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North
Middlesex
Municipality of North Middlesex
Community Development Fund Policy
Section:
Subject:
Policy Number:
Version:
Review Frequency:
Approved by:
Approval Date:
Application:
Financial Policies
Community Development Fund Policy
AD-01-2023 (Former- CDFP.04)
Version 5
Annually
Council
Program subject to annual Operational Budget
Notes:
Legislative Authority:
Ontario Municipal Act, 2001
Purpose:
The purpose of this policy is to establish a policy, procedures and criteria to handle in a fair, open
and responsive manner, requests from community organizations for funding assistance from the
Municipality of North Middlesex that contributes to the enjoyment, health and well-being of the
communities within the Municipality.
Objective
i)
To financially assist community groups and organizations to undertake capital
projects/purchases that are available for public use or will enhance public use of a
space or facility.
ii)
To financially assist community groups and organizations that offer programs or
projects which provide a benefit or service to improve the well-being of the
Municipality and may apply to one of the following funding categories: (1)
Community Vibrancy Fund; (2) ongoing program funding; (3) multi-year project
funding; or (4) cash assistance.
iii)
To financially assist municipalities who have declared a state of emergency and
who require matching funds.
iv)
To financially assist organizations with a non-profit charitable cause who visit the
Municipality during a major cross-Ontario or cross-Canada fundraising effort.
September 20 2023
CDFP. 04 V.4
Page 2
Policy
i)
Prior to consideration of the budget for the following year, an ad will be prepared by
the Clerk and posted in the area newspaper and on the municipal website regarding
the Community Development
Funding Assistance Program.
ii)
Community groups and organizations wishing to apply for funding assistance in one
of the categories, noted in Objective i) are required to apply by submitting a
completed current application form with all required supporting documents to the
Clerk on or before November
30th of the year preceding the request for funding
assistance. Receipt of all applications
will be acknowledged
in writing by the Clerk.
iii)
A Funding Review Committee
consisting of the Mayor and Two ( 2) appointed
Council representatives, along with the Treasurer or designate, will review the
applications
for conformance
eligibility and supporting documentation. The Clerk
will sit on the committee as a recording staff member.
iv)
Following the review, those applications considered ineligible will be returned to the
organization
with a letter from the Clerk noting the reason( s) the application was
rejected. Those applications
deemed eligible will be included in the Preliminary
Budget for Council' s consideration.
v)
Organizations
whose applications
are either approved or not approved upon
Council' s approval of the budget will receive a letter informing them whether the
funding will be received or if not, the reason the application was not approved.
vi)
Due to budget constraints, funding assistance in any one year is not to be regarded
as an ongoing funding commitment
by the Municipality.
vii)
Funds may be provided for project activities already receiving municipal funds
through other programs ( i.e. Community
Vibrancy Fund).
viii)
Council may authorize other funding amounts during consideration of the budget or
throughout the year or reallocate funding within these policy categories depending
on the implications
on the budget.
ix)
Grants will not be considered where a project or event has an anticipated profit
being generated for the applicant or an organization.
x)
Staff will provide a letter of support, on behalf of the Municipality, for community
organizations seeking other funding provided that such funding supports the
wellbeing of the entire municipality.
xi)
Projects or events must not have already been completed when applying for
funding. Requests for funding for a project or event must be completed or take
place within the year of which it is approved.
Eligibility Criteria
i)
Funding assistance is available only to non-profit community groups and
organizations whose goal and purpose is to provide a service or benefit to the
community and does not restrict access to membership in the organization itself or
its committees.
ii)
All organizations applying for funding must meet two of the following requirements:
1) the office is located in the Municipality of North Middlesex; 2) their activities or
services benefit the Municipality; or, 3) the majority of participants are residents of
the Municipality.
iii)
Organizations applying for funding must provide charitable, recreational, cultural,
arts, environmental, special event programs or special services to the community.
iv)
Applications for funding will only be considered when submitted by the President,
Chair or Executive Director and Treasurer of the organization.
v)
Organizations applying must provide the following documents:
the names of the Executive Members of the organization applying
a copy of the previous year's financial report or audited statement
an approved draft budget for the current year
recently approved resolution from the organization regarding the request for
funding
Proof of projecUevent completion by way of invoices and/or pictures for
previous year(s) funding
Proof of facility booking contract for requested dates (under Cash
Assistance for Facility Rental component)
vi)
Organizations applying for funding must demonstrate that they are seeking and/or
are receiving alternate sources of financial support on an on-going basis to achieve
self-sufficiency. The Municipal funding assistance should not be the sole funding
source.
vii)
Preference will be given to those applicants who demonstrate diverse sources of
funding.
