eligible schools with an application form
to detail funding requirements for recreational programming for the upcoming school year.
Applications will be evaluated by the Recreation and Active Living Coordinator and funding shall be
allocated based on demonstrated need in an equitable manner.
APPLICATION PROCESS FOR SCHOLARSHIPS
The Municipality has established three annual scholarships to be offered to students that are residents of
Victoria County are attending a recognized post-secondary program.
Eligible schools will be provided the funds in May of each year. The selection process will be the
responsibility of the school's selection committee, keeping in mind the criteria below. Schools must report
back to the Municipality the names of the recipients of the awards.
MUNICIPAL GRANTS POLICY
Council
Administrative
Municipality of the County of Victoria
Page 7 of 14
Victoria County Bursary
$500 granted to a student attending a recognized post-secondary program on the basis of the student's
financial need.
One bursary will be available for each high school in Victoria County as well as one for any high school that
has a Victoria County resident as a graduating student.
Dr. Roland Genge Scholarship
$500 granted to a student attending a recognized post-secondary program in the health care field.
One scholarship will be available for each school: 'Baddeck Academy' and 'Rankin School of the Narrows'.
Dr. Carlyle Chow Scholarship
$500 granted to a student attending a recognized post-secondary program in the health care field.
One scholarship will be available for each school: 'Baddeck Academy' and 'Rankin School of the Narrows'.
POST GRANT REPORTING
The Municipality shall require any recipient of grant funding (excluding scholarships) to confirm that funds
received were used as described in the grant request by submitting a follow-up report.
Organizations who fail to complete requested reporting shall be ineligible for future funding until the
conditions of funding are satisfied.
Specific reporting requirements will depend on the grant program and can be found in the appendices of
this policy.
PUBLISHING OF ANNUAL GRANT RECIPIENTS
The Municipality shall publish annually a list of the recipients and amounts of grants made by the
Municipality as required under section 65C of the Municipal Government Act.
MUNICIPAL GRANTS POLICY
Council
Administrative
Municipality of the County of Victoria
Page 8 of 14
APPENDIX I: DEVELOPMENT GRANT
Objective
To provide one time financial support to fund or sponsor an event, program, project or activity that
enhances, supports, promotes, informs/educates, celebrates, preserves and/or provides access to:
a. Arts/Culture/Community Heritage
b. Community Beautification/Environmental Sustainability
c. Community Health and Wellness
d. Youth/Seniors Supports
e. Tourism/Economic Development
Additional Application Requirements
Funding applications cannot exceed a maximum of one-third (1/3) of the total project cost. The maximum
amount eligible per request is $10,000.
Evaluation Criteria
Criteria
Weight
Description
Merit & Strategic Priorities
Alignment
30%
Assesses
the
clarity
of
the
event/program/project/activity's vision and goals, its
uniqueness within the community, and evaluates
alignment with municipal strategic priorities.
Community Impact &
Economic Benefit
25%
Measures the anticipated economic and community
benefits to the Municipality, including contributions to
local economic activity and tourism.
Financial Need &
Justification
20%
Demonstrates the necessity of municipal funding and
the applicant's efforts to secure additional funding
sources.
Project Feasibility &
Organizational
Effectiveness
15%
Considers the planning and organization of the
initiative, the strength of the organization's leadership
structure, the clarity of the organization's mandate, and
the soundness of its budget.
Geographic Equity
10%
Ensures that benefits are fairly distributed across
districts, and/or focus on underserved or underfunded
areas.
Reporting
All recipients of development grant funding must submit a final report including financials to confirm that the
funds were used as described in the grant application and to evaluate the success of the
event/program/project/activity. This report must be submitted to the municipality within sixty (60) days of
the conclusion of the event/program/project/activity.
MUNICIPAL GRANTS POLICY
Council
Administrative
Municipality of the County of Victoria
Page 9 of 14
APPENDIX II: CAPITAL GRANT
Objective
To provide one time support for the purchase of property, the construction, remodeling or expansion of a
facility, or purchase of equipment.
Additional Application Requirements
If the application is for property/facility improvements, the applicant must hold the deed/lease to the
property/facility or acceptable alternative (if relevant).
Applicants are responsible for securing any permits required for the completion of the work.
