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Municipal Grant/Donation Policy
Approval Date: September 3rd, 2019
Policy Statement
The Township of Montague's policy on municipal grants and donations is to establish
and maintain an orderly procedure for organizations and groups making application for
grant money from the Township.
NOTE: THIS POLICY DOES NOT APPLY TO CEMETERIES
Purpose
The purpose of this policy is:
- To establish funding criteria and application procedures for requests for financial
assistance from groups and organization in the community of Montague;
- To provide council and staff with clear direction in considering and responding to
requests for assistance;
- To provide an accessible and equitable process for groups and organizations
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 Montague Township.
All requests for a donation must be made through the application process as outlined in
this policy. Individual departments or employees have no authority to approve/grant
donations requests.
Types of Grants
1. Monetary Donations to a maximum of $5,000.
Please Note: Council may make exemptions based on needs.
2. Grants 'In-Kind'
3. Pins and Collectibles
Application
Council recognizes that many groups and organizations conduct events and provide
programs which benefit the community. Council will consider requests for grants from
groups/organizations that meet at least one (1) of the following criteria:
- A not for profit organization that meets the criteria established in Chapter 2
"Eligibility Requirements" of the Lottery Licensing Policy Manual i9ssued by the
Province of Ontario.
- Any group or organization that would increase the general public's awareness of
our community in a positive manner.
- Any group or organization that provides a recreational or cultural service that the
Township currently does not provide.
Contributions will not be made for the following purposes:
- Discriminatory activities or events or those that would incite hatred;
- 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.
Announcement/Notification
Council will advertise in the local newspaper and on the municipal website during the
month of October each year for grant/donation applications. To be considered for the
Financial Assistance Program all applications must be completed and submitted by the
deadline on November 30th of each year. The Application form is available on the
website at http://www.township.montague.on.ca/ or by visiting the municipal office at
6547 Roger Stevens Drive, Smiths Falls ON.
All applicants will be notified regarding Council's decision about the application in
writing. Recipient's names and amounts donated shall be made available in a report to
Council, also available on the municipal website. Recipients and amounts may also be
advertised in the media.
All applicants shall be notified in writing from the Clerk's office in regards to scheduling
their delegation for Council.
Criteria
- Preference will be given to applicants that are non-profit community groups and
organizations;
- Applications from school teams/clubs are eligible and should be endorsed or
sponsored by a teacher, leader or coach;
- The non-profit organization/group on the application must be located in the
Township or serve the Township residents, or their event/program must be
hosted in the township;
- Each application must demonstrate there is a need for financial assistance;
- Applicants must demonstrate a reasonable effort to raise funds from sources
other than the Municipality;
- Applicants will be required to a delegation to Council at least once during the
year of award or application year.
Applicants must agree to acknowledge the Municipality's contribution in all
publicity/promotion relating to the event or activity to which the donation applies.
Application Process
- Late or incomplete applications for grants will not be forwarded for consideration
- All decisions of Council are final. There will be no appeals.
- All requests for grants must be submitted to the Clerk by the set deadline of
November 30th of each year to allow appropriate time for consideration by
Council and shall be made by submitting a completed "Donation Request
Application" attached as Appendix "A".
- Council shall allocate an annual amount for donation purposes yearly within the
municipal budget. The amount of funds shall be distributed based upon the
evaluation of the requests received by the deadlines.
- No donation will be granted unless specifically authorized by Council in the form
of a resolution for support or as otherwise authorized by this policy.
- In making donations the Township reserves the right to impose any conditions
and restrictions that it deems fit.
- Those submissions reviewed by Council will be contacted in writing by the
Clerk's office outlining the results of the review and will include any other
necessary information.
Funding
The applicant organization, within the current fiscal year, must spend any grant funding
on the sole purpose for which it was awarded. The Township does not wish this policy
to be sole source of funding therefore; all grant types will have a maximum of $5,000.00
per application. This is to assist Council in keeping grant funding distribution equal and
fair.
It will be at Council's discretion if an application receives the full amount it has
requested. Council reserves the authority to award grants over and above $5,000 at
their discretion.
Grant awards up to a limit of $1,500.00 shall be issued in full upon notification of being
awarded financial assistance.
Grant awards greater than $1,500.00 shall be paid in installments which will be detailed
in the award notification letter.
Grants may be awarded with certain terms and conditions. The letter of award will state,
if any, particular restrictions apply to the grant.
Donations made by the Township shall not be regarded as a commitment for continued
support in the future.
Any unused funding must be reported to the Township with an explanation of why it
went unused. Council will determine if the unused funds must be returned to the
Municipality.
In the event the event/program is cancelled, the Township must be notified immediately.
Council will determine if the funds must be returned to the Municipality.
APPENDIX "A"
DONATION REQUEST APPLICATION
Group/ Organization Applying: _____________________________________________
Address: ______________________________________________________________
Contact Person(s): ______________________________________________________
Position(s): ____________________________________________________________
Telephone or Email: _____________________________________________________
What type of donation is being requested?
Monetary Donation
In-Kind Grant
Pins and Collectibles
Approximate donation value being requested: ________________________________
How Will Funds Be Used: _________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Is Your Group Based in the Township of Montague?
Yes / No
Is Your Group Not-For-Profit?
Yes / No
How Many Years Has Your Group/Organization Been in Operation? _______________
What Services Does Your Group/Organization Provide To Residents of the Township?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Applicant Name (Print):
__________________________
Applicant Signature:
________________________
Date of Application: ____________________
6
APPENDIX "B"
DONATION REQUEST EVALUATION CHECKLIST
This evaluation checklist is for Staff/Council use only.
Date Application Received: ________________________________
Group/ Organization Applying: ______________________________
Criteria
Yes
No
Application form complete (with all necessary information provided)
Application received by the Deadline.
Application meets criteria.
Organization/Group based within, operating within, or serving the
Township of Montague
Event/Program occurring within the Township of Montague
Event/Program benefitting residents of the Township of Montague
Organization/Group a registered Charity/Non-Profit
Donation Type clearly indicated
Organization/Group has received prior assistance from Township
Organization/Group receiving assistance from other sources
Satisfactory Township acknowledgement if donation provided
All requested attachments included with application form
What type of donation/grant is being requested? _______________________________
Approximate donation value being requested: ________________________________
Does this application meet all criteria necessary to be forwarded to Council?
Yes
No
Has the organization been contacted to schedule their delegation?
Yes
No
If yes, the planned date: _________________________________________________
Evaluator Name (Print):
______________________
Evaluator Signature:
_______________________
Date of Evaluation: __________________