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Corporate Policy Manual
Policy Name:
Community Grant Program
Policy Number:
CP-2019-03
Adopted:
February 20, 2019
Division/Department:
Finance
Authority:
Resolution No. 2019-37, Confirmatory By-law 2019-16
Supersedes:
N/A
Review by Date:
December 2021
Last Modified:
June 11, 2025
Resolution 2025-181
1. Purpose
This policy is intended to provide a framework for a Community Grant Program
("Program"). The objectives of the program to provide financial assistance to local
organizations through an allocation from the Town's annual operating budget.
The community grants are focused on attempting to enhance and improve the well-
being and quality of life in Midland. The financial assistance offered through this
program is directed toward non-profit community-based organizations or individuals
which provide programs and services across several community-based activities
including but not limited to the areas of the arts, culture, heritage, recreation, sports,
environment, health, education, social and human services.
Consideration will be given to support community non-profit groups and individuals that
align with the Town of Midland's strategic goals and objectives. The program
attempts to encourage and promote self-sufficiency of the applicant groups by
discouraging the use of funds for "traditional or routine" operating expenses. The
program favours those organizations advancing new initiatives or the expansion or
enhancement of existing services for a specific timeframe. There are limitations on the
frequency of the grants to encourage broader community participation and a diversity
of interests.
2. Scope
2.1
This policy applies to Community Grant Program Applicants.
2.2
The Program includes financial grants in the form of cash and in-kind services
(for use of municipal facilities or transit services, for example).
2.3
The value and nature of requests are not limited; however, Applicants must be
aware that the requirements differ depending on the value of grants requested
and that:
a) The application process is competitive;
b) There are more grant applications received than available funding;
Corporate Policy No. CP-2019-03
Community Grant Program Policy
Page 2 of 9
c) Past funding commitments should not be interpreted as a guarantee that
future requests will be approved. The Town is interested in ensuring that
organizations are self-sufficient; that opportunities to leverage additional
partnerships through access to the funds can be achieved; and that
community groups and individuals are encouraged to seek the opportunities
by ensuring a fair and equitable access to the program.
d) Preference is given to new initiatives, but a promising
program/service/event/activity may receive in its infancy a grant for more
than one year provided there is evidence that the
program/service/event/activity is developing successfully and is sustainable
in the future without continued program support. However multi-year funding
must occur within the current Council term at the time of application. If an
application is received in the last term of Council, then funding would only be
eligible within that Council's mandate.
e) An established program/service/event/activity may receive a grant when it
faces a new opportunity for expansion or has encountered an unexpected
problem.
3. Definitions
For the purposes of this Policy:
a)
"Applicant" means the non-profit organization or individual who has submitted
an application for funding to the Town's Community Grant Program;
b)
"Committee" means a committee established by Council, which will review
applications and make recommendations for approval of grant funding to
Council;
c)
"Community Grant Program" means a fund established annually by Council
through the Town's annual operating budget to provide cash or in-kind
financial grants to selected eligible Applicants.
d)
"Council" means the Council of the Corporation of the Town of Midland;
e)
"Intake" means the period of time established during which grant applications
are received, reviewed and recommended to Council for distribution of the
annual funding amount available through the Town's operating budget.
f)
"Non-Profit Organization" means a non-profit organization (NPO) as described
in paragraph 149(1)(l) of the Income Tax Act.
g)
"Town" means the Corporation of the Town of Midland.
h)
"Treasurer" means the Director of Finance/Treasurer for the Corporation of the
Town of Midland.
Corporate Policy No. CP-2019-03
Community Grant Program Policy
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4. Responsibility
4.1
Treasurer or designate:
a) Confirm, through Council, the funding allocation that is established for the
Program through the annual budget cycle;
b) Promote the Program Intake application period to all community groups
through a range of communication opportunities employed by the Town;
c) Coordinate the collection of and distribution of Program application forms;
d) Prepare a report to Council outlining the recommendations of the Committee
for the distribution of funds to selected applicants for the Program Intake;
e) Communicate to Applicants the status of their application following the
review process and final approval by Council;
f) Prepare and distribute recommended funding to all approved grant
recipients;
g) Maintain a tracking mechanism for the Program and report annually to
Council on the distribution of funds.
