Appendix
Grant in Aid Policy Summary of CRD Municipalities
December 13, 2011Pages 28–303 sections
A detailed matrix comparing the eligibility criteria, application requirements, and release conditions for grant-in-aid programs across CRD municipalities.
Grant in Aid Policy Summary of CRD Municipalities
| Municipality | Which grants are offered? | What is the criteria for each grant? | What criteria makes an organization ineligible for a grant? | Who are the eligible applicants? | What must be included with each application? | What are the requirements to release the grant? | Other |
|---|---|---|---|---|---|---|---|
| View Royal | Grant-in-Aid | (1) Organizations should rely on their own resources to continue their operations rather than continual on-going financial assistance from the Town. Council will only consider applications for grants-in aid on the basis that the request is for "start up assistance" or a "one time special project" of the organization. (2) All organizations applying for grants must show they are maximizing revenue from other sources, and that their application for a municipal grant is a last resort. |
Council does not hold a mandate to spend the Taxpayers dollars on charitable organizations. Council believes that if the taxpayers wish their money spent on or towards charitable organizations, the individual has the opportunity of doing so without being compelled to support an organization through their tax dollars they may feel is not worthy. | (1) Generally, any organizations that are asking for grants must provide complete details of their membership list, as those with 50% or more View Royal resident membership will be a priority. (2) Preference for consideration for municipal grants will be given to those organizations serving View Royal. | (1) Name of the organization, its mission statement, address, identity of contact persons, and indication of non-profit status. (2) Brief history of organization, names of the present board of directors, copy of most recent audited financial statement and present operating budget. (3) Description of special project, event, etc., its objectives and budget (4) Summary of benefits direct and indirect to the Town of View Royal taxpayers. | None set out | Existing Grants in Aid being provided for operating purposes, as of August 2002 when the policy was amended to exclude GIA for operating purposes, were considered to be grandfathered and still eligible for an operating grant. |
| Central Saanich | Grant-in-Aid | Registered Non Profit; Demonstrated financial need; Accessible to large segments of the community; Must have a broad base of support; Sound financial and administrative management; Solid volunteer base; Must have other source of financial support | Organizations that provide services, which are in the area of responsibility held by senior levels of government; if a permissive tax exemption has already been received; When the municipality is already providing services in kind for the organization | Not for Profit Organizations that provide a direct benefit to the citizens of Central Saanich | Application form only | All paid in June | All requests are subject to the availability of sufficient funding within the District's Annual Operating Budget |
| Colwood | Grant-in-Aid | Serve the objectives of enhancing the quality of life (economic, social or cultural) in the City of Colwood | Charitable organizations; Sports organizations; An organization previously awarded a grant but did not comply with grant conditions; Retroactive funding will not be considered; Grants cannot be used by the receiving organization to issue grants to another entity; No grant request will be forwarded for consideration unless all applicable information has been provided and staff has confirmed completion of the grant application | Local organizations providing services of a social assistance nature to citizens of Colwood. Preference to organizations based in Colwood followed by those that provide a direct service to Colwood residents | Application form; Major requirements are, but not limited to: Name of organization; Annual Report; Financial Statement; Budget showing the proposed expenditure and funding sources; Amount being requested and any previous requests, Organization's mandate, project description and purposes, benefit to Colwood, and budget details | None set out | Any direct or indirect benefit from a permissive tax exemption must be declared in application |
| Esquimalt | Local Grants | Except in special circumstances, the project, event, or activity must take place from Jan 1 in the current calendar year to March 31 in the following year as part of achieving the objectives of non-profit and community organizations | Retroactive funding will not be considered; An organization previously awarded a grant but did not comply with grant conditions; Grants cannot be used by the receiving organization to issue grants to another entity; No grant request will be forwarded for consideration unless all applicable information has been provided and staff has confirmed completion of the grant application | Not-for-profit societies in good standing with the Registrar of Companies and other non-profit and community organizations; Preference will be given to organizations based in Esquimalt or those that provide a service to Esquimalt residents; | Application form; The nature and goals of the project; The names of those who will be involved in carrying out the project and, if applicable, a list of the BOD; A projected statement of revenue and expenses for the project; a statement indicating the projected impact of the project on the Township of Esquimalt, and the prior year's financial statement