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Distribution of Grant Funding
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THE CORPORATION OF THE CITY OF WINDSOR
POLICY
Primary Owner:
Finance - Financial Planning
Policy No.:
CS.A2.03
Secondary Owner: n/a
Approval Date:
Nov 5, 2018
Approved By:
CR587/2018
Subject:
DISTRIBUTION OF
Effective Date:
Immediate
GRANT FUNDING
Procedure Ref.:
n/a
Review Date:
Nov 2023
Pages: 5
Date: Nov 5, 2018
Prepared By:
A. Varsa - Finance
Replaces: Jan 21, 2013 (M20/2013)
1. PURPOSE
1.1. To ensure that payment of, approved, grant funding only occurs upon the receipt of a duly
authorized 'Letter of Understanding'.
1.2. To ensure, approved, grant funding is distributed in accordance with payment schedules provided
by budgetary or alternative resolutions.
2. SCOPE
2.1. This policy applies to all non-statutory grant funding provided by the City of Windsor to external
third party applicants.
2.2. Exclusion from this policy:
2.2.1. Grant requests that are subject to separate review and consideration under the City's
Waiver of Fees & Grant Funding Policy or Ward Fund Policy.
3. RESPONSIBILITY
3.1. The City Council is responsible to:
3.1.1. Approve all grant funding to third parties.
3.2. The Chief Financial Officer (CFO)/City Treasurer or designate is responsible to:
3.2.1. Develop and maintain business processes and procedures that facilitate the release of
grant funds in accordance with this policy
3.2.2. Ensure the payment of, approved, grant funding is in accordance with approved budget,
Council resolution or Council interim budget resolution.
3.2.3. Request and obtain, signed, Letters of Understanding prior to the payment of approved
funds.
3.2.4. Distribute and communicate this policy to all stakeholders including funding applicants.
3.2.5. Direct the review of this policy, at a minimum, every five (5) years, and recommend
updates as required.
4. GOVERNING RULES AND REGULATIONS
4.1. Approved grant funding may only be released upon the receipt of a signed (by a duly authorized
representative) Letter of Understanding from the funded agency.
Distribution of Grant Funding
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4.2. Release of payment for approved grant funding must be in accordance with amount(s) defined in
the approved budget, interim budget, or alternative Council resolution.
4.3. Original, signed, Letters of Understanding are a commitment document to be retained, in
Finance, in accordance with the City's Schedule of Retention Periods for Records By-Law.
5. REFERENCES & RELATED DOCUMENTS
5.1. Letter of Understanding - Grant Funding (Sample - Attachment A)
5.2. Waiver of Fees and Grant Funding Policy
5.3. Ward Fund Policy
Distribution of Grant Funding
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ATTACHMENT A
Distribution of Grant Funding
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Distribution of Grant Funding
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