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Mandatory Policy, Municipal Act:
No
Policy Administration Team, Review Date:
May 5, 2023
Corporate Management Team, Review Date:
May 24, 2023
CORPORATE POLICY
Policy Title:
Sports and Recreation Grants Policy
Policy Category: Municipal Services
Policy No.:
M-014
Department:
Community Services
Approval Date:
June 19, 2023
Revision Date:
Authors:
Travis McCallum - Policy Analyst,
Darren Carter - Coordinator, Sports and Recreation
Attachments:
N/A
Related Documents/Legislation: Affiliation Policy, Arts Grant Policy, Neighbourhood
Grants Program Policy
Key Word(s):
Grants
POLICY STATEMENT:
The City of Waterloo recognizes the important role of sport and recreation not-for-profit
and community organizations play as providers of programs and services. Their efforts
help to create a healthy, engaged and resilient community. The City of Waterloo
provides sports and recreation grants to support eligible organizations and projects that
encourage participation in a wide range of interests.
PURPOSE:
The Sport and Recreation Grants Policy provides a framework for distribution of
available program funds. This includes eligibility criteria, funding use parameters,
assessment processes, and accountability measures.
The policy supports understanding, transparency, and consistency in grant application,
assessment, and allocation decision-making.
The Sports and Recreation Grant is intended to support organizations to provide
opportunities for Waterloo residents to meaningfully participate in sports and recreation
activities.
POLICY NUMBER: M-014
Page 2
DEFINITIONS:
Affiliation Service Agreement: a formal agreement entered into by an Affiliated
Community Organization and the City of Waterloo that specifies mutual expectations
and benefits to the respective parties.
Capital Asset Expenditure: A capital asset is a physical item (the exception being
software) with a long-term use lifespan, typically more than three years. Capital
assets include purchase of land, building, building renovations, machinery,
leaseholds, and vehicles. Asset general maintenance (painting, mechanical
maintenance, replacement of existing parts) is not a capital asset expense unless it
increases the value of the specific asset. Equipment needed for core
services/community programs are not considered capital assets. Funds from
operating and project grants cannot be used for capital asset expenditures.
Developing Organizations: applicants who fall into one of the two following categories:
A) Emerging Organizations: Organizations newly formed within the past three
years and have been operating for at least one year prior to the close of the
grant application period;
B) Organizations in Transition: Established organizations or organizations
undergoing a substantial change in direction or transformation over the next 1-
3 years to enhance organizational resiliency.
Foundational Operating Grant: a type of operating grant that can be awarded to
eligible affiliated organizations that have entered into a Service Agreement with the
City of Waterloo.
Not-for-profit Organization: An organization that does not pursue a profit and
allocates all funding to support its goal or cause.
Operating Grants: funds to be used for operating costs which provide for day-to-
day activities. This may include but are not limited to rent, insurance, telephone and
internet services, equipment for core services/community programs, equipment
maintenance, repair and replacement, salaries of professional or administrative staff,
programs, services, volunteer recruitment and recognition, in-house training, and
office supplies/equipment. The following are also considered operating costs: costs
associated with programs held on a regular basis, growth or expansion of an
existing program/event/activity, replicating an existing program in another location or
at another time, and programs, activities/events funded as a project in a past year.
POLICY NUMBER: M-014
Page 3
Project Grants: funds that support one-time, temporary or innovative endeavors
with a specific objective, completed in a specific timeframe, with a clear beginning
and end date. Projects must be different from, or in addition to, current core services
or programs. Projects may not take more than one year to be completed. Project
costs can include developing or testing a new program/event or activity.
Service Club: a voluntary not-for-profit organization where members meet regularly
to perform charitable works either by direct hands-on efforts or by raising money to
support individuals or other organizations.
Sport and Recreation Affiliated Organization: a community organization that has
a formal relationship with the City to support an interest to provide sport and
recreation programs and services, in accordance with City's goals.
Sports and Recreation Grants Committee: a City staff-appointed committee of up
to three community members and relevant City staff. The Committee has a mandate
to assess applications to the Sports and Recreation Grants program and make
decisions within the scope of the program's budget, policy and terms of reference.
