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Municipality of Grey Highlands
Corporate Policy
Approved by Council: 2011-12-19
Amended by Council: 2017-11-27
Amended by Council: 2018-09-05
Policy No.: A09-F-04
MUNICIPAL
DONATION/GRANT POLICY
PREAMBLE
The Municipality of Grey Highlands recognizes the many benefits that
various groups, organizations, volunteers and events within the
Municipality provide by promoting and improving upon the cultural,
social and economic well-being of the community. It is for this reason
that the Municipality is committed to treating all requests for
contributions in a consistent, fair and equitable manner subject to local
needs, priorities, and Council's approved budget.
PURPOSE
The purpose of this policy is:
- To establish, funding criteria and application procedures for
requests for financial assistance from groups and organizations
in the community of Grey Highlands;
- To provide Council and Staff with clear direction in considering
and responding to requests for assistance;
- To secure an open and transparent decision-making process for
requests for donations from Council;
- To provide an accessible and equitable process for groups and
organisations seeking donations from Council.
- To establish an annual calendar for the processing of all donation
requests.
- To provide a process which allows Council to conduct a meaningful
comparison of requests for donations.
- To provide a process which allows the Council to maintain a more
equitable distribution of Council donations.
- To enhance Council's appreciation and understanding of community
groups operating in Grey Highlands.
Page 2 of 5
A09-F-04 Municipal Donation/Grant Policy
POLICY
It is the policy of the Municipality that Council will administer the
Financial Assistance Program and consider requests to the regulations
and criteria as set out in Appendix A attached to this Policy.
Council recognizes that many groups and organizations conduct events
and provide programs that benefit the community. Generally, Council
will consider requests for event and programs that:
-
promote the welfare of the community;
-
promote the health of the people and the community;
-
promote the education and training for people within the
community;
-
promote the economic advancement of the community; or
-
promote the cultural, heritage, social, or environmental well-
being of the community.
Contributions will not be made for the following purposes:
-
Discriminatory activities or events or those that would incite
hatred towards any group;
-
Activities that are contrary to the policies of the Municipality; or
-
Activities which are deemed to be unlawful.
While Council will consider requests for contribution, there is no
guarantee that a request will be approved.
FINANCIAL ASSISTANCE
Includes requests for monetary contribution as well as municipally
owned resources outlined as follows:
Municipally owned resources eligible for donation/grants include:
-
Use of a municipally owned facility (rental fee waived/reduced)
-
Municipal staff support (expertise) for an event (wages
waived/reduced)
-
Use of municipally owned equipment (rental fee waived/reduced)
-
Use of municipally owned materials (rental fee waived/reduced)
Page 3 of 5
A09-F-04 Municipal Donation/Grant Policy
GUIDELINES
1. Council will invite applications for financial assistance by
advertising in the local newspaper and on the Municipal Website
during the month of September each year.
2. All requests for donations/grants should be directed in writing to
the Mayor and Council of the Municipality of Grey Highlands
through the completion of the Financial Assistance Program
Application, attached as Appendix 'A', so that the request can be
considered during budget deliberations.
3. All requests will be assessed based on availability of the
requested
resource,
potential
financial
impact
to
the
municipality, contribution to the well-being of members of the
community, recognition of a worthwhile program/cause, and
overall community impact.
4. Organizations and/or charities whose primary focus is not within
the municipality shall not be considered for a municipal donation
or grant.
5. The Financial Assistance Program is not intended to be the sole
source of funding; the applicant must demonstrate a reasonable
effort to raise funds from sources other than the Municipality of
Grey Highlands.
6. Donations/grants made by the municipality are not to be
regarded as a commitment by the municipality to continue such
donations/grants in the future.
7. No donation or grant will be considered unless specifically
authorized by Council in the form of a resolution of support.
8. In making donations/grants, the municipality may impose such
conditions and/or restrictions as it deems fit. The municipality's
decisions regarding donations/grants are final.
9. To be considered for the Financial Assistance Program all
applications must be completed and submitted by the deadline,
October 31st of each year.
10. Application
form
is
available
on
the
website
at
www.greyhighlands.ca or by calling the Municipal Office at
519.986.2811 or 1.888.342.4059.
11. Council may consider applications from Not for Profit Groups/
Organisations, outside the annual application process, if they are
able to demonstrate that the purpose for which they are seeking
the donation was not foreseen at the time of the annual process.
Page 4 of 5
A09-F-04 Municipal Donation/Grant Policy
ELIGIBILITY
1. Applicants must demonstrate the need for the specific request.
Each request must identify a specific defined benefit and
outcome. Each request must contain the date, hours, and
requested municipal resource.
