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FIN-04
Amended by Council October 6th, 2015. Resolution No. 293-08.
POLICY ON MUNICIPAL GRANTS
A.
OBJECTIVE
The Municipality of Mississippi Mills recognizes the valuable contributions made by
community organizations and volunteer groups to improve the well-being of the community
and the quality of life for its residents. In recognition of these contributions, the Municipality
is committed to providing modest assistance to such organizations through its municipal
grant program. Support is provided each year from the Municipality's operating budget to
qualifying organizations through an annual application process.
B.
PURPOSE
The Municipal Grant Policy has been established by Council to provide guidelines to
organizations within Mississippi Mills who are seeking modest financial assistance with the
following:
1.
One time start-up funding for a new community event or festival.
2.
Sponsorship funding for established community events or festivals.
3.
Funding towards partnerships between the Municipality and Organizations
4.
Funding to maintain and/or operate private structures or property that are used to
the benefit of the community as a whole.
5.
Funding to support federal and provincial government grant application
requirements.
C. CRITERIA
1.
ELIGIBILITY TO APPLY FOR A MUNICIPAL GRANT
Council will review applications for municipal grants after considering the following
eligibility criteria:
a.
A not for profit organization that meets the criteria established in Chapter 4
"Eligibility Requirements" of the Lottery Licensing Policy Manual issued by the
Province of Ontario. See Sections 2.1.0 -2.1.5 and Sections 2.3.0 - 2.3.1
attached. A registered charity meets these criteria.
b.
Is located in the Municipality of Mississippi Mills
FIN-04
Amended by Council October 6th, 2015. Resolution No. 293-08.
c.
Provides without discrimination a recreation, cultural or community service to a
significant proportion of Municipality citizens that the Municipality does not
otherwise provide.
d.
Has demonstrated revenue-generating capability to sustain the service or event
on its own.
e.
Requires municipal funding participation to support a federal or provincial grant
application.
f.
Organizations demonstrate collaboration and cooperation with other local
organizations in the sharing of resources.
2.
GRANTS / CONDITIONAL GRANTS
Organizations that receive any funding are required to acknowledge the support of
the municipality through the use of the municipal web site and tag line on any
promotion material for the event, service, activity, etc.
The use of the municipal logo, web site and tag line must be in accordance with the
Municipal Sponsorship Guidelines
a.
Start-up funds for a new community event or festival.
- Start-up funds may be provided, on a ONE TIME basis only, to assist in
the initial costs for providing the community with a new community event
or festival.
b.
Sponsorship funds for established community events or festivals.
- Sponsorship funds may be given to organizations provided that Council
acknowledges that the municipality is obtaining an economic benefit for
funds given.
- Depending on the monetary success of the event, Council may determine
that the sponsorship funding or portion thereof be repaid or be carried
forward to a subsequent year.
c.
Funding may be provided to organizations that provide a service or engage in a
community festival in partnership with the Municipality.
d.
Funding may be provided to maintain and/or operate private structures or
properties that are used for the benefit of the community.
- Funding may be provided to organizations to offset operating costs
such as taxes and insurance for private structures and properties if
Council acknowledges that those facilities are used for the benefit of
the community.
FIN-04
Amended by Council October 6th, 2015. Resolution No. 293-08.
e.
Funding to support Federal or Provincial Government grant application
requirements.
- Funding may be provided to assist organizations in obtaining defined
Federal or Provincial Government grants when these government
bodies require that the municipality participate in the funding of an
event or festival and where Council deems that the purpose of the
event or festival provides an economic benefit to the community.
3.
WHAT/WHO IS NOT ELIGIBLE FOR MUNICIPAL GRANTS OR SPONSORSHIPS
Council will not consider the following grant requests:
a. Social assistance services that are provided by other government agencies or
not for profit organizations.
b. Travel expenses for members of an organization.
c. Uniforms
d. Play structures that are to be constructed on non-municipal property.
e. Rental Fee Waivers
f. Sponsorship of athletic endeavours (i.e. team or individual sponsorship for
tournaments, special events, regular season activities, etc.)
g. Individuals
h. For-profit organizations
i. Organizations with political affiliations
j. Organizations serving as funding sources for others, e.g. Services clubs unless
they are applying for funding for community festivals (per Resolution 7-15)
k. Faith organizations where services/activities include the promotion and/or
required adherence to a faith.
l. Hospitals, clinic-based services or medical treatment programs.
m. Fundraising Events.
n. School boards, primary and secondary schools, post secondary institutions.
o. Programs with legislated mandates of other governments.
p. Provincial/national organizations unless a local chapter exists to service the
residents of Mississippi Mills.
q. Organizations receiving greater than 50% funding from senior levels of
government.
r. Organizations that conduct the majority of their activities outside the
Municipality.
s. Costs for major capital equipment/renovations and financing of deficits.
t. Any grant requests from organizations that do not submit the required reporting
information for a previous year's grant in accordance with Section C of this
policy.
u. Incorporation costs or Director's Liability insurance costs
v. Museums
4. FUNDING LIMITS
FIN-04
Amended by Council October 6th, 2015. Resolution No. 293-08.