It is strongly encouraged that applications include quotes for capital improvements or the purchasing of
equipment to streamline the evaluation process.
Funding applications cannot exceed a maximum of one-third (1/3) of the total project cost. The maximum
amount eligible per request is $20,000. Council may consider a multi-year funding option for a capital grant.
Evaluation Criteria
Criteria
Weight Description
Merit & Strategic
Priorities Alignment
30%
Assesses how well the capital project or purchase enhances
an organization's ability to deliver a service typically provided
by the municipality or strengthens an existing municipal
service and evaluates alignment with municipal strategic
priorities.
Community Impact
25%
Measures the project's ability to improve residents' quality of
life while ensuring broad, inclusive benefits beyond a specific
interest group. Also considers potential benefits, such as job
creation, local investment, or enhanced community
infrastructure.
Financial Need &
Justification
20%
Demonstrates the necessity of municipal funding and the
applicant's efforts to secure additional funding sources.
Project Feasibility &
Organizational
Effectiveness
15%
Considers the planning and organization of the initiative, the
strength of the organization's leadership structure, the clarity
of the organization's mandate, and the soundness of its
budget.
Geographic Equity
10%
Ensures that benefits are fairly distributed across districts,
and/or focus on underserved or underfunded areas.
Reporting
All recipients of capital grant funding must submit a final report including receipts to confirm that the funds
were used as described in the grant application. This report must be submitted to the municipality within
sixty (60) days of the conclusion of the capital work or following the completion of the capital purchase.
MUNICIPAL GRANTS POLICY
Council
Administrative
Municipality of the County of Victoria
Page 10 of 14
APPENDIX III: OPERATIONAL GRANT
Objective
To provide grants to community organizations that have a mandate to deliver an ongoing service or program
that is generally delivered by a municipality, or complements a service being offered by the Municipality.
Additional Application Requirements
Operating grants are not intended to support permanent full-time staff salaries or wages.
Although an organization may receive an operating grant several times, this does not carry the guarantee
of renewal over several years.
The maximum amount eligible per request is $10,000.
Evaluation Criteria
Criteria
Weight
Description
Merit & Strategic Priorities
Alignment
30%
Assesses how well the organization delivers an ongoing
service typically provided by the municipality or
complements an existing municipal service and
evaluates alignment with municipal strategic priorities.
Community Impact
25%
Measures the organization's ability to improve residents'
quality of life while ensuring broad, inclusive benefits
beyond a specific interest group.
Financial Need &
Justification
20%
Demonstrates the necessity of municipal funding and
the applicant's efforts to secure additional funding
sources.
Project Feasibility &
Organizational
Effectiveness
15%
Considers the strength of the organization's leadership
structure, the clarity of the organization's mandate, and
the soundness of its budget.
Geographic Equity
10%
Ensures that benefits are fairly distributed across
districts, and/or focus on underserved or underfunded
areas.
Reporting
All recipients of operational grant funding must submit a final report including complete financials. Receipts
may be requested to support the final report. This report must be submitted to the municipality within sixty
(60) days of the conclusion of the organization's year end.
MUNICIPAL GRANTS POLICY
Council
Administrative
Municipality of the County of Victoria
Page 11 of 14
APPENDIX IV: PROPERTY TAX RELIEF GRANTS
Objective
To provide property tax relief grants to community organizations that have a mandate to deliver an
ongoing service or program that is generally delivered by a municipality, or complements a service being
offered by the Municipality.
Additional Application Requirements
Although an organization may receive property tax relief several times, this does not carry the guarantee
of renewal each year.
Evaluation Criteria
Criteria
Weight
Description
Merit & Strategic Priorities
Alignment
30%
Assesses how well the organization delivers an ongoing
service typically provided by the municipality or
complements an existing municipal service and
evaluates alignment with municipal strategic priorities.
Community Impact
25%
Measures the organization's ability to improve residents'
quality of life while ensuring broad, inclusive benefits
beyond a specific interest group.
Financial Need &
Justification
20%
Demonstrates the necessity of municipal funding and
the applicant's efforts to secure additional funding
sources.
Project Feasibility &
Organizational
Effectiveness
15%
Considers the strength of the organization's leadership
structure, the clarity of the organization's mandate, and
the soundness of its budget.