2. Applicants, with the exception of local elementary and secondary
schools, must be non-profit community groups and organizations
- individuals are not eligible. Applicants must provide the
Municipality with their registration name and number on each
request.
3. The municipality reserves the right to limit the number of
donations/grants made to a particular organization in any given
year.
4. Applicants must be located in the Municipality of Grey Highlands.
5. The Municipal Council's decisions regarding eligibility are final.
NOTIFICATION/ANNOUNCEMENTS
1. All applicants will be notified whether their application was
funded or rejected and the notification shall be accompanied by
any reason for the application's rejection.
2. Recipient's names and amounts donated shall be publicized on a
monthly basis on the Municipal Website. Recipients and amounts
may also be advertised in the media.
REGULAR CONTRIBUTIONS
Council has traditionally contributed to the following organizations and
will continue to automatically contribute, on written request by the
organization, as follows if no other contribution is made to the
organizations:
-
Grey County Farm Safety Association - $150.00
-
Osprey Museum - $750.00 a total sum equal to the annual total tax bill for
the 2 properties, being 42 08 140 006 10900 0000 and 42 08 140 009
05000 0000, for the relevant year, to be funded from the Community
Development Fund. (updated as per resolution 2018-441)
-
Eugenia Goldrush - $750.00
-
PLAY Committee - $300.00 removed as per resolution CoW17-329
-
Markdale Santa Claus Parade - $500
-
Flesherton/Markdale Legion - 3 Wreaths for Remembrance Day
(Flesherton, Markdale, Priceville) Wreaths be provided as
required or requested (updated as per Resolution CoW17-329)
The amounts of the memberships/contributions may be changed from
time to time by the organization and/or can be reviewed from time to
time and can be increased by Council if warranted.
Page 5 of 5
A09-F-04 Municipal Donation/Grant Policy
CAMPAIGNS, TAG DAYS, ETC.
Council permission is not required to conduct Campaigns, Tag Days,
etc.
REQUESTS FOR ASSISTANCE OUTSIDE SCOPE OF POLICY
Nothing in this policy prohibits Council from considering financial
assistance or in kind support outside the scope of this policy. Council
will consider each case on its merits and any assistance provided will
be without precedent.
MUNICIPALITY OF GREY HIGHLANDS
Financial Assistance Program Year:
APPLICATION CHECKLIST
ONLY COMPLETE APPLICATIONS WILL BE CONSIDERED. PLEASE ENSURE YOUR
APPLICATION INCLUDES ALL OF THE FOLLOWING:
Previous recipient of F.A.P. Grant; did you submit your final report?
Application Form completed, signed and dated, including Project / Event
Budget Summary
List of Board of Directors / Organizing Committee including addresses
Current Year Budget
Most Recent Financial Statement, if available
NOTE:
Remember to keep a copy of your application and all attachments for your
records.
PLEASE BE CONCISE!
-
Use only the space provided
-
Keep your answers brief
-
Do not include information other than that requested
MUNICIPALITY OF GREY HIGHLANDS
Financial Assistance Program Year:
SECTION I
1. APPLICATION ELIGIBILITY
The eligibility portion completed by the Applicant will be kept on file with the Municipality of Grey
Highlands
A. LEGAL NAME OF THE ORGANIZATION:
Please list Board of Directors/Organizing Committee including addresses (Or attach)
B. FULL LEGAL ADDRESS
Street/Box
Town
Province
Postal Code
C. TYPE OF ORGANIZATION:
ARTS/CULTURE
RECREATION/SPORTS
EVENT
OTHER-SPECIFY
D. IS THE ORGANIZATION REGISTERED WITH REVENUE CANADA AS A CHARITY?
YES
NO
Provide registration date and number
E. IS THE ORGANIZATION INCORPORATED AS A NON-PROFIT ORGANIZATION WITH MINISTRY OF
CONSUMER AND BUSINESS SERVICES (ONTARIO)?
YES
NO
Provide registration date and number
MUNICIPALITY OF GREY HIGHLANDS
Financial Assistance Program Year:
F. INDICATE YOUR ORGANIZATION'S FISCAL YEAR: FROM
TO
G. DESCRIBE WHO YOUR ORGANIZATION SERVES, I.E. WHO IS YOUR ORGANIZATION'S AUDIENCE
H. DESCRIBE YOUR ORGANIZATION'S MEMBERSHIP: INCLUDE THE NUMBER OF MEMBERS AND YOUR
MEMBERSHIP FEES IF APPLICABLE.