4.2
Committee Responsibilities:
a) The Committee will be presented with all grant applications for
consideration.
b) Review all applications to ensure submissions are complete and meet the
eligibility conditions of the Program, including any submitted Accountability
Forms as outlined in Section 7.3 of this policy;
c) The Committee will rank all grant applications using the Applicant Ranking
Regime in Appendix A to this policy.
d) Based on the rank, the Committee will make recommendations for the
distribution of funds, and forward to the Treasurer for a final
recommendation to Council.
4.3
Council
a) Provide final approval of the recommended list of grant recipients.
5. Program Eligibility
5.1
The following Eligibility Requirements must be met:
a) Only Applicants that support and provide program/service/event/activities in
the following areas: arts, culture, heritage, recreation, sports, environment,
health, education, social and human services related initiatives;
b) Demonstrated ability of the Applicant provide program/service/event/activity
in an effective, accessible, open and inclusive manner;
Corporate Policy No. CP-2019-03
Community Grant Program Policy
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c) Program/service/event/activity open to/beneficial to the general public
(residents of the Town);
d) For programs/events that are of a broader regional nature which
demonstrate a clear benefit beyond Midland residents, the Applicant should
demonstrate their efforts in seeking a similar proportionate grant from other
jurisdictions;
e) Only one request per Applicant will be considered in the Program Intake
unless there is clear evidence of partnership or co-program delivery.
f) As identified in Section 2.3 d), multi-year funding applications must be within
the current Council term at the time of application.
g) Applicants are only eligible to receive funding for a maximum of three
consecutive years.
5.2
Ineligibility:
The Program will not fund any projects or groups under any of the following
circumstances:
a) The Applicant is a school board, for-profit business, or already municipally
funded;
b) The funding is considered primary or where more than 15% of the grant is
allocated to the administration/ongoing day-to-day operating costs related
the subject of the grant;
c) The program/service/event/activity takes place outside of the Town of
Midland (unless of broader regional basis per item 5.1 above);
d) The grant is to fund a deficit or funding shortfall;
e) The application and component pieces are deemed to be incomplete;
f) To provide endowment funds;
g) Any previously granted projects are not fully reconciled and all accountability
reports received;
h) The Applicant does not meet eligibility criteria;
i) Annual fund drives and fundraising activities for sustaining support.
6. Program Intake and Application Deadline
6.1
There will be one Program Intake per budget year.
6.2
Application deadlines will be advertised three (3) months prior to the established
due dates.
6.3
The due date for applications is 12:00pm noon on the established date of the
current Program Intake.
Corporate Policy No. CP-2019-03
Community Grant Program Policy
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6.4
Late submissions will not be considered.
7. Program Application Submission
7.1
Grants up to $7,500:
a) Submission of a formal Grant Application.
7.2
Submission of a Follow-up Accountability Form. Consideration of any future
grant is contingent upon receipt of the Accountability Form.
8. Application Criteria
Applicants must demonstrate:
8.1
Merit of Funding Request
a) Community need/demand for proposed activity or service;
b) Community support (funding support or sponsorship from other
organizations, local businesses, industry, service clubs; letters of support);
c) Demonstrate how the funding request achieves the priorities of Council
and/services provided by the municipality;
d) Demonstrate the value to the community for taxpayer support;
e) Accountability/mechanism in place for evaluation (identification of key
performance measures and outcomes).
8.2
Applicant Profile that Supports Community Service
a) Likelihood of success (the Applicant should demonstrate that it has the
ability/capacity to complete the proposed activity or service; how practical is
the project given the structure and resources available to the Applicant);
b) Experience of the Applicant in delivering similar
program/service/event/activity;
c) Ability of the Applicant to leverage other funding support;
d) Mission of the Applicant and volunteer support.
8.3
Finances
a) Sound financial management and revenue generation (accurate records,
realistic and responsible budget, various sources of income; if deficit then a
deficit reduction plan);
b) Financial need (leveraging of funds, seed money, inability to fund on their
own through own resources or alternative revenue generation);
c) Applicant's commitment to self-sufficiency/sustainability.