Geographic Equity
10%
Ensures that benefits are fairly distributed across
districts, and/or focus on underserved or underfunded
areas.
MUNICIPAL GRANTS POLICY
Council
Administrative
Municipality of the County of Victoria
Page 12 of 14
APPENDIX V: RECREATION/PHYSICAL ACTIVITY AND TOURISM GRANTS
Objectives
Recreation/Physical Activity Grants: To provide grants to community organizations that are offering
program or services that support the goals and objectives identified in the Municipality's Recreation and
Physical Activity Strategy. The focus of these grant programs may change from year to year.
Tourism: To provide grants to community organizations that are offering program or services that support
the goals and objectives identified in the Municipality's Tourism Strategy. The focus of these grant programs
may change from year to year.
Additional Application Requirements
On an annual basis as part of the budgeting process, Council shall identify amounts to be allocated for the
purpose of developing the year's tourism grant programs and recreation/physical activity grant programs.
The focus, application requirements, and timeframes for specific grant programs will be determined
annually by the authorized staff member.
Evaluation Criteria
The evaluation criteria for the grant programs will be determined annually by the authorized staff member.
Reporting
Specific reporting requirements for the grant programs will be determined annually by the authorized staff
member; however, they will normally include a final report and the submission of receipts/cancelled
cheques/etc.
MUNICIPAL GRANTS POLICY
Council
Administrative
Municipality of the County of Victoria
Page 13 of 14
ROLES AND RESPONSIBILITIES
Title
Role
Responsibilities
Policy Editor
Chief Financial
Officer
Ensure policies in their care and control are always
up-to-date, reviewed according to defined review
frequency, or sooner (if necessary)
Draft new or edit existing policy content
Be able to interpret and explain policy content
Ensure policy documents are branded and any
supporting documents (i.e. applications forms) are
also branded and content consistent is with the
policy
Ensure policy content is relevant and accurate
Seek and secure approval recommendation of the
policy from the Policy Owner
Seek and secure approval of the policy from the
appropriate Approver; and,
Provide the final approved policy document to the
Administrative Assistant
Policy Owner
Chief Financial
Officer
Provide oversight to ensure policies in their care
and control are always up-to-date, reviewed
according to defined review frequency, or sooner (if
necessary) by the assigned Policy Administrator
Be able to interpret and explain policy content
Provide oversight to ensure policy documents are
branded and any supporting documents (i.e.
application forms) are also branded and content
consistent with the policy
Provide oversight to ensure policy content is
relevant and accurate
Review the policy and make recommendation for
approval to the appropriate Approver; and,
Ensure that the final approved policy document has
been provided to the Administrative Assistant
Policy Approver
Council
Review Policy recommendations for approval
consideration (approve, reject or edit)
Policy
Administrator
Executive Assistant
& Municipal Clerk
Facilitate an annual Policy Review; and,
Ensure final approved policies are maintained,
stored and posted where appropriate
Target Audience
Employees
Notify the Policy Owner of changes to be considered
Notify the Policy Owner when the policy becomes
out of date or obsolete
Follow the Policy
REVIEW FREQUENCY
Review Frequency
Review Month
Every 2 years
January
MUNICIPAL GRANTS POLICY
Council
Administrative
Municipality of the County of Victoria
Page 14 of 14
RELATED DOCUMENTS
Document Name
Municipal Government Act
Municipality's
Recreation
and
Physical
Activity
Strategy
Municipality's Tourism Strategy
VERSION LOG
Change
Date
Description
Editor
Approver
Approval Date
January
20, 2020
Policy created
Alix Redden
January
29, 2020
Policy brought to council for review
Alix Redden
February
6, 2020
Feedback from council and Audit
Committee member addressed
Alix Redden
March
9,
2020
Policy approved by council
Alix Redden
Council
March 9, 2020
November
29, 2021
Policy brought to council for review
related to addition of property tax relief
Alix Redden
November
29, 2021
Policy revisions approved by council
Alix Redden
Council
November 29,
2021
October 4,
2022
Policy reviewed by council
Alix Redden
February
10, 2025
Policy brought to council for review
related to general updates, process
change and addition of scoring criteria
Alix Redden
February
10, 2025
Policy revisions approved by council
Alix Redden
Council
February
10,
2025