Council at its discretion shall establish an annual budget for this program. Grant
funding to any one (1) organization or event in any one year will be capped at a
maximum cash value of $5,000.00. Council has the discretion to increase this
maximum for an extraordinary, one of a kind project, need or circumstance which may
be considered and only if the annual budget allows.
5.
APPLICATION PROCESS
It is the responsibility of applicants to submit a complete application with clear and
sufficient information. It should be noted that the grant program is competitive and
applicants should submit the best application possible. Submission of an application
does not guarantee the applicant will be awarded all or part of the grant requested
and incomplete or unclear applications may be declined.
a.
Prior to considering any request for a grant or sponsorship, Council shall require
the following from the organization:
- a completed Municipal Grant Application Form detailing the proposed
commitment from the Municipality.
- financial statements which shall include an income statement and a
balance sheet from the previous event or fiscal year (and the most up to
date available month end financial statements in the year of application)
- a detailed budget for the upcoming fiscal year or event
- information pertaining to the evaluation criteria and expected outcomes
- The applicant will provide one (1) copy of the application form and
supporting documents to the Municipality. An electronic copy is acceptable.
b.
The Municipality reserves the right to request supplementary information in
support of the application.
c.
Requests for Municipal Grant funding shall be received by the Municipality no
later that November 30th of each calendar year.
d.
If the above information is not submitted by the November 30th deadline,
applications will be returned and not considered by Council.
6.
CONSIDERATION
a.
Applications for grant or sponsorship funding will be considered during the
Municipality's annual budget deliberations.
b.
Actual funding amounts allocated for municipal grants or sponsorships will be
based upon available funding.
c.
Previous year's funding allocations will not be considered and each application
will be reviewed on its own merit.
d.
There shall be no duplication of funding to any organization in any fiscal year
e.
Unless otherwise approved by Council no grant or sponsorship funding will be
paid until such time as the annual budget has been approved.
FIN-04
Amended by Council October 6th, 2015. Resolution No. 293-08.
f.
Grant or sponsorship funding allocated to an organization will be used first to
clear any amounts owing to the Municipality. The balance of funds, if any, will
then be forwarded to the organization.
g.
Any municipal grant or sponsorship funding that has not been spent, in the year
that it is received, shall be returned to the municipality
h.
A financial surplus or reserve held by any organization and not designated for a
specific purpose may disqualify an organization from receiving a municipal grant
until the financial surplus or reserve is depleted.
D.
REPORTING
Within three (3) months of the completion of the event, project or service or at the end of the
calendar year, all organizations receiving funding from the Municipality shall provide, a written
report in the form attached hereto as Schedule 'A'. If it is determined that funds were
reallocated to another project/event other than what was submitted with the municipal grant
application, the Municipality may at its discretion, disqualify an organization from any future
funding under this program.
Note: Any organizations that do not submit a report will not be considered for funding
in the future.
Approved by Council: June 23, 2008 and amended February 10, 2009, March 7, 2011, January 13,
2015 and October 6, 2015
FIN-04
Amended by Council October 6th, 2015. Resolution No. 293-08.
MUNICIPALITY OF MISSISSIPPI MILLS
MUNICIPAL GRANT APPLICATION FORM
NAME OF ORGANIZATION
ADDRESS
PHONE #
( )
FAX #
( )
CONTACT
PERSON AND
TITLE
PHONE#
( )
EMAIL
ADDRESS
CELL#
( )
IS YOUR ORGANIZATION INCORPORATED AS A NON-
PROFIT ORGANIZATION?
YES
NO
INCORPORATION NO.
JURISDICTION OF
INCORPORATION
YEARS IN EXISTENCE
DATE OF LAST ANNUAL
MEETING
NUMBER OF ACTIVE
MEMBERS
ALL FINANCIAL
DOCUMENTS INCLUDED
WITH APPLICATION
Y/N?
LOCATION OF EVENT
IF APPLICABLE
ORGANIZATION INFORMATION:
WHAT ARE THE ORGANIZATION'S OBJECTIVES?
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
DESCRIBE THE SERVICES THE ORGANIZATION PROVIDES:
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
FIN-04
Amended by Council October 6th, 2015. Resolution No. 293-08.