for the organization; Petitioners must appear before Grants Committee to speak to their application; if the applicant received a grant in the previous year, copies of any printed material which acknowledge the financial support of the Township must be included | Applicant must acknowledge the support of the Township in all printed and publicity material related to the project including banners and signs on site during the event; Funds must be used for the purpose for which they are requested. Any funds not used for the requested purposes must be returned to the Township; At the completion of the project, the applicant must submit a final report within 120 days which includes a brief evaluation of the project and a financial statment of actual revenue and expenses for the project, attendance figures, number of participants in the project and an evaluation of the impact on the community | 90% pool makes up the bulk of the grants. The remaining are for subsequent applicants who submit an application and appear before Council for a direct decision on funding; In the event that the project is not completed, the grant recipient must notify the Township as soon as practical. The Township reserves the right to request return of the grant; Any direct or indirect benefit from a permissive tax exemption must be declared in application; Council may provide an amount of funding equal to the prior year's funding for Local Grants increased by the same percentage as the prior year's approved average residential tax increase |
Page 28–30
| Municipality | Which grants are offered? | What is the criteria for each grant? | What criteria makes an organization ineligible for a grant? | Who are the eligible applicants? | What must be included with each application? | What are the requirements to release the grant? | Other |
|---|---|---|---|---|---|---|---|
| Highlands | Grant-in-Aid | Considered by council to be contributing to the general interest and advantage of the District; One year only and for the year of the application only | Organizations that provide services, which are in the area of responsibility held by senior levels of government; When the municipality is already providing services in kind for the organization; Not to be used for funding of continual operations | Charitable or not-for-profit organizations, which provide a direct benefit to the citizens of the District; A body organized to advance the general interest of Municipal Affairs, or celebrating an event of public interest; A Board of Trade or Chamber of Commerce; A tourist or other association that provides information about the advantages of the District such as: manufacturing, business, educational, residential, or tourist centre; An arts or cultural centre maintained in the District; A society or association organizing a public exhibition, game or contest involving athletic skills or sports, where private or professional gain is absent, and which in Council's opinion would be for the District's advantage; Agriculture or Horticulture societies holding exhibitions in the District; Artist societies holding exhibitions in the District; and Art, culture, heritage, recreation, and education related organizations | Application form; Most recent audited financial statements, current financial statement and balance sheet and income statement must be attached to the application form; Signed declaration that the information presented with application is true and correct | Not issued until July of each year; Unused grant funds received by any organization shall be refunded to the District; Council reserves the right to discontinue funding of any or all Grant in Aid funding to specific organizations | Subject to availability of funds; Unless otherwise determined by unanimous vote of Council, the maximum grant available for any purpose shall be the aggregate of the District's latest Federal Government census multiplied by a per capita rate of $ .50 |
| Langford | NO GRANT IN AID OFFERED | ||||||
| North Saanich | Grant-in-Aid | Benefit/add value to the municipality | NA | Not for profit' organization which provide a direct benefit to the citizens of the District | A complete description of their organization/agency and further information, Including: Program/service goals and objectives; Profile of users/clients/participants; Budget details of how Grant funds will be allocated; Intended community benefit/value and outcomes; Details of other/additional sources of revenue received, including donation, fund-raising activity and/or grants from other governments sources (not necessary for Grant requests <$500); Funding history related to Grant in Aid funds previously received from the District; Copy of financial statements required for requests exceeding $5K; A statement as to whether any of the funds will be used to provide grant funding to other organizations | A description as to how the grant funds were spent is required to be submitted to the Director of Financial Services for information to coincide with Dec. 31 of the grant year | $10K max |
| Sidney | Grant-in-Aid | A description of what the project will accomplish; a detailed budget of how the requested funds will be applied; intended community benefit; description of users and participants; details of other sources of revenue such as fund raising by the applicants or grants from other government sources; funding received from the Town in prior years | NA | "Not for profit" organization which provide a direct benefit to the citizens of Sidney | Application form; Attach last complete/audited financial statement for your organization and a budget for the project/initiative that is the subject of the application; | NA | Finance Committee reviews applications, and forwards their recommendation to Council; Grant applications made after deadline will only be considered for the current year if unallocated grant funding is available |