Service Club: a voluntary not-for-profit organization where members meet regularly
to perform charitable works either by direct hands-on efforts or by raising money to
support individuals or other organizations.
SCOPE:
This policy applies to:
-
All applicants to the Sports and Recreation Grants Program;
-
Staff responsible for the delivery of the Sports and Recreation Grants program;
-
Members of the Sports and Recreation Grants Committee.
POLICY COMMUNICATION:
This policy will be communicated by means of:
-
Posting on the City of Waterloo website;
-
Posting on the City of Waterloo intranet accessible by staff;
-
Providing a copy to all members of the Sports and Recreation Grants
Committee;
-
Providing a copy to all staff involved in the delivery of the grant program;
-
Including the website location for the policy in all grant program information
distributed to the public;
-
Including a webpage with plain language information about the grant program
and how to apply.
POLICY NUMBER: M-014
Page 4
-
Applicants will be required to indicate on the grant application form that they
have reviewed the policy.
It is the applicant's responsibility to be proactive in seeking out grant application
information and submission deadlines.
POLICY
1.0
Grant Program Principles
1.1
The Sports and Recreation Grants are intended to support and encourage:
-
Opportunities that help create a healthy, active and engaged
community;
-
Range of opportunity in sports and recreation; and
-
Provision of services that are accessible and inclusive.
2.0
General Grant Parameters
2.1
This program provides two grant streams: Operating Grants and Project
Grants.
2.2
Grants to support developing organizations and/or for projects are considered
a priority.
2.3
Grant funds must be used as per the approved grant application. Any
significant changes to the original grant application must be discussed with
and approved by the appropriate City of Waterloo staff liaison prior to
implementation. If the proposed changes are acceptable the grant funding
may be revised to reflect the changes or if the proposed changes are not
acceptable to the City, approval may be revoked, and grant funding will not be
forwarded to applicant, or the applicant will be required to return any grant
funding already provided. Failure to seek approval from the City for any
changes from the approved grant application may result in ineligibility for
future funding or the need to return any grant funding received.
2.4
Grant funds will typically be awarded in one lump sum payment. At the
discretion of the Grants Committee, organizations may be awarded funds by
installments, with a reporting requirement prior to the release of the next
installment.
2.5
Grants are not automatically renewable in subsequent years.
2.6
Submission of a grant application does not guarantee an organization will
receive full or partial funding.
POLICY NUMBER: M-014
Page 5
3.0
Conditions
3.1 Affiliated organizations that receive Foundational Operating Grant support
through an Affiliation Service Agreement are only eligible to apply for project
funding.
3.2 Affiliated organizations that do not receive Foundational Operating Grant
support through an Affiliation Service Agreement may apply for an operating
grant.
3.3 Grant funding may be used to purchase equipment, so long as the
equipment directly supports sports and recreation programming and remains
in the possession of the organization. Equipment may be loaned to
participants.
3.4 Organizations may not request more than a total of $5,000 in grant funding
per year or submit more than one application per year.
3.5 Grant recipients must acknowledge the support of the City of Waterloo on all
printed materials that relate to the grant request or as determined by staff.
3.6 Project Grant Recipients must complete a status report and submit to the
City of Waterloo within 6 months of project completion or prior to the next
eligible grant cycle. Failure to do so may make the organization ineligible to
apply for future grants until the status report is completed and submitted.
Organizations may only apply for grant funding once per calendar year.
3.7 All grant opportunities are contingent on the allocation of funding as part of
the city's budget process.
3.8 Notice of receipt of a grant does not imply approval of municipal permits and
other permissions.
3.9 Successful applicants may be required to put additional measures in place
to ensure the safety of project participants. This may include a requirement
for adequate liability insurance, depending on the nature of the project.
4.0
Basic Eligibility Criteria
4.1 All applications for Sports and Recreation Grants will first be assessed by staff
to determine if they meet basic eligibility criteria.
4.2 To be eligible for a Sports and Recreation Grant:
POLICY NUMBER: M-014
Page 6
-
Organizations' programs, services or projects must benefit the
residents of the City of Waterloo by providing opportunities to
meaningfully participate in sports and recreation;
-
Organizations must comply with all applicable legislation, regulations
and bylaws for the Government of Canada, The Province of Ontario,
and the City of Waterloo. (e.g., Accessibility for Ontarians with
Disabilities Act, 2005 (AODA), Human Rights Code, Occupational
Health & Safety Act); Not-for-Profit Corporations Act, 2010 (ONCA)
-
Organizations must submit a completed application form, providing all
of the requested information and all supporting material by the
application deadline.