Fund Categories
1. Community Vibrancy Funds
This category supports the aims of the Community Vibrancy Agreement and the funds received
from Bornish Wind GP, Inc. regarding the receipt, expenditure and administration of the amenities
fees. The limit per any project may be $5,000.
Total Yearly Amount Available: up to $51,000
2. Ongoing Program Funding
This category supports programs and specific community organizations which the Municipality
recognizes as of interest to receive ongoing funding. May include program support funding, tax
rebate assistance etc.
Total Yearly Amount Available: up to $21,000
CDFP.04 V.4
Page 3
3. Multi-Year Project Funding
This category supports projects which organizations may wish to undertake or finance over 2 or 3
years.
Total Yearly Amount Available: up to $5,000
4. Cash Assistance for Facility Rental
Funding may be available through this category for an amount which may be up to the amount
equal to the applicable facility rental according to the current fees and charges by-law (not
including any deposits intended for security or keys). If an organization is eligible under this
category, the booking of the facility as well as any fees and required paperwork is the sole
responsibility of the organization as with any renter.
Total Yearly Amount Available: up to $16,000.00
Procedure:
i)
Application forms are available on-line at www.northmiddlesex. on.ca or at the Shared
Services Centre, Municipality of North Middlesex, 229 Parkhill Main Street, Parkhill, ON
N0M 2K0
CDFP.04 V.4
Page 4
http://
h
ii)
Completed application forms with required supporting documents must be submitted to the
Clerk and received on or before 12:00 p.m. (according to the computer at the front counter)
on November 30th in order to be considered for the following year's budget.
iii)
Applications received on or before the deadline will be received, date stamped, scanned
and initially reviewed for initial completeness by the Clerk. If incomplete, the application
will be returned with a letter stating the reasons the application is incomplete. Should the
organization wish to resubmit, it must do so prior to November 30th at 12:00 noon.
APPLICATIONS RECEIVED AFTER THIS DEADLINE WILL NOT BE CONSIDERED
UNDER ANY CIRCUMSTANCE BY THE COMMITTEE)
iv)
Following the November 30th deadline, all complete applications will be reviewed by the
Funding Review Committee for conformance and eligibility and a list of approved
applications will be compiled according to the funding available.
v)
If the organization is found ineligible according to the eligibility criteria outlined in this
policy, upon a recommendation of the Funding Review Committee, the Clerk will send a
letter to the organization outlining the reasons why the application was deemed ineligible
for that funding year.
vi)
A report providing a summary of the approved applications will be presented to Council by
the Treasurer and considered during the annual budget process.
vii)
The following are the seven categories of funding and the amount to which are allocated to
be funded in the upcoming year' s budget;(
i)
ii)
iii)
iv)
Community Vibrancy Funds
Ongoing Program Funding
Multi-year Project Funding
Cash Assistance for Facility
51,000.00
21,000.00
5,000.00
16,000.00
viii)
All organizations whose application has been deemed eligible and considered for budget
approval by Council will be notified in writing by the Clerk of Council's decision.
ix)
Council may require a presentation at an Open Council meeting either on your application
for funding assistance or at the end of the year in which funding is received to show how
the funding was used.
x)
Following final approval of the budget, there may need to be an initial meeting with
appropriate staffregarding requirements.
xi)
A letter of understanding or contractual funding agreement may have to be entered into
with the Municipality and signed by the parties prior to receipt of funds or reimbursement of
expenditures.
xii)
The community organization shall have to pay for the project or rental of a facility in full.