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| Municipality | Which grants are offered? | What is the criteria for each grant? | What criteria makes an organization ineligible for a grant? | Who are the eligible applicants? | What must be included with each application? | What are the requirements to release the grant? | Other |
|---|---|---|---|---|---|---|---|
| Sooke | Community Grant | Except in special circumstances, only application for new projects or the enhancement of existing programs, activities or events that will be completed or take place within one year of the anniversary date of Council approval for the grant will be considered; Grants for banquets, conferences, etc. Grants will be considered only for regional, national or international events taking place in the District of Sooke. Assessment Criteria: The quality and excellence of the project; The demonstrated ability of the applicant to carry out the project; The anticipated impact on the District of Sooke; A grant will not be awarded for the same or a similar project in consecutive years | Incomplete applications are ineligible; Projects will be considered ineligible if they primarily relate to: Touring or Grants to individuals; Sooke will not be the sole source of funding for the project or the organization, matching funds and/or in-kind donation from other sources may be required; No retroactive funding; Funding will not be provided for ongoing operational and maintenance costs nor for out of town travel; Grants cannot be used by the receiving organization to issue grants to another entity | Eligible organizations: Sports; Recreation; Culture; Fine arts; Heritage; Public safety and community welfare; Beautification projects; Must be a non-profit or a registered "not for profit"; | Application form, specifically: the nature of the project, the reason for the activity, the names of those who will be involved in carrying out the project and a list of the BOD. It must provide a projected statement of revenue and expenses, include a financial statement of previous year's activity if any, and indicate the projected impact of the project on the District of Sooke. | The applicant must acknowledge the support of the District of Sooke in all print and publicity material related to the project including banners and signs on site during the event; Funds must be for the purposes for which they were requested; At the completion of the project, the applicant must submit a final report within 120 days which includes: a brief evaluation of the project; copies of print material acknowledging the financial support of the District of Sooke; a financial statement of actual revenue and expenses for the project (where applicable); attendance figures (where applicable); number of participants in the project; evaluation of the impact on the community; In the event that the project is not completed, the District of Sooke reserves the right to request the return of the grant; At the completion of the project, the successful applicant shall invite the District of Sooke to an opening ceremony, if such a ceremony is scheduled; The successful applicant shall provide acknowledgement of funding support by the District of Sooke (such as a plaque) for a tangible capital project once it is completed | Applicants must appear before Grant committe to speak to their application; Grant applications from organization and events, which cross municipal boundaries may also be referred to the Juan de Fuca Electoral area Director, and the Capital Regional District; The applicant must declare if a permissive tax exemption has already been received |
| Victoria | Festival Investment Grant - Four funding streams: Community celebration grants (one day celebrations); Seed festival grants (for new events in their first year and provide stability through the developmental years 2-5); Established festival grants (assistance to established festivals to produce a multi-day event in the City of Victoria - demonstrated consistent track record of achievement for a successive five year period); Signature festival grants (free and open to the general public, and generates 15,000+ visitors each day) | Occur primarily outside in a public space, indoor events that occur between Nov 1 - Mar 31 will be considered; Event must offer a unique experience not duplicated by other organizations and their activities; Be supported by budgets which are distinct from regular operating budgets of lead organizations; Prominently feature art, cultural and/or heritage content; Be free or admission events or events with a free component open to the public; Have followed the publicised application guidelines and met the required timelines; The applicants must demonstrate a need for financial assistance; The proposed budget must demonstrate significant support from other sources other than the City of Victoria | Incomplete and late applications are ineligible; Events that are commercial in purpose; Sporting and athletic events and competitions unless there is a demonstrated link to an artistic and/or cultural activity; An event fundraiser (over and above event costs); An event that occurs outside the City of Victoria; Retroactive funding; Capital expenditures; One time, non-recurring events; Activities already funded through other City programs; Organizations in arrears with the City of Victoria; Individuals; Demonstrations, marches, rallies; Trade shows and trade fairs; Conferences, workshops, training and professional