PREVIOUS FUNDING:
LIST PREVIOUS FUNDING RECEIVED AND PURPOSE OF FUNDING:
YEAR:________
AMOUNT:__________
PURPOSE:_____________________________________
YEAR:________
AMOUNT:__________
PURPOSE:_____________________________________
YEAR:________
AMOUNT:__________
PURPOSE:_____________________________________
GRANT REQUEST:
AMOUNT OF REQUEST IN CURRENT YEAR $________________
DESCRIBE HOW THE GRANTED FUNDS WILL BE USED?
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
DESCRIBE THE PERTINANT GOALS AND TIMELINES:
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
DESCRIBE THE TARGETED POPULATION (AGE, SEX, ETC.)
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
_______________________________________________________________________________________
ARE THERE CURRENTLY SIMILAR PROJECT/PROGRAM/EVENTS BEING OFFERED IN THE
COMMUNITY? Y/N:______ IF SO, HOW WILL THIS PROJECT/PROGRAM/EVENT COMPLEMENT,
ENHANCE, OR DIFFER FROM OTHERS IN THE COMMUNITY:
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
FIN-04
Amended by Council October 6th, 2015. Resolution No. 293-08.
WHAT OTHER BUSINESSES OR ORGANIZATIONS ARE INVOLVED IN THIS
PROJECT/PROGRAM/EVENT? PLEASE DESCRIBE THEIR ROLES AND CONTRIBUTIONS:
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
_______________________________________________________________________________________
DESCRIBE THE ORGANIZATON'S PLANS TOWARDS FUTURE SUSTAINABILITY:
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
GRANT OUTCOMES:
HOW MANY PEOPLE WILL DIRECTLY BENEFIT FROM THIS GRANT REQUEST:________________
AGE CATEGORIES THAT WILL BENEFIT FROM THIS REQUEST:
CHILDREN (1-12 YEARS);________
YOUTH (13-17 YEARS): __________
ADULTS (18-64 YEARS):__________
SENIORS (65+ YEARS):___________
DESCRIBE THE ANTICIPATED OUTCOMES BOTH SHORT AND LONG TERM:
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
DESCRIBE HOW THE ORGANIZATION WILL EVALUATE THE BENEFITS OF THIS
PROJECT/PROGRAM/EVENT TO THE ORGANIZATION AND THE COMMUNITY AND WHAT THE
SPECIFIC PERFORMANCE MEASURES WILL BE:
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
FIN-04
Amended by Council October 6th, 2015. Resolution No. 293-08.
OTHER ADDITIONAL INFORMATION PERTINENT TO YOUR APPLICATION
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
_________________________________
_______________________
SIGNATURE OF PERSON SIGNING APPLICATION
DATE
PLEASE BE SURE TO INCLUDE THE FOLLOWING INFORMATION WITH YOUR APPLICATION IN
ORDER TO HAVE YOUR GRANT APPLICATION CONSIDERED:
a.
Financial statements from the previous event or fiscal year
b.
A budget for the upcoming fiscal year or event
c.
Attach information pertaining to evaluation criteria
APPLICATION DEADLINE:
NOVEMBER 30
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Amended by Council October 6th, 2015. Resolution No. 293-08.
This form must be completed within three (3) months of the completion of the event/service OR at the end of the calendar
year. Any organization that does not complete and return this form will not be considered for funding in subsequent years.
NAME OF ORGANIZATION
TELEPHONE #
STREET ADDRESS
FAX#
CITY
POSTAL CODE
WEBSITE
Briefly describe the project/program/event for which the organization is reporting on:
Describe how anticipated goals and objectives were met including performance measurements:
How many people participated in or attended the project/program/event? How many paid attendees? What was the age
and regional breakdown of attendees?
Date of program/event
Location of project/program/event
Describe how the greater community benefitted include both the short and long term positive outcomes to the Municipality
(outcomes should be communicated in a public way i.e. media and social media):
Municipality of Mississippi Mills
3131 Old Perth Road
PO Box 400, RR 2
Almonte ON K0A 1A0
613.256.2064
www.mississippimills.ca
MUNICIPAL GRANT
REPORT FORM
FIN-04
Amended by Council October 6th, 2015. Resolution No. 293-08.
Was the project/program/event a success? How is this success measured? If not a success, describe why not
Provide any other relevant information
DECLARATION
We, the undersigned, declare that we have been authorized to file this report and that to the best of our knowledge, all
answers provided in the report, as well as all the information contained in the document and materials attached to it, are
true and complete.
Signature
Print Name
Title
Date
Phone #
Email
PLEASE ATTACH COPIES OF ANY MARKETING / ADVERTISING / PROMOTIONAL MATERIALS
ACKNOWLEDGING THE SUPPORT OF THE MUNICIPALITY FOR THE EVENT, SERVICE,
ACTIVITY FOR WHICH FUNDING WAS RECEIVED FROM THE MUNICIPALITY