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Purpose:
The Village of Merrickville-Wolford Community Grants Program provides limited
financial support, in the form of a grant, user fee reduction or in-kind services (i.e., a
"grant"), to community organizations for projects or events that benefit and contribute
toward the quality of life of local residents.
Definitions, for the purpose of this Policy:
"Community Grant" means an amount allocated by Council to a certain organization
from the annual operating budget, which includes expenses associated with "in-kind"
services and fee waivers.
"In-kind" means any use of municipal property or service at a reduced or waived cost,
including any operational staff support.
"Organizations" means any association, organization, community group, volunteer
group, service club, sports association or any other group of individuals who provide a
service, project, or event within the Village of Merrickville-Wolford who do not perform
any activities that make a profit for that group.
General Terms:
- Community grants are intended to be supplementary to an organization's main
sources of funding. The grant shall not be the primary source of funding. The
organization must show exploration of other financial and in-kind support (i.e.
fundraising and volunteer support).
- It is not the intent of this program to provide sustainable funding or to create long-
term financial dependency.
- The Community Grant Program also includes in-kind requests that consist of the
use of municipal property at a reduced or no cost, and/or use of municipal
services (e.g. barricades, operational staff support, etc). Organizations
requesting in-kind services must meet the eligibility requirements and submit the
application as set out in this policy.
- Organizations should keep in mind that facility rates are already subsidized by
property taxation. Efforts to seek other sources of funding, such as sponsors, are
encouraged to ensure all costs are covered, including facility usage rates.
- Funding requests may be reduced in value at the sole discretion of Council to
support a wider range of projects.
Community Grants Program Policy
Schedule "A" to By-law 23-2019
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- Repeat grants will only be considered if the policy and reporting requirements of
previous grants has been met.
- Approved grants or other types of assistance in any one year, or over several
years, is not to be regarded as a commitment for future assistance and/or
ongoing financial support.
- Grant funding or assistance is not guaranteed. All grant programs or initiatives
are subject to funding availability and are conditional on approval of the annual
operating budget by Council. Council reserves the sole right to cancel or alter the
Community Grant Program Policy at any time.
Eligible Applicants include:
- Charitable organizations and foundations registered as a charity with the Canada
Revenue Agency;
- Organizations incorporated as not-for-profit or as defined in this Policy.
- Sports groups and associations;
- Volunteer groups, service clubs and community groups providing services to the
municipality.
- Eligible applicants must be based in Merrickville-Wolford and/or must serve the
residents of Merrickville-Wolford.
- Grants and in-kind services will be project/event based and must provide a
benefit to the community.
- Applicants must keep accurate member, participant and volunteer records, and
carry out screening and other risk management measures to ensure volunteer
and public safety, and the responsible management of funds.
Ineligible applicants:
- Political parties
- Government agencies
- For profit organizations or ventures
The grant program is not intended to provide funding for:
- Operating costs including, but not limited to, travel or conference costs, staff
wages or honoraria
- Debt retirement or depreciation costs
- Non-project specific funding including, but not limited to, annual funding drives,
deficit funding, endowments or bursaries
- Flow through funding (where the intent is to re-distribute the funds to others)
- Donations to charitable causes
- Grants for religious activities, partisan political purposes, for-profit organizations,
or organizations with closed memberships
- Activities or projects that are discriminatory in any way
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Application Process:
- Applications must be submitted on the prescribed form.
- Applications must include a project budget (proposed expenses and other
revenues).
- Late or incomplete applications will not be considered.
- Upon request of the Treasurer, approved applicants must submit a post-project
report which explains all costs and revenues related to the project and outcomes
of the project/event which clearly outlines how municipal funds were spent, within
two months following the completion of the project/event,
- Applications must be received by January 31st for all events/projects in the
calendar year during which the funds will be spent.
- Notification and acceptance will take place after the Village of Merrickville-
Wolford budget process. The annual budget process timelines vary and
applicants need to take into account that approvals may not be granted in the
time that suits the event or particular needs.
Administration:
- Annually, through the budget process, Council will determine an amount they
deem appropriate to be given to not-for-profit groups or organizations for initiatives
that support Council's strategic priorities.
- User fees are intended to offset the operating costs of each municipal facility,
service or department. All approved in-kind services and grants are funded by
the taxpayers. As such, the municipality tracks revenues and expenses
associated with all approved requests. When Council approves a fee reduction,
an equivalent amount for that reduction will be charged against the Community
Grant budget and the revenue will continue to show in the Operating budget
account as revenue for that facility. Where an in-kind service involving municipal
staff and/or equipment is approved, the equivalent operating cost will be funded
by the Community Grants budget.
- Where Council deems it appropriate to financially support a group or organization
on an on-going basis, this will be addressed through the annual budget process
and included as a line item in the budget.
- Staff will prepare a summary report including all applications which will be
provided to Council.
- Council is responsible for reviewing and approving Community Grant
applications.
Incomplete or Cancellation of a project or event:
Where Council has approved grant monies that were not used due to the applicant not
completing the proposed project or event in the fiscal year provided, the monies shall be
returned to the municipality within 60 days of the event, planned date of project
completion, or date on which the event is canceled, whichever occurs first. Failure to do
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so will result in interest charges being applied and will disqualify the applicant from
applying for future grants.