I.
WHO IN YOUR ORGANIZATION SHOULD WE CONTACT CONCERNING THIS APPLICATION:
J. Name:
K. TELEP
L. E-MAIL:
M. ALTERNATE CONTACT FOR YOUR ORGANIZATION:
Name:
TELE
E-MAIL:
HONE #:
(DAYTIME)
(EVENING)
PHONE #:
(DAYTIME)
(EVENING)
MUNICIPALITY OF GREY HIGHLANDS
Financial Assistance Program Year:
N. F.A.P. APPLICATION SIGNATURE:
We the undersigned, declare that all information provided in and with this statement is factual and
correct. **Please refer to the Municipal Freedom of Information and Protection of Privacy Act section
8.8(1) for disclosure information
Print name of Principal Officer
Print name of Principal Officer
Signature of Principal Officer
Signature of Principal Officer
Title
Title
Date
Date
MUNICIPALITY OF GREY HIGHLANDS
Financial Assistance Program Year:
SECTION II
2. FUNDING DETAILS
A. AMOUNT OF GRANT REQUEST: $
(Includes the total request for financial assistance, both monetary and municipal resources - refer to
Financial Assistance Section of Policy)
B. SELECT THE TYPE OF PROJECT OR EVENT YOU ARE APPLYING FOR:
Council Grant
One-Time Event
Seed Funds
Unique Need
C. BRIEFLY DESCRIBE YOUR PROJECT IN THE SPACE PROVIDED:
D. RECAP OF PREVIOUS YEAR'S ACTIVITIES:
Please list and describe the specific programs and services delivered by the Organization
E. FUNDING RECAP OF PREVIOUS GRANT/S:
i.
Did your organization receive any Grey Highlands grants in the last two (2) years?
Yes
No (If NO go to line D)
ii.
If YES please indicate the year, source and amounts.
YEAR 20
AMOUNT
YEAR 20
AMOUNT
MUNICIPALITY OF GREY HIGHLANDS
Financial Assistance Program Year:
iii.
How did your organization use the funding noted above?
iv.
Did you receive funding from sources other than the municipality last year?
YES
NO
v.
If YES indicate the source of funding and amount (i.e. service club, local organization, provincial/federal grants).
SOURCE
AMOUNT
3. PROJECT/EVENTS DETAILS:
A. Briefly describe your Project/Event:
B. Tell us how the municipal funding you have requested will be used:
i.
How will the grant assist your activities?
MUNICIPALITY OF GREY HIGHLANDS
Financial Assistance Program Year:
ii.
What goals do you wish to achieve?
iii.
How will the grant be disbursed by the organization; ie. What costs will you use the grant for?
4. FUNDRAISING:
A. Briefly describe your organization's fundraising activities for the last year and the current year, including the
amounts and sources of funds you raised last year and your fund raising goals for this year:
FINANCIAL ASSISTANCE PROGRAM - APPLICATION PROJECT / EVENT BUDGET SUMMARY
Please complete the following form specifically summarizing project or event budget.
PLEASE FILL ONLY PORTIONS THAT APPLY.
PROJECT / EVENT TIMEFRAME FROM (date):
TO (date):
EARNED REVENUE
$ AMOUNT
FUNDRAISING
$ AMOUNT
EXPENDITURES
$ AMOUNT
Subscriptions
Donations
Salaries
Admissions
Grants
Production / Exhibition
Service Fees
Other (Specify)
Office / Administration
Memberships
TOTAL FUNDRAISING REVENUE (B)
Marketing
Workshops
REVENUE FROM GOVERNMENTS
$ AMOUNT
Equipment
Bar / Food / Concessions / etc
Municipality of Grey Highlands
Transportation
Endowment/ Bank Interest
Other Municipalities
Supplies
Other (Specify)
Provincial
Subsidy
Federal
Other
Other (Specify)
TOTAL EARNED REVENUE (A)
TOTAL GOVERNMENT REVENUE (C)
TOTAL EXPENDITURES (D)
BUDGET OVERVIEW:
PROJECT / EVENT REVENUE
$ AMOUNT
TOTAL EXPENDITURES (D)
$ AMOUNT
TOTAL EARNED REVENUE (A)
TOTAL FUNDRAISING REVENUE (B)
TOTAL GOVERNMENT REVENUE (C)
SURPLUS (DEFICIT) E - D
$ AMOUNT
TOTAL PROJECT / EVENT REVENUE
(Add A + B + C = E)