4.3 The following are not eligible to apply for a Sports and Recreation Grant:
-
An organization that acts as a funding body, or makes grants to
another organization;
-
An organization that is the responsibility of a higher level of
government or that is precluded under the Municipal Act;
-
Commercial businesses or for-profit organizations;
-
Service Clubs;
-
Other governments
-
Universities, colleges, schools and hospitals, and their agencies
-
Political organizations or any organization focused on political activities
or activism;
-
Religious organizations;
-
Individuals.
4.4 Applications that staff determine have met the basic eligibility criteria will move
forward to review by the Sports and Recreation Grants Committee.
5.0
Other Eligibility and Assessment Criteria
5.1 The Sports and Recreation Grants Committee will review applications that
have met all basic eligibility criteria to ensure they also meet the following
additional criteria.
5.2 To be eligible for a Sports and Recreation Grant, organizations must also:
-
Be organized for a minimum of one (1) year;
-
Operate as a not-for-profit or community organization under the
leadership of a volunteer board of directors or executive committee,
elected by the general membership, or as a registered charity;
-
Demonstrate a benefit to residents of Waterloo;
-
Hold regular board or committee meetings with recorded minutes;
-
Carry public liability insurance;
POLICY NUMBER: M-014
Page 7
-
Keep accurate volunteer and participant records;
-
Carry out volunteer screening and other risk management measures to
help ensure volunteer and public safety;
-
Demonstrate funding or revenue from at least one source other than
the City of Waterloo;
-
Submit a status report for any project grant received in the previous
year within the required timelines.
5.3 Grants will not be available to support the following:
-
Capital asset expenditures;
-
Operating or capital deficits;
-
Retroactive project expenses;
-
Endowment funds;
-
Charitable fundraising events;
-
Expenses associated with travel to, attendance at, or that are related to
the registration fees for seminars, conferences, workshops, or tours;
-
Projects or services that are the same as those provided by the City of
Waterloo;
-
Any activity related to election campaigning for federal, provincial,
municipal, or school board candidates, including promotional activities
and advertising.
5.4 The following may make an application ineligible for a Sports and Recreation
Cash Grant:
-
Currently in financial arrears with the City of Waterloo;
-
Liabilities exceed assets for a period of two or more years;
-
Operating loss for two consecutive years;
-
Affiliated Organization that does not meet the requirements of their
service agreement;
-
Non-compliance with legislation, city by-law and/or policy;
-
Submission of an incomplete application.
6.0
Application Assessment
6.1 Grant applications will first be assessed by staff to determine if they
meet the basic eligibility criteria. Staff may determine the feasibility of
requests that involve the use of city facilities or resources.
6.2 Grant applications that meet the basic eligibility criteria will be
assessed by the Sports and Recreation Grants Committee to
determine if they will be awarded funding and the amount of funding
to be awarded from the available program budget.
POLICY NUMBER: M-014
Page 8
6.3 Grant applications assessed by the Sports and Recreation Grants
Committee will be prioritized based on the following:
-
Funding request merit;
-
Organization's profile;
-
Financial need;
-
Support for developing organizations;
-
Support for equity-deserving groups;
-
Support for Indigenous groups; and
-
Benefit to the residents of City of Waterloo.
6.4 Grant applications will be evaluated by the Sports and Recreation Grants
Committee using a standard assessment tool based on this policy.
7.0
Late Submission of Grant Applications
7.1 Applications submitted after a published grant deadline(s) will not be accepted
or entertained by the Sports and Recreation Grants Committee until the next
round if still applicable.
8.0
Appeals
8.1 Appeals will not be heard by the Sports and Recreation Grants Committee.
The decisions of the Sports and Recreation Grants Committee regarding
applicant eligibility, application assessment, and grant allocation will be
considered final.
COMPLIANCE:
In cases of policy violation, the City may investigate and determine appropriate
corrective action.