Municipal Review of Application:
Grants will be assessed in terms of the benefits to the community, other sources of
funding, financial viability, and community involvement. Preference may be given to
new projects/events.
Other Conditions:
Only one application for municipal funds will be permitted per organization or group.
- The applicant organization or group shall spend grant funding solely for the
purpose for which it was granted.
- The municipality assumes no liability for the activities of the organization or group
and takes no responsibility for dealing directly with vendors on behalf of the
organization.
- Failure to provide the post-project/event report will disqualify the organization from
applying for funding in the future.
- Any contributions made by the municipality through funding or in-kind services
shall be acknowledged publicly in all communications that relate to the event,
without limitation, and in all brochures, website, social media and advertisements
related to the event.
- All information and documents collected from applicants is collected under the
authority of the Municipal Freedom of Information and Protection of Privacy Act
and will be used to determine qualification for the Community Grants Program.
Liability Insurance Coverage:
All grantees are required to ensure adequate levels of property and general liability
insurance naming the Village of Merrickville-Wolford as an additional insured. The
determination of insurance levels is at the sole and unique discretion of the Village of
Merrickville-Wolford, either through the CAO's office or by Council resolution.
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Appendix A - Project Evaluation:
Criteria
Weight
Score
Number of people reached, benefit to the community, significance
of event/activity
5
Fundraising efforts
5
Contributions of the Organization (volunteer, financial)
5
Evidence of Community Support
5
Scoring Matrix:
Score
Definition
1
Does not meet expectations
2
Meets expectations
3
Good request
4
Very good request
5
Exceeds expectations
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Appendix B - Application
COMMUNITY GRANTS PROGRAM APPLICATION
Please complete this form, enclose all required information and return to:
Kirsten Rahm, Manager of Finance/Treasurer, Village of Merrickville-Wolford
317 Brock St W, PO Box 340, Merrickville, ON K0G 1N0
Email: [email protected]
NAME OF ORGANIZATION OR GROUP:
MAILING ADDRESS:
PHONE NUMBER:
CONTACT PERSON:
PHONE NUMBER:
EMAIL ADDRESS:
TYPE OF REQUEST
CASH GRANT Amount requested:______________
IN-KIND WAIVE FEES
(provide details below)
IN-KIND OTHER
(provide details below)
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DESCRIBE YOUR REQUEST FOR IN-KIND SERVICES:
DESCRIBE THE PURPOSE OF YOUR PROPOSED PROJECT/EVENT, INDICATING WHAT THE
MUNICIPAL FUNDING WILL BE USED FOR, IF APPROVED (attach detailed budget):
WHAT ARE THE GOALS AND OBJECTIVES OF THE EVENT?:
WHO IS YOUR TARGET GROUP?:
HOW WILL YOUR PROJECT BENEFIT MERRICKVILLE-WOLFORD RESIDENTS?:
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PROVIDE A LIST OF OTHER FUNDING SOURCES FOR YOUR ORGANIZATION OR GROUP:
DESCRIBE YOUR ORGANIZATION OR GROUP'S FUNDRAISING EFFORTS:
DESCRIBE EVIDENCE OF COMMUNITY SUPPORT (INCLUDING VOLUNTEERS):
ENCLOSE THE FOLLOWING INFORMATION:
- Budget for Project/Event
- Financial Statements
- Confirmation of Not-for-Profit or Charitable status (if applicable)
ATTACH ANY ADDITIONAL INFORMATION WHICH YOU FEEL MAY ASSIST
COUNCIL IN EVALUATING YOUR APPLICATION (PLEASE LIMIT VOLUME OF
INFORMATION):
!/We have read the eligibility criteria and confirm that the organization or group will
comply with all requirements.
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!/We understand if the Village of Merrickville-Wolford approves funding, the Village of
Merrickville-Wolford makes no commitment to provide ongoing financial support to the
organization or group.
!/We understand that should the project or event not proceed and occur, or should any
grant money received from the Municipality not conform with this policy and/or
application, that the money will be refunded to the municipality as stipulated in the
Village of Merrickville-Wolford Community Grants Policy.
___________________________
Applicant Name (Please print)
___________________________
___________________
Signature
Date
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Appendix C - Final Report
Village of Merrickville-Wolford
COMMUNITY GRANTS PROGRAM - POST PROJECT REPORT
(To be completed and returned within sixty (60) days after your event. Failure to return this form will result
in the refusal of future grants to your organization)
Applicant:
Amount Received: $____________
Purpose of Grant:
Describe Project Results/Outcomes:
If your financial report indicates a profit, please describe how these funds will be used:
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Financial Report
Expenditures
Revenue (sources of)
Itemize:
Amount
Itemize:
Amount
Total:
Total:
I certify that this report is a true statement of our project.
Name (Please Print): __________________
Signature: _____________________
Date: ______________
PLEASE RETURN THIS FORM TO:
Kirsten Rahm
Manager of Finance/Treasurer
Village of Merrickville-Wolford
317 Brock St W, P.O. Box 340
Merrickville ON K0G 1N0
Phone: (613) 269-4791 ext. 228
[email protected]