development, block parties, picnics, garden shows, street markets, carnivals. No application will be considered from organizations that received funding in the past but did not submit a report | Not-for-Profit society in good standing with the Registrar of Companies; Festivals must meet the definition: A series of theme related events, predominantly arts and cultural in nature, held annually for two or more consecutive days, possessing city-wide and regional appeal and produced by a registered non-profit society. Celebrations must meet the following definition: An arts and cultural event, organized for the purpose of building and celebrating a sense of community in response to a desire that is best addressed through celebration. These events are sponsored and organized by a registered non-profit society and possess city wide appeal | Official application form; | Seed grant recipients, March 1 (50%), July 1 (30%); Other grant recipients, July 1 (80%); Prior to November 1 on receipt of final report - Final Payment (20%); Grant funds must be applied to current expenses of the approved project, not to subsidize any other project of the applicant, or to reduce or eliminate accumulated deficits. The City reserves the right to request the return of the grant in the event that the project is not completed; The City's support must be acknowledged on all print and publicity material related to funded activities. The City reserves the right to an onsite presence or formal role at signature events. Failure to acknowledge the City's support may result in the inability of an organization to obtain grant support in future years; Previously funded projects must be completed before an new application can be approved; The successful applicant agrees that the City shall not be liable for any incidental, indirect, special or consequential damages, injury or any loss of use, revenue or profit of the Society arising out of or in any way related to the program; The successful applicant must submit a final report: Brief description of the event; event evaluation; a financial statement of actual revenue and expenses; copies of print material which acknowledge the financial support from the City; Attendance figures; number of participants in the event and a description of the economic impact on the City of Victoria. | The city will not fund more than 25% of the overall operating costs of the festival or celebration; All applications will be evaluated on the following assessment criteria: Artistic Merit (40%); Economic Impact (25%); Community Impact and Involvement (20%); Organizational effectiveness and competence (15%) |
| Victoria | Special Project Grants | Demonstrated ability of the project to reflect City Council's priorities as outlined on our website; Quality of the application and clarity of project objectives, outputs and deliverables/outcomes; The overall quality and distinctiveness of the project; The demonstrated ability of the applicant to carry out the project; The anticipated environmental, social or economic impact on the City, Partnerships and opportunity for community involvement (eg. volunteers, participants); Demonstrated proof of additional project or event funding and financial partners | Funds may not be used for: Increasing awareness and fundraising on behalf of an organization itself; Projects that take place outside the City of Victoria boundaries; More than 75% of a project's total annual budget; Capital expenditures; Conferences and/or banquets; Expenses incurred during events related to the rental of City facilities/services; Purposes of assisting an industrial, commercial, or business undertaking; Retroactive projects or events; Individuals; Touring or travel expenses; Health care delivery (including counselling), medical services, or equipment; Organizations that have not submitted satisfactory final reports from previous grant funding; Organizations that have overdue or outstanding deliverables from other City grants or funding sources | Project must occur with City of Victoria municipal boundaries; Projects must be completed within a 12-month period from the application deadline; Applications from organizations that have received another grant from the City in the same calendar year must demonstrate that the proposed project is different from the other project which received funding; If a City grant has been received by the organization in the past five years, applicants must list the type of grant, previous year(s) received, the project title, and clearly describe how the current initiative is different than past projects; Grants may be used for communication efforts that raise the awareness of an organization's specific local project or event. | Official application form; Financial Statements; Budget | Successful applicants will receive their cheques after July 1; Prior to issuance, funding from other financial partners must be confirmed with the City. Successful applicants must acknowledge the support of the City of Victoria in all print and publicity material for the project or event; The successful applicant must submit a final report: project objectives that were clearly met, description of actions or activities undertaken and all outcomes/deliverables; financial statement of actual project revenue and expenses; assessment of project impact on the City; and total number of attendees/participants/volunteers in the project. If the project or event is not completed within the 12 months, the applicant must notify the City as soon as possible. All unused funds must be returned to the City of Victoria. | $10K max |
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Extracted from: 2011 12 13 Committee of the Whole Agenda