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Community Grant Program Policy
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8.4
Benefit to the Community
a) Evidence of community collaboration; partnerships or co-delivery;
b) Ensuring that another organization is not providing a similar
program/service/event/activity and avoiding duplication;
c) Community benefit or impact based on both measurable and qualitative
information.
Corporate Policy No. CP-2019-03
Community Grant Program Policy
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APPENDIX A
Applicant Ranking Regime:
Step One - Ranking of Applicants
Each application will be ranked by the Committee considering the questions included in
the following seven (7) criteria. The ranking will be totaled. The highest score available is
28 points.
Criteria A - Need in relation to Council's strategic goals and objectives
Will this initiative fulfill a need that will further any of Council's strategic goals and
objectives? Will taxpayers of the Town of Midland support this initiative?
4 - exceptional alignment with multiple strategic goals and objectives; clear and
demonstrated public support
3 - strong link to more than one strategic goal and objectives
2 - link to one strategic goals and objectives
1 - will likely align
Criteria B - Innovation
Does the initiative demonstrate an innovative approach, encourage visioning, or respond
to new ideas? Can community demand be demonstrated?
4 - highly original, transformative concept with strong, documented community support
3 - highly innovative; clear and significant community demand
2 - somewhat fresh approach; demand is demonstrated
1 - not new; some community interest
Criteria C - Reach of Program service//Event/Activity
For initiatives of a broader regional nature, has the Applicant demonstrated efforts to
secure proportionate grants from other jurisdictions?
4 - confirmed and substantial multi-jurisdictional funding
3 - firm evidence of other funding approvals provided
2 - evidence that other requests for funding have occurred
1 - no evidence of request
Criteria D - Openness of Program/ service/Event/Activity
Is the initiative open and beneficial to the general public and all residents of Midland?
Does the Applicant demonstrate that the initiative will be provided in an effective and
accessible manner?
4 - fully inclusive and accessible; explicitly designed for community-wide benefit
3 - clear evidence of open delivery and general benefit
2 - some implied restrictions
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Community Grant Program Policy
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1 - limited benefit
Criteria E - Ripple Effect
Does the initiative provide added value or enhanced capacity that benefits the Town of
Midland? Will a significant improvement occur if this program/ service/event/activity
proceeds?
4 - transformative impact with lasting, measurable community benefit
3 - should have a dramatic effect
2 - likely have a noticeable effect
1 - may have some effect
Criteria F - The Program/Service/Event/Activity
Is the proposal feasible? Can the Applicant carry out the proposal? Does the Applicant
have the resources to execute their proposal? Does the proposal show evidence of
sustainability? Clear evaluation criteria provided?
4 - outstanding proposal; highly feasible with robust resources and evaluation metrics
3 - well-developed proposal with evaluation
2 - defined proposal with some evaluation
1 - poorly defined proposal objective/evaluation
Criteria G - Budget
First-time Applicants - Is it clear how the funding will be spent? Are funds from other
sources clearly disclosed? Has any commitment to future self-sustainability been
provided?
4 - detailed, transparent budget with confirmed funding sources and strong long-term
sustainability plan
3 - good budget definition and disclosure; future self-sustainability demonstrated
2 - adequate budget definition and disclosure; future self-sustainability possible
1 - ill-defined budget definition and disclosure future self-sustainability unlikely
Repeat Applicants - Was a complete Accountability Form submitted as required to
provide outcome of previous grant? Is it clear how the current funding will be spent? Are
funds from other sources clearly disclosed?
4 - all past requirements met; clear outcomes and financials provided
3 - yes
2 - some outstanding issues
1 - no - the failure to submit required may eliminate the new proposal from future
consideration
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Community Grant Program Policy
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Step Two - Determination of Funding
Applicants will be considered separately, and funding recommended based on the final
score. Funding decision to be yes or no; partial grants will be given if it is determined that
a partial grant will not impact the organization's ability to proceed with the initiative.