Invoices and proof of payment for the expenditure must then be included with any claim
request.
xiii)
Interim financing may be arranged following discussions with the Finance Department
CDFP.04 V.4
Page 5
CDFP. 04 V.4
Page 6
MUNICIPALITY
OF NORTH MIDDLESEX
APPLICATION
FORM
COMMUNITY
DEVELOPMENT
FUND PROGRAM
Date: ________________________________________________________________________
Name of Organization/ Group: ______________________________________________________
Name of Primary Contact: ________________________________________________________
Telephone: __________________
Fax: ________________ E-mail: _______________________
Address: _____________________________________________________________________
Postal Code: _____________________
Please indicate the purpose of this application ( If requesting more than one category please
submit separate applications):
a) Cash Assistance:
Community Vibrancy Funds
Requested Amount $_________________
see attached excerpt for eligibility category and please enter here _______ ( ex. 10 a)
Ongoing Program Funding
Requested Amount $_________________
Multi- Year Project Funding
Requested Amount $_________________
b) Cash Assistance for Facility Rental ( DO NOT INCLUDE HST IN AMOUNT)
please refer to current Fees and Charges By-law for applicable amount to enter)
Facility Location Requested _____________
Facility Charge $_______________
Proposed Date:
Facility Location Requested _____________
Facility Charge $_______________
Proposed Date:
Facility Location Requested _____________
Facility Charge $ ______________ Proposed
Date: ___________
The following documentation
must be provided to be eligible:
The names of the Executive Members of your organization ( update yearly)
A Financial Report of your previous year' s operational
budget ( including any investments)
CDFP. 04 V.4
Page 7
An approved proposed budget for the year of the funding request
A recently approved resolution or letter from the applicant organization
regarding request for
funding
Proof of project or event completion by way of invoices and pictures for funding received
in
Proof of facility booking contract for requested dates ( if applying for Cash Assistance for
Facility Rental)
previous year(s)
Have you made a request to the Municipality for a grant prior to this application?
NO ____
YES ( if yes, complete the following):
Year Requested
Facility Booked/ Date
Office
VerificationAmountReceived
Has your organization
requested or received funding in the last twelve months from any Provincial
or Federal Agency?
NO ____
YES ( if yes, provide details)
Please outline briefly why you feel Public Funds should be given to your organization.
List any expected donations, gifts, etc. that you expect to receive in the funding year.
Briefly outline the activities provided by your organization
For what purpose will the grant funds be used?
Membership
Information
What is your total membership? _________________________________
Total number of Municipal Residents? _________
Total number of Non- Residents? _________
We the undersigned, certify that to the best of our knowledge, that all the information
provided on this application is accurate and correct and are endorsed by resolution of the
organization we represent.
CDFP. 04 V.4
Page 8
DISCLAIMER
Personal information contained on this form is collected pursuant to the Freedom of Information
and Protection
of Privacy
Act/ Municipal
Freedom
of Information
and Protection
of Privacy
Act and
will be used for the purpose of evaluating applications submitted under this program.
Questions about this collection should be directed to the Freedom of Information and Privacy
Co-ordinator at the institution where is information is situated.
Consent of Disclosure and Release: By submitting their application for consideration, the
organization hereby further agrees to the Municipality of North Middlesex releasing certain
information(not including financial information provided as part of the submission) about the
successful applicants such as: Name of Organization, Project Description and amount allocated
through the program, on its municipal website or other social media under its control for
promotional purposes. Also, it is understood that the Municipal may at its sole discretion use
the successful project(s) in its written material and distributed for promotional purposes
Name
Title
Date
Name
Title
Date
Forward completed application form to:
Clerk
Municipality
of North
Middlesex
229 Parkhill
Main
Street
Parkhill, ON
N0M 2K0
Telephone:
519- 294- 6244
Application forms must be received by 12:00 noon on or before November 30, to be
considered for funding ( applications received after this date and time will not be
considered under any circumstance). It is the responsibility of the organization/ group to
submit a fully completed application form prior to the closing date and time.
MUNICIPAL USE ONLY
Date
Received: ________________________
Date
Reviewed: _________________________
Meets
Eligibility: ____
YES ____
NO
Recommended
for Approval
by: ____ YES ____
NO
REASON
IF NOT APPROVED: ______________________________________
Date
Approved
by Council: _____________________
Amount
Approved: $______________